CCI Tech Tip Tuesdays

Creating a shared spreadsheet in Google sheets?  One way to make it easy to use and avoid misspellings is to add a drop down to a cell so everyone can select an option instead of typing the info in.     More info on how to create, edit and remove a drop down  here .

You can now navigate to tech resources using InsideCentral.  Just go to "Technology Resources" in the red section on the left side of the InsideCentral homepage.   Here you'll find a link to the support hub for submitting tickets, as well as more info on requesting technology purchases, a  *new*  list of official CCI software/websites, and info on the process for CCI-issued cell phones.  

Did someone send you a file in another format but you prefer to have it as a PDF?  One easy way to change it is to use Print to PDF.  In Word, in Chrome, and a variety of other programs, just go to the print menu and select "Print to PDF" instead of your usual printer. See more info  here     

Interested in more info in how to stay secure at work?  Take a look at OCA's new phishing guide.  It includes a list of the top 10 phishing email subjects; examples of real phishing emails sent to  nycourts.gov  email addresses; and a refresher on the new reporting feature in Outlook we covered in a  previous tip . Check it out  here .

One way to keep track of documents or messages you'll need later in Slack is to pin them.  In any channel or conversation, just hover over the message or document, click on the three dots and select "Pin to channel/conversation". Find these pinned messages and documents later by going to the gear icon in the upper right hand side of Slack, and select "View Channel/Conversation details".  Your pinned items for that channel or conversation will show up.   See more info  here . Interested in joining CCI's Slack workspace?  Open a  tech ticket  to get started!

If you see an email in your  nycourts.gov  inbox that might be a phishing email, you can now report it directly through Outlook.  When you have an email message selected, you can click “Report message” in the top hand navigation.  Then select “Phishing”.    This will send a message directly to OCA to let them know of the phishing attempt.  We encourage you to also submit a  tech support ticket  to let our team know as well. For any phishing attempts you receive to your Gmail ( courtinnovation.org ;  neighborsinaction.org , etc.) please continue to submit a tech support ticket.

If you're looking to keep your team up to date on your schedule, one way to do this is to set your status in your Outlook calendar.  You can set your status as Busy, Working Elsewhere and more.   Just go to the calendar tab in Outlook and click on "New Appointment" in the upper left hand corner.   Then in the upper navigation bar, go to the "Show as" section.  Just select your status from the dropdown, click "Save & Close" in the upper left corner and you're all set.

Trying to let someone know where to find a file on the H drive?  Instead of trying to remember the specific subfolder it was in, you can copy and paste the direct file path to lead someone straight to the file.   If you're in a shared drive, once you find the file you need, just look at the top navigation bar.  This shows the exact path you took to get to this file.     Just click in this top navigation bar to select this file path.  The file path will turn blue, and now you can copy and paste it into a message to someone.    

In Slack, you can set your status to let your team know if you're in a meeting, working remotely or sitting on a beach somewhere with your Slack muted.   Just go to the upper left hand corner, click the arrow next to your name and click "Set a status".  Choose from one of the statuses provided or create your own.  Read more  here . Interested in joining CCI's Slack workspace?  Open a  tech ticket  to get started!

You can use your Gmail account as a to do list by using Gmail's "Tasks" feature.  This lets you mark emails as task, set due dates, and even create subtasks. More info  here .

Previously we've shared how to create an  email template in Outlook  for emails you need to send frequently, and you can do the same using Gmail.   To set this up in Gmail, go to the gear icon in the upper right hand corner of your screen.  Then click Settings, and select the Advanced tab.   You'll see  Canned   Responses  as an option towards the top.  Select Enable.  Be sure to click "Save Changes" at the bottom of the screen to save. Then just click "Compose" to start a new email, write up what you want your template email to say, and save as a template.  To do this, click the three dots in the bottom right hand corner of your email, select "Canned responses", then "Save draft as template" and "Save as new template". Then, when you want to use your template later, your templates will be in the same place - just go to the three dots in the bottom right hand corner of your email, select...

One tool you can use to stay organized is to use Slack's Remind feature.  This lets you remind yourself or your team of a task, a meeting or really anything. When in slack, just type "/remind" into a a group message or channel and add the details of the reminder.  More info  here .   Interested in joining CCI's  Slack  workspace?  Open a  tech ticket  to get started!  

When sending an Outlook calendar invite out, you can select who is required to attend vs. who is optional to attend.   When you open a new meeting invite, first add attendees in the "To" field.  Then click on "Scheduling Assistant" in the top navigation bar. When in Scheduling Assistant, to the left of each person's name, you'll see a small icon.  This shows that the attendee is currently listed as "Required" for this meeting. When you click on this icon a drop down menu will appear.  Here you can change the status for this person to "Optional". You'll see the icon by the attendees name has now been changed. For any invite you can have a mixture of Required and Optional attendees, just change the icon for each person to the appropriate status.

If you're looking for a CCIer's contact info or just hoping to match a face with a name, one place you can look is Slack's Workspace Directory. While anywhere in the CCI Slack workspace, just click the three vertical dots in the upper right hand corner of the screen and select "Workspace Directory".   Then you can search for people and find their profile with their contact info, photo, personal pronouns, department/site and more! Interested in joining CCI's  Slack  workspace?  Open a  tech ticket  to get started!

Can't get enough of keyboard shortcuts?  Take a look at  this list  of keyboard shortcuts for Gmail.  With everything from replying to a message using the "R" key to switching between the sender name, subject line, and body of email  with the "Tab" key, there's a shortcut for almost anything you could need to do in Gmail.

Want to add a picture into the body of an email but the picture isn't showing up?  You may need to use the "Insert picture" option that both Outlook and Gmail have. In  Outlook , when writing a new email, click on the "Insert" tab, then select "Pictures". This will open the pictures saved on your computer and you can select the one you want. In  Gmail , when writing a new email, click the picture icon at the bottom of the email. Then click "Upload".  Here you can drag photos over or click "Select files from your device" to open the list of pictures saved on your computer and select the one you want.

Have you joined CCI's Slack workspace and want to make sure you can always find the information you need?  Slack's search function is here to help! You can search by keyword, narrow your results by channel or date, and much more.  More info  here .    Interested in joining CCI's  Slack  workspace?  Open a  tech ticket  to get started!

Have you joined CCI's Slack workspace, but find yourself overwhelmed? Not sure how to use Slack in a way that works best for you?   Here are some  tips and tricks  for setting up Slack to suit your needs.  You can customize how you get notifications, easily view your latest activity, and more! Interested in joining CCI's Slack workspace?  Open a  tech ticket  to get started!

Are you submitting a tech ticket in the CCI Support Hub that you want to CC someone on?  Maybe you share a computer with a coworker or you want your supervisor to know the status of your desk phone being fixed. If you've  created an account  in the Support Hub, you can CC someone onto a ticket.  After submitting a ticket, log back into your account in the support hub.  Open your ticket up again, and click on "Share" on the right hand side of the ticket. Then enter the email address of the person you'd like to CC on the ticket.  Click "Share" and you're all set.  Now both of you will receive emails related to the ticket.

Have a tech issue and need to contact Tech Support?  You can put in a ticket at  courtinnovation.org/support  (CCI's website + /support).  You can access this from a computer or a cell phone.   If you're on your work desktop computer, you can also click on the desktop icon that will take you right there.