You use a lot of different tools to run your business. You have one for talking with employees, schedules, meetings, sharing documents, and another for keeping track of assignments. Running a business is a complex production. Switching to Microsoft Office 365 could save you from needing so many different types of software, and it could save you money as well.
Then once you are using Office 365 you want to make sure you are getting all that you can out of it to make your business run as smoothly as possible.
Getting The Most Out Of Office 365 Business: 16 Tips
Don’t let the features go to waste. Here are 16 tips to get the most out of your Office 365.
OneDrive Cloud Storage
OneDrive keeps your files in one place and allows you to easily share them and collaborate. Files sync between OneDrive and your desktop so you can access them anywhere. Cloud servers and physical servers can have access to documents. You can use the Share + function to attach files to emails as a shareable link. OneDrive is like that box of important things you have, but you can access it anywhere and everywhere with file sharing.
Online and Mobile Versions
Office 365 includes mobile applications. If your staff needs to work from home or while traveling, they can open files and apps from any device with an internet connection. No excuse not to be working!
You can create teams and groups for specific projects. This helps you to maintain communication, share calendars, exchange files, and conveniently chat with the instant messaging tool. Microsoft is also working on ending Skype for Business and has upgraded Teams to include the Skype capabilities. This will let you have video conferences with teams. It gives you more productivity tools in one place. Team management becomes much smoother.
Microsoft planner allows users to assign individual tasks and give out due dates. This is even more helpful because tasks are seen by all the members of a group. This transparency allows for smooth communication making it easier for people to work together. You can exchange online tasks and rearrange who is assigned to what. You get an accurate timeline of events and clear communication of what is being done. No more, “I thought you were doing that!” and other miscommunications.
There is a clutter feature on Outlook where Microsoft will pay attention to unread messages in your inbox. Once it understands your email preferences, it will sort your mail and your low priority messages will go to a clutter folder. This puts your important emails in a better view. It also eliminates those spammy, unwanted messages that you never open.
Message Recall Function
If both you and the contact you are emailing have Office 365, then you can recall an email you sent as long as it has not been opened yet. Something to have in your bag of tricks when you send something to a colleague after a frustrating conversation.
OneNote is basically a window to your sticky note-covered fridge, from anywhere. You can take notes, build to-do lists, and access them anywhere. This could become a virtual junk drawer. At least you don’t lose anything!
Office Lens App
Now, this makes those notes you take even easier. You can use your smartphone to take a picture of a board or a sheet of paper, and turn it into a digital form. Office 365 takes that note-taking scramble down a notch. It also keeps you from losing important notes you might need later.
Users can highlight any word or phrase and use the Smart Look-up button to show a Bing search window to find out more about it. It’s so easy to double-check the search bar to make sure you are right when you guess the meaning of “blitzscaling.” Got to keep up with office lingo.
You can share files to OneDrive or Sharepoint and instantly share them with co-workers. Edits will be shown to everyone in real-time, and you can keep tabs on all the changes. When you can’t be in the office together, this gives you no excuse not to join the party. Co-authoring documents and collaboration is a smooth process with Office 365’s collaborative features.
SharePoint views allow you to divide lots of documents up into folders with more specific frameworks. Then you can view only documents within that criteria at one time. For example, if your business has multiple locations, you can divide documents up into those different locations. That way you are getting to the documents you need quicker.
Sway for Slideshows
Sway offers many templates, background photos, and bonus features to make your slideshows more appealing. You know when your team is falling asleep in the meeting and can’t tell that you have changed the slide six times.
You can also import existing documents and start working with an outline to save a lot of time when using PowerPoint templates.
Pin Documents to Taskbar
Microsoft Office 365 allows you to create a shortcut to a document you regularly use. That way it is a quick click of a button away and you aren’t searching through your files every week. You put the important stuff front and center.
Microsoft Office 356 Security
Office 365 creates a safe firewall that protects your data from hackers. Microsoft has more security certificates than any other cloud service provider. It is important that you are keeping your company’s data in a secure place and Microsoft’s security features give you just that.
When you are sharing a document with others you can grant them access, and then take away that access at a moment’s notice. Imagine giving someone a USB stick with important data and instead of letting them run around with it for the rest of their life, you can make it go away. This keeps important information close to home.
Communicate Changes and Hold Training Sessions
Fear of new technology is common. We want to continue using familiar tools when learning new methods and routines can be hard. Communicating the change to the new Microsoft software ahead of time makes the transition smoother if this is all new to your team.
Hold training sessions to dedicate time to teach employees how the new tools are used. That way they feel comfortable diving in with them and communications are smooth.
Lead by Example
You get employees excited about the software and its benefits by using it yourself. You need to show them how it’s done. Make your weekly conference calls on Microsoft Teams (the new Skype). Create a shared word document and have everyone make edits. Show them how effective the collaboration is.
You want to make sure you aren’t paying for any software that you don’t need when you already have Office 365. These features overlap with a lot of popular software that you don’t need to be paying for.
Office 365 keeps updates coming so you always have the latest version available. You don’t need to have licenses to a new version every few years the way Microsoft software worked in the past.
You have all of these tools and features at your fingertips. So use them! Keep your business and employees running as a smooth organization. The world has become a friendly place for remote work. Embracing technology and the Office apps can make that a flawless workspace. It also makes the time in the office more effective increasing productivity.