Tag Archive for: Microsoft 365

Focus more, be interrupted less… and get more done

Business owners and managers ALWAYS have a lot on the go. You are not only having to worry about your own work, but also whatever your people are needing from you at that moment. It’s a lot for your brain to handle.

Fortunately, there are many tools that you can utilize to reduce your interruptions, free up your time and help you focus. Many of them are even included in your Microsoft 365 subscription.

We’ve created this short guide to help you focus more, be interrupted less, and GET MORE DONE! Read it here… BUSINESS OWNER’S BRIEFING: REDUCE THE BURDEN ON YOUR BRAIN

Want help improving productivity in your business? Book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

The use of Microsoft Teams has just exploded in the last few years. It now boasts over 270 million people using it every month. Its constant growth has been helped by the many improvements and new features being released all the time.

This short video we’ve created will give you the details on three new updates coming soon to Teams. Watch it here:

If you’d like any assistance setting up Teams for your business, book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

Updates are crucial for all our devices. They’re released regularly to help protect us from the security flaws and vulnerabilities that cyber criminals love to exploit. Updates also help us by making software and applications more usable and adding new features.

It’s best practice to run updates as soon as possible on every machine across your business. If you already do this, you can give yourself a high five.

Unfortunately, Microsoft has reported that there is an enormous number of Windows PCs that aren’t up to date.

So, what’s happening? Is it just staff clicking the ‘later’ button when they get the update notifications? That certainly may account for some of it. Updates can be time consuming and sometimes people need to get on with their work. Though we certainly don’t condone this behaviour, we do understand it.

Technical problems with updates may account for some of these out-of-date PCs too, but the majority of update issues are coming from something else entirely. It turns out that Windows machines often need to be connected to the internet for a very long time for updates to work properly.

Microsoft’s recently explained that when an update is installed, a device must remain on and connected to Windows Update for a minimum of two consecutive hours, and six hours in total. That gives your device time to successfully download the update and install it.

The best way to make sure all your devices are successfully updated every time is to insist that your team leave their devices powered on and connected overnight.

This also means that you have to check your Power Management settings to stop your devices from going into hibernation mode or deep sleep too quickly.

To offset any environmental impact, you should also ensure you’re following the recommended power settings on each device.

If you’d like any help checking that all your devices are running the latest security updates, book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

 

Published with permission from Your Tech Updates.

OneNote is a digital note-taking tool that comes with plenty of benefits for users. What you may not have realized yet is how powerful this app can be for enhancing team collaboration. 

Notetaking… This is an essential part of day-to-day operations for many business owners, managers, and teams. After all, people can’t rely on their memory alone to recall everything that gets talked about each day, especially when it concerns important matters.

When it comes to notetaking, traditional methods such as pen and paper are effective but take too long. Modern-day businesses need something that allows them to work faster, which why they opt for digital solutions like OneNote.

OneNote is a productivity tool that leverages cloud and Microsoft technologies to make information capturing, storage, and sharing a breeze.

Think of OneNote as a hub for all notes that allows you to organize them in many ways. It even allows pinning multimedia documents next to simple text.

So, if you’re looking for a robust digital note-taking tool, OneNote may be the solution for you.

Keep reading to discover the numerous ways in which this tool can be helpful for you and your business.

Why Should You Rely on OneNote?

OneNote is not just a powerful tool for notetaking. It’s also a useful tool that allows you to perform various functions for easy information processing.

Some of its main benefits include:

BENEFIT #1. PROMOTING REAL-TIME COLLABORATION

OneNote is part of Microsoft’s fully-cloud based Office 365 suite. This means OneNote users can share files with other team members or clients in real-time. Multiple people can view and edit their notes simultaneously, allowing for a seamless collaboration anytime.

A great thing about real-time editing is that you can track all changes to the file. You can even restore the previous version of a document in case of accidents.

Businesses that run in multiple locations can benefit from this feature as well because people located across the country can work on the same project without affecting team collaboration.

Simply put, there’s no need to trade emails and waste time waiting for responses – managers can have an easy time collaborating with their team instantly without ever leaving the office.

BENEFIT #2. SECURING SENSITIVE INFORMATION

Doing business online and sharing sensitive data comes with security risks. This is especially true for notebook software. Fortunately, OneNote comes with a set of security features that protect your data from being exposed to third parties.

For example, you can lock specific sections with passwords while having all your information secured with 3DES encryption at all times. And if your password-protected documents remain inactive for a long time, the software will automatically lock them to prevent data leaks.

BENEFIT #3. INTEGRATION WITH OTHER SOFTWARE

Like other Office 365 suite apps, OneNote has great integration abilities. You can sync your OneNote with Outlook to send email information directly to the app and vice versa.

What’s more, you can integrate this software with non-Microsoft apps as well. Some notable plugins include Zapier, Slack, Trello, Evernote, Dropbox, Salesforce, and many others. All your essential apps will be synchronized, allowing your team to be more productive each day.

BENEFIT #4. PROJECT MANAGEMENT

OneNote has dozens of uses for general business. However, it’s especially suitable for project management.

Project managers often deal with issues such as team member misunderstandings, communication delays, or project bottlenecks. Thanks to Microsoft’s note-taking tool, many of these issues are quickly alleviated.

Project management can become more straightforward because OneNote makes it easy for the manager to track each team member’s achievements. They can update timelines, check off completed tasks, or assign new ones with ease.

TAKE ONENOTE TO THE NEXT LEVEL

If you have never used OneNote before, you may be interested to learn about some tips to help you get the most out of the software.

TIP #1. CREATING QUICK NOTES

Quick Note is a great feature that lets you write down a thought when you’re out having lunch or away from the office.

Imagine being in the store and remembering you haven’t responded to an important email. You can take your phone, open the One Note app, and create a Quick Note reminding you of this task.

The next time you open OneNote on your computer, you’ll see the message there.

This feature is similar to Sticky Notes, as it lets you jot down any idea or thought in a matter of seconds. All your notes will be saved in the “Unfiled Notes” section of your “Quick Notes” notebook, a place where all your notes are saved by default.

TIP #2. SEARCHING ACROSS ALL NOTES

Searching for notes becomes more challenging as time passes. If you’re an active user, you can find yourself storing hundreds of notes in a matter of months. But don’t worry, as there are tons of options to organize your notes as well as search for it.

OneNote has a built-in search option to make note finding easier.

All you need to do is click on the magnifying glass or hit “Ctrl” (or “Command” for Mac) + “F” on your keyboard and look for a phrase or word. The software will go over all your typed, handwritten, and even picture notes.

You can further narrow the search by selecting the drop-down arrow and choosing the desired option. You’ll see all matching results highlighted in your notes.

As you find the note you needed, you can close the search by pressing “X” on the right-hand corner.

TIP #3. USING PRE-MADE TEMPLATES

OneNote is designed to have a blank canvas for each new note to give users a whole lot of flexibility. However, you can find this approach to be too basic sometimes. So, why not add some style, structure, and colour to the app?

Thankfully, there are tons of pre-made templates to choose from. You can download a template with decorative backgrounds, to-do lists, planners, and more.

Note that you can use the templates only on new OneNote files. The ones that already contain text won’t work since most designs require content to appear in a specific place on the page.

If you need to add a template to your existing note, simply create a new one, then copy the existing text over.

TIP #4. SCANNING DOCUMENTS FROM YOUR SMARTPHONE

Do you need to take notes from a scanned document? That’s not an issue for OneNote. You can use the Microsoft Lens: PDF Scanner App (available for Android and iOS) to take high-quality scans of multiple documents using your phone and upload them to OneNote.

BECOME THE MASTER OF NOTE-TAKING

Digital note-taking tools have helped thousands of workers and managers become more productive. OneNote is one such software that seems to have it all – abundant features, flexibility, and ease of use.

Whether you’re a business owner who wants to boost your team’s performance or a project manager that needs better tracking of the project timeline, OneNote has something in store for everyone.

If you’d like to learn more about how this powerful tool can help you make your business better, feel free to book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

 

Article used with permission from The Technology Press.

OUTLOOK: Send emails without reaching for the mouse
You know in movies, where they use their computers without ever touching the mouse? Now you can too. Here’s how to send emails without using your mouse or trackpad – instead some helpful Outlook shortcuts.

How easy is your business making it for cyber criminals to steal your data?

Microsoft revealed that it blocked over 35.7  BILLION malicious emails last year alone. That is 1000 emails per second! Guess how many malware and brute force attacks Microsoft protected your business from last year?

Our new video has all the stats and some important ways that your business should be protecting itself. Watch it here:

Want assistance protecting your business? Book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

Here’s an app that does all the hard work for you. If you every need to create a visually appealing report, presentation, or newsletter, check out Microsoft Sway. It is a powerful tool that is easy to use for non-designers.

We’ve created this short video to explain it’s capabilities. Watch it here:

If you’re interested in finding out more about Microsoft Sway, or any other Microsoft 365 app, book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

 

Effectively managing projects can be a major headache when you don’t have the right tools. Microsoft Planner is a powerful tool that makes managing your team easy. It easily integrates with other Microsoft 365 apps, and it is automatically included in most subscriptions. We’ve created this short video to show you some of its benefits. Watch it here:

If you’re interested in finding out more about Microsoft Planner, or any other Microsoft 365 app, book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

You Will Soon Be Able to View LinkedIn Profiles in Your Teams Chats

 

Did you know that Microsoft isn’t just about Windows, 365 and Xbox? It also owns the business social media platform LinkedIn. Microsoft bought LinkedIn back in 2016, for a massive $26 billion, to try to break into the social media space. Now the tech giant is going to bring together two of its most popular apps – LinkedIn and Teams – to help you and your people communicate better and be even more productive.

Microsoft recently announced that it is working on a new feature which will allow you to see colleagues’ LinkedIn profiles during personal chats in Teams. The update is due to be released in March.

While it will only be available in 121 chats to start with, it is possible that it will eventually become a feature across all chats. This could make it easier for you to find the right people for upcoming projects, and to keep up to date on news from colleagues and anyone else you work with.

Thanks to the pandemic, productivity and communication tools like Teams have become a staple for businesses across the world. Teams makes it easy to hold video meetings, collaborate on projects, and chat with colleagues from anywhere, on any device. Many companies would now struggle to function without it, despite a lot of workers being back in the office.

Teams currently has more than 270 million active monthly users, while LinkedIn has 810 million members in 200 countries around the world. It was only a matter of time until these two platforms joined forces!

So, what could this mean for your business? How would you like to make use of this new feature? What other features would you like to see in Teams? We’d love to hear your thoughts!

Want to see what all the fuss is about Teams? We can help you get it set up within your business. Start by booking a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

 

 

Published with permission from Your Tech Updates.