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6 more Office 365 productivity tricks

By now, you’re probably familiar with popular Office 365 productivity features like Skype for Business, and real-time collaboration in Word, Excel, and PowerPoint. You might even remember a few time-saving keyboard shortcuts that will make your Office 365 experience a lot smoother. But even after all that, there’s still much to learn about Office 365. Here are some more tricks that can boost your productivity.

Declutter your inboxIf you’re having trouble managing the overwhelming amount of emails in your inbox, then using Office 365’s “Clutter” feature can clear up some space. To enable this feature go to Settings > Options > Mail > Automatic processing > Clutter then select Separate items identified as Clutter. Once activated, you need to mark any unwanted messages as “clutter” to teach Office 365. After learning your email preferences, Office 365 will automatically move low-priority messages into your “Clutter” folder, helping you focus on more important emails.

Ignore group emailsAre you copied on a long email thread you don’t want to be part of? If so, simply go to the message and find the Ignore setting. Doing this will automatically move future reply-alls to the trash so they never bother you again. Of course, if you ever changed your mind, you could un-ignore the message: Just find the email in your trash folder and click Stop ignoring.

Unsend emailsIn case you sent a message to the wrong recipient or attached the wrong file, Office 365 has a message recall function. To use this, open your sent message, click Actions, and select Recall this message. From here, you can either “Delete unread copies of this message” or “Delete unread copies and replace with a new message.” Bear in mind that this applies only to unread messages and for Outlook users within the same company domain.

Work offlineWhenever you’re working outside the office or in an area with unstable internet, it’s a good idea to enable Offline Access. Found under the Settings menu, this feature allows you to continue working on documents offline and syncs any changes made when you have an internet connection. Offline access is also available in your SharePoint Online document libraries.

Use Outlook pluginsAside from sending and receiving emails, Outlook also has some awesome third-party plugins. Some of our favorite integrations include PayPal, which allows you to send money securely via email; and Uber, which lets you set up an Uber ride reminder for any calendar event. Find more of productivity-boosting plugins in the Office Store.

Tell Office applications what to doIf you’re not a fan of sifting through menus and options, you can always take advantage of the Tell Me function in your Office 2016 apps. When you press Alt + Q, you bring up a search bar that allows you to look for the functions you need. Suppose you need to put a wall of text into columns on Word but can’t find where it is specifically. Just type ‘column’ and Microsoft will help you with the rest.

These tricks and features themselves will definitely increase productivity. And fortunately, there’s, there’s more coming. Microsoft continues to expand Office 365’s capabilities, and if you truly want to make the most out of the software, don’t be afraid to explore its newly released features.

For more Office 365 tips and updates, get in touch with us today.

Published with permission from TechAdvisory.org. Source.

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How to reduce data loss in Office 365

For businesses, the security of sensitive data is critical. If this information is lost or stolen, it could lead to crippling financial losses, legal disputes, and more importantly, loss of customer trust. And while those of you with Microsoft Office 365 installed have some security and compliance tools, there are still some data protection best practices you need to consider. Here are seven of them:

Take advantage of policy alertsEstablishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices.

Secure mobile devicesWith the growing trend of using personal smartphones and tablets to access work email, calendar, contacts, and documents, securing mobile devices is now a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access rules, and remotely wipe sensitive data from mobile devices if they’re lost or stolen.

Use multi-factor authenticationBecause of the growing sophistication of today’s cyberattacks, a single password shouldn’t be the only safeguard for Office 365 accounts. To reduce account hijacking instances, you must enable Office 365 multi-factor authentication. This feature makes it more difficult for hackers to access your account since they not only have to guess user passwords but also provide a second authentication factor like a temporary SMS code.

Apply session timeoutsMany employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to compromise sensitive data. But by applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes, preventing hackers from simply opening company workstations and accessing private information.

Avoid public calendar sharingOffice 365 calendar sharing features allows employees to share and sync their schedules with their colleagues. However, publicly sharing this schedule is a bad idea. Enabling public calendar sharing helps attackers understand how your company works, determine who’s away, and identify your most vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash a slew of malware attacks to corrupt your data before your business can respond.

Employ role-based access controlsAnother Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks.

Encrypt emailsEncrypting classified information is your last line of defense to secure your data. Should hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis.

While Office 365 offers users the ability to share data and collaborate flexibly, you must be aware of the potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations. And if you need help securing your Office 365, we can help with that too! Simply contact us today.

Published with permission from TechAdvisory.org. Source.

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More security features for Office 365

Microsoft has commercially released new products and upgrades that will secure company information. The threat intelligence and data governance features are designed for businesses that adhere to strict regulatory guidelines and need an extra layer of protection against cyberattacks. Here’s a detailed look at what these additions can do for your business.

Threat IntelligenceThreat Intelligence for Office 365 gathers data from Microsoft security databases, Office clients, email, and other recorded security incidents to detect various cyberattacks. This feature gives users in-depth knowledge about prevalent malware strains and real-time breach information to analyze the severity of certain attacks.

What’s more, Threat Intelligence comes with customizable threat alert notifications and easy-to-use remediation options for dealing with suspicious content.

Advanced Threat Protection (ATP) upgradesIn addition to Threat Intelligence, Office 365’s ATP service now has a revamped reporting dashboard that displays security insights across a company. This includes a security summary of what types of malware and spam were sent to your organization, and which ones were blocked. According to Microsoft, these reports will help you assess the effectiveness of your current security infrastructure.

ATP also has a new capability called “Safe Links” which defends against potentially malicious links in emails and embedded in Excel, Word, and PowerPoint files. If suspicious links are discovered, the user will be redirected to a warning page to avoid an infection.

Advanced Data GovernanceThe newly released Advanced Data Governance feature is also a much needed enhancement for highly-regulated companies. It classifies files based on user interaction, age, and type, and recommends general data retention and deletion policy recommendations. If, for example, your business has retained credit card data for longer than necessary, Advanced Data Governance will alert you of the possible data governance risks.

Data loss prevention enhancementsLast but not least, the Office 365 Security & Compliance Center is also receiving data loss prevention upgrades. With it, you can easily access and customize app permissions and control device and content security policies. So if someone in your company attempts to leak sensitive customer information, Office 365 will notify your administrators immediately.

Although all these features are available only for Office 365 Enterprise E5 subscribers, security- and compliance-conscious companies definitely need these upgrades. Get the right Office 365 subscription by contacting us today.

Published with permission from TechAdvisory.org. Source.

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Microsoft Word bug: What you need to know

Software developers and hackers are in a constant game of cat and mouse. When cybercriminals find new security bugs to exploit, tech companies have to quickly release a solution that secures those vulnerabilities. Just this month, Microsoft released a patch to eliminate a Word exploit designed to steal user information. If you’re an avid Microsoft Word user, here’s what you need to know about the bug.

The attackOn April 10, cybersecurity firm Proofpoint discovered scammers running email campaigns to trick people into clicking malware-ridden Word attachments. The fraudulent emails, simply titled “Scan Data,” included attached documents that were named “Scan,” followed by randomized digits.

Although the emails seem harmless, clicking on the documents triggers a download for Dridex malware, a Trojan virus designed to give hackers direct access to your banking information. From there, they can simply log in to your online account and make unauthorized transactions under your name.

In 2015, the distribution of Dridex allowed cybercriminals to steal approximately $25 million from European accounts. And if your business fell victim to this malware, there’s a possibility your company might not be able to recover from the loss.

The solutionFortunately, two days after the discovery of the bug, Microsoft released a security update to disable the dangerous documents, urging users to install the patch as soon as possible. But even though Dridex was inoculated relatively quickly, employees continue to be the biggest problem.

Like most malware attacks, Dridex was distributed via phishing campaigns that preyed on a victim’s trust and curiosity. Hackers added barely any text to the email, yet people were still fooled into clicking on dangerous links.

To make sure Dridex never reaches your company, you must provide comprehensive security awareness training. In your sessions, encourage employees to practice safe computing habits, which include being cautious of online links, setting strong passwords, and avoiding downloads from untrusted and unknown sources.

Much like updating your software, keeping your staff’s security knowledge up to date on the latest threats is also imperative. Ultimately, your goal is to have employees with a security-focused mindset when browsing the web.

Of course, if security training and cybersecurity solutions are not your company’s specialties, you can always rely on a trusted managed services provider like us to protect your business. We can update and secure your systems regularly, and make sure your staff are actively doing their part to reduce security risks. Contact us today!

Published with permission from TechAdvisory.org. Source.

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Did Microsoft commit a security breach?

In case you didn’t know, Microsoft provides Office 365 users with a free document-sharing platform called docs.com. It’s a great new tool for publishing files intended for public viewing. The downside is, sensitive documents are published without the file owners’ permission. These include hundreds of users who might be unaware that their private files can be viewed by the public.

What’s the damage?

Usernames and passwords for various devices and applications; personal information such as home and email addresses, bank account details, social security numbers, and phone numbers; and medical info comprising patient treatment data and health insurance numbers -- all these were some of the supposedly leaked documents, which were clearly meant to be private. A security researcher discovered that these sensitive files were accessible using docs.com’s search function.

After being alerted to the ‘leak,’ Microsoft responded by removing the search bar. However, most of the documents were already indexed by search engines, Google and Bing, which is how these docs remained available to the public despite disabling the search function.

Recent updates

To alleviate the damage, Microsoft launched an update that limited what users can do to uploaded files, such as restricting files to a read-only status. Although buttons to ‘like,’ download, add to collections, and share in social media are enabled, only users who enter an email address, phone number, or sign in using their Office or Microsoft account can perform any of these functions. Since anyone can easily create a Microsoft account, docs.com users may not feel at ease.

Microsoft’s final word

Docs.com is easy-to-use and is valuable to those eager to publish their documents. The site’s user-friendliness also makes it a popular choice for Office 365 users who wish to ‘spread their work to the world.’ Office 365 users can easily upload from their own computer, OneDrive, or Sway account, and share away. Being a free service also adds a lot of incentive for users to upload their Word, Excel, or any other file onto the site.

In an effort to solve glaring privacy issues, Microsoft has issued some key updates, such as a warning message reminding users that the document to be uploaded will be publicly available on the web. While it may seem like Microsoft committed a blunder, a stricter privacy setting and a few stronger, more visible warnings to users can help make docs.com a useful productivity tool rather than a hacker’s hunting ground.

Discerning Office 365 users can make the most out of docs.com, but they should use the service with caution. If you’ve uploaded documents with sensitive information on docs.com, now is the best time to remove them from the site, or review your privacy settings here and in other document-sharing services.

If you’re not sure how to proceed, or want to learn more about this and other Microsoft products and services, call us now for advice.

Published with permission from TechAdvisory.org. Source.

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MyAnalytics: O365’s productivity coach

Installing software that immediately boosts employee efficiency is any small- or medium-sized business owner’s dream. With Office 365’s newest dashboard -- that’s exactly what you’re getting. And best of all, it’s directly integrated with your existing productivity suite. Read on to learn more.

What is MyAnalytics?

Microsoft’s newest productivity offering is all about applying machine learning technology to your employees’ Office 365 data. By utilizing extremely powerful computing processes to analyze huge blocks of information, MyAnalytics can uncover trends and correlations that may be too complex for human discovery.

Every day, Office 365 users create several thousand new data points across Microsoft’s productivity suite, and there’s a lot of potential to rearrange meetings, project goals, and employee tasks to increase efficiency.

The most obvious improvement is with Outlook calendar. MyAnalytics tracks how long you’re spending with each person in your office as well as the time you’re investing in specific projects. After sufficient information has been gathered, your Office 365 dashboard will begin coaching you on how to organize meetings and project goals based on your habits and past successes.

How can it improve your office?

Have you ever worked on a huge project that required multiple contributors? Did you all meet regularly to update each other on progress? Users who add contacts -- from both inside the company and out -- and projects to MyAnalytics get reminders to stay in touch with co-workers most vital to project completion.

Every metric tracked by MyAnalytics can be shared with your team to make sure everyone is on the same page. So MyAnalytics is more than just a motivational tool, because sharing these metrics allows your team to identify bottlenecks and trends to smooth the workflow process.

Response time is another key metric your employees are probably only vaguely aware of. MyAnalytics calculates average email response times -- both from you and from contacts -- to identify what time of day you’re best at communicating, and how you can adapt your schedule to get more work done in the same amount of time.

Privacy concerns

One of the greatest things about MyAnalytics is that it doesn’t introduce any new privacy concerns for business owners. All the data it uses to create customized coaching and advice is publicly available to everyone at your business -- via calendar appointments, email content, and message timestamps. The only difference is that Microsoft is lending you the previously prohibitive computing power to sift through all of it.

Availability

This wonderful new tool comes free with any Enterprise E5 plan, but can also be added on to E1 and E3 Enterprise plans for just a few dollars per month.

Increasing employee productivity is never as clear cut as it is with MyAnalytics. Install a solution, follow its advice, and start brainstorming about what to do with all your extra time. We’ve got plenty of other great solutions for streamlining your business processes -- call us today to find out!

Published with permission from TechAdvisory.org. Source.

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Updated Microsoft Teams is set for release

Preceding its general availability, Microsoft has recently rolled out a major update for Microsoft Teams -- Window’s version of the cloud-based team collaboration tool, Slack. The latest bundle of features will kick things up a notch, allowing you to do more than IM your manager about your weekly meeting or ask your colleagues to remove the “view only” setting on Google Docs.

Smarter meetingsThe latest addition to Microsoft Teams is Scheduling Assistant, responsible for finding the ideal time to schedule a meeting. It takes into consideration the schedules of all members, and suggests the best possible time for all attendees. Needless to say, whereas Teams allowed users to schedule only intra-team meetings, Microsoft now supports one-on-one meetings. If you want to steer clear of Skype, read on.

Bots, bots, and more botsWith the latest update, bots are now capable of tapping into conversations happening in a team as opposed to a separate chat. To activate team bots, simply type “@” and begin interacting with the bot from there. Microsoft is also working on adding a Bots tab to Teams. This allows you to keep track of all the bots that have been added to a certain team while allowing you to discover new tabs as well. Other bot-related improvements include:

  • New bot gallery - the gallery displays a complete list of all the available bots on Microsoft Teams. Alongside the gallery is where you can add bots to one of your teams.
  • Discover bots via search - simply click on the search bar at the top and select “Discover bots”. From there click on a bot to start chatting, or click “Add” to add it to a team.
  • Add a bot with an @mention - to add a bot to a channel, simply type “@” in your compose box, then select “Add a bot”
Public teamsWith public teams, anyone from your organization can join the team, unlike the private teams which are open only to specific members. Public teams will show up when a user is trying to join a new team, and you can also turn your existing private team into a public team (and vice-versa).

When it was launched in November 2016, Teams was a relatively minimal service. But in just four months, it’s become a lot more powerful and stable. Microsoft Teams has been available to Office 365 Business Essentials, Business Premium, and Enterprise E1, E3 and E5 users since March 14th. If you have any questions, don’t hesitate to give us a call!

Published with permission from TechAdvisory.org. Source.

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Which Office 365 model is right for you?

From Word to SharePoint, Office 365 has a lot offer. But each business requires different features from Office 365. Some may prioritize business analytics, while others may be content with no more than the productivity suite and Outlook. If you’re planning to deploy Office 365, first consider your business needs, then use the information below to find out which license is right for you.

Business or Enterprise?If you’re running a cloud-first business, you’ll have to decide between Office 365 Business and Enterprise. Both may have access to Office Online and OneDrive, but there are some notable differences between the plan.

For one, Office 365 Enterprise E3 and E5 plans have unlimited archive and mail storage space, while Business plans have a 50-GB storage limit and don’t provide archive access from the Outlook client.

When it comes to SharePoint, Business plans are short on enterprise search, Excel services, and Visio features. Additionally, unified communication solutions, Power BI, and Delve analytics are also missing from the Office 365 Business offering.

Although it may seem like Enterprise subscriptions are superior -- and in some ways they are -- Business plans are perfect for smaller companies running on a tight budget. Office 365 Business and Business Premium cost $10 and $15 per user per month respectively, while E5, the biggest Enterprise plan, costs $35 per user per month.

As a general rule, start looking for Enterprise plans when your employee headcount exceeds 50 people and users require more storage space and solutions.

E1, E3, or E5?If you do opt for Office 365 Enterprise plans, you’ll have to examine the features and choose one of three plans (E1, E3, and E5) that suits your needs.

E1 offers basic enterprise solutions such as Outlook and Word, OneNote, PowerPoint, and Excel online for only $8 per user per month. Apart from this, users also get access to SharePoint Team sites, video conferencing, and Yammer for enterprise social media.

E3 provides all E1 features and adds data loss prevention, rights management, and encryption to ensure business security and compliance. While E5 is a full enterprise-grade solution with all the aforementioned features plus analytics tools, advanced threat protection, flexible Skype for Business conferencing, and unified communication solutions.

Small- and medium-sized enterprises will usually select either E1 or E3 subscriptions and decide to add third-party applications to meet cloud security and VoIP demands. But if you have the resources and prefer a fully-managed suite of Microsoft applications, E5 plans are the way to go.

Migrating to an Office 365 platform is a big step, and if you’re still undecided about which plan to opt for, contact us today. We don’t just provide Office 365, we assess your business and find the best solution that meets your budget and objectives.

Published with permission from TechAdvisory.org. Source.

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Why you should be an Office Insider

To deliver unparalleled service, Microsoft tests products and features months before they’re released to the public. One of the ways they do this is with the Office Insider program, a voluntary Office 365 subscription that gives participants a sneak peek into future Microsoft developments. It also provides several benefits to business owners willing to take a risk.

Early accessSimilar to the Windows 10 Insider program, the Office Insider program grants users early access to new features, security updates, and bug fixes months before they are available for the general public. Office Insider is available on two levels: the fast ring, where updates are rolled out more frequently but tend to have more issues, and the slow ring, where features are released slower but have little to no software bugs.

The features you have to look forward to include:

  • Calendar.help - When you sign up for the Office Insider Program you are immediately eligible to beta test Calendar.help, a machine learning feature that uses Cortana to schedule important calls, meetings, and events. When you need to set up an appointment over email, you can simply list your contact, add Cortana to the Cc: line, and state your meeting preferences.
  • Outlook - In January 30, Microsoft has increased Outlook 2016’s collaboration options. Insider subscribers can upload locally saved email attachments to OneDrive and collaborate with other employees.
  • Surface Pen - Surface device users in the Insider program can resize, rotate, and move objects in Word, Excel, and PowerPoint with the Surface Pen.
Competitive advantageBecause you’re getting early access to new applications, you’ll have more experience with the features compared to companies who wait for the general availability update. For example, you can test updates like PowerApps -- a feature that allows businesses to create software without knowing how to code -- and decide whether it’s right for your company months before other general users have worked with the product.

In other words, when your business can access and take advantage of Office 365 Insider features early, you’re essentially setting your company ahead of the competition since ‘late’ adopters will need to spend time getting acquainted with the new patch.

FeedbackThe final benefit of the Office Insider program is that you get to voice your opinion on the upcoming features, raise awareness to certain software issues, and provide ideas on how Microsoft can make things better.

Overall, enrolling in the Office Insider program can open up your company to a wide variety of productivity-boosting features. The only question you have to ask yourself now is: Do I want to be at the bleeding edge of tech innovations?

Contact us today to find out how you can get on the inside and know the latest in Office updates.

Published with permission from TechAdvisory.org. Source.

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Microsoft ending support for Office 2013

To make sure enterprises get the most out of their Office 365 package, Microsoft announced it will no longer support Office 2013 by the end of February. Instead, the tech giant will push enterprises to upgrade to Office 2016. If your business is still using the 2013 version, here are some things you need to know right away.

Effective February 28, Office 2013 client applications and language packs will no longer be available from the Office 365 self-service portal and Admin Center. On top of that, Microsoft will no longer release feature updates for Office 2013 and will focus solely on upgrading the recent 2016 version. And because Office 2016 doesn’t support Microsoft Exchange Servers 2007 or earlier, you’ll need to upgrade your mail server as well.

The end-of-support changes apply to Office 365 Pro Plus, Small Business Premium, Business, Project Pro, and Visio Pro subscriptions. Although critical security updates for 2013 products extend to April 10, 2018, businesses should really consider making the move to Office 2016 to take advantage of the latest productivity features.

With Office 2016 versions of Word, Excel, and PowerPoint, users can look up web information right from the document interface. What’s more, employees have access to advanced, collaborative features like Skype integrations, Office 365 Planner, and Delve.

If your business plans to migrate to Office 2016, don’t forget to consider the minimum system requirements:

  • 1 GHz processor
  • 2GB RAM
  • 3 GB of available disk space
  • 1280 x 800 screen resolution
  • Windows 7 OS, or above
To make the transition process smoother, Microsoft is offering FastTrack migration, a service providing organizations with the tools to help them make the move from one Office version to another.

However, if you need more advice on moving to Office 2016, contact us today. We’ll make sure your Office 365 is always up-to-date.

Published with permission from TechAdvisory.org. Source.

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Simplify calendar sharing with Office 365

Knowing your friend’s schedules comes in handy when you’re trying to arrange a reunion, and the same can be said for businesses. Through calendar sharing, employees can simultaneously arrange meetings, prioritize projects and set schedules for contacting customers. Unfortunately, it isn’t as easy as it sounds. Recently, Microsoft made changes to its calendar sharing function that might make things a little simpler. Here are some of them:

SimplicityUsers’ first impression of the new model is that it’s much simpler. To share your calendar, simply click the Share option in the calendar menu bar and then enter the names of people with whom you wish to share. With a few clicks, you can decide who gets to see your schedule and how much of it they can view. On top of that, you’ll be able to nominate users who create appointments or accept meeting requests on your behalf - when the update rolls out in early 2017.

What sharers get to seeOnce a user accepts a sharing invitation, the calendar is then added to the set they open. The invitation needs to be accepted using an updated client in order for the embedded instructions to be properly processed. Depending on how much you're willing to share, the calendar allows you to either show full details of your schedule or just certain parts of it.

Mobile devices includedBesides the new sharing interface, this model extends into mobile devices where Outlook for iOS, Android, and Windows 10 Mobile will be able to view and edit shared calendars for the first time. And because calendar events are time-sensitive, changes will be executed and synced immediately, ensuring that your calendar is always accurate.

Immediate synchronization is available for OWA and mobile clients. For Mac users, Outlook continues to use periodic synchronization. This is used to share calendar information with users outside of your Office 365 tenant.

Updates: Outlook for MacKnown as the black sheep of the Outlook family, implementation features of Outlook for Mac generally differs from the way things are done in other clients. Fortunately, Outlook for Mac’s calendar sharing function is being upgraded, with changes that include:

  • Intuitive UI to match other Outlook clients, including the addition of an Accept button to simplify calendar sharing invitations.
  • Shifting away from the Mac-specific local linked calendars, roaming shared calendars reads data from Exchange Online to ensure the same set of shared calendars are visible across all devices.
  • Immediate synchronization will replace periodic synchronization.
Even the tiniest details -- calendar sharing included -- have the potential to greatly impact the outcome of your business. If you have questions or concerns about managing various aspects of Office 365, feel free to get in touch today.
Published with permission from TechAdvisory.org. Source.

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New Office 365 updates for collaboration

Every now and then we all need a little help, especially in today’s digital era. To keep up with the competition, companies are gearing up, especially in the IT department. With the help of cloud computing technology, Office 365 is a productivity and collaboration-enhancing software that is changing the way small- and medium-sized businesses operate. Here are four of the latest features added to Office 365:

Real-time collaboration in PowerPoint

Users will now be able to share a PowerPoint deck and update documents with others in real time. This means you’ll be able to see edits as your colleagues make them. Microsoft was committed to expanding real-time co-authoring of a company’s native applications, with Microsoft Word already rolling out this feature beforehand. Currently, real-time collaboration is available for PowerPoint on Windows desktops for Office 365 subscribers in the Office Insider program and for PowerPoint Mobile on Windows tablets.

Move attachments to the cloud and share with colleagues in Outlook

According to Kirk Koenigsbauer, corporate vice president for the Office team, this feature allows users to transform a traditional document into a shared cloud document within Outlook. Previously, Outlook users could only attach cloud-based documents to an email, but this new feature makes it easier to send large files and to collaborate on those files with ease.

Users can upload files into their own OneDrive or a document library as part of an Office 365 group and then designate sharing permissions for the email recipients. The new feature is currently available in Outlook on the web as well as Outlook on Windows desktops for Office 365 subscribers.

Mobile notifications for changes to shared documents

With this new update, users will be notified when any cloud documents in Word, Excel and PowerPoint are being shared or edited. These notifications let you know when changes are being made, even if you are away from a particular document, so you’re always connected and know when you have to act. This feature can be integrated with the activity feed on Windows desktops, and help businesses improve user collaboration. Koenigsbauer says that Microsoft will continue working on the notification feature “to provide more detail and transparency around shared document activity in the future.” Sharing and editing notifications are available for Word, Excel, and PowerPoint users on Android and Windows Mobile for Office Insiders. This feature will be available for commercial users in all Office mobile applications in the coming months.

Find, open, and save documents in a Shared with Me and Recent Folders tab

Microsoft’s “Shared with Me” tab in Word, Excel, and PowerPoint makes it easier for enterprise users to find and open shared documents without having to leave the app you’re working in. At the moment, the Shared with Me tab is available on Windows desktops and Macs for all Office 365 subscribers, iOS and Android devices included. And soon, it will be available on Windows Mobile. And the “Recent Folders” tab -- used to help quickly locate files as well -- is now available in Word, Excel and PowerPoint on Windows desktops for Office 365 subscribers in the Office Insider program.

Technology has become an integral part of modern businesses, and investing in the right IT resources is needed in order to achieve success. With the latest additions to Microsoft Office 365, small- and medium-sized businesses will enjoy enhanced staff collaboration, increased corporate productivity, and an overall competitive advantage.

Published with permission from TechAdvisory.org. Source.

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Choosing storage: OneDrive vs SharePoint

Digital Storage options with Office 365 provide business owners with convenient and efficient data management. But with new software added daily, it is easy to get overwhelmed by the variety of options. Keep reading to find out which Office 365 program will be your best option for organizing and sharing information: SharePoint or OneDrive.

Similarities between OneDrive and SharePointBoth OneDrive and SharePoint applications utilize Office 365 to help businesses organize information and share it with employees and company heads. Documents are stored in a cloud drive for security, so employees can track changes between edited versions, as well as make comments and add information when necessary. This real-time collaboration is one of the favorite benefits of online file management. Since data can be synchronized to various forms of technology, it is portable and usable everywhere.

OneDrive provides personal attentionOneDrive uses a SharePoint backdrop in order to run, making the two programs inherently connected. However, there are distinct features that business owners will notice with their OneDrive account. The OneDrive program is utilized by individuals, and control is still maintained by the individual even if it is shared across a department. Changes are synced to a chosen device, allowing departments to work on projects together. As an administrator, you can share the document by way of a secure link, and you can allow some people to edit and leave others in a position to view only.

SharePoint is a wider group share programIf OneDrive is the perfect individualized sharing option, then SharePoint takes a wider stance. An administrator or company head can save a document online, allowing employees throughout the company to view and edit the document. Every change is tracked to give higher-ups an idea of who is contributing to the company projects. SharePoint is a good application to use for human resource surveys or updates that need to be completed by team members in other departments.

Office 365 encourages businesses to increase their employees' usage of online storage and data options. SharePoint and OneDrive are just two of the many programs provided to improve how your business is run. For more information on how online document sharing programs can help you increase your company's visibility and productivity, contact us today.

Published with permission from TechAdvisory.org. Source.

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Office 365 Hub launched for Win10 Insiders

Business owners who subscribe to Office 365 have the entire cloud at their fingerprints, from email service to cross-platform access of apps and an ease of use that attracts even the technophobe. Now, those owners who belong to the Insider program (Fast Ring) have another reason to smile. They can now utilize the Office 365 Hub, an Office management program that makes using Office on Windows 10 easier than ever before. Read more to find out what the Hub does and why it's so popular.

What does Office Hub Do?Office 365 Hub is a dashboard management program that makes it easier for you to integrate all your Office 365 apps in one location and manage the different programs without the need to get on a browser.

Users can:

  • Manage their payment and subscription information
  • Optimize Office apps for mobile devices
  • Access files, programs and apps on the cloud drive from any device
  • Switch between a personal and business account
Office Hub, like other dashboard management programs, allows you to access multiple apps and programs in one place. Clicking on the Home tab displays a summary of recent documents accessed as well as your commonly used Office apps like Word, Excel, PowerPoint, and Outlook.

For the business owner, this ease of access increases efficiency company-wide. Business owners can install new apps on the desktop without visiting an online browser, while administrators will have no problem moving between the different office applications.

What’s more, Office 365 Hub provides a Help and Training tab with links to online resources, tutorials and support forums to help new Office 365 users to quickly acclimate to the cloud. All in all, Office 365 Hub promises a stress-free and easily manageable cloud experience.

Reaching the Office 365 Hub AppUnfortunately, the Office 365 Hub is not yet visible to everyone who signs on to the Get Office App on Windows 10. It is only open to those who are Office 365 subscribers and members of their Insider program. They also have to be set as Fast Ring subscribers, members who receive builds before they have been completely debugged and updated. Otherwise, you can expect the general release of Office 365 Hub and its benefits in the first half of 2017.

If you want the latest updates on Office 365 Hub or any new Microsoft features, contact us today.

Published with permission from TechAdvisory.org. Source.

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Office 365 reveals new security features

Office 365 has given business owners access to online organizational programs and collaboration tools for years. In an effort to become more user-friendly, Microsoft recently added new features to Office 365, including two security upgrades and the addition of productivity tracking. Keep reading to find out more about Office 365's new Azure Information Protection, Enterprise Mobile Device Management and Productive Insight features.

Azure Information ProtectionUsing Office 365 protection technology, also known as Azure RMS, this feature allows business leaders to mark sensitive documents and control who has access to information in various documents. The protection travels with the data, whether it is online or provided through another device. Business owners can mark a document as internal and keep it from being sent outside the company. Drop-down menus also allow users to apply trackable data protection in order to identify potential leaks and gain insight into how a business is structured.

Enterprise Mobility + Security SuiteRe-branded from the Enterprise Mobility Suite, this feature adds more security potential to sensitive data while allowing business owners to manage apps on any device from one location. Users have more control over identity-driven access and also encrypts data to allow secure collaboration among employees.

Productivity InsightThis feature, an addition to Delve Analytics, tracks an employee's time management at the office. MyAnalytics for Outlook allows business owners or managers to see who has read, replied, and forwarded their email while also providing them with information on the the email sender. The feature also acts as a storage receptacle for shared files and contact information so they can be accessed quickly.

As Office 365 expands its services to include security and productivity features, companies using cloud-based servers have an advantage over old-school computer users. Not only do they have access to the technology to keep their data safe and accessible to employees, but they also have the management software to see where their efforts are paying off by way of productivity programs. If you need to know more about the new features of Office 365, give our professionals a call. We can answer your questions and help you get the most out of the new Security and Productivity Insight additions.

Published with permission from TechAdvisory.org. Source.

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Outlook update enhances user experience

As far as communication goes, there are numerous factors to consider, especially when that communication is done online rather than in person. Since its inception, Microsoft Outlook has always been an excellent communication tool. And now, with its recent update, it can do an even better job at helping people communicate with one another quickly and easily. Learn and take advantage of the changes that Outlook’s update makes to the user experience.

Improved Contact CardsOne of the most welcome changes with the Outlook update is that the concept of the Contact Card has been greatly improved upon. In previous manifestations of Outlook, the information about contacts that was quickly available was limited to basic information such as name, phone number, and email address. With the new Outlook, Contact Cards can contain a person's job title, their relationship to you, and what your most recent communications were so that you can better remember who you are talking to and what you were talking about.

Smarter Search FeaturesSearching contacts, emails, and other features of Outlook is easier with the latest update. Search features are now smarter in that they can go off of the first letter you type and retrieve your most frequent search requests starting with that letter. This speeds up searching and helps retrieve relevant information in seconds, not minutes.

People Section EnhancementsOutlook has also made some major improvements and enhancements to the ‘main people’ section of Outlook. You can now create smart lists of people based on common features. This will include your most frequently contacted people, groups based on job titles or departments, favorites, and those who need follow-up. These lists makes sending group emails to relevant contacts much simpler because you don’t have to scour all your contacts to find the right people.

Now that you know some of the ways that Outlook has changed the user experience with its latest updates, you can begin to put these to use in your business. Contact us to help you navigate those changes and put the benefits to use in your business and personal communications.

Published with permission from TechAdvisory.org. Source.

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New ‘intelligent’ features coming to O365

Every day we see more and more machine learning making its way into our lives. From phones and watches to computers and laptops, it's hard to do anything in the world today without interacting with ‘intelligent’ computers. Well, Office 365 has taken things to a new level, and will be getting more than a few of these features in the near future. Read on to prepare your business for all the changes coming to Office 365.

Tap

How many times have you been working in a Word document or an Outlook email and needed to quote a report or copy in a graph from another file? With 365’s new ‘Tap’ service, you have the option to do that without even leaving the application you're working in. Microsoft’s intelligent assistant will even suggest information and data for you to insert based on what you’re writing. You may not even have to make the search -- it will predict what you need in advance!

Quickstarter

A blank canvas is always intimidating when creating a presentation. Quickstarter for PowerPoint and Sway gives you the boost you need by suggesting outlines, layouts, and even information based on the subject you’re presenting on. For example, if you’re holding a meeting to discuss a business retreat, Quickstarter will suggest page layouts and important text for lodging, transportation, itinerary, etc. Half of your presentation could be finished within minutes of starting it.

Designer

Sometimes it seems like everyone else has stunningly beautiful PowerPoint presentations while ours just look like stock templates. And that’s why we’re so excited about the announcement of Designer. All you have to do is insert your text and your photos or graphics, and Microsoft’s machine learning will automatically position, resize, and fade each component so it looks like a professionally designed slide.

Maps

Everyone has made a graph based on Excel data before. It’s probably the swiftest software solution for transforming numbers into charts on the market, and it’s getting a pretty cool upgrade. Now you can convert geographic data like country names into colored and categorized maps. Go ahead and select a second column of data and watch the countries light up based on the differences between the data points in the second column. Do you have sales data that’s organized by location? Maps will let you create a chart that displays that information with little to no manipulation necessary.

MyAnalytics

The last announcement comes in the form of a standalone dashboard for aggregating your work habits. MyAnalytics pulls data from various 365 tasks to help you recognize meetings trends, most productive times of day, and project progression. And if you’re not ready to do anything with this data yourself, the dashboard will make suggestions to you such as ‘focus time,’ best collaborators, and productivity goals.

With these exciting and intelligent additions, entirely new levels of business productivity are possible. Even before Microsoft announced these features, Office 365 reigned supreme as one of only a few truly wonderful pieces of productivity software. If you haven’t made the transition yet, there’s no better time -- call us today.

Published with permission from TechAdvisory.org. Source.

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Updated Office 365 works with guests

The cloud has made it easier for people, businesses, and companies to interact and collaborate. And one of the best productivity tools on the market is Microsoft Office 365, which is making it even simpler to store, organize and share files online. Thanks to its newest update, you can enjoy all these functions when working with teammates, business partners, and customers outside of your organization. Read on for all the details regarding 365’s new guest-collaborator feature.

This new functionality mainly centers around Office 365 groups. A 365 group is essentially an email address with Office privileges that several people have access to. For example, if you have an Editorial Group, each individual writer at your organization will receive emails, calendar invites, and document read/edit privileges sent to .

If you’re interested in adding a guest from outside of your organization to an Office 365 group, the process is simple. From the group administration dashboard, click “Add Members.” Then, all you need to do is enter the email addresses of whomever you would like to add, and voilà.

Guest collaborators will receive an email alerting them of their new addition and access to group files, emails, and calendar items -- all accessible via Office on the web.

Take note, however, of Outlook’s alert: “You’re adding a guest to this group. As a member, they’ll have access to group content.” This will grant new guests all the same read/edit privileges as other group members -- including privileges from before the guest was added.

There is no requirement for guests to have a Microsoft account, and by always labeling the new member as a guest, original group members won’t ever have to worry about forgetting who should receive confidential document privileges.

Unless the guest is a trusted partner, we recommend creating 365 groups specially designated for the purpose of outside collaboration to ensure the privacy of your cloud documents. Administrators can remove them at any time, or guests can volunteer to leave on their own.

Adding and removing collaborators from outside of your organization may be as simple as adding an email address to a list, but the possibility for improved teamwork is limitless. If at any point in your workflow you feel that your work is suffering from bottlenecks in creation, communication, or collaboration, there’s a good chance Office 365 has a solution. If there’s anyone who will know that solution, it’s us. Message us today about collaborating on all your productivity dilemmas.

Published with permission from TechAdvisory.org. Source.

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Enhance your next Powerpoint presentation

Many suffer from glossophobia, the fear of public speaking. Reasons vary, from traumatic childhood experiences to the inability to imagine your co-workers in their underwear. Enter Microsoft PowerPoint. This program helps visually depict a presentation, whether it be for a class project or a boardroom meeting, or to convince parents to buy your first car. With the nine following tips, you can maximize the efficiency of your next PowerPoint presentation.

Start slideshows instantly

The audience doesn’t want to see the speaker’s cluttered desktop or unread emails as the PowerPoint presentation is being set up. Simply name the file with a .PPS or .PPSX file extension and voilà! Bypass the editing mode and start the show with a double click and end it with the Esc key.

Pull back the focus with Blackouts and Whiteouts

Audience members have the tendency to lose focus or drift away when presentations are longer than usual. If you suspect audience members are starting to lose focus, hit the B key for a complete blackout or the W key for a total whiteout. Then hit any key or click the mouse to return to the slides - this technique helps get the eyes back on you, where they belong.

Say no to bullet points

Both Steve Jobs and Tim Cook agree that bulleted lists aren’t the ticket. A better way to create lists is to drop each item in one at a time, if possible, next to a big image that is the main focus of your presentation. Don’t forget to talk about each individual list item, but not with bullets.

Insert pictures from Flickr and OneNote

Jazz up presentations by including images or memes that’ll make the audience laugh instead of doze off. Head to the Insert tab and select Online Pictures; you’ll see Office.com Clip Art, Bing Image Search, Flickr, OneNote and even Facebook. The vast pool of online imagery is now at your disposal.

Chart animation

The challenge doesn’t lie in inserting the chart into the presentation, but in making it interesting. Enter chart animation. After inserting the chart, click the Animations tab and activate the Animations pane. From there, click Add Animation. Pick an animated effect. Then, in the Animation Pane where you see the entry for the chart's animation, right click and select Effect Options.

This lets you customize sound and animation timing. But on the final tab—Chart Animation—be sure to change Group Chart from "As One Object" to "By Category." This makes charts display on screen one element at a time as you click, with bars or pieces of pie arriving one after the other, as if each was its own slide.

Kiosk presentations

Kiosk mode simply plays your presentation on a loop without allowing any human intervention or desktop access. This is ideal for trade shows and kiosks that you’d find in malls. Simply click the Slideshow tab > setup Slideshow > and in the dialog box, click next to Browsed at kiosk. Duration, audio, animation and transitions are fully customizable.

Extend music over multiple slides

Why confine your favorite tunes to just one slide? Expand it over the duration of your presentation by clicking on the speaker icon that indicates the embedded audio. Look for the Audio Tools above the tabs on top. Now select the new Playback tab, and in the Start section make sure to check the box for “Play Across Slides.” And presto, the audio is played across the next few slides or until the music runs out.

Duplication

If you are constantly reusing the same element throughout your presentation, the good old Ctrl-C+Ctrl-V is fine, but Duplication is better. Hold Ctrl while you click and drag on the object to create an exact dupe, keep selecting and making dupes and they’ll all space themselves out evenly. You can even dupe entire sets of slides; simply select one or more slides on the left navigation pane, select Insert, click New Slide menu and select Duplicate Selected Slides.

Animate, animate, animate

Any element of a PPT slide is animatable. Choose the element, go to the Animations tab, and at the right end of the Animations Gallery, click the down arrow to get "More." You can choose from many options about how an element appears, gets emphasis, or disappears—but for animated motion, go to the fourth section. If you pick Custom Path, you can get the object to do just about any wild motions you want on the screen before it settles down. Keep in mind that you don’t want an audience with motion sickness.
PowerPoint presentations are complicated -- that’s a fact. So is how effective it becomes once utilized properly. If you have any further questions regarding our tips or how to execute them, please feel free to give us a call or send us an email. We’re more than happy to answer all of your questions.
Published with permission from TechAdvisory.org. Source.

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Office 365 gets an upgrade!

Did you know that Microsoft’s Office 365 platform provides updates to their online components once every quarter? This is quite impressive because as an end user, you’ll be able to enjoy a more feature-rich and intuitive experience with your cloud productivity suite without having to manually install the updates yourself. So what exactly does Office 365’s update have in store for you this quarter?

Word

This quarter, Office 365’s upgrade will focus on cloud-powered intelligent services, designed to maximize productivity while saving time. And Office 365’s upgrade wouldn’t be an upgrade if there were nothing new in Word, the business application that put Microsoft on the map. To that end, Word is getting two new features called Researcher and Editor. As you may have guessed, Researcher is designed to help you find reliable sources of information by using Bing’s Knowledge Graph to help search and then cite sources in your Word document. In the future, Researcher’s body of reference materials will also include sources such as national science and health centers, well-known encyclopedias, and more. The feature will be available on mobile devices too.

Now that you have Researcher to help you start your paper, you can count on Editor to help you finish it. This new feature builds on the existing spellchecker and thesaurus, and in addition to the wavy red line under a misspelled word and wavy blue line under bad grammar, Editor uses a gold line for suggestions on how to improve your writing.

PowerPoint

Currently, when making a presentation, you’re forced to use the 1-2-3-4 linear method of showing your slides. The problem is that you can’t change your presentation order as needed without having to exit PowerPoint’s slideshow mode, and let’s face it, sometimes you do make mistakes and need to go back or move to a different slide. But thanks to PowerPoint’s new feature, Zoom, you can now present your slides in any order you want at any time without a hiccup.

Outlook

The time has come for Office 365’s Outlook to get the Focused Inbox which has been available for iOS and Android for some time now. If you’re not familiar with Focused Inbox, the feature separates your inbox into two tabs: Focused tab which includes emails that matter most to you and the “Other” tab for everything else. This makes it easy to identify email that needs your attention so you never miss anything important.

Not only that, but as you move email in or out of the Focused tab, Outlook learns from your behavior and adjusts to your priorities. You can also flag someone by typing the @ symbol in the body of the email and pick whoever you wish to flag. This will automatically highlight that person’s email and their email address will be added to the To: line. If you are mentioned, the @ symbol will show up in Outlook so you can quickly find all email where you are mentioned.

For now, Microsoft hasn’t set a release schedule for these new features, but according to Kirk Koenigsbauer, Corporate Vice President for the Office team, you can expect to use them soon enough! And as always, if you would like to find out how you can make the most out of Office 365 or Microsoft Office, contact us and we’ll be happy to help.

Published with permission from TechAdvisory.org. Source.

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