Migration aids: user customization settings

Migration aids: user customization settings

Overview

This article is intended to be used for two purposes for preparing to switch over to our own cloud --
  1. To document your custom settings on your current cloud account for the applications that you use.
  2. To serve as a reference for when you go to apply the same settings on your new cloud account. 
This should help to make your experience smoother as we go through this transition. It is highly recommended that you save a note of your settings somewhere local (e.g. local disk C:\, a post-it), whether it's a screenshot or written out. 

Use the Table of Contents to quickly jump to the segment pertaining to the application(s) that you need.  

If you need a refresher on how to take screenshots, these links have some great tips: 
  1. https://www.pcmag.com/how-to/how-to-take-screenshots-in-windows-10 
  2. https://www.businessinsider.com/how-to-screenshot-on-windows
  3. https://support.microsoft.com/en-us/windows/use-snipping-tool-to-capture-screenshots-00246869-1843-655f-f220-97299b865f6b

Local Laptop Settings 

When your laptop is moved to the new domain, many things have been automated to transfer over. However, there are still items that you need to handle yourself after the transfer is done. 
  1. Apps pinned to your toolbar and start menu (Zoom, Teams, Outlook, Chrome, etc.)
    1. Right-click on the app icon and select "Pin to toolbar" or "Pin to start menu"
  2. Default Apps for your browser and email. The most common selections within the firm are Outlook for the email default and Chrome for the browser default. 
    1. Settings  >  Apps  >  Default Apps. 
  3. Launching Right Network apps: fewer clicks to open each cloud app. 
    1. Chrome:  Launch a cloud app  >  Click on the ^ icon on the download bar  >  Select "Always open files of this type"
    2. Edge:  Launch a cloud app  >  Right-click the download  >  Select "Always open files of this type"
  4. Pin the LastPass extension to your browser for fast and easy access. 
  5. Set Zoom to automatically launch upon startup
    1. Log into the Zoom desktop app > Click on your initials/picture in the upper-right corner > Settings > Enable "Start Zoom when I start Windows"
  6. Add favorite folders to the Quick Access section in File Explorer 
    1. Locate the folder  >  Right-click it  >  "Pin to Quick access" 
  7. Set your desktop background and theme colors again
    1. Settings  >  Personalization  >  Background, colors, themes, etc. 
  8. Change your screen scaling to 100% (fixes issues with cloud app cursor and black boxes appearing)
    1. Settings > Display > Scale & Layout: Change the size of text, apps, and other items > Set to 100%
    2. If you want larger text et. al with the 100% screen scale, proceed to the following: 
      1. Settings > Ease of Access > Vision: Display > Change sizes according to your preferences

Cloud Quick Links

Please save any favorite short cuts or quick links that you use from the Right Networks homepage. Many of these will be added to the links found in the navigation pane of AEM Connect - however if you have any custom ones that you made, then you will need to save them as a browser bookmark or a desktop shortcut. 


Adobe Acrobat DC

When we switch over to our own cloud, your customized settings will not automatically carry over for Adobe. 

Before we switch over, it is highly recommended that you save a note of your settings somewhere local (e.g. local disk C:\, a post-it), whether it's a screenshot or written out. When we switch over to the new system, you can use your notes to restore your settings much faster than from scratch. 

There are a few different places where you can find your customized settings in Adobe, including:  

Shortcuts
There are a few tools that are not in the default view that will be handy to add for quick access. When you launch Adobe Acrobat DC 2015:
  1. Go to Tools 
  2. Scroll down to the tool you want to add
  3. Select add, or click on the down arrow and click add there. The tool should now appear in your list. 
Some of the tools that are not in the default toolbar that you may want to add are (and not limited to): 
  1. Combine Files 
  2. Stamp
  3. Send for Comments
  4. CCH Axcess Suite
  5. PDFlyer


PDFlyer
There are some settings for the appearance and defaults for your bookmarks, calculator, status color, stamps, and sticky notes located in: 
  1. PDFlyer  >  Settings
*Note that must Engagement also be open in order to access PDFlyer settings. 


Sage Intacct

When we switch over to our own cloud, your customized settings will not automatically carry over for Sage Accounting. 

Before we switch over, it is highly recommended that you save a note of your settings somewhere local (e.g. local disk C:\, a post-it), whether it's a screenshot or written out. When we switch over to the new system, you can use your notes to restore your settings much faster than from scratch. 

There are a few different places where you can find your customized settings in Sage Accounting, including:  

Global Settings
In the upper left corner: 
  1. Go to Options  >  Global... 

  1. Here is a screenshot of the default settings. Change the decimal, general ledger account views, and other options as needed. 
    1. Go through each tab to see if any of your settings are different than the default. If they are: record them for future reference! 
 




CCH Applications

Pfx Document

When we switch over to our own cloud, your customized settings will not automatically carry over for Document. 

Before we switch over, it is highly recommended that you save a note of your settings somewhere local (e.g. local disk C:\, a post-it), whether it's a screenshot or written out. When we switch over to the new system, you can use your notes to restore your settings much faster than from scratch. 

There are a few different places where you can find your customized settings in Document, including:  

Navigation Pane order/contents
Make a note of how you have the Navigation Pane organized in Document. The default Navigation Pane is shown below. If you want it to be in a different order or to exclude some of the items from the default list, proceed to the directions that are found on the line below. 
  1. Go to the bottom left corner of Document and select the down arrow  >  Navigation Pane Options... 
  2. This will bring up the list with a check box to toggle whether the item is shown. Additionally, there are buttons to move an item up or down in the list. Rearrange the list as you see fit and press "OK" to apply your changes. 



Pfx Engagement

When we switch over to our own cloud, your customized settings will not automatically carry over for Engagement. 

Before we switch over, it is highly recommended that you save a note of your settings somewhere local (e.g. local disk C:\, a post-it), whether it's a screenshot or written out. When we switch over to the new system, you can use your notes to restore your settings much faster than from scratch. 

There are a few different places where you can find your customized settings in Engagement, including:  

Options
  1. Go to Tools  >  Options... 

  1. Your options screen in Engagement should look something like this. When you access the options screen on your own account, please save either a screenshot of it or write it down somewhere. Make sure you remember where you saved it! 
*Red lines are drawn through the options that we do not recommend enabling. Launching separate instances of Word or Excel from Engagement is not recommended, as it slows down with each instance. It's also easy for it to consume resources to the point that it decreases the performance of your cloud session - sometimes to the point of your cloud session freezing. 


Customize 
  1. Go to Tools  >  Customize...
    1. Here you can change the appearance of the tool bar, to be gray (classic) or blue (2003). 


Chrome 

When we switch over to managing our own cloud domain, your local profile settings (including those for Google Chrome) will not automatically carry over. ***This only applies to Chrome inside the cloud, however it is a good idea to double check extensions for Chrome outside of the cloud as well.

Before we switch over, it is highly recommended that you save a note of your settings somewhere local (e.g. local disk C:\, a post-it), whether it's a screenshot or written out. When we switch over to the new system, you can use your notes to restore your settings much faster than from scratch. 

Bookmarks

If you have bookmarks inside the cloud, you need to manually export and import the bookmarks yourself. For outside of the cloud, we have automated the transfer of bookmarks. 

For a guide on how to import & export bookmarks, please visit this article from Google's support. 

Extensions

We are working on automatically installing the LastPass extension on your new account, but you may have additional extensions that you want to bring over to the new system. You need to review this for both inside and outside of the cloud.

You can view (as well as pin/unpin) the extensions that are currently installed by selecting the puzzle piece icon in the top right of a Chrome window. You can make a list from here of what needs to be installed.

Bookmarks in other browsers

If you have bookmarks in Edge or Firefox, you will need to export, then import, those yourself. 
Please click here for a guide on how to do this for Firefox. 
Please click here for a guide on how to do this for Edge or Internet Explorer. 

Microsoft Office365 Applications 

We will retain our domains (@aemcpas.com, aemws.com and aemfs.com) and carry over many global pieces of our Office365 subscription, though you may encounter a few items that need attention to re-apply your personal settings. You will still be able to send and receive emails with your original email address; essentially it will be under different management. 

Here are instructions on how to set up popular settings in the event that you are in need of some of them. 

Most O365 Apps (Excel, PowerPoint, Word, Outlook)

The customization settings across Excel, PowerPoint, and Word are very similar, so you can follow these steps each of them. 

General Settings

On desktop: 
  1. Go to File  >  Options 

  1. Take a look through each tab for Excel/PowerPoint/Word Options. You might want to take screenshots of certain tabs that are particularly important to you, e.g. Customize Ribbon, Quick Access Toolbar, Save

On web access:  
There is not much for customization outside of the toolbar for Excel, PowerPoint, and Word. There are some options in Outlook web access that will be covered below in the section about Outlook. 

Add-ins

On desktop: 
To review which add-ins are installed, have a(n) Excel/PowerPoint/Word file open, then: 
  1. Go to Insert  >  My Add-ins  >  See All...
    1. OR:   Insert  >  Get Add-ins  >  My Add-ins

To restore or reinstall add-ins, have a(n) Excel/PowerPoint/Word file open, then: 
  1. Go to Insert  >  Get Add-ins  >  Search for the add-in(s)  >  Add 
On browser or web access: 
  1. Go to View  > Add-ins 
    1. Review currently installed add-ins or search for more to install in the Admin Managed section or the add-in store. 


AutoSave 

Double-check if AutoSave is turned on/off in the upper left corner of Excel. If you are using Excel/PowerPoint/Word in a browser, it automatically saves for you. 


Outlook

Outlook has some additional settings that will be helpful to note: 

Toggle Focused View On/Off

The Focused Inbox feature automatically sorts emails for what is deemed "important" and creates two panels for your inbox: Focused and Other. If you want your emails to be sorted into these two categories, use Focused Inbox. If you want all of your emails to go into one inbox, turn Focused Inbox off. 
*If you have cloud sync enabled, your settings carry over to whichever way you view your @aemcpas.com email. 

On Outlook desktop: 
  1. In the toolbar, go to View  
  2. Enable or disable "Show Focused Inbox" 
    1. Note: If you use the focused view feature, make sure to also periodically check your inbox titled "Other," as the filtering isn't perfect. You can press the ellipsis (...) and manually hange the sender to go to your focused inbox.


On Outlook web access (OWA):  
  1. Go to Settings in the upper right 
  2. Enable or disable Focused Inbox 
    1. Note: If you use the focused view feature, make sure to also periodically check your inbox titled "Other," as the filtering isn't perfect. You can press the ellipsis (...) and manually hange the sender to go to your focused inbox.


Importing Email Signatures

To add your email signature to your Outlook account, you can directly copy and paste the signature corresponding to your office from another email. This is the easiest way to import an email signature with the correct formatting.

Remember to fill in your own
  1. Name (in bold)
  2. Job title
  3. Your extension/direct phone number

On desktop: 
  1. Go to File  >  Options  >  Mail 
  2. Under "Compose messages: Create or modify signatures for messages," select "Signatures..." 
  3. Under "Select signature to edit," select "New"
  4. Enter a name for your signature.
  5. Copy, paste, and edit your email signature to reflect your own contact information. 
  6. Select the options for when you want your email signature to appear.

On Outlook web access (OWA): 
  1. Go to Settings 
  2. Select "View all Outlook settings"
  3. Select "Compose and reply"
  4. Copy, paste, and edit your email signature to match your own contact information.
  5. Select the options for when you want your email signature to appear
    1. Underneath this, you can also find where to change your default response from the OWA reading pane to either Reply or Reply all. 

Using Multiple Signatures

If you need to switch between signatures on a single account, you are limited to using Outlook desktop to access this feature. 

To change to a different pre-made signature that you have saved on your account, you will select "Signature" and change which one you would like to use when you are in the process of composing a message. 



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