IT Knowledge Base

Back to home

IT Knowledge Base

Software & Services

Software & Services

How to guides on using software and services

Calendars & Tasks

What apps can I use to manage individual and team tasks, lists and set goals?

How do I view and import the diocesan fixed diary dates calendar to my own calendar?

How do I view my diocesan calendar in Apple, Google, Samsung Calendar or another calendar app on a personal mobile device?

What is the best tool for scheduling meetings with other people?

How do I move multiple calendar appointments to another calendar?

How do I make all Outlook calendar appointments or tasks private by default?

How do I share my calendar, view my colleague's calendar, and add a shared or room calendar in Outlook?

My diocesan calendar appointments are not syncing

How do I vote in a Microsoft Scheduling Poll?

Microsoft Bookings and Scheduling does not show the correct available times in my calendar

How do I use Microsoft Bookings to provide self-service appointment scheduling?

When trying to update or cancel a calendar meeting item I get the message "One or more items in the folder you synchronised do not match"

How do I delete a plan in Microsoft 365 Planner?

See more

Database & Portal

I can't log into the database

Why are clergy/PTO's not showing on the Klipfolio dashboards?

The diocesan database and online portal showing a blank white page

How do I reset my diocesan database / online portal password?

Accessing the Diocesan Database

How do I get access to the Church Times / Crockfords as a member of staff?

See more

Emails

Outlook: Email best practices

My emails or email folders are missing in Outlook, where are they?

My mailbox is big and making Outlook slow to load. How can I quicken Outlook by reducing my mailbox size and using an Online Archive or auto delete old emails?

Outlook Desktop is slow / I cannot view or search for old emails in Outlook Desktop

Why has my email bounced back saying it has not been delivered?

I'm getting lots of spam / junk emails or am not receiving an email I'm expecting, what can I do?

Emails have not sent and are stuck in my Outbox, how do I get Outlook Desktop to send them?

How do I view and add a shared mailbox to Outlook on the Web?

How can I access my emails, calendars and files in an internet browser, eg. Edge, Chrome, Firefox or Safari etc?

How can I set an out of office message for a shared mailbox?

New emails are not syncing or appearing immediately in Outlook desktop

Outlook opens web links in Microsoft Edge

I cannot change my Do Not Disturb (DND) status in Microsoft Outlook and Teams

How do I use Outlook on the Web mail rules to tidy my mailbox?

How do I create a contact group in Outlook Desktop

I cannot add, remove or edit a shared or room calendar that I have permission for in Outlook Desktop

How do I mail merge with attachments, custom subject & CC / BCC using Word, Excel & Outlook?

Can I retrieve emails sent to an email address that no longer exists?

Outlook desktop has a message saying the OST file is in use and cannot be opened

How do I create and add a signature to emails in Outlook?

How do I add a shared mailbox to the Outlook mobile app?

Phishing Email Tips

How do I mail merge to send emails from a contact list in Excel?

How do I set an out of office message to automatically reply in Outlook?

How do I update Outlook Desktop's Offline Global Address List to reflect recent changes?

How do I save email replies automatically in the same email folder as the original message?

I can't access my diocesan email, calendar and files on my personal mobile or tablet

My Outlook Desktop updated to a new version and now I can't see my shared mailboxes or locally saved offline mailboxes (PST files)

How do I recall an email message that I've sent?

Outlook desktop is no longer showing status icons on colleague's names

Outlook Desktop is auto-completing an incorrect email address or name in the To / CC / BCC fields in a new email message

How do I send an email from a shared mailbox address, distribution list or another email address?

What is an email alias and how do I send from it?

My email to a colleague has bounced back saying undeliverable

I can't send an email because the attachment is too big or the download has failed

How do I move emails or a folder in Outlook to another mailbox?

How to add a PST file to Outlook Desktop

How do I show or hide the Reading Panel in Outlook Desktop and mark an email as read or unread

See more

Files & File Storage

How do I share/receive a file or folder on SharePoint and OneDrive to/from a colleague or external user?

How do I fix files not opening/syncing or sync errors in OneDrive or SharePoint on Windows?

The shared link I received for a file or folder does not work, how can I get access?

How do I sync a SharePoint library to my Windows Computer?

What do the OneDrive and SharePoint sync status icons mean in File Explorer and how do I store files offline on my computer or free up space?

How do I access the Diocesan Meetings Portal?

How do I restore a previous version of a file or a deleted file in OneDrive or SharePoint?

How do I access the Staff SharePoint library?

How do I draw or write in Microsoft Office?

How do I recover an unsaved file or previous version of a file?

What's the difference between OneDrive and SharePoint?

Where can I find the T and S Drive files now that the Exchequer server has been closed down?

How do I use SharePoint and OneDrive?

How do I restart the OneDrive app on my Windows Computer?

How do I compare 2 Word documents?

How do I open a Pages, Numbers and Keynote file (Apple's iWork) and convert to a Microsoft Office or PDF format?

How do I save a document or email as a PDF?

How do I convert a PDF to Word or Excel so I can edit the file or merge and edit PDFs?

How do I use Adobe Acrobat Pro?

I cannot open a HEIC file

I cannot preview documents when selecting them in Windows File Explorer

I cannot share a file or folder to somebody in SharePoint or the person is not listed

Microsoft 365 / Office is saying Product Deactivated and most features will be disabled

I have exported a report from the People Database, how do I move or copy the exported file onto my computer?

How do I manage a meetings group in the diocesan meetings portal?

How do I see who has permission to view or edit a file or folder in SharePoint or OneDrive?

My document is printing out on A3 paper only, how do I change it to A4?

How to show, hide and customise the Quick Access Toolbar in Microsoft desktop apps like Outlook, Word, Excel and PowerPoint etc.

How do I reduce an image file size?

Is there video editing software I can use to create videos?

What is the ribbon in Microsoft 365 apps, how do I show and change the ribbon layout and find hidden buttons?

How do I reduce the size of a PowerPoint presentation or Word document?

How do I create printed handouts from a PowerPoint presentation or export them to Word?

How do I find an existing anyone share link and change a share link password in SharePoint or OneDrive?

How do I change the default programme that opens a file on a Windows computer?

How do I open PDFs in Adobe Acrobat rather than Microsoft Edge in Windows?

How do I change the default font in the Microsoft Office 365 apps?

How do I transfer files and photos from my personal iPhone or iPad to my work Windows computer

How do I stop syncing a SharePoint library to my Windows Computer?

I cannot create an Adobe, Apple, Dropbox or Google account with my diocesan email address. I do not receive a verification code.

Adobe Acrobat is freezing when opening and scrolling down PDF files and switching to the application

How do I install the Affinity Designer 2, Affinity Photo 2 and Affinity Publisher 2 apps on my diocesan Windows computer or iPad and sign in with my diocesan Canva account?

See more

Finance

How to Access Xledger

Forms

How do I collaborate with a colleague on a Microsoft Form?

How do I copy or duplicate a Microsoft Form and create a template?

How do I transfer ownership of a Microsoft Form to multiple people?

How do I get email notifications from Microsoft Forms to a different email address?

How do I use Microsoft Forms to create surveys, questionnaires and data collection?

Can I use Google Forms to collect data?

How do I add an Upload File field in Microsoft Forms?

See more

Printing & Scanning

How do I use Printix to hold / lock a print so I can release it later when I'm at the Ricoh printer?

How do I sign into a Ricoh printer with a door card or Printix ID code?

Where is my scan?

How do I use Printix for printing?

I cannot connect to a home printer or another printer outside of the office from my diocesan Windows computer

Where has the Printix printer icon gone / what is this TA icon?

See more

Security & Data Protection

GDPR Training

How do I reset or change my Microsoft 365 password and multi-factor authentication (MFA / 2FA)?

How can I securely share information like a password with somebody else?

Can I access my diocesan account and will my diocesan SIM card work abroad?

How do I add and manage MFA on my Adobe account?

How do I add and manage MFA on my LastPass account?

How do I add and manage MFA on my Amazon Business account?

What is single sign-on (SSO) for Canva and how do I link my Canva account to my diocesan Microsoft 365 account?

I can't sign into my personal Google account in Google Chrome on my diocesan computer

How do I manually update Google Chrome?

How do I setup MFA and login on BreatheHR?

How do I use Oracle Authenticator on a Windows Computer?

Can I have a multi-factor / 2-factor authentication (MFA / 2FA) app on my computer instead of a phone?

How do I add and manage MFA on the diocesan database?

Can I use multiple devices for authenticator app MFA/2FA codes when signing into a website or cloud service?

Approved Cloud Services [link to article]

When I go to my diocesan Microsoft emails, OneDrive, SharePoint or other Microsoft apps in an internet browser, I'm logged in with my personal account or another account instead

I've forgotten or don't know my diocesan google password / I can't create a google account or verify my diocesan email address

What is my diocesan AppleID, Canva, Google, IT Knowledge Base, Microsoft and Printix account username and password?

How do I setup MFA for my Microsoft 365 account?

My Authenticator app codes for MFA / 2FA do not work or show an error

How do I create a Dashlane account and migrate passwords from LastPass and internet browsers and how do I use Dashlane?

Password best practices for creating, storing and sharing account passwords

Where is the pound £ key for voice call multi-factor authentication (MFA) on Microsoft 365 accounts?

Am I allowed to automatically forward my emails to an external address and store files on personal devices?

See more

Staff

Where can I access BreatheHR for leave, sickness, training, staff documents and PDRs (includes password reset)

How do I upload documents on BreatheHR?

How do I access the Sign In App on my phone?

Where is the IT Handbook for Staff?

How do I get a vehicle parking permit for Holywell Lodge and how do I find out the owner of a vehicle that is blocking me in?

How do I book a hot desk at Holywell Lodge using the Sign In app?

How do I set my work hours and location in Outlook and Microsoft Teams?

See more

Teams

Teams Training: Beginner's Guide

Teams Training: Approvals app

Teams Training: Breakout Rooms

Teams Training: Captions & Translations

Teams Training: Chat

Teams Training: Devices

Teams Training: Do Not Disturb & Priority Access

Teams Training: Join a Meeting

Teams Training: Join a Team as a Guest

Teams Training: Meeting Types

Teams Training: Outlook Teams Links

Teams Training: Polls

Teams Training: Recording

Teams Training: Restarting Teams Apps

Teams Training: Schedule Meetings

Teams Training: Screen Share

Teams Training: Spotlight

Teams Training: Town Hall (Live Event)

Teams Training: Transcriptions

Teams Training: Troubleshooting

Teams Training: Waiting Room / Lobby

Teams Training: Web Version

Teams Training: Webinars

Teams Training: Whiteboard

See more

Teams Phone

Teams Phone: Beginner's Guide

Teams Phone: Audio Devices

Teams Phone: Call Groups and Delegates

Teams Phone: Call Queues / Hunt Groups

Teams Phone: Do Not Disturb

Teams Phone: Forwarding Calls

Teams Phone: Make & Receive Calls

Teams Phone: Merge Calls

Teams Phone: No Answer Settings

Teams Phone: Numbers

Teams Phone: Transfer Calls to Another Device

Teams Phone: Transfer Calls to Another Person

Teams Phone: Transfer Mobile Calls to Teams

Teams Phone: Voicemail

See more

Video Conferencing

How do I use Zoom?

I cannot login to Zoom because I do not have a verification code

How do I add and manage MFA on Zoom?

How do I prevent "Zoom bombing" - having uninvited visitors to your Zoom meeting?

I cannot hear any sound from my computer speakers or headset and how do I switch the sound output on a Windows computer, in Microsoft Teams and Zoom?

My microphone isn't working and how do I switch the microphone input on a Windows computer, in Microsoft Teams and Zoom?

My webcam isn't working and how do I switch to another camera on a Windows computer, in Microsoft Teams and Zoom?

How do I record in Zoom and find the video file after the meeting?

How do I open a VTT / transcription file downloaded from Zoom or Microsoft Teams meetings?

See more