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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 15 – 12/02/24)

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

Outlook makes scheduling your next meeting a breeze! Use the “Scheduling Poll” feature to propose meeting times to attendees, whether they’re on or off campus. This feature even shows you when campus participants are busy, helping you choose times that are more likely to work. Say goodbye to the back-and-forth of scheduling by email and take advantage of this fantastic M365 tool.

Bookings in Outlook

Need students to sign up for office hours, advising, coaching, or project meetings? With Outlook, you can offer appointment slots that are easy to book. Simply share your personal Bookings page, and students or colleagues can schedule in-person or virtual meetings. You control your availability, and once a meeting is booked, it’s automatically added to both calendars! Watch Create A Personal Bookings Page – 09:21 for a complete overview of this great Microsoft app.

Booking Group Events

If you need a way for campus users to schedule meetings for services or events, Microsoft Bookings might be the perfect solution. This app allows you to create bookings for one-on-one meetings with team members or set up events that multiple users can sign up for. You can schedule regular weekly time slots based on your availability or offer specific one-off events. Watch Everything Needed to Start Using Shared Bookings – 09:21 for an overview of this powerful app and watch Create a calendar of events – 15:41 (starting at 04:34) for more details

Posted on Week 14

M365 Apps

This week’s video highlights some powerful M365 apps that you might not have explored yet. While each app has been featured before, this video (7 HIDDEN Apps in Microsoft 365 – 28:00) will provide a summary of key features you might find interesting, just in case you missed them.

Posted on Week 13

Manage your Tasks

The Microsoft task system is an invaluable tool for managing and tracking incoming assignments efficiently. Watch 6 Incredible Task Management Features – 07:58 to discover straightforward methods to create tasks in Outlook and Teams. Additionally, by utilizing the To Do or Planner apps (refer to Week 3 for more resources), you can effectively manage your tasks with due dates, reminders, and many other fantastic features.

A word on WORD

Microsoft Word is essential for our students, staff, and faculty. As with all Microsoft applications, updates and new features are frequently introduced, and we might not always notice them right away. Check out 12 New Features in Microsoft Word – 07:52 to see what’s coming to our version of Word soon.

Posted on Week 12

Use Sway for Reports and Newsletters

Sway? This Microsoft tool is a little hard to describe, but it might be worth your time to try it out.  When you visit a Sway on the web, you see a beautifully designed webpage that displays images, video, links, and text in a unique visual presentation.  Not only can presentations be shared with a class (or the public), but you can also have your students use it to easily create presentations by importing a document or PowerPoint, and letting Sway design the site. Watch The Sway Way - Microsoft Sway Tutorial – 03:00.

More Sway

Using Sway to create and share a report or newsletter is a fantastic option. Whether it's for your department or a student assignment, Sway transforms your content into an easily accessible "website." Discover the full potential of this innovative and often overlooked app by watch this comprehensive overview (Use Microsoft Sway – 13:52).

Posted on Week 11

Integrate AI in the Classroom

Generative AI is poised to revolutionize our professional and personal lives. Whether we are ready or not, we face the challenge of integrating AI into our teaching and learning practices in a productive and ethical way. The key question is: how can we design assignments and assessments that leverage the power of AI while minimizing the risk of misuse by students? Here’s a report from one professor on her department’s implementation so far. Watch What I have learned from teaching with AI – 35:36.

4 Ways to Integrate AI

Want a simple way to begin with AI? Read the 4 Simple Ways to Integrate AI into Your Class article on the Harvard Business Publishing site.  Looking for more information, check out the SUNY FACT2: Optimizing AI in Higher Education guide.

Posted on Week 10

Notifications for Forms

The "Get email notification..." feature in Microsoft Forms allows you to receive alerts for new submissions. Previously, this feature had limitations: you couldn't notify other team members, and it didn't work for "group" forms. Now, the feature has been enhanced to include additional recipients, making it functional for both "personal" and "group" forms (watch Microsoft Form Enhancements – 02:01). NOTE: The CCI recommends always using group forms (see "Use Group Forms" below to find out why).

Use Group Forms

If you are working in a department, office, or committee, creating a “group” form (one associated with a Team) is likely the best option. Team members need access to the collected data, and using a “group” form ensures that the group will always have access, even if the form was created by someone who later leaves the campus (as the form is associated with the group instead of the individual’s account). While the recently updated “Get email notification of each response” feature can now notify team members, consider creating a Power Automate flow instead. This flow allows for notifications to Teams and may make managing form notifications and access easier than remembering to remove form recipients. For more information on group forms and flows, please watch the following videos:

Form Response Restrictions

While you’ve always been able to add restrictions to MS Forms responses (e.g., response require, long answer, number; etc.), there are some great new options, including Email and URL. Watch New validation / restrictions in Microsoft Forms – 06:31 to learn more.

Posted on Week 9

Outlook and OneDrive Links

Maybe you’ve noticed that Microsoft apps now encourage saving documents to OneDrive, which offers many advantages over saving to your desktop or documents folder. Along with this, sharing links instead of attaching files offers even more benefits. Learn how to properly use links (topic 3 in the video) and other useful tips for using the new Outlook (watch 10 Powerful Tips You Need to Know in NEW Outlook! – 09:48).

More about Outlook Links

While our featured videos display a shortcut for adding a OneDrive file, it doesn’t mention using the Attach button (which provides more options). To add a OneDrive file, select the Attach button, select OneDrive. If your file isn’t in Recent, select Files tab, double-click a folder to open it, and select a file or folder. Select the Share link button to get the “view only” link.

Steps to locate and add a OneDrive Share link to an email in Outlook.

If you want to allow the recipient(s) to edit, click on the link in the email, select Recipients can view, select Can edit and Apply button.

Steps to change Recipient's link to "Can edit."

Posted on Week 8

Super Communicator!
Communication. In these uncertain times, the ability to connect meaningfully with our students, colleagues, collaborators, and administrators is invaluable. Truly understanding each other is challenging, yet essential. By improving our communication skills, we can not only enhance our roles as instructors and collaborators but also find greater satisfaction and happiness in our personal and professional lives (watch The science behind dramatically better conversations – 12:57).

Audio Computer?

Technology is all around us, and ever changing. Watch Welcome to the World of Audio Computers – 13:04 for an interesting look at what may be the next wearable computer.

Posted on Week 7

New Teams Meetings (Channel Meetings)

When scheduling team meetings, you likely use the standard options in Teams or Outlook. But have you considered the advantages of scheduling a “Channel” meeting? This often-overlooked feature can greatly boost your team’s collaboration. Learn how recent changes to scheduling channel meetings can make your team meetings even more productive. Watch New Microsoft Teams channel meeting invites? – 05:51.

Teams in Tech Tools
Take a look at the recently updated Teams section of Tech Tools. The collection of curated videos includes more Channel and “How to schedule” meeting videos. You might also notice some minor rearranging of topics, to help you find the video you need a bit faster.

Posted on Week 6

Edit Your Videos 
Exciting News! We now have a video editor available to all campus users. Clipchamp is designed to be user-friendly, so even those with no prior editing experience can easily create videos using captured footage, images, and audio files. You can also add text, transitions, and effects to enhance your projects. Once finished, your videos can be easily saved and shared via OneDrive (watch Microsoft Clipchamp (Overview) – 12:05).

Clipchamp in Tech Tools
Explore the new Clipchamp section of Tech Tools. The site is packed with the latest and most helpful videos to make learning Clipchamp a breeze. You'll not only find general overview videos but a collection of direct links to specific topics and features.  

Posted on Week 5

AI Research Tools 
Academic research, like everything, has been significantly transformed by the emergence of AI tools. Watch 12 FREE AI tools for Academic Research – 13:00 to discover powerful tools that can locate and intelligently present high-quality resources, enabling researchers to delve deeper into their studies. These tools save hours of manual data extraction, allowing researchers to focus on synthesizing information and refining their papers.

Library HELP with Research
Our friends at the College Libraries are eager to assist you and your students with your next research paper. Whether you need help with campus books, journals, academic databases, or AI research tools, visit the library’s Help page for more information on the available resources and services.
 
Research Rabbit – Deep Dive
Research Rabbit is a free tool designed to assist researchers in conducting literature reviews. It offers several features that streamline the process of finding, organizing, and visualizing research materials. Additionally, it allows researchers to create collections and categories to better organize their work. For an overview, watch How To Use Research Rabbit – 12:40.

Posted on Week 4

Brightspace Dates
What do Due Dates, Start Dates, and End Dates mean in Brightspace? Glad you asked. Learn how to manage these dates for your Assignments and Discussions and how to get them in the course calendar (watch Brightspace - What Are Due, Start, And End Dates? – 06:28).

Paper Please
If you’d like to see written instructions for “dates,” login to Brightspace and visit the Brightspace Date Settings page in the Brightspace Toolbox.

How AI Will Revolutionize Education
Khan Academy’s mission is to provide free, world-class education for anyone, anywhere. It's designed to help students learn at their own pace using short video lessons, interactive exercises, and practice materials. Learn how Sal Khan is using an AI Tutor to personalize learning (watch How AI Could Save (Not Destroy) Education – 15:32).

Also, watch How AI Will Revolutionize Education – 01:09:11. This is a long one, so please find topic links below to jump directly to the things that interest you most.

Posted on Week 3

Planner
I love “To Do” to manage my tasks (maybe you do to). While you can continue to use the web app, the newly upgraded “Planner” app in Teams has “To Do” integration. Not only can you manage your personal tasks, but you can also collaborate with your committee/department/working group using plans. Create project tasks with individual due dates and even assign tasks to group members (watch How to use the NEW Microsoft Planner in Teams – 11:30).

Create your Tasks Anywhere
Task management is essential, and through Microsoft’s integration within To Do, Planner, Teams, and Outlook, you’ll be able to create and access your task-lists where you are. Watch Transform Emails into Tasks – 11:05 to learn how to create Tasks in Outlook, How to Manage Tasks using Microsoft Teams – 07:30 to learn how to create Tasks in Teams, and How to Use Microsoft To Do – 08:28 to create To Do tasks on a device app (including iPhone and iPad).

Posted on Week 2

Outlook Templates
Discover how to use Outlook Templates to quickly respond to repetitive emails. Creating ready-to-use responses for common emails is simple, efficient, and will save you a lot of time (watch How to use Email Templates in Microsoft Outlook – 06:32).

Get Organized (in Outlook)
“Your mailbox isn’t a task manager. It’s just a tool to send and receive messages.” Take control of your IN box with this very simple system (based on Getting Things Done by David Allen). Learn how to use three categories and the To Do app to effortlessly manage emails and tasks (watch The Microsoft Outlook Productivity System – 19:16).
 
Bookings App (in Outlook)
Do you need students to sign up for office hours? Advising? Coaching? Projects? By sharing your personal Bookings with Me webpage, a student or colleague needing to meet with you can schedule an in-person or virtual meeting linked to your Outlook calendar. You control the times and availability, and the scheduled meeting is automatically added to both calendars! Watch Bookings with Me in Outlook – 02:53 for a complete overview of this fantastic feature.

Posted on Week 1

Videos and Recorder in Stream
Happy start of the semester! Let’s talk about Microsoft Stream. Any video uploaded to OneDrive or recorded in Teams can be viewed (and found) on the Stream website. You can use Stream features to provide closed captioning, transcription, polls, chapter markers, call-out boxes, and more. In addition, Stream has a screen/webcam recorder that allows you to quickly make videos and even allows for simple editing (trim and split). Watch How to use Microsoft Stream – 12:04.

Sneak Peak
Personally, I’ve been excitedly waiting for this tool for months. Clipchamp is a robust video editing tool that is available through a personal Microsoft account. Soon, the app should be available to campus users via our campus M365 account. To take a quick look at what this fantastic app can do (watch Get Started with Clipchamp 02:27).

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 Form- Select a PD session (from a list of offerings) for your department’s next meet.

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)

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

Clipchamp is a user-friendly video editor designed to make video creation accessible to everyone, even those with no prior editing experience. It allows you to combine videos, images, and audio files, add text and effects, and then save the finished video to OneDrive.

START HERE

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

NOTE: To access the Clipchamp editor, go to the campus M365 portal, select the waffle icon (top-left), select the Stream app, and select Video Project.

BASIC OVERVIEW

Review how to use the core features of the tool.

Screen and Camera Record

  • Intro (how video is displayed in editor) – starting at 00:00 – 00:43
  • Record (select recording type) – starting at 02:09 – 03:06
  • Recording Area (select using share window) – starting at 03:07 – 04:18
  • Review Recording (review what you just recorded) – starting at 04:19 – 05:08
  • Timeline (view and edit recording in editor) – starting at 05:09 – 05:21
  • Ungroup (separate into screen and webcam video) – starting at 05:22 – 05:42
  • Reposition Video Clip (e.g., move webcam window to different corner) – starting at 05:43 – 06:18
  • Green Screen – starting at 06:19 – 07:02
  • Record Again (record another clip to add to your project) – starting at 07:20 – 08:45
  • Captions (generate closed captions) – starting at 08:46 – 09:46
MORE FEATURES

Expand your proficiency by using these additional features.

 

 

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

CES is a Watermark product.  CES provides video tutorials, and the most common videos are listed below. It is recommended that you watch videos in the order listed.

Custom Questions
All Course Evaluations contain Standard Campus Survey questions.  However, a week before evals 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.

Response Rate Reports
Instructors can view the student response rate for any course evaluation project as follows:

  • Login to Brightspace and select the Course Evaluations link found on the homepage.
  • Select Response Rate Tracker from the Results pull-down (on top-left menu).
  • Select Ended from the Status pull-down.
  • Select Search button.
  • Select a project to see a breakdown by course.

Note: Active projects will be displayed in the Response Rate Tracker window on the CES landing page (a “no project found” message will display when a project has closed).

Course Evaluation Reports
Instructors gain access to course evaluations two weeks after a project ends. To download a PDF report for a semester:

  • Login to Brightspace and select the Course Evaluations link found on the homepage.
  • Select Project Results from the Results pull-down (on top-left menu).
  • Select a course evaluation project 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 into tables to perform mathematical computations and functions. Spreadsheet data can be sorted/refined and displayed in charts, forms and pivot tables.

Excel is an incredibly powerful application. While we’ll cover some key features in this section, you likely need to search for videos (and other resources) for the specific thing you’re trying to do. If you happen to find a very good video, don’t hesitate to forward it to the CCI to be added to Tech Tools. 

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.

Overview (General)

Formulas and Functions (General)

Charts and Data Visualization (General)

Pivot Tables

  •   Pivot Tables – 20:48. Pivot Tables help summarize, analyze, explore, and present summary data by selecting fields to display and using filters.

    • 01:56 Prep data and create table
    • 03:43 Insert pivot table
    • 04:59 Build basic pivot table
    • 06:27 Format or change values
    • 07:59 Remove fields, Sort, and Filter
    • 11:03 Show values as (%)
    • 11:54 Manipulating Pivot table data
    • 13:30 Design (color and styling)
    • 14:13 Pivot charts
    • 14:44 Insert slicer: a chart control to display specific parts (“slices”) of the data.
    • 15:25 Insert timeline: control chart data by time period.
    • 15:56 Copy pivot table
    • 16:13 Calculated fields
    • 17:25 Refresh for new data
    • 18:33 Recommended and Analyze Data

Conditional Formatting

MORE FEATURES

Expand your proficiency by using these additional features.

Miscellaneous

Charts and Data Visualization

  •   Most Useful Chart Types – 30:10

    • 01:49 Histogram: a bar chart that groups data into bins or intervals and shows the frequency of data points within each bin.
    • 02:45 - Bullet Chart
    • 05:33 - Line Graph
    • 17:14 – Sparklines: mini line graphs within a column.
    • 09:39 - Waterfall Chart: illustrate change in a value over time, such as profit or loss statements, or cash flow.
    • 13:06 - Gauge Chart: Speedometer like chart with pointer at specific point in data.
    • 18:39 - Funnel Chart
    • 20:27 - Pie Chart
    • 23:37 - Moving Charts to a New Excel Sheet
    • 26:57 - Save an Excel Chart as an Image

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 web-app 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. While you can create Personal forms (linked to your OneDrive account), if the form is collecting data for a committee, department, or office, create a Group form instead (group form data is stored in a Teams SharePoint site).
Note: Qualtrics users can use MS Forms to create and deliver surveys (see Quick Import below). Advanced users might also need to use Power Automate (an M365 app that can “automate” a process) to create surveys. Please contact the CTS helpdesk if Tech Tools resources don’t answer your survey design questions.

START HERE

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

Individual vs Group
The buttons at the top of the MS Forms page create a form linked to your personal OneDrive account. For committee, department, and office forms, create a Group form instead.

Create and Share

Save and Edit Responses
By default, a user can save their responses (unless you turn off the option).

BASIC OVERVIEW

Review how to use the core features of the tool.

Formatting

Settings and Responses

MORE FEATURES

Expand your proficiency by using these additional features.

More Tools

Advanced Tools
Forms are used within Teams, Teams Meetings, and PowerPoint. Forms can also be a key component in Power Automate “Flows” (which automate a process). Find more information on Forms within these topics in Tech Tools.

  • File Upload (allow responders to upload a file) – 06:43. Note: Group forms are saved in Teams SharePoint site and Individual forms are saved OneDrive. The location path is the same for both (Documents >Apps >Microsoft Forms >”Name of your MS Form” >Question).
  • Personal Form linked to Excel – 15:29 starting at 02:08. While Group forms automatically create a linked Excel spreadsheet for form data, Personal forms only allow you to download to excel (unless you follow the steps in the video).
  • How to Create Microsoft Forms for Power Automate Flows – 02:22

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.

Microsoft Power Automate is an app that uses other M365 apps to automate routine processes.  Many campus offices are using this app to create “approval” workflows that systematically send emails to each approver in a process. If your academic office or department needs to automate a process, please contact cci@potsdam.edu for assistance.

How to Access Approvals Using M365

  • Log in to M365
  • Select the Waffle icon (top-left corner)
  • Select Power Automate from the list
  • Select Approvals
  • Select a request (clicking on the text will open a response window on the right)
  • Carefully read the request (scroll to see all instructions)
  • Use the Choose your response pull-down
  • Add comments (if appropriate)
  • Select Confirm to record response

Build Your Own Flow
If you want to learn how to build your own workflow using Power Automate, join the Flow Apprentice team (use the  JOIN to make your request). The CCI has created a set of templates and instructions you can use to create your own Flow. Unlike the basic Microsoft templates found in Power Automate, these templates automate complex processes (multiple approvers, document submission and file routing, reminder notices, submitted email verification, etc.). Once you join the team, you can access resources and chat with other members if you have any questions.

If you are currently managing a flow, the following documents might be useful to you now.

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.

START HERE

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

Overview and Navigation

Accessibility

BASIC OVERVIEW

Review how to use the core features of the tool.

Design Features

Insert Features

Recording

Presenting

Present in Online Meetings

Printing and Export

MORE FEATURES

Expand your proficiency by using these additional features.

Design Techniques

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

A website-based collaboration and sharing platform.

Although most users won’t need to use SharePoint, it acts as the core foundation for many M365 tools (including Teams).  As all SharePoint pages, libraries, and lists are only accessible via a web-browser interface, SharePoint is used by many businesses that need a foreword facing access point for clients.  On campus, the better collaboration option is Teams and all course related activities should happen in Brightspace.

How to access a SharePoint Site
While you can access your site by going to M365 and selecting the SharePoint app, getting there through Teams is normally faster.
Find your team in Teams
Select General channel and Files tab
Select … More button (located on middle menu bar)
Select Open in SharePoint button (browser opens)

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 and add Members

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)

 

Create diagrams and flowcharts.

This diagramming tool allows users to visualize data, display processes, and show relationships (through flowcharts and diagrams).  Whether used for committee or departmental work, or used in student assignments, Visio makes diagramming fast through a library of templates, tools, and auto-connectors.

BASIC OVERVIEW

Review how to use the core features of the tool.

Introduction

Overview

Advanced

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.