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May 1st, 2015

164_O365_CMost of us have probably at some point deleted an important email we shouldn’t have. It happens. We think an email is pointless and don’t want to file it away or create a new folder for it, so instead we carelessly delete it. 30 days pass and then the email is gone for good. And that’s when you end up slapping yourself on the forehead wondering why you ever hit the delete button in the first place. The email ended up being important, but now it’s too late - you can’t get it back. Microsoft Office 365’s new policy has now made this problem a thing of the past, allowing deleted emails to be recovered indefinitely.

If you’re a regular user of Outlook 365, you’re likely aware that you can only recover an email that was deleted 30 days ago or less. After that, it’s gone for good. For those that have been agitated by this policy, Office 365 has now made a change that allows emails in the Deleted Items folder to be accessed indefinitely. However, take note that if an end user makes the effort to empty the Deleted Folder, those items will still in fact be unrecoverable.

But what if you don’t want to indefinitely recover email?

Believe it or not, indefinite access to emails may come as bad news for some. It can create industry compliance issues for organizations and can also affect offline storage as deleted emails pile up.

Not to fear. Along with this new policy, Office 365 also allows you to customize the retention duration to a time span that works for you. To do this, click on the following:

  1. Office 365 Admin
  2. Exchange Admin Center
  3. Compliance Management
  4. Retention Policies
From here you can modify the retention duration of your emails to a time span of your choice.

Want to learn more about this and other cutting-edge Office 365 features? Give us a call today and get all the info you need.

Published with permission from TechAdvisory.org. Source.

Topic Office 365
March 27th, 2015

O365_164_CIt’s Monday morning at the office, and you just came back from a lovely trip to Hawaii. It was a long overdue break from the technology, phone calls, and commutes of everyday life. As you settle into your office chair and open your inbox, your eyes widen as you realize it’s time to pay the piper. You scroll, scroll, scroll for what seems like forever, unable to find where the avalanche of emails began. There are hundreds - how will you ever get through them all? Ever felt the dread of a situation like this? Office 365 has a new feature that will prevent these email nightmares from ruining that first day back from vacation.

The problem with today’s email spam filtering

In everyday life, we’re faced with some issues that are of major importance, others minor, and many completely insignificant. Our email inboxes are no different. Some mails need to be attended to immediately, others can wait awhile, and some we never want to see at all.

But in our current email landscape, there is no gray area. A message either goes to your spam folder or to your inbox. Wouldn’t it be great if there was some sort of middle way? This is where Office 365’s new Clutter feature comes into play.

How Clutter works

Clutter works by creating a folder for your emails that are of ‘minor’ importance. This folder is aptly named Clutter, and it works in essentially the same way as your junk folder.

How does it know which emails to put in the Clutter folder? The feature monitors your inbox behavior and then accordingly determines which folder to put an email. For example, if there are specific senders you always reply to immediately, perhaps several times a day, then those messages are clearly important to you. However, if you’re receiving emails from a company and deleting them without opening, then that also says something about the importance of messages from that sender. Clutter works by tracking the patterns of this behavior, observing them and then filtering each message into the appropriate folder. This leaves the messages you need to respond to now in your inbox and hides the ones that can wait, delightfully out of sight.

Want to learn more about Clutter and other Office 365 features? Get in touch with us today.

Published with permission from TechAdvisory.org. Source.

Topic Office 365
March 13th, 2015

Office_Mar12_CWith the release of Office for Mac 2016, Microsoft brings a long overdue refresh to its flagship suite of productivity applications for Mac users. As well as design changes that deliver similarities to the Windows versions of the applications, the latest upgrade - currently free of charge while it remains in preview stage, prior to full release later this year - harnesses the power of cloud computing to deliver Office 365 collaboration features. Thinking of upgrading? Here’s what to look out for in the new release.

Cloud power

Office for Mac 2016 takes the power of the cloud and puts it to full use, bringing the advantages of its cloud-oriented Office 365 applications to its flagship package. As a result, you can now access your Office documents whenever and wherever, and no matter which device you are using. Aside from Office 365, the new software is also integrated with OneDrive, OneDrive for Business, and SharePoint.

It’s now possible to jointly author Word and PowerPoint documents with colleagues, and to make challenges simultaneously. Much like Google Docs, you can run a chat conversation alongside the document, in order to discuss the changes you are each making. Word and PowerPoint automatically flag up updates to the document that you might not have spotted already. These features are already available to Windows-based users of Office.

Sharing documents also becomes simpler, with a dedicated sharing button in the applications’ top right corner that allows you to invite colleagues to collaborate on the document you’re working on. It’s possible to share a document either as an attachment or as a link, and of course to control access rights for each person to whom you give access. You can open others’ Office documents right from your email account and get straight to editing.

Ribbon refresh

Until now, there have been differences in the options available on the ‘ribbon’ of icons that appear beneath the File, Edit and other menus at the top of the screen. You might see one thing on your Mac but another on your PC, and another still on your tablet. With Office for Mac 2016, Microsoft has taken the opportunity to fix those inconsistencies, so you’ll now find the options you need in the same places across all the platforms you use. A new task pane is also intended to help simplify graphics editing.

Email grouping

The updates to Outlook, and OneNote too, were actually released in 2014 and so are technically not new with this release. But one such useful update that is carried through to Office for Mac 2016 is the organization of Outlook emails by conversation, as is the case with Gmail. Emails can be sorted using a variety of other criteria, too.

Presentation aids

Office for Mac 2016 makes life a little easier for those presenting using PowerPoint slides. While your audience is shown the final product on your big screen, you can benefit from having ‘presenter view’ open on your monitor. This dedicated view gives you access to all of your presentation’s slides, any associated notes and also a timer to help you keep pace.

The entire suite of Office for Mac 2016 applications - including Word, Excel, PowerPoint, OneNote and Outlook - is available for free upgrade during Microsoft’s preview period, which runs until later this year. Once that comes to an end, you’ll need an Office 365 subscription or perpetual licence in order to keep making the most of the package’s features.

To find out more about boosting your company’s productivity with Microsoft Office applications, give us a call today.

Published with permission from TechAdvisory.org. Source.

December 18th, 2014

Office365_Dec15_CMicrosoft is one of, if not the, world's largest software developer. One of the more increasingly popular solutions being adopted by businesses is the cloud-based Office 365. While popular, one problem many business owners face is selecting which of the many different versions to implement. To help, here is an overview of the most popular Office 365 options for businesses.

A brief look at Office 365

The easiest way to classify Office 365 is as a cloud-based version of Microsoft Office aimed at businesses. This subscription-based service offers businesses all the productivity software they need plus a solid platform for their communications. Think of Outlook combined with Lync (or Skype) and Office apps, all of which are accessible via your browser, or can be installed on your own servers.

Beyond this, there is a supporting layer called SharePoint that links all of these apps together, thereby giving you a central place to store all of your documents which can then be collaborated on using various Microsoft apps.

As noted above, Office 365 is subscription based. The business-oriented subscriptions are broken down into two main categories: Business and Enterprise subscriptions. Of course, there are other subscriptions for other categories like Education and Government, but we will focus this overview on the two main small to medium business categories.

Business subscriptions

There are three plans under the Business subscription category:
  • Office 365 Business Essentials - Comes with online versions of Office apps (Office Web Apps), Lync for business, online storage through OneDrive and a corporate email address. This plan is ideal for businesses who don't need full versions of Office apps. Plans cost USD 5 per user, per month on an annual commitment.
  • Office 365 Business - For businesses who need installable versions of Office along with cloud-storage through OneDrive. It does not come with hosted email or business communication tools like Lync. If you already have hosted email, and are just looking for Office apps, then this could be a good plan for you. Plans cost USD 8.25 per user, per month on an annual commitment.
  • Office 365 Business Premium - This subscription is for businesses who want the whole package. It combines all the elements of the above plans into a solution which is ideal for smaller businesses or even enterprises. If you are looking for a full solution, then this plan could be the best fit for your business. Plans cost USD 12.50 per user, per month on an annual commitment.
It is worth noting here that all three of these plans have a limit of 300 users per plan, giving you a maximum of 300 subscriptions.

Enterprise subscriptions

These subscriptions are aimed more at larger organizations, or businesses who need more control over Office 365 and access to features like Business Intelligence, Enterprise Management apps, and even business portals. As with the Business subscription category, there are three main plans in the Enterprise subscription category:
  • Office 365 Enterprise E1 - Comes with online versions of Office apps (Office Web Apps), Lync for business, online storage through OneDrive, a corporate email address, and a corporate video portal. This plan is ideal for businesses who don't need full versions of Office apps. Plans cost USD 8 per user, per month on an annual commitment.
  • Office 365 Pro Plus - This plan is for businesses who need installable versions of Office along with more advanced apps like Access, and cloud-storage through OneDrive. It does not come with hosted email or business communication tools like Lync. If you already have hosted email, and are just looking for Office apps, then this could be a good plan for you. Plans cost USD 12 per user, per month on an annual commitment.
  • Office 365 Enterprise E3 - This subscription is ideal for companies who want absolutely all Office 365 has to offer. This includes all of the above, plus advanced business intelligence tools, compliance protection, enterprise management, and more. If you are looking for a full solution, then this plan could be a good match for your business. Plans cost USD 20 per user, per month on an annual commitment.
Businesses who subscribe to Enterprise plans can sign up for an unlimited number of subscriptions.

Which plan is best for my business?

This is a tough question to answer outright. What we recommend is contacting us. As experts in all things Microsoft, we can work with you to not only help you pick the plan that is best for your business, but ensure it is installed correctly. This can help further reduce costs and increase productivity.

Contact us today to learn more about how Office 365 can enhance your business.

Published with permission from TechAdvisory.org. Source.

December 3rd, 2014

Office365_Dec01_CLike it or not, you have probably been using cloud systems for longer than you may think. When it comes to Microsoft, there is one newer cloud app that almost all users have access to: OneDrive. However, what you might not be aware of is that there are two versions of this platform, which can cause confusion as to when they should be used and what exactly they are for.

What is OneDrive?

If you use Microsoft apps and programs there is a good chance you have already heard of OneDrive, and if you haven't, you will certainly be hearing more about it in the coming months. Regardless of what version of OneDrive you have, the idea behind the platform is that it is cloud-based. When looking into this app you will find that there are two versions: OneDrive for personal users and OneDrive for Business.

OneDrive for Personal Users

OneDrive for personal users, or just OneDrive for short, is Microsoft's cloud-based document storage system. If you have a non-business account with Microsoft e.g., an older Hotmail account or a newer Outlook.com account, you have access to this storage solution.

The tagline for this service is, "One place for everything in your life", which makes it pretty clear that this is for personal use. When you upload, or "store" files on your OneDrive account you are storing them using Microsoft's cloud technology which is hosted and managed by servers Microsoft owns. This makes the files available on any device, as long as you log into your account on that device. In other words, this is cloud storage.

OneDrive for personal use is free for all users. All you need is a Microsoft account or email address which can be obtained for free at outlook.com.

OneDrive for Business

This service is actually quite different, and even though the general concept behind both of the platforms is the same: cloud storage, the similarities pretty much end there. OneDrive for Business is a place where you can store, sync, and share your work files. As such, you need to subscribe to one of the various Office 365 for Business subscription plans.

Unlike the personal version of OneDrive, OneDrive for Business utilizes a platform called SharePoint to host and deliver storage services to business users. Businesses can opt for a Microsoft hosted version of SharePoint, or an on-premises version which they install and maintain on servers in the office. This makes the app manageable by business owners and IT partners, and can be done so through the Office 365 admin panel. Beyond that, if businesses decide to host SharePoint on their own servers, they can assign as much or as little storage to individual accounts as they so choose.

With this solution you can upload and share documents with other colleagues and even work on these files at the same time, with changes being made in real time. Business owners and managers can also better manage this solution thanks to powerful administrator tools.

A real plus point of OneDrive for Business is that Microsoft has recently announced that Office 365 users will receive unlimited storage space starting in the near future, (the end of 2014 for Pro Plus subscribers, early 2015 for other plans).

In summary:

  • OneDrive is for personal use and has been designed to allow users to store and access any files.
  • OneDrive for Business is for business use and requires an Office 365 subscription plan. It allows users to store, access, share, and collaborate on files with other colleagues, and can be hosted either off site, or on site using SharePoint.
If you would like to learn more about these two platforms, contact us today and we can make sure that you are making the most of the technology that's available to enhance your business success.
Published with permission from TechAdvisory.org. Source.

November 19th, 2014

Office365_Nov17_CAn increasingly large number of businesses are integrating Office 365 and Macs into their offices. One issue with this however is that Office for Mac usually lags behind, version wise, when it comes to Office. This is starting to change though, as Microsoft has recently introduced a new version of Outlook for Mac and a roadmap as to when we will see new versions of other Office for Mac programs introduced.

New Outlook for Mac

Historically, when a new version of Office has been released, Mac users have had to wait six or more months for Mac versions to be introduced. With Office 365, users have had to wait even longer, as the company decided to focus on developing mobile apps first. This has now changed, and a new version of an Office app for Mac users - Outlook - has been released.

There are a number of improvements being implemented with the new version of Outlook for Mac, including:

  • A more modern user interface - Throughout the past year, Microsoft has been steadily updating the look of Outlook across all devices and versions, to create a more modern style. The new version for Mac introduces this updated design, which brings it more in line with the other newer versions of Outlook. Beyond this, scrolling has been made smoother which makes the program feel as if it runs much better.
  • Increased performance and reliability - Because email is an integral part of any business, Microsoft has re-tooled the database that supports Outlook for Mac and the way the program uses resources. This relates to increased reliability, less crashes, and generally faster performance.
  • Office 365 push email support - If you enable this for your business's Office 365 accounts, emails will be pushed automatically to users. This means messages will be delivered faster; in real-time for many.
  • Enhanced online support for searching Exchange archives - If your business employs either an onsite or hosted Exchange server, the new version of Outlook for Mac will enable online searching for message archives stored on Exchange.
  • Faster first-run and email downloads - When you first open Outlook to check your email, you will now see your emails far quicker, with email downloads faster too thanks to better syncing with Exchange servers.
There are a number of new features included in the latest version of Outlook for Mac. Overall, it looks much better and many users will notice that it is not only easier to use but also faster. If you would like to update to the newest version you can do so by:
  1. Logging into Office 365 via your browser.
  2. Pressing the Gear icon followed by Office 365 Settings.
  3. Selecting Software followed by Outlook for Mac.
  4. Downloading the program and installing it.
Before you do this however, we strongly recommend contacting us. We can help ensure that all of your files are backed up and ready for an update. Beyond that, we can work with you to ensure that the program is installed and set up so that you can simply open the program and go.

New versions of Office for Mac coming soon

Upon announcing the new version of Outlook for Mac users, the company also introduced their roadmap for the release of new versions of Office programs for Mac users. The company has noted that in the first half of 2015 they will release beta versions of the next versions of Word for Mac, Excel for Mac, PowerPoint for Mac, and OneNote for Mac. Final releases will be made available in the second half of 2015.

From what we know, businesses with Office 365 subscriptions will be able to update to the new versions for free, while other users will likely have to wait, as a price list has not been made available at this time.

If you are looking to learn more about Office 365 for Mac, or any other system, contact us today to see how we can help ensure tech developments work for your business.

Published with permission from TechAdvisory.org. Source.

November 5th, 2014

Office365_Nov03_COffice 365 for businesses offers a wide variety of plans with different options. Some include full versions of Office 2013, while others have just browser-based Office Web Apps (OWA). When looking for an Office 365 plan, it can be confusing as to whether OWA will be enough, or whether you will need the full version of Office 2013. To help you decide, here are five questions you can ask yourself.

1. Am I comfortable doing all, or most of my work in a browser?

Because Office Web Apps is browser-based, you will be spending a fair amount of time in your browser. Many of those who have switched to OWA have found that it takes time to get used to working with the system. Because of the way many of us work, you will start to see multiple windows and tabs open with different documents which could lead to increased confusion and more time finding the tab and window you need.

What's more, you will need to ensure that all browsers on all computers in your company are kept up-to-date if you want to use OWA. For example, older versions of Internet Explorer may not support OWA. This means you will need to spend time ensuring that everyone within the business is updating when necessary.

To get around this, you can work with a company like us who can ensure that browser activity is not only secure, but also up-to-date, which basically guarantees OWA will work when you need it to.

If, however, you are not comfortable using your browser for everything, then it may be a good idea to go for an Office 365 plan that includes the full version of Office 2013.

2. Am I going to collaborate on files with users both in and outside of the organization?

Many business tasks are real team efforts, where users need to collaborate on documents. While this is possibly with any Office program, one of the biggest weaknesses of traditional Office installs is version control.

If you have shared one document with a number of different users you will quickly find that the changes they make and send back to you are likely going to need to be manually added back into the original document. This takes time and can lead to confusion, errors, and a lack of productivity.

With OWA, any document you create is stored on your OneDrive account and can be easily shared with other users. When the document is opened, all changes are made directly to the main document in real time. This means each user can see the changes show up as they are being made, which increases the effectiveness of collaboration.

Of course, this is possible with almost all Office 365 plans - especially if you also integrate SharePoint, but OWA offers by far the easiest solution to collaboration. So, if you collaborate a lot, then OWA may be a better version of Office to use. That being said, if you just need a few people to edit documents or offer comments, then Office 365 plans with Office 2013 will usually be the better option.

3. Will I need to format documents, or need advanced features?

The Web-based versions of Office offer many of the key features found in the desktop versions. However, some advanced features, like in-dept formatting, adding charts, etc. are not currently available with OWA.

While many users find OWA is enough to meet their day-to-day document production needs, those who use the advanced features of each Office app will be better off with Office 365 plans that offer full installs of Office 2013.

4. Will I need more Office apps than just the core five?

Currently, OWA apps available to users are: Word, Excel, PowerPoint, OneNote, and Lync. These five major apps cover the majority of document production needs for most users, however, if you require other Office apps, like Access, or Publisher, that aren't included in OWA, then you will be better off going with an Office 365 plan that offers Office 2013.

5. Will I be constantly connected to the Internet?

In order to get the most out of OWA you will need to have a strong and constant Internet connection. While you can create documents offline, you will need to connect in order to save and update them. If you spend a lot of time out of the office, this may be a real inconvenience, especially if you often struggle to find a solid Internet connection.

What we recommend is talking to an Office 365 vendor like us. We can explain the different Office 365 plans in depth and how you can integrate them into your office. Contact us today to learn more.

Published with permission from TechAdvisory.org. Source.

October 22nd, 2014

Office365_Oct20_COffice 365, the cloud-based version of Office, is quickly becoming one of the most popular software suites used by small and medium businesses. With an ever increasing number of businesses migrating to this solution, it is not surprising that so many businesses consider making the move. However as there is always a chance of failure it is best to learn how to avoid this by being aware of the five of the most common ways an Office 365 migration can fail.

1. Slow Internet connection speeds

Because Office 365 is primarily cloud-based, you are going to need a solid bandwidth connection to use it. When migrating your files and system over to Office 365, you will likely need to consume a large quantity of bandwidth. This demand will often be enough to to tax most small business lines, resulting in lower Internet speeds all around while the migration is happening. If this is being carried out during business hours, employees might struggle to do their jobs properly if they are reliant on the Internet.

Beyond this, Office 365 is most often delivered over an Internet connection, rather than in-house servers. This means that the day-to-day demand for bandwidth will increase. If you are already noticing slow speeds and service interruptions before implementing Office 365, you will likely see these issues compounded after implementation.

To avoid this, you should ask an Office 365 provider to test your existing network connections to ensure that your Internet connection can handle the migration and day-to-day operation of Office 365. If not, a provider should be able to offer you a solution.

2. Mailboxes and files are too big

While the business versions of Office 365 do come with 50 GB of email storage and over 1 TB of file storage per user, actually getting your emails and files online could take a while, especially if you have users whose email inboxes are approaching the storage limit.

As a general rule of thumb, larger files will cause the migration of files to take longer. If this is not prepared for, then you could see migration affecting work or even continual issues of data not being available when it's needed.

To avoid this, you should encourage your staff to archive their email inboxes and either delete or remove emails with large attachments that aren't necessary.

3. Uninformed users

The average Office 365 migration takes from one to three days, depending on the size of the business and the amount of data moving over. If you start a migration without informing users that some files and emails won't be accessible over this time, or that even some systems may not be working, you could end up with employees unable to do their jobs and creating resentment of the new platform.

To avoid this, you should inform your employees about how the migration will run and what they can expect during the migration. Beyond this, you should try to run training sessions on how to use the new systems to ensure that everyone is familiar with it before they start to use it. This will increase the overall chance that the platform migration and subsequent use will be successful.

4. Older, less compatible software installed on systems

While many versions of Office 365 do come with subscriptions to the latest version of Microsoft Office, there is support built in for systems that are running slightly older versions of Office. If your business is using a version of Office that is older than Office 2010 (e.g., Office 2003), you will not be able to properly use Office 365.

Beyond this, you will also need to be using the latest version of Internet browser. If you use Chrome or Firefox, this won't be a problem, however if you use Internet Explorer you will need to be sure that you are using the latest version. Should you be using older systems, especially those no longer supported by Microsoft, you may also have trouble accessing Office 365 because you may be unable to upload to the latest version of Internet Explorer.

The good news about Office 365 is that actual systems requirements are low, so almost every business will be able to integrate it. We recommend that in order to avoid failure, or being unable to use all of the features, you should ask your provider to ensure that your software and systems are able to support Office 365.

5. Migrating yourself

On paper, migrating to Office 365 is a fairly simple and straightforward process. What many companies find, when they choose to migrate themselves, is that the process is often much more difficult than expected. Many companies come across unexpected issues that require an IT expert to solve.

In order to ensure a smooth migration from start to finish, it is a good idea to work with an IT provider like us. We can ensure that your systems are ready and the migration is smooth. Contact us today to learn more.

Published with permission from TechAdvisory.org. Source.

October 8th, 2014

Office365_Oct07_CWhile there are numerous popular software suites out there for businesses, one of the most popular has got to be Microsoft's Office. Over the past couple of years, different versions of Office have surfaced, including Microsoft Office 2013 and Office 365. While both types include Office, there is confusion as to the difference between them.

What is Microsoft Office 2013?

Microsoft Office 2013 is the latest version of Microsoft's popular Office suite. With apps like Word, PowerPoint, Excel, and more, it is mostly similar to all previous versions of Office. When you purchase this type of Office you receive a number of licenses allowing you to install this on up to five computers or devices - depending on the version (e.g., Home, Student, Professional) of Office that you get.

You can purchase these products outright, as you have done with previous versions of Office, but Microsoft is really pushing their subscription-based version of Office, what they call Office 365. When you subscribe to the Office 365 version of Microsoft 2013, you get the same software as you would if you purchased it outright, the only difference is you pay for it either monthly or yearly, instead of all at once.

What is Office 365 for business then?

Where it gets confusing for many is that in 2011 Microsoft launched a cloud-based version of Office for businesses also called Office 365. Despite the same name as the subscription-based version of Office 2013, this is a different product that is aimed at businesses.

Office 365 for businesses is a monthly (or yearly) per-user subscription service that offers businesses productivity software, enhanced communication apps like email and video conferencing; guaranteed security; and support for intranet and collaboration solution SharePoint.

With Office 365 for business, companies can sign up for a number of plans. Some of them, like Office 365 Small Business Premium and Office 365 Midsize Business, offer full versions of Office 2013 (including Word, Excel, PowerPoint, Lync, Outlook, Notes, Access, etc) that users can install on their computers or mobile devices. Other versions, like Office 365 Small Business, come with Office Web Apps which can be accessed via your browser.

Which is better for business?

Most businesses will benefit more from Office 365 because of the extra features and enhanced security. Not to mention the fact that the monthly per-user cost is usually lower when compared to licensing the same version of Office 2013 for each individual.

Some other benefits Office 365 for Business include:

  • All users are on the same version of Office: Because Office 365 for Business is based in the cloud and is managed via a central admin panel, you can ensure that all users have exactly the same version of Office, which in turn ensures that your files will be compatible.
  • Reduced licensing costs: If you were to purchase individual versions of Office 2013 for your employees, you could end up paying over USD $399 for the Professional version which can only be installed on one computer. Compare this with Office 365 Small Business Premium which costs USD $12.50 per user, per month and offers the same version of Office, along with more features.
  • Enhanced security and uptime: Microsoft guarantees that Office 365 software will be up and running 99.9% of the time, which means the programs you rely on will be available when you need them.
  • It's more mobile: With Office Web Apps and Office 2013 mobile apps you can take your work anywhere. Combine this with solutions like SharePoint which allow you to store documents in a central location, which makes it easier to access your files while out of the office. Beyond that, if you would like to use the Office mobile apps, you will need an Office 365 subscription.
If you are looking to integrate Office 365 into your organization, or would like to learn more, contact us today.
Published with permission from TechAdvisory.org. Source.

September 24th, 2014

Office365_Sep22_COffice 365, Microsoft's popular cloud-based productivity suite, is constantly growing in popularity, especially with small to medium businesses. However, as with many other software suites, the amount of data associated with Office 365 is also constantly growing and it can be tricky to keep track of all your data and connections. To help, Microsoft has introduced the Office Delve feature.

What is Office Delve?

The idea behind Office Delve is that it's a tool that helps business users get the most out of their data and information related to Office 365. According to Microsoft, Delve will allow you to:
  • Discover new information - Delve has been designed to show you information from different sources in Office 365 that you may find useful for what you are currently working on.
  • Discover what you need - Documents you have seen before, or have recently worked on, are highlighted and made easier for you to find, regardless of where they are stored. This makes it less taxing to find work you have been doing in the past, and continue from where you left off.
  • Discover new connections - Typing a name in Office 365 will allow you to see what a user is working on, their connections, and even connect with them to build relationships and share information.

How does it work?

In order to provide the information and data that users will likely find useful, Delve is powered by a tool Microsoft calls Office Graph. Graph maps the relationships between the various Office 365 users in your company, and the content/information related to them.

This 'map' is then used by Delve to provide users with what they need, when they need it. Content and information is displayed on a card-based screen, which can be found under the Delve tab in the main Office 365 launch screen.

Aside from content such as profile information, links to documents, or information, users can also see: Likes, views, comments, and tags, which brings a deeper social integration into Office 365.

Delve also orders content a number of different ways, including:

  • What you've recently worked on - Shows you content in card-form that you have recently opened or worked on.
  • Content that has been shared with you - Shows the content your colleagues have shared with you.
  • Content that has been presented to you - Shows content that colleagues have presented recently, or content that has been sent to you.
While this idea works great on the desktop, many Office 365 users access their systems from their mobile devices. Delve will also be available to mobile users. On your device you can browse the cards with files, swipe left or right on each card to view files, and even search for colleagues and view files they have shared with you and their recent activity.

When is Delve available?

Microsoft has noted that Delve is currently rolling out for businesses who have subscribed to the Office 365 Enterprise level plans (E1-E4) and have joined the first release program. Over the following months, it will roll out to all E1-E4 customers. In 2015, Microsoft has noted that they will introduce Delve to Business Essentials, Business Premium, Small Business, Small Business Premium and Mid Sized Business customers.

If you are looking to learn more about Delve, contact us today.

Published with permission from TechAdvisory.org. Source.