Tag Archive for: Tips & Tricks

Here is your March 2022 “Tech Tips For The Boss” newsletter! This month features easy screen sharing, protecting your business from insider attacks, the future of biometrics, and more! Click here to download it: March 2022 Newsletter

 

Interested in finding out more? Book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

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.

Google Drive is more than a file-sharing platform. It allows you to streamline your work in ways you never thought were possible.

I’m sure you already know that organization within your business is crucial for success. That is why we are always looking for new ways to make organization easier in our business.

Dealing with messy files and folders is of no help to you, your colleagues, or your clients. Instead, it keeps you unproductive and negatively impacts your business in so many ways.

Fortunately, Google Drive can be of great help in this area, especially when it comes to improving workflow in a business. This suite of apps has tons of features that can help the whole team be more effective at handling their workload.

Google Drive allows you to organize your folders on a cloud platform starting with 15GB worth of space, back up files, share files, etc. You can also share your PDFs, audio, photos, slides, and important work files in one place.

You can maximize your productivity on Google Drive by tapping into several handy features. This article lists 7 of them.

 

THE 7 FEATURES

FEATURE #1. SHARING FILES WHILE CONTROLLING ACCESS

Google Drive has robust sharing capabilities that allow for work collaboration. All you need to do is click on a file or folder you wish to share and create a shareable link or invite others to access that file.

What’s more, every file and folder on this platform has its own sharing link that’s highly customizable. You can also determine user permissions for each item which means you can control whether the person with access can only view, make comments, or edit the document(s).

Additionally, you can add a time limit for file or folder access. To do so, follow the steps below:

  1. Select the user who has access to your file or folder on Google Drive.
  2. Locate their email address and hover over to the right-hand side. A clock icon will appear.
  3. Enter the expiration time.

 

FEATURE #2. PUBLISHING FILES TO THE INTERNET

Google Drive is among the best platforms out there for publishing files online. You and your team can access the uploads from anywhere in the world so long as you have an internet connection.

A great thing about published files is that they sync to all devices that use the Drive app. This means the files you uploaded to your computer will be visible on your phone app and vice versa. All it takes to access those files is signing into your Google account.

 

FEATURE #3. VOICE TYPING

If you need to upload a written file on Google Drive, you can use Google Docs and dictate the text instead of typing. This will save you a lot of time when working with both short and longer files.

So, how can you use this feature?

  1. Navigate to “Tools” on your Google Docs file.
  2. Click on “Voice typing” from the dropdown menu.

You can use words such as “period” and “next line” to let the recorder know how to organize your speech. Once you’re done recording, proofread your text to finish.

 

FEATURE #4. ASSIGNING TASKS TO EMPLOYEES WITH COMMENTS

Google Docs makes it easy to tag a person and assign them a task for a specific file section. Whether they need to revise, proofread, manage sources, or rearrange their work, you can easily let them know what they need to do by adding comments.

Here’s how you can do this:

  1. Open the file that needs task assigning on Google Docs.
  2. Use your mouse to highlight the part that needs reworking and right-click on it.
  3. Select “Comment” for the Comment section to appear to the right of the highlighted text.
  4. Type “+” or “@” then a person’s name to tag them in that comment. You can also tag people by entering their email addresses.

The tagged person will then receive a notification about this action and be invited to open the file.

 

FEATURE #5. USING TEMPLATES

Google Drive supports free templates for all account levels. You can use Google Sheets, Docs, or Slides, all loaded with hundreds of templates for different project types.

To choose or look for templates, open the tool and click on “Template Gallery” or use the search box to find templates that fit your project.

You can also access these tools from your Google Drive – go to the homepage, click “New,” and select the file type you want to work with (slides, docs, or sheets). Then choose “From a template” to choose between templates offered by Google Drive.

Additionally, you can use Google Forms templates to design event invitations and surveys, all in a matter of minutes. Simply visit Google Forms and choose from the template gallery. You can choose between Contact Information, RSVP, Party Invite, Event Registration, and other templates.

 

FEATURE #6. SORTING YOUR FILES BY SIZE

Google Drive sorts your uploaded files and folders by recently added or modified files by default. This is useful because it gives you quick access to files you work with often.

If you want to free up some Google Drive storage, you may want to sort the files according to their size and delete the ones you don’t use often that take too much space.

You can do so by following the steps below:

  1. Navigate to Google Drive and click on “Storage” at the bottom of the left-hand side menu.
  2. From here, you’ll see a list of files sorted by size, with the largest ones first on the list. Click on an unnecessary file and remove it from your Drive by clicking on the Trash Bin icon.

Make sure to delete this file from the Trash folder to clear up space on your cloud.

 

FEATURE #7. DOING ADVANCED SEARCH

Let’s say you’re searching for documents with specific keywords appearing in multiple files. In this case, you can use the advanced search on Google Drive. The platform allows you to filter your results by location, file type, owner, shared with, date modified, and more.

All you need to do is click on the “Search Options” icon on the far right side of the search bar.

 

GET THE MOST OUT OF GOOGLE DRIVE

Organizing your files is crucial to making you and your employees more productive in running your business. In this aspect, Google Drive more than proves its worth.

Google Drive is a great tool that comes with numerous features to help you organize your files and folders, share them with the world, assign tasks, exchange valuable information, and more.

The seven features mentioned above will help you streamline your work processes and make file creation, sharing, and search more straightforward.

If you’d like to learn more about how Google Drive can help you improve your business, we would be happy to tell you more about it. 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.

Remote working has really come of age in the last two years. Many people have loved it, while others have realized that they prefer an office environment.

Can you guess how many people would like to make remote working a permanent option? According to a new report, a whopping 96% of employees want to solely work from home, even when the pandemic is over. They’d even be willing to take a pay cut to make that happen.

But wait – it gets even more shocking. Of these people, a third said they’d be willing to sacrifice HALF of their monthly wage to do so. Not only that, but they’d also give up their health benefits and even paid time off.

Are you as shocked at those figures as we are?

In terms of work/life balance, some people have never had it better. Now that things are slowly recovering, they’re not going to want to give it up.

Many of your people might not want to go back to the stress, the distraction, and the commuting. It is even likely that some of them don’t want to leave their beloved pets on their own!

As an employer, giving the option to make remote or hybrid work permanent seems like an ideal solution. You’ve already seen that your people can be trusted to do a great job wherever they work. You may have even seen an increase in motivation and productivity.

Your business could even cut down on some of its fixed costs, with office space being one of the big savings.

If you’ve only had temporary work from home measures in place for the last 2 years, it’s time to make them official. If you haven’t already done so, you’ll need to make sure that everyone’s home set-up is suitable before permanently transitioning to remote working.

The first priority is to look at data security. How do your people access your network? Do they have the right security measures installed on their devices? Are their home networks protected from unauthorized access?

But it’s not just security that you need to consider. You will also need to look at the collaboration tools you’re using. If your team is unlikely to be in the same place at the same time, should you invest in a better solution to make sure communication doesn’t suffer?

As well as reporting on salary sacrifices, the report also found that nearly 2 in 5 people feel ignored in video meetings. Upgrading their equipment and devices might be the answer. Professional quality webcams and microphones can help by making sure video quality is high and that voices are heard.

Don’t forget that older laptops or desktops will need to be upgraded every few years to make sure they’re performing well and costing you less to maintain.

If you’d like any help making sure your home setups are right for permanent remote workers, feel free to book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

 

 

Published with permission from Your Tech Updates.

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/.

One struggle that we often see businesses facing is accurately budgeting for their technology. While budgeting for your software can be a little more complicated, budgeting for your hardware can be done quite easily. We’ve created this short video that will walk you through 5 key components that you need to consider when budgeting for your hardware.  Watch it here:

If you’re interested in finding out more about budgeting for your technology, book a free 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

Is Windows painfully slow to start up for you every single morning? This can be very frustrating and can make it difficult to feel like you are starting your day productively.

A slow start up is often due to too much software launching automatically. This video will walk you through how to adjust your settings to stop unnecessary software from automatically launching when you start up your computer. Watch it here:

If you need any assistance, feel free to book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

Instant voice communication with your whole team at the push of a button

If you have looked at all the new features in your Microsoft Teams application, you might have noticed the walkie talkie feature. If you have an Android device, maybe you’ve already tried it out?

Now Microsoft has rolled it out to iOS devices as well, meaning it can be used by every member of your team. We believe it has the potential to become a powerful communication tool. Let’s look at what it is before we explore how you could use it.

If you were alive back in the 1980s, you’ll remember real walkie talkies. They were the coolest way to talk to your friends on the move – long before we had mobiles, of course. If you’re too young to remember the 80s, then go watch a few episodes of Stranger Things and you’ll get the idea.

With a walkie talkie you press a button to talk, and everyone who has a device on the same frequency as yours can hear you speak. They can only reply when you let go of the button and only one person can speak at a time. What that gives you is ordered, real time voice conversation between a group of people.

This new Teams feature works in exactly the same way. There’s no need to call anyone. Like a real walkie talkie, you just push a button on your phone to speak, and everyone in your team channel can hear you.

It works on both Android and iOS devices as long as they’re connected to the internet. It even works if your phone is locked.

Walkie talkie was originally created with front-line workers in mind. The idea is that when you’re away from your workplace you can quickly and securely communicate without additional devices or being slowed down by the hassle of a phone call (which can mean going through a voice-automated system or waiting for a mobile to be answered).

We can see this being useful for remote workers too. It doesn’t matter whether your team is in the office or working from home – they can have a voice conversation in real time, instantly.

Just like the old days when everyone worked in the same space.

Can you see how that would help your business?

Before you can use walkie talkie in Teams, you’ll need to make sure it’s enabled. Your administrator will need to do this in the Teams admin center – it’s really easy.

If you’d like help setting up this or any other Microsoft feature, book a 15 minute, no obligation call with us at www.durham-it.ca/book-a-call/.

 

 

Published with permission from Your Tech Updates.