Spring Clean your Digital Clutter

The FMS TEL team were recently discussing the amount of teams and chats we end up belonging to after working at the University for a while. As a team we decided to attempt a spring clean of our teams areas.

The digital intensity of our workday is increasing, and we need to be thoughtful about how we help manage it

Kate Maxwell, Microsoft Industry Blogs

👨‍👨‍👦‍👦 Teams

I spent 5 minutes reviewing the chats I was a part of. Below are a few things I considered:

  • Is this conversation still on going?
  • Do I talk to this person/group regularly?

If I answered no to both questions then the chat can be removed from my list. There are a few ways to do this:

  • Hide – This is my preferred option, the chat is removed from my list but the conversation history is easily restored by searching for the conversation and clicking “Show hidden chat history”. The other members of the chat are unaware that I have hidden the conversation and if the conversation starts again the thread will reappear in my list and I will be notified.
  • Delete – This is a more permanent option but does have its uses. Perhaps you are in a group chat and your contribution is complete, however the conversation is still ongoing. By deleting the chat you leave the conversation and are no longer able to see any future posts. Other members of the chat will be made aware that you have left and can re-invite you if you are needed again.

I now review my chats on a more regular basis, my aim is to remove the scroll bar to ensure the colleagues I chat with on a regular basis are easily accessible without having to scroll through the clutter.

Next I looked at the “Teams” I was a member of. Some teams had been started with all the best intentions but had never gotten any traction or the teams were used during a project which is now complete, so I decided to leave those teams. Other teams which were active but were not currently offering value I decided to “hide”. This way they do not clutter up my teams window or send me notifications but I can still pop in an read any updates if I need to.

📁 OneDrive

After decluttering my teams (which didnt take as long as I thought it would) I felt invigorated to do more decluttering so I moved onto my OneDrive.

I have to admit I am guilty of saving and keeping everything, so my OneDrive was very full and quite messy. I knew this was going to be a big task so I set myself a timer for 10 minutes and I would do as much as I could and call it a win.

I started at the top level and decided any loose files needed to be sorted into folders. I then went through the folders I had for teaching materials and anything I knew I had uploaded to Canvas I deleted.

This task is still on going, anytime a meeting finishes early or I am waiting for a meeting to start I use that time to review a few more folders.

Resources

Create Your Own WordPress Blog

So, you like our FMS TEL blog and you’d like to have something similar. How do you do it?

Go to blogs.ncl.ac.uk. You will see the following page with a choice to create a personal blog or a team blog. FMS TEL use the Team Blog as everyone in our team contributes to it.

Click on the button for your choice of blog. You will then be asked to sign in.

Team Blog


For a Team Blog, if you are not already logged in, you will have to login using your University email (username@newcastle.ac.uk) and password. You will then be presented with a form to request your Team Blog.

You can also use the form here to request a team blog: Team Blog Request Form

Personal Blog

For a Personal Blog, if you are not already logged in, you will just enter your username and password . You will then be presented with a form to register your personal blog site.

Rules and Policies

Please make sure you read the university Rules and Policies regarding publishing content on university servers and applications.

More Information

More information can be found at the IT Services Blogs page.
Download the Blog Service User Guide

Assessment and Marking Refresher

The January assessment period will be upon us all very soon. Why not take some time over the next few weeks to refresh your knowledge.

Below are a few resources previously delivered or created by the FMS TEL team:


🎦 Canvas Assessment Training 

  • Setting Up Assessments
  • Creating Rubrics
  • Turnitin Plagiarism Detection
  • Marking and Moderation

🎦 Effective Rubrics

  • Designing Effective Rubrics for Marking and Feedback
  • Best practice when deciding how to put your rubric together
  • Rubric design workflow
  • Setting up and using Rubrics in Turnitin

🎦 Adaptive Release Feedback

  • Comments before grades
  • Technological affordances available
  • Recorded audio feedback

📄 Multiple Markers 

  • How to allocate students to a marker
  • How to filter Speedgrader to see only your marking section

Searching Outlook Emails

This quick guide gives you tips on how to boost the power of your Outlook searches.

The FMS TEL team was recently discussing the options for searching for emails in Outlook. Most of us are familiar with the search tool and can use the basic function. But there are ways to supercharge your searches in Outlook.

Advanced Search

The first option is to use the Advance Search feature. To use this feature simply click on the Search bar then click on the open menu carrot on the right side of the Search bar.

Use the Advanced search options to specify criteria for your search. This interface is easy to use and understand. Search for emails based on sender, dates, subjects, attachments, and more.

Search Operators

You can also conduct specific searches using Outlooks search language operators. Here is a list of some of the search operators you can use to quickly search for specific results.

Search forFindings
PatAnything containing the string pat including Pat, pattern, sympathy
Pat SmithAnything containg the string pat or the string smith, including as part of a larger word
Pat AND SmithAnything containg both strings pat and smith, including as part of a larger word
Pat NOT SmithAnything containing the string pat but not the string smith, including as part of a larger word
Pat OR SmithThe same as searching Pat Smith
“Pat”Anything containing the string pat alone, not including as part of a larger word
from:”pat smith”Anything sent from Pat smith
from:”pat smith”
about:”status report”
Anything sent from Pat smith that includes the phrase status report in the subject line
Hasattachment:yesAnything with an attahcment
attachments:document.docxAnything containing an attachment called document.docx
subject:”status report”Anything with the subject including the phrase status report
received:15/2/2022Anything received on 15 February 2022
from:pat (received:15/2/2022 or received:16/3/2022)Anyting received from a sender with string pat on 15 February 2022 or 16 March 2022

We hope these search tips will prove useful to you in your future Outlook email searches.

For more information about working with Outlook, check out our blog about managing your emails.

Downloading from Teams: Is it done yet?

How to manage and track your downloads from Microsoft Teams.

Video content created for the e-learning modules in FMS is often shared between colleagues in Teams. A problem I have come across is the lack of a progress bar within Teams for downloads.

When downloading a small file, such as an image or a document, it is not really a problem. You get a pop up notification of the download starting and shortly after a similar pop up notification saying the download is complete.

Screenshot of teams download notifications

If you are downloading a larger file such as 1 hour+ videos, which may take a while to download, you are left in limbo for how long it will take and if you move away from your screen you may miss the pop up notification entirely.

One solution is to keep an eye on the files icon on the teams navigation pane. It will be blank by default, show a downward arrow when downloading and briefly show a green tick when downloads are complete.

Teams File Icons

A second solution is to download the file from SharePoint instead. If you right click the file you should see an option to Open in SharePoint (this only works in teams areas, not chats). From SharePoint, select your file and click download. Your download will be controlled by your chosen browser.

In Chrome the progress bar displays the size and time limit left and the icon on the task bar turns into a progress bar as well. With this method I can get on with other tasks while the file downloads and be aware of its progress as well. I can also cancel the download if I need to.

Progress notifications in Chrome

Adding and Updating Files in Canvas

This post covers the pros and cons of different ways to upload and manage files in Canvas

As the e-learning modules in FMS are now going live, the team have been looking at ways to manage uploaded files in Canvas.

There are two main ways to add files to your module flow in Canvas:

Directly into the module flow

+ > Add File > Add Item

This method is by far the easiest and quickest way to add a file to your course, and is a great choice if the file will not require updates.

If you need to replace the file with an updated version, it is best practice to upload the new version directly to the files area and replace the original file. The file names need to be identical and uploaded to the same folder for the “replace” option to appear. Updating the file this way means any links to the file within the content will not need updated.

Upload > Replace

In the files area you also have the option to adjust the availability of files, including adding available from and until dates.

Click the green tick next to the file to open the availability options

Inserted into a page

View of options available for a file inserted into a page in Canvas

This is my preferred method for adding a file to a course. You can use ‘Link Options’ to make the file open a preview by default so the page has the appearance of a directly added file but you have the following benefits over adding the file directly:

  • Able to add notes or comments above or below the file
  • The page title does not have to be the file name
  • Any links will be directed to this page so you can update the file/page as many times as needed and links to the content will still work
  • You can create an archive at the bottom of the page for previous file versions
  • Canvas can notify students of changes to the page/file
  • You have access to the page history so you can roll back to previous versions
  • You can add multiple files to one location
  • You can add a to-do deadline to the students to do lists and calendars

If you choose to use the file availability options mentioned in the previous method you may want to add a message on the page stating when the file will be available as the message canvas provides is not very informative:

Canvas Message: The document preview is currently being processed. Please try again later.

Keeping track of your files and file names within your module helps you save time and avoid confusion later.

Accessibility Improvements Using Adobe Acrobat

Quick wins in accessibility by using Adobe Acrobat Pro’s built-in tool.

In FMS TEL we are currently working on accessibility as new module materials are being prepared for release. Did you know that Adobe Acrobat Pro has a built in Accessibility tool that not only checks your document’s accessibility, but helps you improve accessibility with the click of a few buttons?

If you find that your PDFs are receiving low accessibility scores in Canvas, you can use Adobe Acrobat to improve their scores quickly and efficiently. Simply open the file in Adobe Acrobat Pro. Then select the Accessibility tool from the Tools options. (Click on More Tools then scroll down to the Protect and Standardize section.)

Begin by selecting the Accessibility Check. This will tell you what can be improved in your document.

Next you can use the Autotag tool if your document is missing tags such as headings.

You can choose Set Alternative Text to add alt text to your images.

If necessary use the Reading Order tool to set the order in which the document should be read by a screen reader.

With these three easy steps you have vastly improved the accessibility of your document! Try adding it back into Canvas and you will be surprised by the results you get.

Check out our previous posts on accessibility to see how you can make materials more accessible.

Faster Transcription

This post gives tips and tricks to speed up the production of transcripts, including neat formatting and quickly tidying up timestamps.

This post is the last in the series on Captioning and Transcription. The first two posts cover how to decide what to edit, and tips and tricks for faster captioning. This post builds upon the latter, and covers how to create transcripts more quickly.

If you need to produce captions and a transcript, complete the caption editing first and then use the corrected caption file as your starting point for your transcript. Creating a transcript with the method below will not give you a file that can be used for captions.

When creating a transcript, you will need to decide a few things before you start.

  • Are timings important, and if so, what level of accuracy do you need? Does every utterance need a time, or would it suffice to signal timing points at the start of each slide, for example?
  • Is it important to know who is speaking? Training videos may not need this.

The first step is to download your caption file and copy and paste the text into Word. Then, transform your lines of text into a table using ‘convert text to table‘ and setting the number of columns to 4.

Copy your table from Word and paste it into Excel. Once this is done, you can use Excel to trim down your times and make them more human-friendly, using the MID function in a new column. Copy the formula down the whole row to quickly tidy all of the timestamps. This example trims the hours from the start time, and gets rid of the milliseconds and the end time completely.

The formula above (typed into B1) will look in A1 for the source text, and starting with the 4th character, output 5 consecutive characters into the cell, and then stop. You can change the numbers if you need a different segment or more characters, for example, if you want the hours included.

Pasting the resultant data back into Word means you can then use Word’s formatting tools to shape your transcript, adding columns as needed to denote speakers or other important information, and removing columns that contain redundant data.

Cutting and pasting the individual cells containing speakers’ words into a single cell will help improve the look of the document. Paste without formatting to combine the cells into one. Spare rows can then be deleted. Using Find and Replace to get rid of line breaks (search for ^p) and replacing them with spaces further tidies this up. You can then delete the redundant rows.

If you like, you can then remove the borders from your table. You could also set a bottom cell margin to automatically space out each row.

It is important to check your resulting transcript’s accessibility. As this method uses a table, make sure that a screen reader can read it in the correct order. You can do this by clicking into the first cell of your table and then pressing the tab key to move between cells – this is the order most screen readers will relay the text, so check it makes sense.

You can also choose to add a header row to your table to give each column a title. After adding this, highlight the row, click ‘table properties‘ and in ‘row‘ select ‘repeat as header row’. Ally in Canvas will not give a 100% score without this.

Once your transcript is formatted correctly, you can correct your text and fix mistakes in the usual way if you have not already done so for captions. The previous post on Faster Captioning has some tips and tricks to speed this up.

Additional scroll bars in canvas

Why they are there and how to get rid of them!

The Problem

I recently noticed a few pages in my content in Canvas had developed scroll bars at the bottom. The bars were greyed out and had no function.

Scroll bar visible at the bottom of the canvas page.
Scroll bar visible at the bottom of the page

I started to notice a pattern. Any content which took up the whole width of the page (100%) was triggering the scroll bars. It could be any type of content; a banner image, an embedded padlet, or like in my example progress bars.

The Fix

Canvas must have changed the HTML “overflow” settings somewhere on their end. An easy fix is to adjust any 100% width content to be 99% instead. This can be done in the HTML editor area accessed by this icon in the edit screen: </>

Canvas HTML editor showing width element.
Canvas HTML editor showing width element
Scroll bar has disappeared on the canvas page.
Scroll bar has disappeared

Creating Documentation and Guidance

This brief guide discusses some of tips and tricks for creating successful documentation for systems, software, or processes.

I recently had the opportunity to create some guidance packages for the new FMS Workplace Reporting System and FMS Personal Tutoring Allocation Database, and I wanted to share my insights and experience of what creating documentation entails.

Develop Knowledge

The first step in the process is to gain knowledge of the ins and outs of the software, system, or process you are documenting. In my case this required a walk-through of the WRS and PTAS led by members of the respective development teams. But it could be through experiencing the process yourself and taking notes. You should have some confidence in the process or system prior to beginning documentation. Once I had a working knowledge of the systems and was given access to them, I was ready to begin.

Logical Order

The next step is to plan out the structure of the guidance. Determine what area or process should be discussed first, next, etc. It is useful to outline these steps in a Word document or on a scrap piece of paper. This structure should give your documentation natural flow. It is the flow that will make your documentation stand out as an easy-to-use guide.

Clear and Concise

Choose language that is clear and concise to detail the steps and processes covered in your documentation. There is no need to be overly descriptive, but at the same time you want to ensure that all the necessary detail is included. For example, if a button is a specific colour this detail could help users locate it. However, if all the buttons on the page are the same colour, there is no need to specify this information.

Process

Writing documentation is all about the process. And there may be several processes covered in a single guidance. So, it is important to compartmentalise these as much as possible to avoid overwhelming your user. Approach the project in parts. Provide an introduction, themes, and a summary. This will help the user understand what is being addressed and how to work through your process or system.

Images or Video

Including images and/or video in your documentation is a great way to make useful and helpful guidance. Images and video can do in a few seconds what paragraphs of text would take to explain. However, you should always make sure your images and videos are clear and consistent. Use the same software to generate images and video and make sure the quality is high. There is not much worse in the field of documentation than an image or video that is not high enough resolution to see what exactly is being described. Also, make sure your images show the specific item or area in context. This will help the user locate what they are looking for easily. Note however, that text should always accompany an image to facilitate use by visually or otherwise limited users. The combination of text and image makes for clear guidance.

Example screen shot showing a log in button

Annotations

Another great feature of images and video is that they can be annotated. Use software like PowerPoint to add arrows, circles, and even text to images. This will point out precisely what you are referring to in your guidance. You can use Adobe Animate or Camtasia to annotate videos. This increases the impact of a video or image.

Example annotated image

Exact Language

Using precise language is necessary in creating guidance. Identifying processes and functions is critical to the reader, so you need to be very specific about what you say. For example, if a button is in the top right corner of the screen, don’t say “at the top of the screen”. Tell your user exactly where to look. At the same time, if the user needs to drag an item, click on a button, or even scroll up or down the page – make that clear in your text. Both what to do, and when to do it. Use numbered lists when possible to make the order of a process transparent.

Repetition/Highlighting Important Bits

When a specific task is important it may be worth repeating or emphasising the related information. For example, if a user needs to press a save button one or more times in a process, you can emphasis this by repeating the instructions, using bold text (Note: using only coloured text disadvantages colourblind individuals), or setting the instructions apart in a box or larger text. Making the most important tasks hard to miss in your documentation is always a good idea. You can achieve this through a combination of repetition and emphasis.

Summary

The process of creating documentation or guidance for a system or process can be a really rewarding experience. You will get practice teaching by giving clear, concise instructions. You will have the opportunity to work with colleagues when learning about the process or system – or testing your work on someone unfamiliar with the system or process. Finally, you will develop a greater understanding of the system or process itself. I really enjoy creating documentation, and I hope if you get the opportunity to create guidance – large or small – in the future, you will take it.