From Handshakes to AI: Toastmasters Evolves for a Global Future
For over 100 years, Toastmasters International has helped millions conquer glossophobia—the fear of public speaking—through live practice, structured feedback, and a strong sense of community. From local club meetings to international conferences, the nonprofit has built a legacy of empowering voices. Now, it’s embracing a new chapter: AI-powered transformation. Tradition Meets Technology Toastmasters is proving that tech and tradition can thrive together. With clubs in 150 countries and a growing global membership, the organization is modernizing how it connects, supports, and grows. From streamlining call center operations with Microsoft Omnichannel to editing educational materials with Microsoft 365 Copilot, Toastmasters is leveraging digital tools to enhance—not replace—the human touch. “Toastmasters is about human beings connecting with human beings and technology is helping us do that.” — Jason Caldwell Club Quality and Member Support Manager Smarter Support, Seamless Experience With just 30 call center staff serving 270,000 members worldwide, Toastmasters needed a smarter way to manage interactions. Enter Dynamics 365 Customer Service and Copilot-enabled Contact Center—a unified platform that centralizes calls, chats, and emails, giving staff a complete view of each member’s journey. Generative AI now summarizes conversations, manages cases, and even frees staff from typing during calls, allowing them to focus fully on the person behind the question. “It connects all the dots, giving everybody the information they need when they need it.” — Jason Caldwell Self-Service That Scales Toastmasters also adopted Dynamics 365 Finance and Operations, enabling members to join and pay dues online for the first time. This shift improves security, accuracy, and accessibility, especially for younger members who expect digital-first experiences. “It the twenty-first century, so we need to digitize the experience for our members.” — Heidi Hollenbeck, COO and CIO Meet Ora Tor: AI That Listens and Learns To further enhance member support, Toastmasters built Ora Tor, a generative AI chatbot using Microsoft Copilot Studio. Ora Tor draws from a rich knowledge base curated by staff, offering 24/7 answers to common questions and reducing barriers to engagement. Opening Doors to the Future Digitization isn’t just about efficiency—it’s about inclusion and growth. By offering a modern, tech-enabled experience, Toastmasters is attracting a younger, more diverse demographic, while making it easier for current members to stay involved. “Digitizing helps us open our doors to more people.” — Diana Passow, Marketing and Communications Director A Century of Impact, Powered by Innovation From handshakes to AI, Toastmasters is evolving to meet the needs of a global future. With Microsoft Dynamics 365 and Copilot technologies, the organization is scaling its mission, strengthening its brand, and continuing to empower speakers worldwide. To learn more about how they’re using AI to empower speakers worldwide, please visit: https://www.microsoft.com/en/customers/story/23396-toastmasters-international-dynamics-365-customer-service
Microsoft Teams Hacks You Didn’t Know You Needed
Microsoft Teams has become the heartbeat of modern collaboration—but are you using it to its full potential? Beyond chats and video calls, Teams is packed with hidden gems and clever shortcuts that can supercharge your workflow. Whether you're a seasoned user or just getting started, these hacks will help you work smarter, not harder. 1. Use Slash Commands in the Search Bar Type / in the search bar at the top of Teams to unlock a powerful list of quick commands that help you get things done faster. Some handy examples include: /busy – Instantly set your status to “Busy” so teammates know you’re heads-down. /Wikipedia Search – Find and share articles from Wikipedia without leaving Teams. /YouTube – Search for videos and even watch them together during meetings. 2. Pin Important Chats and Channels Keep your most-used conversations at the top by right-clicking and selecting “Pin”. No more scrolling through endless lists. 3. Use the “Immersive Reader” for Focused Reading Click the three dots (More actions) next to a message, then select Immersive Reader to view the text in a clean, distraction-free format—perfect for long or complex messages. 4. Integrate Your Favorite Apps Teams isn’t just for Microsoft tools—you can add apps like Trello, Asana, or even YouTube directly into channels. Just click “+” at the top of a channel to explore integrations. 5. Pop Out Chats and Meetings Need to multitask? The Open in new window feature in Microsoft Teams lets you seamlessly manage chats, meetings, apps, and channel conversations—without losing your place. With just a click, you can pop out key elements into separate windows and keep your workflow moving. 6. Search Smarter Use filters in the search bar to find messages, files, or people. You can even search by date, sender, or keyword. Conclusion: Microsoft Teams is more than just a meeting platform—it's a productivity powerhouse hiding in plain sight. By tapping into these lesser-known features and shortcuts, you can transform the way you collaborate, communicate, and manage your day-to-day tasks. From slash commands to immersive reading and app integrations, these hacks are designed to help you reclaim your time and sharpen your focus. So go ahead—pin those chats, pop out those windows, and search like a pro. The more you explore, the more you'll realize that Teams isn’t just a tool—it’s your secret weapon for working smarter.How to Install Microsoft 365 on Windows
Ready to get the most out of Microsoft 365 on your Windows PC? Whether you’re installing for the first time or need a refresher, this step-by-step guide will walk you through the process of downloading, installing, and activating Microsoft 365 in just a few simple steps. Get started and unlock the full potential of Office today.Transitioning from Microsoft 365 Business Premium to Business Basic: What Nonprofits Need to Know
As Microsoft begins transitioning out the Business Premium grant for nonprofits, many organizations are reassessing their licensing needs therefore this is an opportunity to streamline operations and continue leveraging powerful tools with Microsoft 365 Business Basic. _____________________________________________________________________________________________________ What Is Microsoft 365 Business Basic? Microsoft 365 Business Basic is a cloud-first productivity suite designed for organizations that don’t need desktop Office apps but still want access to essential collaboration and communication tools. It includes: ✅Web and mobile versions of Word, Excel, PowerPoint, and Outlook ✅Microsoft Teams for meetings, chat, and collaboration ✅Exchange Online with a 50 GB mailbox per user ✅OneDrive for Business with 1 TB of cloud storage ✅SharePoint Online for document management and team sites It’s a cost-effective solution for nonprofits looking to maintain productivity while reducing licensing expenses. __________________________________________________________________________________________________ The Change Microsoft has announced the retirement of the Business Premium grant, which previously provided eligible nonprofits with free access to premium features like desktop Office apps, Intune, and advanced security tools. As a result, many organizations are now exploring Business Basic as a cost-effective alternative. Note: If your organization decides to continue using Microsoft 365 Business Premium, you may be eligible for a discount of up to 75% through Microsoft’s nonprofit pricing. This can be a great option if you still need access to advanced features. ______________________________________________________________________________________________________ How to Transition from Business Premium to Business Basic Here’s a step-by-step guide to help you make the switch smoothly: Step 1: Evaluate Your Current Usage Identify users who don’t need desktop apps or advanced security features. Use the Microsoft 365 admin center to review license assignments and usage patterns. Step 2: Purchase Business Basic Licenses Go to Microsoft 365 admin center > Billing > Purchase services. Select “Details” next to Microsoft 365 Business Basic and buy the number of licenses you need. Important: Although the process says “purchase,” eligible nonprofits receive the first 300 Business Basic licenses for free. You will not be charged for these licenses, even though they are added through the purchase flow. Step 3: Reassign Licenses Navigate to Users > Active users. For each user, go to Licenses and Apps, uncheck Business Premium, and check Business Basic. Save your changes. Step 4: Remove Unused Premium Licenses Once all users are reassigned, reduce or cancel your Business Premium licenses to avoid unnecessary charges. Go to Billing > Your Products Click on Microsoft 365 Business Premium, then click remove licenses Ensure that users have been unassigned licenses or that may cause an error Step 5: Communicate the Transition Let your team know what’s changing and what tools they’ll still have access to. Offer training or resources to help them adapt to web-based tools. ______________________________________________________________________________________________________ Business Premium vs Business Basic Comparison Feature Business Premium Business Basic Desktop versions of Office apps (Word, Excel, PowerPoint, Outlook, etc.) ✅ ❌ Advanced security features (Microsoft Defender for Business, Microsoft Purview) ✅ ❌ Device management (via Microsoft Intune) ✅ ❌ Access and Publisher (PC only) ✅ ❌ Webinar hosting and attendee tools in Teams ✅ ❌ ______________________________________________________________________________________________________ What You’ll Still Have with Business Basic Despite the changes, you’ll retain access to essential tools that support collaboration and productivity: Web and mobile versions of Office apps Microsoft Teams (chat, call, meet with up to 300 attendees) Business-class email with Exchange 1 TB of OneDrive cloud storage SharePoint Standard security and support ______________________________________________________________________________________________________ Making the Most of Microsoft 365 Business Basic Even without desktop apps, Business Basic offers a robust suite of tools to keep your team connected and productive: ✅ Web-Based Office Apps Use Word, Excel, PowerPoint, and Outlook directly in your browser. Collaborate in real-time with colleagues on shared documents. ✅ Microsoft Teams Host virtual meetings, chat, and collaborate on files. Create channels for departments or projects to streamline communication. ✅ OneDrive and SharePoint Store and share files securely in the cloud. Use version history and co-authoring to improve productivity. ✅ Email and Calendar Access professional email with a 50 GB mailbox via Outlook on the web. Manage calendars and schedule meetings with ease. ___________________________________________________________________________________________________ Final Thoughts While the retirement of the Business Premium grant may require some adjustments, Microsoft 365 Business Basic still provides essential tools to help your nonprofit thrive. With thoughtful planning and a focus on cloud-based collaboration, you can continue to operate efficiently and make a meaningful impact—without breaking your budget.Microsoft 365 Admin Center Video Overview
In this quick walkthrough, I guide you through the essentials of the Microsoft 365 Admin Center—perfect for nonprofit tech leads and new admins. Whether you're adding users, or managing licenses, this video simplifies the admin experience to help you get started with confidence.Create an Internal Support Ticket Hub with Microsoft Lists, Forms & Power Automate
Setting Up the Support Ticket Portal First, we will set up the support ticket portal. This is where ticket requests will populate, be triaged, assigned and managed. It's a central location where the support team members can keep track of their tasks as well as keep the client informed through automated notifications upon status changes. Let's get started! 1. Create the Microsoft List: Navigate to Microsoft Lists from the Microsoft365.com App launcher in the upper left. Select the “+ New list” and choose the “Issue Tracker" template. Fill out the list information (name, description*, color*, icon*, and associate it with a team or save to your lists) and select create to make your form (*optional). In this case, associating the list with a team is required as it is needed for notification purposes later on in the tutorial. Review the list items from the template and customize the list to what your organization needs. Include columns that capture essential details such as issue description, priority level, assigned to, and status. Ensure the list is set up to store all necessary information for managing support tickets. There will be items you need captured from the person submitting the form as well as items to triage, assign, and track the status of the case. 2. Creating the Support Ticket Form In the list menu, select the "Forms" tab to create a new form. Customize the form by removing or unchecking questions that are designed for the support team, leaving only the questions needed from the person submitting the ticket. For example, you’d remove the Priority, Status and Assigned To fields from the form because those items are not determined by the submitter, but by the internal staff triaging the case. Ensure the form captures essential details such as the issue description, associated files, and contact information. 3. Enabling Notifications and Assigning Tickets In the form settings, select the toggle next to "Notify me" so that whenever a new item (support ticket) is submitted, you are immediately notified. This ensures that you don't miss an urgent request. Preview your form Check for changes or adjustments you’d like to make. If everything is good, congratulations! You’ve made your support ticket form! 4. The Workflow Process: Now that your form and list are created you can test out your new form and ticket portal. Grab the link to your new form by selecting the forms button again in the menu. Select the link sign to copy the link. Let's test things out. Fill out the form with information as if you are an employee submitting a ticket about an issue. Refresh and check your Microsoft List to make sure the form responses were automatically added. Triage the case. In the Microsoft List, double click on the form submission list item. Here, the support admin will triage the case by assigning it to a member of the support team, updating the status of the ticket to "In Progress" and assigning it a priority status. When a ticket is assigned, the assigned staff member receives a notification, ensuring they are aware of their new task. If they need to get in contact with the employee that submitted the case, they are able to come to the list item, and check for contact/email details in the email column. Team members can update the status of the ticket to "In Progress" when they start working on it and then to "Completed" once the issue is resolved. These status updates help track the progress of each ticket and ensure timely resolution. Congratulations! You have an internal support ticket portal and form. To further enhance the transparency and efficiency of your internal support ticket system, you can implement additional notifications to keep the requester informed about the status of their ticket. By setting up automated notifications in Power Automate for when a ticket is marked as "In Progress" and "Completed," you ensure that the requester is always aware of the current status of their issue. This not only improves communication but also boosts confidence in the support process, as employees feel assured that their concerns are being actively addressed and resolved. 5. Automating Notifications with Power Automate Create a Flow: From the Microsoft365.com app launcher, open Power Automate. Click "+ Create" and select "Automated Cloud Flow". Choose a flow name and set the trigger to "When an item or file is modified". Configure the Flow: On the canvas, select the trigger to enter the required data. The site address your Microsoft List is attached to and the list or library name. Next, we must add a trigger condition in order for the flow to only trigger when the status column has been changed. In the settings tab add the following trigger condition NOt(equals(triggerOutputs()?['body/Status'], triggerOutputs()?['body/PreviousStatus'])) Return to the canvas to create a new action. Select the + sign under your trigger. In the search menu, search for the condition action. For the value of the condition, we want to choose the Status Value from the dynamic field (the lightning bolt). We want to make sure the condition states “Status Value is equal to In progress”. (Capitalization matters here so make sure the capitalization of “In progress” matches the way it is spelled on your Microsoft List”. In the "True" column of your condition we will add a new action. Select “Send an email (V2) Inside of your action select, “Switch to Advanced Mode” to be able to enter dynamic fields or fields directly associated with your form submission. In the "To" field, select the lightning bolt for a dynamic entry. And select the “Issue logged by Email”. This will add the email address of the form sender to the “To” field and who the notifications will be sent to. In the Subject field type and appropriate title such as “Support Ticket Status Update”. In the Body field type a message to the requester. For example, "Hello, you are receiving this message to notify you that your support ticket for" (dynamically insert the name of the issue) “has been changed to “In Progress”. At this point, the flow now sends notifications for when the status column has been modified to “In Progress. Now, let's do the same and send a notification for when the status has been changed to “Completed”. In the False column, we are going to add another condition. The values for the condition will be the same except where it once said, “In Progress” it will say “Completed”. You want the statement to read “Status value is equal to Completed”. In the true column add the same action for sending an email and fill out the details accordingly. Save and test your flow. Test and Deploy: Test the flow to ensure it works as expected. Select Test and choose Manually. This specific flow is triggered when the status column has been modified to “In Progress” or “Completed”. Test both separately to make sure both works. You will see green check marks and receive a notification to the email you provided earlier when filling out the form with sample data. In this example, I tested the flow by updating the status to “In Progress” so in this case I have green check marks along the left side because that follows the first conditions. The green check marks will follow the right-side path if I choose to test the “Completed” status. Here is a copy of the email that was sent to the inbox. Once satisfied, deploy the flow to automate the notification process, enhancing communication and satisfaction. Conclusion By leveraging Microsoft Lists and Forms, you can create a robust internal support ticket system that streamlines the process of submitting, triaging, and resolving support requests. The integration with Power Automate further enhances this system by automating notifications, ensuring that all parties are kept informed throughout the process. This setup not only improves efficiency but also boosts employee satisfaction by providing a transparent and responsive support system.Integrating Moodle with Microsoft 365 for a Seamless Learning Experience (part 1)
For nonprofits using Moodle on Azure, integrating it with Microsoft 365 can enhance collaboration, file management, and reporting. By connecting Moodle with Microsoft Teams, OneDrive, and Power BI, educators and administrators can streamline the learning experience, making it more interactive and data-driven. In this guide, we’ll walk you through the step-by-step process of integrating Moodle with Microsoft’s powerful tools. I. Why Integrate Moodle with Microsoft 365? ✅ Single Sign-On (SSO) – Enable Microsoft Entra ID [renamed from Azure Active Directory (Azure AD)] for authentication so users can log in to Moodle using their Microsoft 365 credentials. ✅ Collaboration with Microsoft Teams – Allow students to access Moodle courses directly within Teams and join live video sessions. ✅ Seamless File Management with OneDrive – Let teachers and students upload, store, and share files through OneDrive, eliminating the need for manual downloads. ✅ Advanced Reporting with Power BI – Use Moodle’s learning analytics in Power BI to track student progress and course performance. II. Setting Up Microsoft 365 Integration in Moodle (This is specific to the integration offered, and not the built in features with M365) Step 1: Enable Microsoft Entra ID for Single Sign-On Microsoft Entra ID integration allows users to log into Moodle using their Microsoft 365 accounts, making authentication seamless. 🔹 Go to Moodle Admin Panel → Navigate to Site Administration > Plugins > Authentication 🔹 Enable OAuth 2 Authentication → Click OAuth 2 Services and select Microsoft 🔹 You may need to enable OAuth2 first before it appears in the Plugin menu: Go to Plugins > Authentication > Manage Authentication 🔹Register Moodle as an App in Microsoft Entra ID: 1️⃣ Sign in to the Azure Portal 2️⃣ Navigate to Microsoft Entra ID > App registrations > New Registration 3️⃣ Add Moodle’s URL as the Redirect URI 4️⃣ Generate an Application (client) ID and paste it into Moodle’s OAuth settings 🔹 Save changes and test login with a Microsoft 365 account. Step 2: Setting Up OpenID Connect in Moodle OpenID Connect is a standard authentication protocol that provides single-sign-on (SSO) functionality using configurable identity providers. The OpenID Connect plugin for Moodle is part of the Microsoft 365 suite of plugins and is used to connect Moodle to Microsoft Entra ID for seamless authentication. How to Set Up OpenID Connect in Moodle: 1️⃣ Ensure Moodle is registered as an App in Microsoft Entra ID (Step 1 above). 2️⃣ Enable OpenID Connect in Moodle: 🔹 Log in to Moodle as an Admin 🔹 Navigate to Site Administration > Plugins > Authentication > Manage Authentication 🔹 Enable OAuth 2 Authentication and select Microsoft as the service 🔹 Go to Site Administration > Plugins > Authentication > OpenID Connect 🔹 Paste the Application ID and Key generated in the Azure Portal into Moodle’s OAuth settings 🔹 Save changes and test login with a Microsoft 365 account. By setting up OpenID Connect, nonprofits ensure a secure, user-friendly login experience for their educators and learners. III. Benefits of Microsoft 365 Integration for Nonprofits By integrating Moodle with Microsoft 365, nonprofits can: ✅ Improve Security – Utilize Azure AD authentication to enforce role-based access control. ✅ Leverage Microsoft’s Nonprofit Benefits – Use Azure credits and Microsoft 365 grants to keep LMS costs low. IV. Conclusion: Take Moodle to the Next Level with Microsoft 365 Integrating Moodle with Microsoft 365 offers nonprofits the tools to create a more engaging and collaborative learning environment. Beyond the technical setup, these integrations also enable nonprofits to unlock Microsoft’s nonprofit benefits, reducing costs and ensuring long-term sustainability for their learning management system. Ready to transform your nonprofit’s e-learning experience? Start integrating today and take your Moodle platform to the next level with the full power of Microsoft 365. Now, lets delve into Connecting Moodle with Microsoft Teams, and the Teams bot. Integrating Moodle with Microsoft 365 for a Seamless Learning Experience (part 2) | Microsoft Community HubUnlock the Power of Webinars with Microsoft Teams for Nonprofits (With Video Tutorial)
Webinars are an excellent way to engage with your audience, share knowledge, and promote your brand. Microsoft Teams makes it easy to create and manage webinars with its robust features and seamless integration with Microsoft 365. Here's a step-by-step guide to help you get started, based on resources from Microsoft Learn. Step 1: Set Up Your Webinar Open Microsoft Teams: Launch the Microsoft Teams application on your device. Navigate to the Calendar: Click on the Calendar icon on the left-hand side of the Teams interface. If the Calendar option is not visible, click on the three dots (ellipsis) on the left-hand side to access additional applications. Create a New Webinar: Click on the arrow next to "New meeting" and select "Webinar" from the dropdown menu. Step 2: Customize the Registration Form Enter Webinar Details: Fill in the title, date, start and end times, and a description for your webinar. Add Co-organizers: Specify who will help you manage the webinar Add Presenters: Specify who will present during the webinar by adding their email addresses in the "Presenters" field. Step 3: Configure Event Options Set Meeting Options: Configure the meeting options such as mics, Q&A. Click on Edit more options to control who can bypass the lobby, Production Tools and other settings to ensure a smooth webinar experience. Step 4: Set up Presenter Bios To set up presenter bios in Microsoft Teams, follow these steps: Go to Presenter bios under the Setup section. If you haven't already added a presenter, you'll be prompted to go add one Find the presenter you want to add a bio for and select Edit. Fill in details about the presenter, such as their image, email, job title, and a description about them. When you're finished, select Save. Step 5: Set up Your Theme Click on Theming to set up your logo, Banner image and Theme color. Step 6: Set up Configurations for registrations Event Limit: Set a maximum number of registrants to manage the size of your webinar audience. The maximum capacity for a webinar is 1000 Registration Form: Add fields to form to gather information about potential attendees and understand your audience better. Step 7: Publish your registration site View Registration Page: By selecting 'View Draft,' you can thoroughly review and verify all details to ensure everything is accurate and ready before going live. Publish the Event: Once you've filled out the webinar details and registration form, publish it to make it discoverable by potential attendees. Share the Registration Link: Copy the registration link from your Teams calendar and share it via email, social media, or your website to gather an audience. Conclusion Creating a webinar in Microsoft Teams is a straightforward process that allows you to connect with your audience effectively. By following these steps, you can set up, promote, and host a successful webinar that engages your audience and achieves your goals. Whether you're a business professional, nonprofit educator, or event organizer, Microsoft Teams provides all the tools you need to deliver a seamless and impactful webinar experience. References Overview of meetings, webinars, and town halls - Microsoft Teams | Microsoft LearnWhat’s New in Outlook – April & May 2025 Updates
For New Outlook for Windows & Outlook Web App Microsoft continues to refine the Outlook experience, delivering thoughtful enhancements that boost organization, productivity, and collaboration. Whether you're using the new Outlook for Windows or the Outlook Web App, these features are designed to help you work smarter—not harder. Here’s a roundup of the new features from April and May 2025 that you’ll want to explore: 📅 Calendar & Event Management Upgrades 🗑️ Auto-Delete Meeting Invites After Responding Tired of calendar clutter? You can now automatically delete meeting invites from your inbox once you’ve responded. How to Enable: Go to Settings (⚙️ icon) Navigate to Calendar > Events and invitations > Invitations from other people Toggle the “Delete invitations from Inbox after responding” option 🔔 Background Calendar Event Notifications Stay on schedule even when Outlook isn’t open. With background event notifications, you’ll receive alerts on your desktop or lock screen, ensuring you never miss a meeting. 📨 Email Management Enhancements 💾 Save Emails as .MSG Files You can now save individual emails as .msg files by right-clicking them in your inbox and selecting Save as > Save as MSG. This is great for archiving or sharing emails while preserving their original formatting. 🤝 Share Emails to Microsoft Teams Email-to-Teams integration just got easier. Share any email—including attachments—directly to a Teams chat or channel without leaving Outlook. Perfect for fast collaboration! 🗂️ Smarter Folder & Category Controls 📁 Reorder Folders with Drag and Drop You’re no longer stuck with alphabetical order. This update lets you drag and drop folders into whatever order makes sense for your workflow. Tip: Organize by priority or frequency of use to boost productivity. 🎨 Add Some Color: Custom Folder Icons Give your folders a fresh look with custom folder icon colors! This update makes it easier to visually organize and differentiate your folders at a glance. Whether you color-code by project, urgency, or department, this update is perfect for visual thinkers. How to Change Folder Color: Right-click a folder Choose “Change folder icon color” Select your preferred color 📌 Pin Your Favorites to the Top Keep your most-used folders within reach by pinning them to the top of the Left Navigation Bar. It’s a small tweak with big impact—your go-to folders are now always just a click away. How to Pin a Folder: Right-click any folder > Select “Pin to top” "None" as a Category – More Control, Cleaner View Sometimes, less is more. You can now assign a "None" color category to emails and calendar events, giving you better control over what stands out—and what doesn’t. This is perfect if: You want to declutter without deleting You use color sparingly for higher impact 🔄 Delegation & Archive Improvements 🧑💼 Category Management for Delegates Delegates can now create and apply new calendar categories on behalf of the person who granted them access. This streamlines meeting organization and avoids back-and-forth on color codes and labels. 🗃️ Group Messages as a Conversation in PST Files You can now view emails saved in .pst files in a conversation-style format. This makes archived content easier to follow and manage. Conclusion From visual customization to smarter calendar tools and seamless collaboration, Outlook’s April and May 2025 updates are full of features designed to help you do more with less effort. Whether you're streamlining your workflow, organizing folders your way, or collaborating more efficiently, these updates are worth exploring.May the Power Be with You with Power Query in Excel (With Instructional Video)
Data cleaning is a crucial step in the data analysis process, but it can be time-consuming and tedious. Fortunately, Power Query in Microsoft Excel offers a powerful solution to automate data cleaning, saving you valuable time and effort. In this blog, we'll explore how to use Power Query to streamline your data cleaning process and ensure your data is ready for analysis.In this blog, we'll explore how to use Power Query to streamline your data cleaning process and ensure your data is ready for analysis. To complement the blog, we've also included an instructional video that walks you through the key steps, making it even easier to follow along and apply what you learn. Instructional Video: Blog: What is Power Query? Power Query is a data connection, cleaning, and shaping technology that is part of the Microsoft modern analytics suite of business intelligence tools. It allows you to connect to various data sources, transform and clean the data, and load it into Excel or Power BI for further analysis. Benefits of Using Power Query Automation: Once you set up your data cleaning steps, Power Query can automatically apply them every time you refresh your data. Efficiency: Power Query simplifies complex data cleaning tasks, reducing the time and effort required. Consistency: By automating the process, you ensure that your data cleaning steps are applied consistently every time. Getting Started with Power Query Step 1: Launch Power Query and Connect Data To launch Power Query in Excel: 1. Open Excel and go to the "Data" tab. 2. Click on "Get Data" and select the data source you want to connect to (e.g., Excel, CSV, database). For this demo we will use From File > From Excel Workbook to connect to a single Excel source. 3. This process launches a Windows Explorer window, where you can navigate to the source data's folder and select the workbook to Import. Power Query supports a wide range of data sources, including Excel files, CSV files, databases, and online services. Select your data source and follow the prompts to connect to your data. 4. The Navigator window launches, showing the selected file's contents. Most data sources follow this general layout, with different types of objects represented by different icons. For an Excel workbook, the object types include worksheets and tables. 5. Select the Transform Data button. This selection launches the Power Query editor window. Step 2: Clean and Transform Your Data Once your data is loaded into Power Query, you can start cleaning and transforming it. Here are some common data cleaning tasks you can automate with Power Query: Remove Duplicates: Identify and remove duplicate rows from your dataset. How to: In the Power Query Editor, select the column with duplicate values, go to the "Home" tab, and click "Remove Duplicates." Filter Rows: Filter out unwanted rows based on specific criteria How to: Click on the filter icon in the column header and select the criteria to filter out unwanted rows. Replace Values: Replace incorrect or missing values with the correct ones. How to: Right-click on the column with incorrect values, select "Replace Values," and enter the old and new values Split Columns: Split a column into multiple columns based on a delimiter. How to: Select the column to split, go to the "Transform" tab, and click "Split Column" > "By Delimiter." Choose the delimiter and click "OK." Merge Columns: Combine multiple columns into a single column. How to: Select the columns to merge, go to the "Transform" tab, and click "Merge Columns." Choose a separator and click "OK." Step 3: Apply and Save Your Changes After cleaning and transforming your data, click "Close & Load" to apply the changes and load the cleaned data into Excel. Power Query will save your steps, so you can refresh the data and reapply the same cleaning steps automatically. Conclusion: Power Query is a powerful tool that can automate and streamline your data cleaning process, making it easier to prepare your data for analysis. By following the steps outlined in this guide, you can save time, ensure consistency, and focus on deriving insights from your data. Start using Power Query today and transform your data cleaning workflow!
