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Tech Tools

Right tools for the job!

You’ll find helpful tutorials and resources on all our campus tools including our primary tools on Microsoft M365. As you review content, we recommend you begin with the introductory options listed first within each section.  Then, explore more advanced functionality as you have time.  Don’t forget to practice using the tool if you’re going to use it for an online meeting or class.  Given support limitations, the CCI can only assist with core campus programs (e.g. Google products are not supported).  Check out How Do I for assistance figuring out what tool you need.  If you find you still have questions after reviewing our Tech Tools resources, contact us at cci@potsdam.edu to open a support ticket.

Come by each week and check out our Featured section.  We’ll post on important CCI news and highlight new functionality available on your favorite program or app. (Week 16 – 05/08/23)

*Want a reminder, sign-up and we’ll send you a Featured email each Monday.

Feedback

The Center for Creative Instruction endeavors to better serve the campus!  We invite faculty and staff to offer feedback by filling out the brief CCI Annual Poll which closes on May 28th.

 

For our final featured topic this semester, please enjoy a simulating CCI presentation by Jonathan Schaller from the Crane School of Music.  Learn how portfolios allow students to demonstrate growth, agency, and authentic representations of knowledge.

Stress Relief
It’s time to catch our breath.  We’ve made it to finals week and we need to take a few moments to relax (watch How to reduce stress with the 2:1 breathing technique – 04:16).  Better? Now, feel free to look below at the other topics we covered this semester (if you happened to miss one or two).

Posted on Week 15

Cool OneDrive Features
Each campus user has access to OneDrive (cloud storage that syncs to your computer’s hard drive).  Watch the  Six Reasons Why OneDrive is Cool – 15:30 video to discover useful features from file versioning to integration with OneNote.

Posted on Week 14

New to MS Forms
Microsoft Forms is such a useful app and recent upgrades make it better than ever!  Check out the new updates to multiple choice questions, sharing, themes, and new integrations with Teams (watch 9 New Features in MS Forms – 06:37).

More Forms Videos
Most people create new MS Forms under their own account without even realizing it. Instead, creating a form that is editable by everyone on your Team is normally best.  Watch MS Forms - Group Forms – 00:45 to find out how to create a group form. Oh! But what if you already created the form under your account?  Watch the How to Transfer Ownership to a Group Form – 02:11 video.  Finally, here are a few quick tips on Forms and Teams (watch 3 Ways to Use Microsoft Forms in Teams – 06:05).

Posted on Week 13

Cameo in PowerPoint
Jump into your presentation by using Cameo in PowerPoint! This feature allows you to embed your live webcam feed into your presentation. Not only is this fun and engaging for your students/participants, but it is also a powerful learning tool that allows you to better guide “focus” and reduce distractions (watch Using Cameo in PowerPoint - Add Your Camera into Slides – 13:41).

Tips on Using Cameo
Research in Cognitive Science shows that learning is enhanced when you avoid Cognitive Overload (when the brain is inundated by incoming information or overwhelmed performing simultaneous tasks). The proper use of the Cameo feature in PowerPoint can help address Cognitive Overload issues by eliminating distractions and focusing attention on essential content.  When presenting, you want to help the user “Focus” on the content you are discussing by either showing the content (the webpage, document, etc.) or your webcam feed (using Cameo). The viewer should either see you or the “what” you are talking about. For example, the user should never see Graph-A while you are talking about content on Table-C, and the users should either see you, when talking about Table-C, or the table (when displaying the table would be the most helpful). While guiding focus is extremely important for those with cognitive and vision issues, this presentation approach is helpful to everyone that accesses your video. For more information on how we learn, watch The Role of Working Memory for Learning – 06:21 and The Role of Cognitive Load for Learning – 03:48.

Posted on Week 12

Mid-semester pause – No video posted this week.

Posted on Week 11

New SUPER FAST Teams
Change is coming!! With recent Microsoft updates, you might have noticed significant changes to Outlook (see video below), but more wonderful improvements are on the way. Teams will soon be 2x faster and require significantly fewer computer resources to run (watch The new, better Microsoft Teams – 08:26).  In addition, features like Copilot (AI) and Loop (real-time collaboration) will soon be added.  Change is happening fast and the CCI will help you explore these fantastic new tools as they come online.

NEW Outlook
PC users should check out Microsoft Outlook new features – 08:04 and Outlook Desktop - Early preview – 08:37 for helpful tips on the new Outlook.  Mac users have a new (and different) version of Outlook. While this update should eventually be an improvement, the change might not be to everyone’s tastes now.  Watch NEW vs LEGACY Outlook – 05:00 for a quick overview and for instructions on how to revert to the current version.

AI is Here!
The Microsoft Edge web browser now has an integrated AI available to all users.  You’ll be able to ask the AI to summarize the information on a webpage, compose messages on your behalf, have the AI provide “insights” on the web content (no prompting needed), and much more.  Watch AI in Your Web Browser is a GAME CHANGER – 10:57 to learn more.

Posted on Week 10

Scheduling Poll in Outlook
Outlook offers you an easy way to schedule your next meeting!  From Outlook online, you can use the “Scheduling Poll” feature to offer times to meeting participants.  This feature can even show you when others are busy, so you can select times that are more likely to work.  Watch How to use Scheduling Poll in Microsoft Outlook 365 – 03:18. If you don’t use Outlook online, see the FindTime option below.

FindTime in Outlook
The desktop version of Outlook also has a scheduling featured called FindTime.  Like Scheduling Poll, it allows you to offer a selection of times based on the availability of meeting participants. Obviously, this works a lot better if everyone blocks off their “busy-time” in the calendar, but either way, this scheduling tool is so much better than the back and forth of emails.  Watch Microsoft Outlook - FindTime – 05:40. Please be aware that Scheduling Poll is scheduled to replace FindTime (and be automatically added to the desktop version of Outlook) sometime this year (likely by summer 2023).

Posted on Week 9

Creating Accessible Content – First Steps
We all create content and it’s up to us to make sure it’s accessible…for you, your friends, your family, and for everyone! Learn what steps you should take first to make your documents, videos, and presentations more accessible (watch Creating Accessible Content – First Steps – 15:03).

Accessibility Resources
Below is a listing of the videos and websites referenced in the Creating Accessible Content – First Steps video.

Posted on Week 8

Convert your Word document into a PowerPoint presentation
The purpose of a PowerPoint is to help a speaker present.  Instead of trying to make a PowerPoint serve both as a presentation aid and as comprehensive notes (for session participants), use the A.I. powered “Export to PowerPoint” feature to convert your Word document into a PowerPoint (watch Export Word to PowerPoint with a few clicks – 06:24).  Now, you can tailor your slides for the presentation and your document as a session “notes” resource.

Posted on Week 7

Wellness
Take a deep, cleansing breath and learn how to incorporate short wellness activities into your classroom sessions. Public Health and Human Performance Professor, Tanya Hewitt outlines how to provide “instructional support” in the classroom.  Watch the Classroom Wellness Primers – 23:13 video to gain a library of wellness resources to pass along to your students.

Posted on Week 6

Word Editor
The “Editor” tool in Microsoft WORD does so much more that check for grammar and spelling errors. Find out how you and your students can use this new feature to dramatically improve the writing in your document (watch New Editor Tool for Microsoft Word 365 – 05:44).

Posted on Week 5

NO LAG Sharing in Teams
Microsoft Teams is an extremely powerful app, but (to be honest) it’s a resource hog (demanding a strong internet connect and a robust computer). That said, you can still seamlessly share your videos and presentations with your “audience” if you follow these simple steps (watch Present videos in Microsoft Teams meetings WITHOUT LAG – 06:17).

PowerPoint Live in Teams
Here is more information on using Live to share (watch Present PowerPoints in Teams - The Right Way. – 03:20).

Posted on Week 4

Microsoft Whiteboard
Need to Collaborate? Check out this great new MS Whiteboard feature.  You’ll be able to track who’s making changes to the shared board.  The “Collaborative Cursor” is a great addition to the Whiteboard experience within a Teams meeting (watch Collaborative Cursors in Teams Meetings Whiteboard – 02:36).

More about Whiteboard
If you haven’t tried the Whiteboard in your Teams meeting, here is an overview (watch How to Facilitate Productive Meetings with Whiteboard – 11:02). The creative use of this M365 app has enormous potential for effective brainstorming/planning and for interactive/engaging class collaboration. Other recent enhancements now allow you to add website links and YouTube and Stream videos (watch How to use Links and Videos in Whiteboard – 05:10).

Posted on Week 3

Record in New Stream
Do you need your students to make a screen recording for your course? The best tool for students is the recorder in Microsoft Stream.  Find out how to make quick-and-easy videos your students can share with the class (watch The NEW Microsoft Stream – 03:40).

Posted on Week 2

PowerPoint Live in Teams
While you can display a PowerPoint in a Teams meeting by “Sharing” your screen, there is a MUCH better way!  Learn how to use the PowerPoint Live feature in Teams (watch Present PowerPoints in Teams - The Right Way. – 03:20).  This “Live” experience will be remarkably better for you and your meeting participants.

Record in PowerPoint
If you are creating a recording for your students, using Teams will often be your best choice (watch Record in Teams – 02:23).  However, if you have a long presentation (i.e. you have a lot of slides), using PowerPoint to record offers you the option of recording slide-by-slide.  If you find you want to re-record a given slide, you don’t have to record your entire presentation (watch PowerPoint Recording Tips – 13:26 or Record PowerPoint on a Mac – 08:51).

Posted on Week 1

Manage Tasks with To Do
Microsoft “To Do” is a great way to manage your tasks!  To Do is integrated with Teams, Outlook, Outlook online, and Planner.  Watch Microsoft To Do | Getting Things Done – 05:08 to get a quick overview.

Create Tasks in Teams
Did you know you can create To Do tasks from any post or message in Teams?  Find out how to create tasks quickly and easily in Teams (watch Create Tasks From Microsoft Teams Chats – 03:40).
 
Create Tasks in Outlook
You can create To Do tasks from Outlook and Outlook online.  Find out how to create tasks quickly and easily in Outlook (watch How to Use Microsoft To Do With Outlook, Teams & Planner – 11:14 starting at 01:09).

Brightspace- Find How-to guides and resources on Brightspace (used to deliver course content and instruction).

Record in M365: Find a complete guide to recording in Teams, Stream, and PowerPoint and sharing with OneDrive.

Base Camp- Find step-by-step guidance on what to learn first if you’re just starting to use technology.

Accessibility- Find resources and tools to help you create accessible content and courses.

Professional Development- Submit this form to request a specific PD session or to volunteer to deliver a session.

Resources

All resources below are listed in alphabetical order. The “Freeware” tools listed are not official campus tools, but the CCI considers them safe to use.

Complete and create PDF documents including forms.

Note: Please see the Access To Adobe Creative Cloud webpage for more information.

Although you can create forms using Acrobat Pro DC, our licensing has recently changed and faculty have limited access to Pro.  Consider using other easier to use tools like Microsoft Forms or Moodle Questionnaire/Feedback, if you want students to fill out a form.

Word/Excel: Use the Save As Adobe PDF or Save As option to convert your file to PDF (Print PDF may not work well).

PowerPoint: If you plan to share PowerPoint slides as a PDF, use the Export option to create the PDF (File >Export >Create Handouts >Select Notes below slides >Ok.  Then, turn the Word doc into a PDF).

Tip: You can apply formatting within Notes in PowerPoint (bold, font size, highlighter, bullets, etc.).  Whether or not they display properly in the PowerPoint, they will display in the Word document notes.

Training Videos:

This product is available to everyone. It allows user to see PDFs and fill out PDF forms.

Anyone can download this free program from the Adobe website (also downloadable through the Managed Software Center on campus issued Macs).

Note: Please see the Access To Adobe Creative Cloud webpage for more information.

Training Videos:

The Adobe suite of products includes Acrobat Reader, Acrobat DC, InDesign, Photoshop, Illustrator and Premiere Pro. 

New Adobe licensing has significantly limited access to these products.  For this reason, instructors may need to avoid these tools when designing assignments and projects.  On campus, some labs and library computers have software installed, but faculty and staff needing Adobe products on their computer must make a special request for access.  Priority is given to academic programs that require student access to software, however, remote access will need to be coordinated with CTS.

Note: Please see the Access To Adobe Creative Cloud webpage for more information.

Record and edit audio using this free, easy-to-use, multi-track recorder.

Anyone can download this free program from the Audacity website (also downloadable through the Managed Software Center on campus issued Macs).

Our campus compliance training site.

All campus required Compliance training is done through the BizLibary website.  In addition to completing HR assigned trainings, the BizLibrary site also includes a vast video library on various topics including Microsoft M365 applications (Word, Outlook, PowerPoint, etc.).  These tutorial resources are free for you to use at any time by logging in to the site.  For access information, please visit Training and Development on the Human Resources website

A scheduling tool that allows users to book appointments.

Groups, departments, and offices can use Microsoft Bookings to allow students, clients, colleagues, and even off-campus partners to quickly book appointments.  Bookings seamlessly sync’s with the Outlook calendar allowing group members to track, manage, and organize team appointments all in one place.  Team members can be added to Bookings calendars and new appointment types can be created to offer in-person and virtual meetings to attendees.  As an M365 tool, it can be used within the Microsoft Teams app for ease of use.  Once a meeting is scheduled, Bookings will send calendar invitations and reminders to all meeting participants.  Note: Individuals should use the “Bookings with Me” feature of Outlook instead of Bookings (watch Bookings with Me in Outlook – 02:54).

Start Here – Get a general idea of what the tool does and how it works.

  • What is Bookings? – 01:23 and website (refresh or use Chrome to play video).  This site contains several videos on using Bookings, but comprehensive “Basic Overview” videos are below.

Basic Overview – Review how to use the core features of the tool.

More Features – Expand your proficiency by using these additional features.

Our LMS (Learning Management System) allows instructors to deliver content and instruction to students through a private website.

Brightspace allows faculty to post lectures, videos, web-links, assignments, discussion forums, quizzes, questionnaires and grades. You can find helpful tutorials and information on the Brightspace Home Site and instructors can find course-building resources in the Brightspace Toolbox (self-enrollment required).

Designed to function as an electronic version of a paper notebook for your class (see OneNote below).  It can also act as a massive, multi-page whiteboard.

OneNote is a note-taking tool that is organized into notebooks, tabs, and pages that can contain text, images, audio, video, and links to websites as well as other OneNote pages.  It’s excellent for brainstorming and group work because you can use it online with others, adding content and even drawing on it as if it were a gigantic whiteboard.  The Class Notebook creates a OneNote notebook that contains three sub-notebooks:

Student Notebooks (private notebooks shared between the instructor and each individual student).

Content Library (Course materials – content can only be edited by the instructor).

Collaboration Space (used by the class to share, organize, and collaborate).
 

Note: Whenever possible, create assignments that can be completed using digital tools (otherwise, see How do I have my students upload an image?).

Drawing

You can draw on any OneNote (Class Notebook) page. If you use the OneNote app on a tablet, it’s even easier.  Using the Draw tab tools, you and your students will be able to draw over content including text and images (e.g. drawing over an image of a cell, chemical structure, a music staff, etc.).  This also means you can create worksheets that students can fill out by drawing.  The online M365 version has basic Draw features, while the full program has additional tools.

Music Paper

Use the templates in the CCI shares with Campus folder to create your own music paper.  Download and make changes to the Word doc, Save As a PDF,  Save As a JPEG, Insert JPEG to a PowerPoint or OneNote notebook.

  • Template- Music Paper- 01 (Word)
  • Template- Music Paper- 02 (Word)
  • Sample- Music Paper (01-02) (PowerPoint)

An online platform designed to facilitate gathering student opinion of faculty instruction.

The campus provides instructors the option of using the CES online system to gather course feedback using Standard Campus Survey questions and  “custom” questions created by the instructor.  Students and faculty can access surveys using the My Course Evaluations widget found on the Brightspace homepage.  For policy information on evaluations, please visit the Course Evaluations webpage on the Provost & Academic Affairs website.

How to Request Course Evaluations

End of Semester
Course evaluations will be automatically created for all courses.  Instructors don’t need to request evals and those wishing to opt-out may do so by responding to the “Your Course Evaluations have been Created” email. The timeline for end-of-semester projects is listed below (weeks correspond to weeks before the last day of classes).

  • 4 Weeks: The “Your Course Evaluations have been Created” email is sent to instructors with opt-out instructions.
  • 3 Weeks: The “Your Course Evaluations have been Created” reminder email is sent to instructors with opt-out instructions.
  • 2 Weeks: The “Create Custom Questions” email is sent to instructors. Creating custom questions is optional.
  • 1 Week: Project is “live” and students gain access to surveys.
    • The “Complete your Course Evaluations” email is sent to students.
    • Students receive email reminders every three days until the project ends.
    • Instructors can monitor response rates using the My Course Evaluations widget in Brightspace.
  • Finals: Students receive pop-up notifications in Brightspace.
  • Project End: Course evaluation projects either end on the last day of Finals or the Monday after the last day of classes (for summer and winterim projects).
  • Reports: Instructors gain access to response data two weeks after a project ends.

Mid-Semester
If your courses end sometime before the end of the semester (i.e. within a semester), please fill out the Mid-Semester Course Evaluations form (not required for Summer or Winterim courses).  A CES project will be created to deliver your evaluation. Courses ending near each other are grouped into a single project.  While the timeline below is true in general terms, adjustments are made by the admin to fit the project.  Weeks correspond to weeks before the last day of class.

  • 3 Weeks: The Mid-Semester Course Evaluations form must be submitted.
  • 2 Weeks: The “Create Custom Questions” email is sent to instructors. Creating custom questions is optional.
  • 1 Week: Project is “live” and students gain access to surveys.
    • The “Complete your Course Evaluations” email is sent to students.
    • Students receive email reminders every two days until the project ends.
    • Students receive pop-up notifications in Brightspace 2-4 days before the last day of class.
    • Instructors can monitor response rates using the My Course Evaluations widget in Brightspace.
  • Project End: Depending on the grouping of courses, a project can end 3-10 days after the last day of class.  Projects are normally set to end at midnight on Mondays.
  • Reports: Instructors gain access to response data two weeks after a project ends.
How to Opt-Out of Course Evaluations

A “Your Course Evaluations have been Created” email will be sent to instructors 4 weeks and 3 weeks before the last day of classes. The email will contain a link to the Opt-Out of Course Evaluations form.  The form will allow you to opt-out permanently, only for this semester, or report specific courses that should never be included in projects.  Regardless, you must opt-out no later than two weeks before the last day of classes or your course WILL BE INCLUDED.

Guides and Tutorials

How to access tutorials
CES is a Watermark product.  To access CES video tutorials, you must do the following.

  1. Log in to Brightspace and scroll down to the My Course Evaluations widget.
  2. Select Click here to access survey results and reports from Course Evaluations & Surveys (CES).
  3. Select the Question icon on far right and open the Help Center.
  4. Now, you can select a video to view from the links below (watch videos in the order listed).

Custom Questions
All Course Surveys contain Standard Campus Survey questions.  However, a week before surveys are made available to students, faculty are able to add their own “custom” questions (adding custom questions is optional).  Please watch the Custom Questions for Administrators & Instructors video (see instructions above for access) and/or read the How to add Custom Questions to Course Surveys instructions.

Reports
Instructors gain access to response data two weeks after a project ends. To download a PDF report of your course surveys for a semester:

  • Login to Brightspace and select the My Course Evaluations link found on the homepage.
  • Select Project Results from the Results menu.
  • Select a survey from the Project Results table.
  • Select the download icon in the Report column.
  • Select a report type (that report will be saved to your downloads folder as a PDF).

For additional report options, please review the Report Builder video listed above.

A spreadsheet application designed to organize data and perform mathematical computations and functions. Spreadsheet data can be sorted/refined and displayed in charts, forms and pivot tables.

Excel is massive, so doing a Google search to find a video for the thing you are trying to do is necessary.  Microsoft does have training videos on the basics and excellent training is possible with Lynda.com (1-month free offer).  In addition, here are a few links to recent videos used by CCI staff.

Note: Whenever possible, create assignments that can be completed using digital tools (otherwise, see How do I have my students upload an image?).

Drawing

Did you know you can draw in Excel?  Using the Draw tab, you and your students will be able to draw over content including text and images (e.g. drawing over charts, structure, tables, etc.).  If you use the Excel app on a tablet, it’s even easier.  This also means you can create worksheets that students can fill out by drawing.  While on a PC, the Draw tab may only be available using the full version (i.e. not the online M365 version).  To add the Draw tab to the ribbon, right-clicking the Home tab, select Customize the Ribbon, check the Draw box in the right window, and OK.  The Draw tab should be visible by default on a mac.

A list of campus recommended free software.

Not all free software is recommended, as we must consider security and privacy issues. Although popular, Google apps, posting to YouTube, and Skype are not recommended as we have campus tools that offer better privacy. Here is a list of recommended free software available to Windows and Mac users.  Each of the platforms listed here has more information provided on this page.

  • Handbrake – A free digital video transcoder, to convert video files into MP4 video files.
  • Audacity – A free, easy-to-use, multi-track audio editor and recorder.
  • OpenShot– A free, easy-to-use, video editor (similar to iMovie).
  • Pixabay.com – An image-library website with free-to-use (Creative Commons) images and photos.
  • SoundCloud.com – A music-library website that has free-to-use (Creative Commons) and pay-to-use music.
  • ZoomIt – A screen zoom and annotation tool for PCs.
  • Zoom – A web-conferencing app, Zoom provides standard tools including screen-sharing, whiteboard, mobile app, web app, and meeting recording.

A simple, lightweight tool that lets users create surveys, quizzes, and polls.

Microsoft Forms has simple branching and skip-logic functionality and can display data in user-friendly charts.  That said, if you’re looking to do a campus-wide survey or IRB survey, you should use Qualtrics instead (see below).  MS Forms can be accessed on our Microsoft Office - M365 website through a web-browser (Firefox, Chrome, Safari, etc.).

A free digital video transcoder, to convert video files into MP4 video files.

Anyone can download this free program from the Handbrake website (also downloadable through the Managed Software Center on campus issued Macs).

Create beautiful vector art and illustrations.

More information to follow (see Adobe Creative Cloud above).

Note: Please see the Access To Adobe Creative Cloud webpage for more information.

A basic editor that can produce videos with backgrounds, transitions, zooming, sound effects and music.

Note: Although videos created in iMovie can be saved in the MP4 format, the version produced may not upload properly to sites like Knowmia for sharing.  You may need to convert the file before uploading.  Scroll down the TechSmith Support page to find and watch the Convert Unsupported Video File video.  Be sure to change the extension to mp4 (sometimes it’s set to m4v).

iMovie- Essentials – 18:09 (located on the CCI Presentation, Video and Design webpage).

Design and publish elegant layouts for print and digital.

More information to follow (see Adobe Creative Cloud above).

Note: Please see the Access To Adobe Creative Cloud webpage for more information.

Enhanced podium computer classrooms that allow you to broadcast a “live” session over the internet.

Using the touchpad controls in Live Stream Classrooms, users that have been added to the touchpad may broadcast a live video stream of their class session or meeting.  Users are required to insert a USB drive into the controls to save a copy of the live-stream recording (an emergency back-up copy is also saved to system servers).  Users are not required to use Live Stream functionality and may use the computer just like any other podium computer.  Please note that the second monitor in these rooms is only used when live streaming (it can only display the live stream broadcast).  Participants can view the live stream by logging in to sites.potsdam.edu/live using their regular username and password (CCA).  If you’re account is not listed in the system or if you need additional technical support, please contact av@potsdam.edu to create a support ticket with the CTS.

Rooms:

  • Flagg – 103, 206, 210; 211
  • Kellas – 103, 104, 105; 106
  • Maxcy – G104
  • Satterlee – 120; 120i
  • Schuette – A323
  • Stowell – 211, 217*, 218/221**; 315
  • Timerman – 131

*No screen/projector in room.
**Portable podium shared between rooms.

If you have a campus issued Mac computer or laptop, the  program can provide access to useful programs including some freeware apps.

Look for the Managed Software Center Icon  icon to open the Managed Software Center.  This is also where system updates are run.

Our “Cloud” access to Microsoft Office products.

All faculty, students, and staff have access to a wide array of tools through the M365 cloud-based environment. These tools are generally available on all campus computers, on any computer through a web-browser (Firefox, Safari, Chrome, etc.), and on iOS and Android apps for smartphones and tablets.  More information on M365 programs is listed in alphabetical order throughout this webpage.

Office 365 Apps Overview  – 06:08

Access your work file from anywhere.

Cloud storage that works like a hard drive, accept it's on the internet, so you can access it from anywhere.  It also serves as a back-up to all your work files. Although OneDrive files and folders can be shared, OneDrive is essentially your “Personal” file storage. When possible, course work files for students are best done through Moodle. However, group/committee/department files are best saved through Teams.  All Teams files are accessible in the Team itself and the files are stored in OneDrive.

Microsoft is in the process of transforming how it stores and shares all files (including video recordings).  Content created in the M365 environment (including in Teams) is now saved in OneDrive.  To keep things consistent, Microsoft wants all content (documents, spreadsheets, videos, whiteboards, etc.) to be stored and accessed in OneDrive.  

Closed Captions
Until upgrades to OneDrive video storage is complete, users must turn on Transcriptions during a Teams meetings to ensure the recording has closed captioning (Closed Captioning for Teams Meeting Videos – 01:14).  Currently, you can’t add captioning after the meeting is recorded.

General

Designed to function as an electronic version of a paper notebook.  It can also act as a massive, multi-page whiteboard.

OneNote is a note-taking tool that is organized into notebooks, tabs, and pages that can contain text, images, audio, video, and links to websites as well as other OneNote pages.  It’s excellent for brainstorming and group work because you can use it online with others, adding content and even drawing on it as if it were a gigantic whiteboard. **Also, see Class Notebook above.

Note: Whenever possible, create assignments that can be completed using digital tools (otherwise, see How do I have my students upload an image?).

Drawing

You can draw on any OneNote (Class Notebook) page. If you use the OneNote app on a tablet, it’s even easier.  Using the Draw tab tools, you and your students will be able to draw over content including text and images (e.g. drawing over an image of a cell, chemical structure, a music staff, etc.).  This also means you can create worksheets that students can fill out by drawing.  The online M365 version has basic Draw features, while the full program has additional tools.

Music Paper

Use the templates in the CCI shares with Campus folder to create your own music paper.  Download and make changes to the Word doc, Save As a PDF, Save As a JPEG, Insert JPEG to a PowerPoint or OneNote notebook.

  • Template- Music Paper- 01 (Word)
  • Template- Music Paper- 02 (Word)
  • Sample- Music Paper (01-02) (PowerPoint)

A basic editor that can produce videos with backgrounds, transitions, zooming, sound effects, and music.

OpenShot is freeware and works on Windows, Mac, and Linux systems.  Go to www.openshot.org/  to sign up and download your personal copy.

 

An email and calendar program.

Use Outlook to manage your email and calendar.  Whether you use the web browser or desktop version, Outlook offers incredible features and integrations with M365 tools like Teams and To Do.  Remember: Using the Outlook calendar is critical to the efficient scheduling of meetings. When campus members block time off on their calendar, meeting organizers can use unblocked (“free”) time to schedule meetings (no polls or back and forth emails are necessary to schedule a meeting).
 
In addition, if you need students to sign up for office hours? Advising? Coaching? Projects? Outlook now allows you to offer appointment times using a personal Bookings with Me webpage. You control the times and availability, and the scheduled meeting is automatically added to both calendars!  Watch the Bookings with Me in Outlook video – 02:53 for a complete overview of this great Outlook feature..

Tip: Did you know many M365 products now have a speech-to-text feature?  Whether you're in Word, PowerPoint, Outlook, or even Teams (visit live captions in Teams), look for this new feature (called Dictate).  Watch How to Use Voice Dictation and How to enable Dictate for more information.  If you’re using PowerPoint, this feature can even translate what you’re saying into another language on-the-fly (watch Live captions & subtitles).

Special Reminder: All faculty/staff are required to maintain their schedule and availability within Outlook (approved by President’s Council).

Webpage tutorials and videos are available on the Microsoft Training website.

Draw and edit images.

Paint is easy to learn and allows for quick editing of images and simple creation/modification of graphics.

Manage photos and edit video.

Photos is not only used for importing and viewing images, it has a basic editor to produce videos.

Edit, transform, and create beautiful beautiful images, graphics and art.

More information to follow (see Adobe Creative Cloud above).

Note: Please see the Access To Adobe Creative Cloud webpage for more information.

An image-library website with free-to-use (Creative Commons) images and photos.

A project management tool.

Planner provides a hub for team members to create a plan, organize and assign tasks to different users using due dates, and to check project progress through graphical dashboards. *Although this program is hidden to users, it can be accessed through Teams.

Automate a process using M365 tools like email and Microsoft Forms.

Drawing on all the Cloud-based programs available on M365, Power Automate (formerly Flow) can automate routine processes.  Whether you want to automatically send email responses or create an electronic “approval” workflow that automatically emails each person in the process before moving on to the next step, creating a flow will greatly increase your efficiency, saving you time and work.  Please watch Introducing Flow Approvals using Power Automate – 01:12 for info on how to process an Approval.

If your office or department needs to automate a process, please contact cci@potsdam.edu for assistance.  CCI staff will setup a project timeline if automating the process is determined to be feasible.  Also, the CCI is starting Flow training for campus staff that are willing to learn Flow basics.  Staff would be trained to modify existing CCI templates and trained to deploy them to automate processes in their department/area.  Although Flow is not hard, it does require focus and attention to detail.  If you are interested in supporting the campus by becoming a Flow Apprentice, please contact the CCI.

How to Access Approvals Using M365

  • Log in to M365
  • Select the All Apps icon (last icon on left pane)
  • Select Power Automate from the list
  • Select Action Items pull-down
  • Select Approvals
  • Select a request (clicking on the text will open a response window on the right)
  • Use the Choose your response pull-down
  • Add comments (if appropriate)
  • Select Confirm to record response

Custom Tools
The CCI has created the following tools.  We use these tools to help design and create Flows.  If you are creating custom Flows, you may find them helpful.

Create presentation slides.

Although primarily used to create slideshow presentations with text, images, video, transitions, and even animations, it can also be used to create infographics, posters, and even videos.

Tip: Did you know many M365 products now have a speech-to-text feature?  Whether you're in Word, PowerPoint, Outlook, or even Teams (visit live captions in Teams), look for this new feature (called Dictate).  Watch How to Use Voice Dictation and How to enable Dictate for more information.  If you’re using PowerPoint, this feature can even translate what you’re saying into another language on-the-fly (watch Live captions & subtitles).

Training (General)

Note: Whenever possible, create assignments that can be completed using digital tools (otherwise, see How do I have my students upload an image?).

Accessibility
Until February 2021, SUNY Potsdam has access to accessibility training courses through Deque University.  For more info, go to the Accessibility Training section of the Training & Development webpage on the HR website.  Also, please find excellent full course tutorials resources at Accessibility at Loyola University and WebAim web accessibility.  Find more accessibility information at the How do I adhere to ADA guidelines and laws? webpage.  For a quick overview, please watch the First Steps Toward Meeting EIT Accessibility video below which includes an accompanying “workbook” document.


Sample-Transcript for First Steps Toward Meeting EIT Accessibility (Presentation) DOC

Creating Content (Overview Videos)

Live Captioning
Although Teams Live Caption feature is the best tool we have currently available to us, you can generate some live captioning for other web meetings (like for Zoom meetings) using PowerPoint.  You’ll need to use the M365 version of PowerPoint as the campus installed version doesn’t have this feature.  Also, instead of sharing the PowerPoint, you might need to share the screen instead to ensure you capture the captions when recording.

Drawing

You can draw on any PowerPoint slide presentation. If you use the PowerPoint app on a tablet, it’s even easier.  Using the Draw tab tools, you and your students will be able to draw over content including text and images (e.g. drawing over an image of a cell, chemical structure, a music staff, etc.).  This also means you can create worksheets that students can fill out by drawing.  The online M365 version has basic Draw features, while the full program has additional tools.

Music Paper

Use the templates in the CCI shares with Campus folder to create your own music paper.  Download and make changes to the Word doc, Save As a PDF,  Save As a JPEG, Insert JPEG to a PowerPoint or OneNote notebook.

  • Template- Music Paper- 01 (Word)
  • Template- Music Paper- 02 (Word)
  • Sample- Music Paper (01-02) (PowerPoint)

Industry-standard professional video and film editing program.

More information to follow (see Adobe Creative Cloud above).

Note: Please see the Access To Adobe Creative Cloud webpage for more information.

View and edit photos.

Not only used for viewing photos, Preview has tools that allow for the quick editing of images and simple creation/modification of graphics.

The campus’s official survey tool.

Note: In most instances, instructors will find using Moodle Feedback/Questionnaire or Microsoft Forms easier for basic class polling.

Qualtrics is a cloud-based service that provides a comprehensive suite of tools to create and distribute surveys.   The program provides powerful branching and skip-logic functionality and allows users to analyze collected data and create reports.  Faculty and staff may use Qualtrics for university-related business; however, guidelines set by the Office of Institutional Effectiveness and IRB guidelines (when applicable) must be followed when sending campus-wide surveys to students, faculty, and staff.  For more information and training, go to the Qualtrics Survey Software page.

An online textbook company that allows students to rent or purchase digital content.

The RedShelf online platform offers almost one million digital textbooks from over 400 publishers. Students can rent or purchase their books at a reduced price (up to 80% below print prices). RedShelf has contracts with several top textbook publishing companies and provides users powerful study tools.

General

*Most users won’t need to use SharePoint, although it acts as a foundation for many M365 tools.

More information to follow.

A music-library website that has free-to-use (Creative Commons) and pay-to-use music.

Anyone can download this free program from the SoundCloud website.

Our campus student success platform.
 
Starfish is an early alert and communication platform for faculty, advisors, and student service areas.  It helps us create a coordinated care-network for all students to help positively influence degree completion outcomes for students.  In addition, it offers cross-campus referrals, appointment scheduling, swipe card kiosks, early alerts, and can be used throughout the year to identify at-risk students for early intervention.
 
Advisors can also use Starfish to manage appointment scheduling during the student advising period. Find a link to Starfish and other resources on the Potsdam Starfish page.

A video site where campus users can upload, view, and share videos securely.
 
Microsoft is in the process of creating a new Stream site to replace the “Classic” stand alone site we currently use.  Watch Stream Update 2022 for an in-depth explanation of Microsoft’s plans for a better Stream.  All videos created in the near future will be stored in OneDrive (SharePoint).  This will allow the sharing of all content (documents, spreadsheets, videos, whiteboards, etc.) to be consistent.  OneDrive permissions will allow you to share recordings of classes, meetings, presentations, training sessions, etc. with individuals, groups, classes, and with off-campus (public) users.
 
Start Here – Get a general idea of what the tool does and how it works.

 
Basic Overview – Review how to use the core features of the tool.

Captions in Classic Stream
 
To auto generate captions in Stream, you need to set the language.  You can do this for a single video and at the “Site” level.  From Stream:

  • Select the gear icon on the top-right corner (the one in the maroon color).
  • Select My Settings and set the language and Region to English (US).
  • Select Apply button at top of screen.

You’ll need to set the language for videos already created, so go to a video and:

  • Select the …more button.
  • Select Update video details.
  • Set the language to English and select Apply.

Using AI, Sway automatically designs your presentation.

By simply filling in an outline with content (images, text, reports, webpages, videos), Sway automatically produces a professional, interactive presentation using a web-based canvas that auto-adjusts to look great on any screen.  Sway is the fastest and easiest way to express your ideas in a creative and dynamic presentation.

A powerful collaboration and communication platform.

Teams is more than just a conferencing app, it allows groups to effectively communicate, organize, work together, and share information via a common, connected space. Team members can utilize innovative features like document collaboration, one-on-one chat, team chat, online meetings, breakout rooms, polling, and more.

START HERE

Get a general idea of what the tool does and how it works.

Join a Meeting

Schedule a Meeting

Share a PowerPoint, a Video, and Record

BASIC OVERVIEW

Review how to use the core features of the tool.

Create a Team, add Members, and Channels

Teams Channels

In Meeting Tools

Chat and Activity

Calendar and Other Apps

MORE FEATURES

Expand your proficiency by using these additional features.

 

More Polls Features in Teams

An easy-to-use task management tool that integrates with many M365 tools.

Quickly create and prioritize your tasks using To Do.  You can add due dates and reminders to a task and even add check lists, files, and notes.  You can organize your tasks into lists or groups of lists and share them with other users.  To Do tasks can be access in M365, in Outlook, and in Teams. Using To Do is the best way to keep track of the tasks you need to get done.  **Note: Project tasks created in Planner also display in To Do.

Start Here – Get a general idea of what the tool does and how it works.

Basic Overview – Review how to use the core features of the tool.

More Features – Expand your proficiency by using these additional features.

A student engagement platform that provides tools that tracks attendance, allows for live and asynchronous polling, features interactive slides, and managing classroom discussions.

Note: Top Hat currently offers an engagement only version, which permits classroom polling to gather group results (individual grading is restricted in this version).  Top Hat Basic is available to all professors free of charge.
 
The Top Hat software platform facilitates remote learning, for both synchronous (real-time) and asynchronous (recorded) classes, and can help professors teach online. Top Hat can be used remotely to take attendance, administer real-time or self-paced polling and Q&A, deliver homework, deliver content, and test remotely (with proctoring).
 
Top Hat also offers low-cost textbook content, and in some cases free OER textbooks.  Please refer to Marketplace in your Top Hat Account or contact our Top Hat representative for additional information regarding textbook resources.

To learn more please visit: tophat.com or check out Top Hat's Youtube Channel.

If you'd like to speak directly to our Top Hat representative, please contact Rachel Italiano at (416)904-7798 or rachel.italiano@tophat.com. Here you can schedule a meeting with Rachel.  Top Hat is offering individual support to faculty, so please don't hesitate to reach out.

A free Microsoft tool that can translate text, voice, conversations, and camera photos and screenshots.

Microsoft Translator is a multilingual translation app available through a computer browser and downloadable app (translator.microsoft.com).  The standalone app is free and the tool’s functionality is already integrated into programs like PowerPoint.  The tool helps to bridge the communication gap by supporting accessible classroom learning with the live translation and captioning of over 70 languages.  The app has a one-on-one conversation feature and the camera tool can convert the text in photos into your chosen language.

Some recommendations when using Translator.

  • Use your campus Microsoft Account to login
  • Use a headset microphone (the better the audio quality, the better the translation)
  • Visit microsoft.com/en-us/translator/education for tools, templates, and resources
  • Consider saving transcripts in Word (see video above)

 

The go-to app we all use to create letters, memoranda, proposals, reports, lists, and forms.

START HERE

Get a general idea of what the tool does and how it works.

Format and Headings

  • Add and Edit Text – 00:59
  • Formatting Text (color, size, emphasis (like bold), highlight, and alignment)– 02:53
  • Headings (enables Outline view, the Navigation pane, the Table of Contents tool, and makes documents more accessible) – 06:02
  • Format Painter (copy and paste formatting from one text to another) – 06:02

Copy, Cut, Paste, and Insert

Share Access

BASIC OVERVIEW

Review how to use the core features of the tool.

Find and Move

Margins and Sections

Formatting Text and Paragraphs

Tables and Reviewing

  • Tables (Table Design and Layout) – 08:38
  • Review Tab (track changes made to a document) – 12:02

Checkers and Accessibility

MORE FEATURES

Expand your proficiency by using these additional features.


Reference and Citation

More Tools

 

Web-conferencing tools that includes screen-sharing, whiteboard, mobile and web apps.

While campus users may choose to use Zoom through free or subscription-based personal accounts, Microsoft Teams is available to all campus users (see Teams above).  Microsoft Teams Meetings can be joined by anyone using a meeting link (with or without an account).

Zoom Training

Zoom has many resources on their site and YouTube channel. Visit the How to Zoom playlist for a host of videos.

Breakout Rooms

Watch the following videos on Breakout Rooms.  You’ll need to activate this option: login to your Zoom account, go to Settings, Select In Meeting (Advanced), Enable Breakout Rooms, Check Allow host to assign participants, and Save. Also, if you want to pre-assign participants to breakout rooms, be sure to download and use the CSV template.

Additional Features

ZoomIt is a screen zoom and annotation tool for PCs.

Using ZoomIt you can zoom in and out of your screen and use annotation tools to write on your screen while presenting.  ZoomIt runs unobtrusively in the system tray and activates with customizable hotkeys.  It works will screen sharing, whether you’re on a Teams or Zoom call or recording using Knowmia.  ZoomIt works on all versions of Windows and you can use pen inputs when drawing on a tablet PC.