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Mobile Connection with the Lync 2013 App

Microsoft Lync is a valuable communications tool that brings together instant messaging, audio-conferencing and videoconferencing. Those features, plus Lync's ability to integrate with Outlook for contact availability and meeting scheduling, make it extremely useful.

One Lync feature that does not work for us at NDSU is the ability to call-in to a Lync meeting by phone. In the not too distant past, that meant you had to be at a computer to join a Lync meeting, but that has changed.

The Lync 2013 app for Android, iOS and Windows is a great option for connecting to a Lync meeting when you are away from your computer. With the app installed on your smartphone or tablet and a wifi or 3G/4G connection, you can join a Lync meeting from your mobile device.

It's not the same as calling in by phone (you are using mobile data, not calling minutes), but it does provide a mobile connection.

You can join a scheduled Lync Meeting by going to the calendar tab in the Lync 2013 app and touching "Join meeting." If you can't see scheduled meetings in your Lync 2013 app, you can join the meeting by touching the "Join meeting" link in the email message inviting you to the meeting.

Bob Bertsch, Web Technology Specialist, (701) 231-7381

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Move to Office 2013

MS Word iconAbout 85 to 90 percent of the computers being used in Agriculture and Extension now have Office 2013. Are you still running Office 2010? Now is the time to move to the newer version.

While it is easy to be comfortable with the older Office Suite over time, moving to the new Office Suite has two main benefits.

  • There is greater compatibility and functionality with others who have Office 2013. One of the obvious reasons is in the use of Lync. Lync 2013 has fewer problems than Lync 2010, and it's built right into the Office 2013 software.
  • Microsoft is working on a new version called Office 2016, which is slated to be released late this year. We support the  current version of a software product and the previous version. So if a computer is running Office 2010, support will be coming off when the newest version is out.

Want to move to Office 2013?  Call or email Ag Comm Computer Support.

Jerry Ranum, (701) 231-6395; Jon Fry, (701) 231-7934; Blair Johnson, (701) 231-7896, Desktop Support Specialists

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Save Time & Money on Mailings through Print and Copy Services

Post Card

Print and Copy Services can help you save time and money with mailings.

If your office provides an electronic mailing list (preferably in Excel), we can run it through our software that makes sure addresses are complete and accurate, and saves money on the postage with the sorting and bar coding.

 For postcards, envelopes and other simple pieces, the addresses can be merged directly into the document, so the address is printed on the piece in a single pass, which avoids extra inkjetting or labeling.

Off-campus offices might save even more money by having their projects completed on campus and using the NDSU nonprofit mailing class.

Contact me to talk through your potential projects.

Diane Ness, Print and Copy Services Customer Service Manager, (701) 231-9467

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Wimba Archive Support Expiring

Support for archived Wimba webconferences expires in August 2015. Randy Wald with NDUS Core Technology Services ran a search through the past 180 days and found a few NDSU Extension Wimba archives are still being viewed. If you are still using archives created with the Wimba webconferencing system, please let me know soon so we can discuss a process to convert those archives.

Scott Swanson, Electronic Media Specialist, (701) 231-7086

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Write the Right Word: Past and Future

With everyone’s attention span geared toward the 30-second sound bite, we need to keep our writing as concise as possible. One way to do that is to get rid of unnecessary words. Redundancies are a good example.

“Past” and “future” are some of the most common redundant words. You’ve most likely seen or even used phrases such as “future plans,” “past history” or “past experience.”

If you have or are making plans, they are for the future, so you don’t need to state the obvious. A simple, “My plan is to attend NDSU” is sufficient. If necessary, you can modify “plan” with words such as “immediate” or “long-term,” or perhaps a date, to indicate a time frame. For example: “My long-term plan is to attend NDSU.” Or this: “I plan to attend NDSU in 2018.”

“History” and “experience” already have happened, so they are in the past. Again, you don’t need to state the obvious. “My experience leads me to believe this experiment will fail.” “This weed’s growth history indicates it will be about 6 inches tall by August.”

Ellen Crawford, Information Specialist, (701) 231-5391

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Outlook Web App Tips

I was working away from my office the other day and used the Microsoft Office Web App (OWA) in place of my laptop, which was left back at the office. With an Internet connection, I could get to my work email in Outlook and use calendering and Office tools like Word and Excel.

Sometimes the app version isn’t as robust as the desktop version. I found two things that work very differently in OWA vs. on my PC.

Folders

I find it really handy to file emails for future reference in folders by topic, project or sender. The folder structure on the desktop client is different than the OWA.Here’s a snapshot of the Outlook folders on my PC:

Outlook_Desktop.png


In OWA, it appears you would double click the Inbox folder to get to your sub-folders, but that is not the way to get there.  

OWA_outlook.png

Instead, click on More and your sub-folders appear.

OWA_subfolder.png

 

Email signature

If you've set an email signature on your computer (here’s how to), it doesn’t translate over to the OWA, so you have to set it up there, too.Here's how to set up an email signature in your OWA.

There’s an extra step if you want to add an image to your email signature. First, the image needs to be hosted online (not pasted in from your computer). Go here to get the NDSU email signature graphic online. Right click Copy and then head back over to the Web app to paste in.  

Sonja Fuchs, Web Technology Specialist, (701) 231-6403

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2014 Extension YouTube Views Examined

In 2014, the NDSU Extension Service YouTube channel's 418 videos had nearly 224,000 views, totaling more than 1.1 million minutes. The top 10 videos of 2014 were:

Of the viewers, 93 percent watched the video on the YouTube page itself, and only 6.8 percent watched the video embedded on another website, such as an NDSU page. More than half (55 percent) arrived at our videos by a YouTube suggestion and 13 percent through a YouTube search. YouTube is the second largest search engine, behind only Google.

Of those thousands of views, 445 viewers "liked" any of our videos and 128 "shared" them.

So what do these data tell us?

Obviously, the topics and lengths of the most popular videos varied greatly -- from 1:47 to 30:47. However, we'd have to go into the analytics of each video to see how long the viewers stayed on the video.

In general, the data tell us that video is an important way to educate. Focus on a topic that people want to know about and that lends itself to video with moving visuals, be concise in sharing the information, and promote the URL through links from other sites and in other ways. Even narrated PowerPoint slides teach some people better than Web page text.

Videos can be high quality, even if not produced by professionals. See tips from Bruce Sundeen and Scott Swanson on how to capture high-quality video and an explanation of the different levels of service they can provide to you.

Think about how you can use video in your educational programs. Consider these statistics:

  • About 65 percent of the population consists of visual learners.
  • More than 1 billion unique users visit YouTube each month.
  • More than 6 billion hours of video are watched each month on YouTube. That's almost an hour for every person on Earth.
  • Mobile makes up almost 40 percent of YouTube's global watch time.
  • Adults 18-64 typically spend around 27 minutes a day viewing video.

You can subscribe to the NDSU Extension or other YouTube channels to be notified whenever there's a new video uploaded. Just sign in with your Google account, and click on the "subscribe" button on the page. YouTube is not part of the NDSU Google Apps for Education suite, so you must use a personal Google account, not your NDSU Google account.

In addition to the Extension channel, a few other NDSU Agriculture YouTube channels include:

Becky Koch, Ag Communication Director, (701) 231-7875

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Insights Into a Viral Facebook Post

This past weekend (Jan. 30 - Feb 1, 2015) the NDSU Extension - Lawns, Gardens and Trees Facebook Page had one of their posts go viral. The previous 10 posts on the page averaged a reach (the number of people a post was served to) of 453.8. The post below reached more than 187,000 people. By looking at the Facebook Insights for the post, we might see a couple of reasons why.

LGT Succulents Facebook Post

There are definitely reasons for this post going viral that go beyond anything that can be quantified. The photo obviously resonated with people. It got more than 10,000 likes and 2,200 shares. It might be that the photo shows a great idea that many people had not been exposed to before. I call this the "cool" factor. if something you see online makes you say, "Cool," you are more likely to share it because it might make your friends say, "Cool," and make them think that you are cool.

The photo is also timely. It was posted on January 30 (more on that later), 15 days before Valentine's Day. Some people might be looking for Valentine's Day gift ideas, and along comes this photo. The photo clearly shows it's subject. Some people may have been tempted to take a photo of the entire display table and posted it with text like "Look at all the great ideas at this event!" I don't think a post like that would have been as effective. The actual post contained a single idea that could be shared and replicated instead of a table full of ideas that were unclear.

By looking at Facebook Insights I found some more tangible reasons why this post might have spread so widely. The first thing I did was to look at where the earliest shares of the post came from. This wasn't easy. You can access the shares from the admin view of the post, but by the time I looked at the shares there were more than 2,000, which meant a lot of scrolling to get to the earliest shares.

The post was put up at 4:40 p.m. (Central) on January 30, 2015. the first share happened at 8:48 p.m. That first share got 10 likes and 3 comments. The second and third shares had similar numbers of likes and comments, but the fourth share at 10:57 p.m. got 128 likes and 21 comments. The next 3 shares again had modest numbers of likes and comments, but at 12:10 a.m. on January 31, the post was shared on the Sweetstuff's Sassy Succulents Facebook Page garnering 249 likes and 10 comments. After that more and more of the shares began coming from Facebook Pages rather than people on Facebook, and the post began to reach more people. By 10:07 a.m. on January 31, the post had found it's way to the Facebook Page of Garden Design magazine, a page with 406,403 likes. When they shared the post it received 1,941 likes and 181 comments. By the standards of other NDSU Extension Facebook posts, it had gone viral.

Facebook Pages tend to have more likes than individual people on Facebook have friends, so the numbers are in their favor. Facebook Pages also have an imperative to share content they think is valuable to their audience, so they are looking for quality information with the intention of sharing it. I'm not saying you should focus all of your Facebook Page activity on reaching other Facebook Pages, but connecting with other Pages, especially those outside your organization that may reach a different audience than you reach, should be part of your strategy.

Let's get back to the timing of this post. It was posted late in the afternoon on a Friday. If you post to your Facebook Page only when you are in your office, you might not post very often on a Friday afternoon. The NDSU Extension Service - Lawns, Gardens and Trees Facebook Page hadn't posted on a Friday, Saturday or Sunday since October 2014. By posting late on a Friday, they potentially reached an audience they had not reached before, or they reached their audience at a time when it was more convenient for them to share.

If you look at the general data, like they do here, you might think weekends are a bad time to post to Facebook, but you aren't trying to reach 1.1 billion Facebook users. You are trying to reach your audience. You need to find out when your audience is on Facebook and when they are ready to engage. The best way to find out is to post at a lot of different times, then look back at your Facebook Insights and see what you can learn. If there is a time your audience seems more engaged, you might want to schedule important posts for that time, but don't forget about the rest of your audience. Continue to spread out your posts to reach more people.

Bob Bertsch, Web Technology Specialist, (701) 231-7381

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Create a Call-To-Action on Your Facebook Page

Facebook is rolling out a new "Call-To-Action" feature for Facebook Pages for brands, businesses and organizations. It's pretty simple, but pretty useful as well. It allows you to create a button at the top of your Facebook Page that links to any destination on or off of Facebook. Currently, you can choose from 2 buttons, ""Shop Now" or "Sign Up."

I used the feature to create a "Sign Up" button on the Nourishing Boomers and Beyond Facebook Page that leads to the signup form for the program's e-newsletter.

Facebook Call To Action

As you might have noticed in the image, Facebook has added a new metric for "CTA Clicks" which will track how many times your call-to-action button is clicked.

To create your own call-to-action button, log in to Facebook, go to the Facebook Page you administer and click on the "Create Call-To-Action" button. Just put in the web address of the web page, Google Form, Qualtrics survey or whatever you want the button to link to.

Bob Bertsch, Web Technology Specialist, (701) 231-7381

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Microsoft Launches Outlook Apps for iOS and Android

On January 29, 2015 Microsoft launched new Outlook apps for Android and iOS.The new apps offer some features you don't get by connecting your NDSU Microsoft account to the native "Mail" and "Calendar" apps on your smartphone or tablet.

I downloaded and installed the Outlook app for iOS on my iPad mini and, after some confusion due to mistyping my password repeatedly, was able to get logged in by choosing "Exchange" when prompted, and entering my full NDSU email address and password. There was no need for defining the "server" or touching any of the other advanced options you may have had to use to set up your NDSU email on your phone or tablet in the past. The set up of the Outlook app on my Android phone (Samsung Galaxy S4) was identical to the setup on my iPad, right down to the same delay due to my bad typing skills.

As soon as I opened the apps, I was taken in by the look and feel. They are definitely an improvement over the the generic mail apps on iOS and Android.

Outlook App Email on AndroidThe Outlook apps automatically separate your messages into 2 tabs, "Focused" and "Other." Important e-mails are supposed to be shown under the "Focused" tab. The apps did a pretty good job of that for me right from the start. I did find a few important emails under the "Other" tab, but it was easy to move them to "Focused" by opening the message, touching the menu icon and choosing "Move to Focused Inbox." The app asked me if I just wanted to move the message or to move it and create a rule that would put all future messages from that sender in the "Focused Inbox." As you move messages back and forth between "Focused" and "Other," the app will start to learn which types of messages are important to you.

The apps also feature the ability to "schedule" a message, which means you can delay it, scheduling it to return to the top of your inbox at a time of your choosing. This is great for managing those messages that are important to you, but you can't deal with them right away. By swiping left to right on a message, you can choose to "schedule" it to return to your inbox in a few hours, in the evening, the next day or at a custom time. Being able to interact with messages by swiping is a major feature of the new Outlook apps. By quickly swiping right to left on a message you can archive it. By swiping right to left a little more slowly, you can delete it.

I'm still exploring the apps, but one of my favorite features is access to the calendar from inside the Outlook app. Microsoft is also talking up the ability to easily insert links to files from Dropbox, OneDrive, iCloud, Google Drive and Box.

Overall, I think the new apps are a big improvement over just connecting your NDSU Microsoft account to the "Mail" and "Calendar" apps on your iOS or Android devices. You can download the apps for free (see the links at the top of this article). Give them a try, and let me know what tips and tricks you discover.

UPDATE: I just came across this excellent post from ProfHacker, "Outlook for iOS and Android: An Email App Administrators and Staff Will (Really!) Love," with more information of the features of the new Outlook apps.

Bob Bertsch, Web Technology Specialist, (701) 231-7381

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