My digital workflow: Office 365 processes & tools for doctoral students

I thought I would take some time to share the invaluable Microsoft tools that I use as part of my thesis and research. I think the usefulness of Microsoft Office Word, Excel, PowerPoint and Outlook is without question. These programs are an essential part of my work, but I will focus on other tools that I use to support my research.

Pixaline / Pixabay

OneNote

OneNote is a note taking application. OneNote is like my second brain. It stores my notes for absolutely every situation. Instead of a mixture of apps and notebooks, I take a great effort to keep everything in one place. The availability of OneNote on iOS, MacOS and Windows means I can access OneNote on all of my devices: iPad Pro, iPhone, MacBook Pro and Windows 10 computers. This means I can also access my notes anywhere and pretty much on every device. I’m a big fan of handwritten notes and there is a lot of evidence that demonstrates they’re the most effective way to take notes. The awesomeness of the iPad Pro and Pencil mean I can handwrite on-screen just as well as on paper. For any situation in which I do use paper, I scan documents in or use Office Lens (see below).

Technicalities aside, I use OneNote for:

  • Lecture notes, keynotes, conference notes
  • Supervision meeting records
  • Thoughts, thinking, general notes
  • Notes on reading
  • Field notes
  • Shopping lists, recipes and pretty much everything else!

The reason OneNote works so effectively is the wide range of media it supports. Not only can type or hand written notes be used within OneNote, but it supports drawing, maths, images, audio, video, tables, embedded files and a whole range of other special applications. Notes are easy to find as they are organised into sections and notebooks. Everything is searchable, tagable and easy to find.

FirmBee / Pixabay

OneDrive

OneDrive is a cloud storage platform. This means it stores files on a remote server as opposed to any one device. This means you can access anything you store on it anywhere you have internet. I use OneDrive to store all of my important files, with the exception of anything personally identifiable, like research data. While OneDrive achieves the same as Box, DropBox, iCloud Drive, Google Drive or any of platform, the deep integration with Microsoft Office makes OneDrive the most useful. It is also the cheapest platform as you get 1 TB for free included in Office 365, including the edition most universities provide students with.

Not only does OneDrive let you store your files and make them available, it also lets you connect to any computer you’re synced to and pull any file from it. This is really useful if you ever forget to take a file with you. As you’d expect, everything is searchable – but it is important to carefully consider your organisation system. I take great care to never get lazy when saving files otherwise it quickly ends up an unusable mess.

OneDrive is accessible within Office 365 programs, allowing you access to save directly to your OneDrive from within the software. The very latest versions of some even automatically – and constantly save to your OneDrive, ensuring your work is always safe. OneDrive can also be used for collaboration, allowing multiple people to edit an office file in real-time. This can be done with in-browser and in-program. Most people will recognise this functionality from Google Docs/Sheets – but its a lot more powerful in Office.

 

Office Lens

Office Lens is an amazing app for phones and tablets. It allows you to use the devices camera to take photographs, and save them directly to OneDrive, OneNote, your camera stream, PDF, Word or PowerPoint. What makes Lens so special is it’s ability to work with documents, whiteboards and business cards. When pointing Lens at a document, whiteboard, television, projector screen, book or whatever you want to capture, Lens detects the edges automatically and removes the background. This makes it a pretty impressive scanner! For whiteboards it also filters the photo and enhances the picture.

Most of my Lens shots end up getting stored within OneNote, embedded within whatever notebook I am working on at the time. I use it to capture a lot of projector screens – essential for lectures and conference. I also like using it for documents so I can take a photo/image of it away with me digitally rather than  needing to carry a lot of paper. As I suggested above, it is this feature that also lets me digitise any handwritten notes I may take. While I don’t use it, Lens works with Microsoft Immersive Reader so it is fantastic for accessibility purposes.

helloolly / Pixabay

Other useful tools

While I don’t have space to go into too much detail, there are some other essential apps:

Microsoft Translator

Microsoft Translator is a free, personal translation app for 60+ languages, to translate text, voice, conversations, camera photos and screenshots. You can even download languages for offline translation for free to use when you travel!

 

Microsoft Visio

Microsoft Visio is a diagramming software package. It lets you easily draw a whole range of processes, diagrams and maps. It is a lot easier to use than Microsoft Word for making diagrams, with special tools to help you keep elements in line and linked.

 

Microsoft To Do

Microsoft To-Do is a simple and intelligent to-do list that makes it easy to plan your day. Whether it’s for work, school or home, To-Do will help you increase your productivity and decrease your stress levels. It combines intelligent technology and beautiful design to empower you to create a simple daily workflow. Organize your day with To-Do’s smart Suggestions and complete the most important tasks or chores you need to get done, every day. To-Do syncs between your phone and computer, so you can access your to-dos from school, the office, or the grocery store or even while you’re traveling around the world.

Microsoft Innovative Educator Expert 2017-2018

 

Monday this week I had the great pleasure of receiving an email from Microsoft to congratulate me on being selected as a Microsoft Innovative Educator Expert (MIEE) for 2017-2018. This was a wonderful surprise, following my application submission earlier this year. The application process involved putting together a PowerPoint Mix or Sway to overview my work. I chose to create a small portfolio in Sway which was an excellent opportunity to reflect on the last academic year. Now I am part of the MIEE programme I look forward to continuing to model the use of Microsoft technologies for learning and teaching. More importantly, I look forward to training and supporting colleagues in their own use of Microsoft technology for learning and teaching.

The year ahead

The MIEE status stays with me for a year and over this time I’ve been thinking about what I want to work on. Like any other commitment I take, I took to Twitter to outline my plans for the year:

As outlined in my tweet, I have three areas I want to work on and in this blog I’ll add a fourth – my own CPD.

Sways and Mixes

I think Sways and Mixes are fantastic educational tools. I especially love how I can quickly create a Mix in PowerPoint. While I can use more complicated tools, they take valuable time. Time I don’t have. For Sway – I love the dynamic and responsive nature. They work really well for content heavy pages that need to be accessible on any size of screen. The ability to set image focus points always ensures the most important elements of any diagram are preserved no matter what device someone is on. I am looking forward to getting some Mixes and Sways online.

Support colleagues with digital literacy and Microsoft 365

Over the last couple of years I’ve been doing a lot of work on digital literacy. My work over the last few months with Microsoft Office 365 and a whole range of Microsoft tools and apps (Learning Tools, Sway, Office Lens, Snip, PowerPoint Mix) has brought new perspectives to this work. Having built my own expertise through practice, I’m now looking forward to supporting colleagues developing their use of Microsoft educational tools, apps and Microsoft Office too. I’m also keen to update some of my existing resources with the latest tech solutions.

Promoting OneNote

OneNote has long been a component of Microsoft Office. It is however, often in the shadow of Word, Excel and PowerPoint. I think it is one of the most undervalued aspects of the office suite and I always love introducing users to it. Often, students have OneNote installed on their computer but have never even opened it. I want to try and promote it more within my own institution. I think OneNote combined with Office Lens is the perfect solution to all a students note taking needs! Additional aspects of this including further experimentation with Class Notebooks, and I look forward to seeing how they can replace some wikis I am currently using in the VLE.

CPD

Technology is always developing and I aim to keep myself up-to-date on any new tools Microsoft release, and any updates to existing tools. I’m also keen to continue developing my knowledge through the Microsoft Educator Community.