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Office 365 for Business: Seven tips and tricks to maximise your efficiency

Posted June 19, 2017
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Is your business using Office 365 to its full potential? Follow these tips and tricks to ensure your business is taking full advantage of the platform.

By Chad Gowrea, Director - Solutions and Strategy

Office 365 is Microsoft’s fastest-growing product and one of the world’s most popular business software tools. But, just because an organisation deploys Office 365 doesn’t necessarily mean employees are getting the most from the service. Beyond the basics of Office 365, there is a wealth of hidden features that can dramatically improve your business productivity.

Check out seven of the features we have found most useful at Bremmar! These tips and tricks will help ensure your business is taking full advantage of Office 365.

1. Sharepoint ‘Alert Me’

SharePoint can be configured to email you or send an SMS message when any changes are made to a file or library, so you don’t have to keep manually checking for updates. Simply click the ‘Alert Me’ button on the ribbon within any SharePoint content area to create an alert, then choose your preferred delivery method.

Sourced from: https://support.office.com/en-us/article/Create-an-alert-to-get-notified-when-a-file-or-folder-changes-in-SharePoint-e5a79e7b-a146-46da-a9ef-d65409ba8918

2.    Skype for Business

Skype for Business lets you communicate seamlessly with colleagues while in the office, at home or on the move using audio, video, instant messaging and online meetings. You can easily add new participants to a call, share documents, or use whiteboards with just a few clicks. You can even record conversations and save transcripts of your chats so you’ll never lose track of past discussions.

Meetings feature

The meetings feature allows you to check everyone’s availability, add attachments and automatically send meeting requests that include the phone number and conference ID. Skype meetings can be accessed quickly by clicking the link in the Outlook invite, which can also be sent to those without Skype for Business.

Integration with other Microsoft apps

Skype for Business integrates with all Microsoft products. This allows you to initiate an instant message, call or video from ANY app, such as Word, Excel, PowerPoint, Outlook or SharePoint.

Watch how to use Skype for Business within Office 365:

3. OneNote Syndication

If you write a to-do list in OneNote, you can quickly transform it into a set of tasks and deadlines in your calendar. Calendar meeting details such as topic, agenda, attendees, location and date can even be automatically added to your notes. You can also scribble handwritten words, numbers and drawings on devices that support electronic ink, and OneNote will convert them into text, calculations and images.

Sourced from: https://support.office.com/en-us/article/Create-Outlook-tasks-in-OneNote-19725ff3-0234-495d-9838-fb1f511e924f

4. Office 365 Outlook inbox de-clutter feature

Microsoft’s de-clutter feature helps keep junk mail out of your inbox. Simply train Outlook by marking unwanted messages as ‘clutter’, and the system will use machine-learning technology to automatically identify and move similar messages to the ‘Clutter’ folder as they arrive. And, if you’re fed up being copied on annoying ‘reply all’ conversations, you can tell Outlook to ‘ignore’ the conversation so you no longer see replies.

5. Office 365 Groups

Office 365 Groups let you create shared public or private virtual workspaces where team members can connect, collaborate, and share documents. You can add groups to your ‘favourites’ list in Outlook for quick access. When you subscribe to a group, all the emails messages and calendar events for the group are sent to your inbox, as well as being stored in the group folder.

Groups can be used for a specific project, for the management team, and for departments. The options are endless. The video below demonstrates what groups are and how to use them:

6. Have teams and tasks under control with Office 365 Planner

Have central visibility of tasks and know where everyone is at with Planner. By creating different plans and having different people involved in those plans, you can know exactly what is going on with every single project, department or group.

This is a best-in-class project management tool that uses a modern approach to managing, allowing 360’ visibility of work-in-progress, work completed or work delayed. All information can be presented in lists or graphs and quickly rearranged by using drag and drop.

See it in action:

7. OneDrive for Business

With OneDrive for Business, your documents are accessible to all authorised users, from any device, anywhere, at any time.

Editing files

Multiple members of your team can edit a file at the same time using Word, Excel or PowerPoint, and each user can see the changes made by others in real time. This means there’s no need to email attachments, and no reason to worry about version control! Instead, just link to the file and Outlook automatically grants permission to those on your distribution list.

Sync your docs between your main apps

Your OneDrive account syncs with all other apps, such as SharePoint, Outlook and even OneNote. What does this mean in practice? It doesn’t matter where you are or which device you’re using, you’ll always have your work documents at your fingertips!

Learn how to use it with this video:

Are you ready for more tips and tricks to help your business get the most from Office 365?

Call our friendly consultants today on 1300 991 351 or email help@bremmar.com.au!

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By Chad Gowrea, Director - Solutions and Strategy

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