Office 365 is a widely adopted suite of Microsoft software, with many features to help increase productivity—right at your fingertips. Read below to find ten little known features of Office 365, with links to online tutorials, that will help make progress toward your goals—faster.
- Document Co-Authoring
Quit emailing documents back and forth and always work from the latest version of a document. Co-authoring in Word, PowerPoint and Excel web apps allow multiple users to work on the same document at the same time. Learn more.
- Real-Time Document Collaboration
Message with co-workers and collaborate in real-time while viewing documents with the “Chat” feature in the Word, PowerPoint and Excel web apps. Learn more.
- Document Linking
Quit emailing documents and link to your documents via Office 365 cloud storage in the Outlook web app. The link will automatically allow recipients to edit the document. Learn more.
- Meeting To-Do Lists in Outlook
Using OneNote, write a to-do list in Outlook and easily convert the list into calendar items with deadlines, reminders and details regarding the meeting. Learn more.
- Automated Inbox De-Clutter in Outlook
Microsoft has introduced a “Clutter” folder in Outlook. You can teach Outlook to automatically move certain types of messages from certain senders to your “Clutter” folder. This allows you to focus on more pressing messages and get around to the rest at a later time. Learn more.
- Ignore Reply-All Emails in Outlook
Ignore the infamous (and annoying) reply-all conversations. In Outlook, just click the “Ignore” button in the “Home” tab and you will be removed from the reply-all email chain that’s been quickly taking over your email feed. Learn more.
- Data to Images in Excel
The latest version of Excel includes a feature called Power Map which helps convert rows of data in to images. If the data involved geography it can turn the data in to a 3D map. Learn more.
- Quick Data Analysis in Excel
Excel has rolled out a new feature called “Quick Analysis” that takes the data you’ve selected and presents you with a variety of options as to how to present that data, quickly. Learn more.
- Auto-Reformat Data in Excel
Excel now has a feature called “Flash Fill” that sees the work you are performing in a new column and does the rest of it for you. For example, if you’re trying to combine data from two columns, you do this once and it will provide you with the option to fill the rest of the column using that example. Learn more.
- Edit PDFs in Word
You can convert PDFs in to an editable Word document and also save Word documents as PDFs. Open with Word and hit “Ok” when it asks if you would like to covert the PDF. Learn more.
These Office 365 productivity tools lets you create, edit and share with anyone in real time. With the their online tutorials, Office 365 helps guide you in setting up each feature, step-by-step. Making you, well on your way to becoming more productive—and more efficient. If you office needs a information technology upgrade to be more productive, please, give us a call.
Brantley Pearce, Director of IT Services
Brantley leads a team of IT professionals whose primary goal is to help organizations use their IT resources in a way that helps them proactively maintain their network and allows them to be more productive. He joined RJ Young in 2005 but has been in the IT industry for almost a decade. Brantley is originally from Houston, Texas and works out of our Nashville, TN office. In his spare time he volunteers for multiple organizations. Brantley is married and has two daughters.
The end of the year is a time of reflection for many business owners, as they reflect on the year past and set new goals with excitement and vitality—all in the name of getting more accomplished in the year ahead to achieve greater success. However, frequently, technology hiccups are hurdles to getting more done, or improving productivity, in small businesses.
These are 6 technology tips to help small business owners improve productivity and achieve more considerable success in the New Year.
1. Plan for New Technology—Before You Need It
Often poor planning leads to outdated technology and lack of funds to invest in new hardware (laptops to copiers), software or services to make upgrades to keep pace with a growing small business. During annual planning, create a technology roadmap, outlining anticipated needs for the coming year (or longer) and accrue funds and secure partners accordingly.
2. Conduct Regular PC Check Ups—Run Updates in Timely Manner
Installing updates to central operating systems is key to ensuring your network and personal computing devices run smoothly and to minimizing downtime. Lack of updating these systems often requires a call to vendors or consultants for support. These calls lead to downtime and unplanned expenses that set you back on your goals.
3. Electronic Data is More Efficient—Shift Documents to Electronic Files
The cost of producing paper records and managing paper documents adds up. Consider that printing costs reportedly consume 1-3% of annual revenues for most organizations, and the popular four-drawer filing cabinet is estimated to cost $25,000 to fill and $2,100 annually to maintain. This output in manual form is not searchable, shareable or secure. As document scanning, capture and storage systems are increasingly adopted by businesses of all sizes, look to a system to assist in document information management. Most multi-functional copiers are compatible with basic document management systems.
4. Secure Your Data—Back Up Data Regularly
Electronic data capture is essential to businesses. Securing the electronic data with a reliable, multi-pronged, systematic backup system is critical to ensure business continuity. Nearly half (44%) of the companies that experience a disaster never recover business data and almost as many (47%) go out of business in two years.
5. Seek Expert Help—Inexperience Can Cost You
Experienced IT managers can ensure your network is set-up according to best practices. A network designed to specs outside the IT industry norm can be costly to repair when issues do arise. Should you be forced to switch to another provider, the cost could exponentially grow as that team learns your unique network set-up.
6. Get the Most from What You Have—Office 365 Tips
Leveraging the investments you have already made can help you with productivity. Explore the functionality of the software and technology in which you have already made investments. Microsoft Office 365 is a conventional software package, which packs a lot of functionality in its various programs. Watch tutorials, join online forums or search for blog posts—such as this one—on tips on using this software to help with productivity.
Follow these six tips to help your small business avoid IT hiccups in the coming year, allowing you to focus on jumping the significant hurdles to increased productivity and success. Should you need help ensuring your small business information technology network is set-up for your success, let me help.
Sources: NAPO, Gartner, Cooper & Lybrand, Ernest & Young, Price Waterhouse Coopers, Document Management Research
Read more about Managed IT Services.
Mike Noffsinger, Director of Sales East
Mike is RJ Young’s Regional Director of Sales, East. Mike is responsible for sales in the Nashville, Chattanooga, Rome-Georgia and Huntsville markets and Managed IT Services, Software Solutions, High Volume/Production Print and Managed Print Services divisions throughout the Southeast. In his spare time, Mike enjoys Kentucky Wildcats basketball and is an avid mountain biker. Mike works out of our Nashville, TN office and is married with two children.
At some point unplanned and unavoidable expenses have hit us all. Car trouble on a busy freeway. Leaky roof in a spring rainstorm. Air-conditioning break in the heat of summer? It’s an awful feeling, especially when you discover that you could have invested in preventative measures that would have been less expensive and less stressful all along. These avoidable emergencies happen in business just as they happen in your household and stress cash flow just the same. Often these emergencies begin with the company’s information technology network.
Many small to mid-size organizations are not able to support the investment of a full-time information technology team. In a consistently evolving and increasingly technology dependent business environment, this means that their companies do not receive the strategic technology planning, monitoring, training and help-desk support to prevent issues that lead can lead to network disasters.
Like when your air conditioning quits on a 100-degree day, when your network goes down on a busy workday, it gets your attention. It’s urgent, and you will pay whatever it costs to get your business up and running smoothly again. However, there are programs, called managed network services or managed IT services, that are tailored to provide IT support to small and mid-size businesses – to prevent such disasters.
Most managed IT services providers charge one flat monthly fee to provide typical IT services to businesses including: strategic IT planning, monitoring, anti-virus protection and help desk support. As with your seasonal heating and air conditioning maintenance plans, most providers charge a set monthly fee to avoid the disasters and take care of smaller matters as they arise.
The chief benefits of managed IT services are:
- Predictable IT Spending
- Reduced Downtime
- Owners Focus on Business Strategy
- Operations Focus on Daily Tasks
- Strategic Technology Planning
Just like you know that a cool Fall and cold winter will turn into a hot summer day eventually, you know that the IT needs to support your business will change. You know that you will encounter challenges. The question is, will your IT planning get your attention now, or will you sweat it out when it becomes a crisis for your business?
Most people look at the computer on their desk and think “it’s a computer” and “it does this stuff.” If you pin said person down and ask them what that “stuff” is, you would probably get an answer along the lines of, “well, you know email, and Internet Explorer and Microsoft Office.” If you asked CAD engineers they would say Pro-E or Solidworks, accountants would list QuickBooks, Excel or a tax package, medical workers would reference an EMR or practice management package such as eClinical Works, Allscripts or Athena.
The more you asked the worker about their day, the more you would wonder why you’ve been buying so many pens and pencils because you realized EVERYTHING your workers do is on their computer. The “stuff” your workers’ computers do for them, and for you are called “network services.” We keep those services running with a high-level of availability by managing them, thus the term Managed Network Services (MNS)– much like the janitorial department transitioned to the name of “Environmental Services,” the geeks have come up with a fancy name to say we keep your “stuff” working.
It’s not just Managed Service Providers (MSPs) that build MNS programs – every IT department and computer firm in the world provides MNS. But just like any department in your company – you need a good manager. You need a person to manage your services that can comprehend how important they are to your company’s existence, that can see the big picture of your company’s growth and that doesn’t try and run a budget like the US Government. So whether or not they claim the title, if you hire an IT firm to help your company, you are hiring a MSP.
So then, if you were hiring a Quarterback would you pick up a guy who loves to play wide receiver, or the guy who has spent his life preparing to be a franchise QB? Just remember, when it comes to contracting an IT firm, you should hire a company who has been structured entirely to be an MSP.
Regional Director of Managed IT Services.
James oversees the Chattanooga, Nashville and Huntsville markets of our managed IT Services department. In his role he manages service delivery and support of engineers in all regions, does security and compliance auditing, and works with businesses in network design, implementation and troubleshooting. He has been in the technology industry for over 24 years. James is originally from Boston, MA and works out of our Chattanooga office. He joined RJ Young in January 2013 through the acquisition of his previous company, Preferred Computers, Inc.