Planning the learning journey for a new user of Office 365

Moving to Office 365 and migrating your desktop to the Microsoft Cloud is nearly always a move in a positive direction for any business. There are more applications available, faster and more collaborative ways to work and communicate, slicker and easily accessible portals but has anyone spared a thought for the end user? They must learn, adopt and become a proficient user without affecting productivity.

In our experience, the end user is often the last factor to be considered when a business undergoes the migration. How do they feel about the decision made by the business to make the software upgrade?

When any business undergoes periods of change there will be a sense of uncertainty. Feelings of hesitancy amongst the staff and its up to the leaders  to address these issues before they become concerns.

Time and again, the trusted pairing of business training and managerial support will see any project through to its delivery and eventual execution.

Following this are the key areas in which a business needs to address in order to ensure that the emotional and practical needs of the workforce are met, and the business delivers on their employees’ expectations.

 

COMMUNICATING THE CHANGE

 

Moving to the Cloud with Office 365 could be a major change to how they work depending on what they do. A solid communication plan and effective change management in place are critical to deliver the smoothest transition possible.

Communicate why this is happening and keep all staff informed of the milestones of the journey and the dates in question when it will be taking place.

WHAT SHOULD EFFECTIVE END USER TRAINING LOOK LIKE?

 

My colleague asked me, ‘what exactly is Microsoft Office 365’ and I always say, ‘it’s simply anytime and anywhere access to cloud based email, calendars, websites and office applications securely’.

I usually get the responses of, ‘really, I thought it was more complicated and technical than that, how will this affect me?’

To address this, the business would have to provide a comprehensive training program to ensure all users know their responsibilities when using Office 365.

The best approach to this is to use a blend of practical instructor lead workshop. Here delegates will be shown how to access and conduct a variety of tips and functionalities in order to maximise adoption of Office 365.

The training should foster an inclusive and safe environment where all delegates learning is considered. Training is then supported with plenty of time allotted for questions, demonstrations and practice.

POST TRAINING SUPPORT

 

Many training providers fall into the trap of not providing enough floorwalker in the post training phase of Office 365 deployments. This extra degree of support when users are in a ‘live’ environment can be the real difference in meeting the expectations of end users. It also guarantees a smooth transition as users embrace and fully adopt the new technology.

By always keeping in mind the emotional and practical needs of the people during a period of major change, with the right layers of support, end users will eventually start using the technology to its full potential allowing the business to prosper.

Improve your Reports with Power BI Tooltips

Tooltips pages can add visually powerful information to your reports and dashboards. Not only are they visually stunning, they’re also incredibly simple to implement! Follow our guide below to enhance your Power BI dashboard, and instantly reap the rewards of greater analytical power.

An Example of Tooltips:

The tooltips will appear when you hover over visuals and will add important, highly visual additional information to the page.

The image below shows an example of the tooltips, when we hover over May in the line chart.

Power BI Tooltips example
Example of Power BI Tooltips

If we move the mouse curser over June, the key information for June will be displayed as tooltips (see image below).

Power Bi tooltips example 2
Second example of Tooltips page

The tooltips page can include visuals, text boxes, images, and any other options or items normally included in a Power BI report. These options are selected and controlled by you when setting up the tooltips.

There are no limitations of how many tooltips pages you can create. You can control which tooltip pages are shown when you hover over visuals in your report, and the tooltips will simply be filtered by the data you point at with your mouse curser.

How to Create a Report Tooltip Page

1) Create a new page in your Power BI report and size it to the proper size for a tooltip.

You can do this on the Format pane in the Page Size card. If you click on the down arrow under Type, you have an option to size it to default tooltip size, but you can also customise the size. The canvas you get will not give you the right feeling of the size before you change the page view to actual size. To do this click on the View tab Page View and Actual Size.

2) Decide which visuals and objects you want to have on your tooltip page.

Below you will see an example tooltip page, where a donut chart shows the sales amount for VIP clients and normal clients. You can see a pie chart showing sales amount for segments, using the KPI visual to visualise targets. There is a card showing quantity, and a card showing sales amount.

Choosing tooltip options
Use the dashboard to select the fields for your tooltip

You can set up the options for your own tooltips page in the same way, just choosing the most essential features for your report.

Setting Up and Configuring the Tooltip Page

You need to configure two options to get Power BI to show your tooltip page when you hover over the visuals in your report. You will also need to define which tooltips you want to appear when you hover over a specific visual.

First, you need to turn the Tooltip slider to On, in the Page Information card, to make the page you created a tooltip (see below).

An example of setting up tooltips
Make sure you turn the tooltip option on!

The next step is to define the fields you want the tooltip to display. Select the visuals in your report that contain the field you specify, and the tooltip will appear.

You can tell Power BI which field or fields to apply by dragging them into the Tooltip fields bucket, which you can find in the Fields section of the Visualizations pane. In the image below, the Sales Amount field has been dragged into the Tooltips fields bucket.

There can be either categorical, numerical or measures fields in the Tooltips fields bucket.

Choosing tooltip fields
Choose the fields for your tooltip

When this has been done, your chosen options will automatically substitute the default Power BI tooltip.

Configure the Tooltip Manually

Alternatively, if you can find a Tooltip card in the visual’s Formatting pane, you can get the tooltip to appear when you hover over the visual. Please note: not all visuals can display tooltips.

Select the visual you want to setup. In the Visualizations pane, select the Format section and expand the Tooltip card. Select the tooltip report page you want from the dropdown for the visual.

Unfortunately, tooltips setup for custom visuals will not appear on mobile devices.

Conclusion

Tooltips is a new feature in Power BI that can quickly and easily improve the usability and aesthetics of your reports. Use it effectively and you elevate your analytical power to the next level.

For more information, tips and techniques, check out our Power BI Training Course.