itstraining.wichita.eduOffice Bytes – Bite sized tips and tricks for WSU Microsoft Office Power Users

Office Bytes Bite sized tips and tricks for WSU Microsoft Office Power Users Generate Captions from a Video with Microsoft Stream ?️? If you have been working with videos and recordings recently, you may have been asked to generate captions, or procure a vtt” file with captions for a video. There are services, like rev.com , that you can hire to create these caption files… but before you do that, you may want to check out this option that you already have in your Office 365 suite in an application called Microsoft Stream . Note: For WSU Faculty and staff: you can also utilize Panopto to export captions. Contact the Office of Instructional Resources for more information. Before we jump in, thank you to Rebeca for her question about this and for inspiring this Byte! Warning: AI Ahead This application uses Microsoft’s AI (Artificial Intelligence) to generate captions; it is the same software you use when you use captions in PowerPoint or Teams. If you have ever used this feature in those applications, you may have noticed that the translations are not always perfect, and sometimes, unfortunately, Microsoft has trouble generating captions at all… long story short, be sure to double check the file that is generated from this process for accuracy. Microsoft Stream 1. To access Microsoft Stream, first l og into your Office 365 account. There is a shortcut in the upper right of your myWSU screen: 2. Once you have logged in, click on on the waffle at the upper left… 3. And find Stream in the app list. If you don’t see Stream here, click on More Apps at the bottom of the dropdown. Upload a Video 1. In Stream, in the ribbon at the top, select the My Content dropdown, and Videos. 2. Look at the upper right of the screen for options to either click and Drag the videos into your stream, or Browse your machine. Important: the default for videos you upload is to make them Public to anyone at WSU. If you would like the video to be private, toggle the Permissions arrow, and deselect Allow everyone in your company to view this video. 3. Your video will take several minutes to process, and you will receive an email notification once this process is complete. Downloading Caption File 1. Once your video has finished uploading and processing, click on the Pencil next to the file name to access details of the video. 2. On the right side of the screen, under Options , and Captions , select Download File. 3. This will generate a VTT file for your video, and an excellent starting place for your caption file. You can double check these for accuracy and make alterations, as needed. 4. Now… how to apply the VTT file to your video will vary depending on your video application, but look for a symbol that looks like a word bubble or the letters cc”. Below is where the feature lives in Window’s free video application. Playing the Video in Stream with Captions It is worth mentioning that you can also play your video within Stream with these captions applied. Revisit My Content, Videos and select your video from the list to play it. You may have to toggle on thecc ” button at the lower right for the captions to appear on the video. Thoughts? I would love to hear how you use this feature! Are the captions fairly accurate for you? Did this save you any time or money? Feel free to drop me a line. Author Ali Levine Posted on February 16, 2022 February 17, 2022 Categories Miscellaneous Word Editor Tools: Refine Essays and Check for Similarity to Online Sources ? Hey the semester is almost over! Whether you are a student working on a final paper, or a professor about to read one (or twenty), you might want to check out Word’s improved Editor Tools. About Office 365 You will need Office 365 to have this feature, and even within 365 there are various update schedules, so the feature may look a little different. Here is a hack: if your desktop application of Word does not have the Editor tool, or it is pared down from what I show you below, try uploading the document to OneDrive and opening it infor your end users to add an event to their calendar by simply clicking on a link. Perhaps you want to post a series of links on a conference webpage so attendees can easily sign up for sessions, or maybe you just enjoy the ease of emailing links to a large recipient list rather than sending individual invitations. Let’s explore how these work. But first, thank you to my friend Carolyn for inspiring this Byte with this excellent question. ? About iCalendar Links The word iCalendar” might remind you of an application made by Apple, but this is actually something different. iCalendar is also a media file type that can transmit information about events; like date, time, and location. This file can be opened by others and be used to communicate scheduling information to a wide variety of calendar types; including Outlook, Google Calendar, Apple Calendar, Yahoo Calendar, and many others. The steps lined out below will cover how to accomplish this with Outlook Desktop Applications. 1. Create a Meeting Start by creating a New Meeting in your Outlook Calendar. Be sure you select New Meeting , not appointment. Select the time and date as you would like it to appear on someone else’s calendar. Because you have selected Meeting , rather than appointment, this event will automatically adjust to the end user’s time zone. Add any comments that you would like them to see, including Zoom links. Even though you have no recipients, you can click Send on this invitation; this will save it to your calendar without attendees. 2. Save the event in an iCalendar Format On Outlook for Windows/PC D ouble click on the newly created meeting in your calendar to open it back up. Go to the File tab On the left menu, select Save As . Save to your desktop (or somewhere easy to find). Be sure that Outlook is saving this as anics ” or iCalendar Format . The file will appear on your Desktop, or whichever save location you selected in the previous step. On Outlook for Mac This process is even simpler for Mac users. Find the event on your calendar, and click and drag it to your desktop. For Mac users, the click and drag feature will create an .iCalendar file automatically. 3. Upload the iCalendar Event Now you just need a place to store this file. Your steps may vary from here, depending on the location where you are storing it. Treat this file like you would any other file you are uploading to share on a webpage, like a document or a download. In my case I uploaded it to my WSU Omni webpage. …I did this just for the purposes of generating a link. From here, I could right click and copy the link for use in other locations, like web pages, or emails. Note : You may also chose to store your iCal file in OneDrive, or SharePoint, or any other location where a public link can be generated to an uploaded file. Incidentally, if you are a WSU employee and are interested in learning more about how to create Omni pages or upload documents, Media Resources has some very helpful trainings and information. The End User Experience In my example, I inserted the link to my iCalendar file into a conference webpage. Maybe you would choose to do this for each of the conference sessions… When your end user clicks on this link, they will be prompted to open the file with their default mail program (most support iCalendar events). This will open as a meeting to be accepted. Although your name will be on this event as the creator, you will not receive notification when they accept this meeting. The event will now appear on their calendar with all the details you created. Thoughts? What do you think about this trick? Do you think you will create iCalendar links for your events? I would love to hear from you. Feel free to drop me a line! Congratulations, Power Users! Congratulations to all our Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser Kristen Watts Author Ali...