Office 365 Archives - Page 3 of 3 - HCS

Get Organised With Outlook – How Flags and Colour Categories can help your team work better!

Try it for yourself!

Set a Follow Up flag

1.Select the email message.

2.Select the Flag Icon.

The flag will turn red and a follow up message will appear in the header of the email message.

Note: Follow Up flags are used for actionable items only.

View all Follow Up Flags

1.Select View >To-Do Bar >Tasks.

2.The To-Do Bar pane will open and show all flags.

Remove a Follow Up Flag

1.Right-click the email message.

2.Select Follow Up > Mark Complete.

The Follow Up Flag will change to a green checkmark and will be removed from the To-Do Bar.

Set a Reminder

1.Select the email message for which you want to set the reminder.

2.Select Home >Follow Up > Add Reminder.

3.In the Custom box, for Flag to, select Follow up or type a description.

4.Check the Reminder box, enter date and time, and then select OK.

(An alarm bell icon will appear on the message.)

5.To change the time for the reminder, select Follow Up, select Add Reminder, edit the time, and then select OK.

Find an Action Item

1.If Outlook finds something in an email that looks like an action item, an Action Items tab will automatically appear on the reading pane.

2.Select the Action Items drop-down arrow to read the action item, and then select FOLLOW UP if you’d like to set a Follow Up Flag to remind you to do that action item.

Note: If you select FOLLOW UP, the action item displays in the To-Do Bar pane.

3.When the task is done, mark it complete.

From the Action Items drop-down, select Mark Complete, or in the To-Do Bar pane, right-click the flagged message and select Mark Complete.

Create Colour Categories

1.Select Home > Categorize > All Categories.

2.To Rename a category colour, in the Colour Category box, select a colour category, and then select Rename. Type an appropriate name for the selected category, and then press Enter.

3.To change the category Colour, select the colour you want from the Colour drop-down.

4.To create a New colour category, select New, type a name, select a colour, and select OK.

5.When you are done with Color Categories, select OK.

Assign an email a colour category

1.Right-click an email message.

2.Select Categorize, and then select an appropriate colour category for the message.

Organise your data and secure your business with Microsoft Office 365. Move your office to the cloud and empower your business to achieve its goals through technology. Office 365 can help your business increase productivity and teamwork while also future-proofing your business. 

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Wow At Your Next Presentation – Add Music To Your Slides!

Wow At Your Next Presentation – Add Music To Your Slides!

There are several ways to improve your next presentation using PowerPoint. Adding objects, customising styles, and themes can all improve how well people engage with your presentation. In addition to all of these, you can also add music to your presentation slides.

Add Music To PowerPoint

PowerPoint makes it easier than ever to add music to your presentation. Adding music to a presentation can be a great idea, it can help you keep your audience’s attention or to emphasise a certain point.

So… how do you actually add music to slides? 

Go to the “Insert” tab and then click the “Audio” button

A menu will then appear, giving you the option to either upload music from your PC or record your own track.

If you would like to record your own audio, select “Record Audio” and a “Record Sound” window will appear. Simply name your audio then click “Record”.

Once the “Record” icon is selected, a timer will start which will tell you the total length of the sound being recorded. Once you’re finished and ready to stop recording, press the “Stop” icon. To listen to your recording, you can press the “Play” icon. If you’re happy with your recording, select “Ok” to insert it into your presentation.

If you would rather upload music from your computer, go to the audio options and select “Audio On My PC”. This will open your files library. SImply locate the audio file you’d like to use, then choose “Insert” at the bottom-right of the window. PowerPoint supports several popular formats, like MP3, MP4, WAV and AAC.

Now you’ll see a speaker icon appear in your presentation. This is where you can play the audio and edit the volume, etc.

The “Playback” tab will appear automatically. By default, the “Audio Style” is automatically set to “No Style”. This means that the audio will only play on the slide where you insert it. The icon will appear in the presentation, and the audio will only begin when you click the icon.

However, this can be changed in the settings. You can choose options that will adjust the default playback volume, whether the music automatically starts or whether your music plays across other slides, etc.

To change this, select “Play in Background” in the “Audio Styles” section.

There are more options available to you also. You can add/remove bookmarks for specific times in your audio clip, trim parts of the audio or give your audio a fade in/out effect.

To learn more about Microsoft Office 365 and its capabilities, click here!

Shake Up Your Signature On Outlook

Shake Up Your Signature On Outlook

In Outlook, you can create one or more personalised signatures for your emails. Your signatures can include text, images, your electronic business card, a logo, or even an image of your handwritten signature! You can organise your Outlook account to ensure signatures are automatically added to all outgoing messages or create your signature and add it to messages when appropriate.

Create your signature and choose when Outlook adds a signature to your messages

You can quickly and easily create a signature in your Outlook account by following the steps below;

1. Open a new email message

2. Select Signature > Signatures from the Message menu

Office 365 Outlook Signature how to change your signature in outlook

Depending on the size of your Outlook window and whether you’re composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations

3. Under Select Signature To Edit, choose New, and in the New Signature dialog box, type a name for the signature.

4. Under Edit Signature, compose your signature. You can change fonts, font colours, and sizes to help you personalise your signature. You can also edit the text alignment. If you would like to create a more detailed signature with bullet points, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit Signature box.

5. Under Choose Default Signature, set the following options for your signature:

WIthin the Email Account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.

If you want your signature added to all new messages by default, in the New Messages drop-down box, select one of your signatures. If you don’t want to automatically add a signature to new messages, choose (none). This doesn’t add a signature to any messages you reply to or forward.

If you want your signature to appear in the messages you reply to and forward, in the Replies/Forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).

6. Choose OK to save your new signature and return to your message. Outlook does not add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You’ll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

Adding a logo or image to your signature

1. Open a new message and then select Signature > Signatures

2. In the Select Signature To Edit box, choose the signature you want to add the logo to.

3. Select the Image Icon  Insert an image from your device icon, locate your image file, and select Insert.

4. To resize your image, right-click the image, then choose Picture. Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock Aspect Ratio checkbox checked.

5. When you’re done, select OK, then select OK again to save the changes to your signature.

Insert a signature manually

If you don’t want to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.

1. In your email message, on the message tab, select Signature

2. Choose your signature from the fly-out menu that appears. if you have more that one signature, you can select any of the signatures you have created.

 

 

 

 

OneDrive, OneDrive for Business or SharePoint Libraries where should I store my documents?

OneDrive, OneDrive for Business or SharePoint Libraries where should I store my documents?

OneDrive, OneDrive for Business or SharePoint Libraries, where should I store my documents?

This is a question that I am asked regularly and I hope to explain in a manner that makes sense. This blog is not intended to be a training manual but it will give you an idea of what each of these products look like and how you should use them.

 

OneDrive

What is it?

OneDrive is Microsoft’s FREE service for storing files in the cloud. If you sign up for a FREE Microsoft personal account to Outlook, Skype etc you automatically get 5Gb of OneDrive cloud storage.

What should I use it for?

To store personal documents or pictures not related to your work.

How to access it?

You can access it from a browser, an app on your phone or direct from your computer using the OneDrive app.

From the browser – 

Browse to http://www.onedrive.com and enter your personal Microsoft account credentials. This is the page you’re presented with.

Onedrive1

From your phone, tablet

Install the OneDrive app on your phone from the Windows Store, Google Play or Apple App Store and when prompted enter your Microsoft personal account details to connect. This is the app you’re presented with.

OneDrive2

From your computer

When you have the OneDrive app on your computer this provides an offline copy of your files meaning that changes to documents are synced between your computer and OneDrive cloud storage. (You can access the documents even if you don’t have Internet access and they will sync up later.) The OneDrive app is already installed on Windows 8.1 and Windows 10 Pc’s.

If you don’t have it installed browse to https://onedrive.live.com/about/en-ie/download/ and select download under the icon OneDrive. (do not download the OneDrive for Business version yet!)

Install the app and when prompted enter your Microsoft Personal Account details to connect.  This syncs all your documents stored in the cloud to a location on your hard drive. To access these documents open file explore and open the folder OneDrive-Personal. The very familiar file explorer view is what you get.

Onedrive3

OneDrive for Business

What is it?

OneDrive is Microsoft’s paid service for storing files in the cloud. If your business has paid for an Office 365 Subscription that has OneDrive as part of it then you get 1TB of OneDrive for Business cloud storage.

What should I use it for?

To store work related documents or pictures which are primarily for your own use.

How to access it?

You can access it from a browser, an app on your phone or direct from your computer using the OneDrive app.

From the browser – 

Browse to your Office 365 portal at http://portal.office365.com and sign in with your Office 365 account credentials. Open your app launcher in the top left hand corner and select OneDrive. (First confusion: Why is this not OneDrive for Business!)

This opens OneDrive for Business as follows.

OFB-OneDrive

 

From your phone

The OneDrive for Business app is available for Windows, IOS and Android and it allows you to open your documents stored in your OneDrive for Business account from your phone. (Second confusion: Microsoft calls the app OneDrive in the app stores!) Open the app and enter your Office 365 Account details and the following is what you’re presented with.

OFB-Phone

From your computer

When you have the OneDrive for Business  app on your computer this provides an offline copy of your documents meaning that changes to documents are synced between your computer and your OneDrive for Business cloud storage. (You can access the documents even if you don’t have Internet access and they will sync up later.)

If you don’t have it installed browse to https://onedrive.live.com/about/en-ie/download/ and select download under the icon OneDrive for Business .

Install the app and when prompted enter your Office 365 Account details to connect.  This syncs all your documents stored in the cloud to a location on your hard drive. To access these documents open file explore and open the folder OneDrive – %Company Name% (In my instance it’s OneDrive – HCS Business Solutions). The very familiar file explorer view is what you get. Note the green ticks beside each folder, this shows you that everything is in sync between the PC and OneDrive for Business storage.

OFB-PC

 

SharePoint – Document Libraries

What is it?

SharePoint is many things  but in the context of this blog it is a Microsoft paid service that provides a document management system in the cloud. If your business has paid for an Office 365 Subscription that has SharePoint as part of it then you get access to a company portal. This portal needs to be setup and configured before you and your team of people can use it.

** HCS have a team of SharePoint consultants who will help setup and configure your SharePoint company portal. Contact us if you’re not sure if you have SharePoint or if you want to discuss setting up a portal.

What should I use it for?

To store work related documents or pictures that will be shared amongst a team of people.

How to access it?

You can access it from a browser on your phone, tablet or computer  or directly from your computer using the OneDrive for Business app.

From the browser
Once it is configured you can access your SharePoint portal from any browser using the following URL
http://domainname.sharepoint.com (replace domain name with your company domain name, if unsure check with your Office 365 administrator.)

SharePoint-Docs

From your phone or tablet

To access documents stored in a SharePoint Library from your phone or tablet (Windows, Android or iPhone) open the document library url (same URL as before) in the mobile browser. This will open the mobile view of your SharePoint Team Library as follows;

Sharepoint-Mob1

 

From your computer
If you want to open a Team Document Library from your computer click on Sync within the SharePoint Portal in the browser, this will install a SharePoint Document Library Sync app called OneDrive for Business. (same version as is used for OneDrive for business)
This provides an offline copy of your team documents library meaning that changes to documents are synced between your computer and your Team Document Library in SharePoint. (Similar to OneDrive and OneDrive for Business this means you can access the documents even if you don’t have Internet access and they will sync up later.)

SharePoint-Sync

 

In summary the grid below will hopefully help you understand the differences. I hope this helped. Any feedback, you’re welcome to email me at nphelan@hcs.ie.

Grid

 

What are you missing? OneDrive for Business

What are you missing? OneDrive for Business

In a recent blog on “What are you missing from Office 365 and Azure”, I mentioned a number of products and benefits that businesses should consider. I plan to delve into a number of these over the coming weeks and months, today I am concentrating on OneDrive for Business.

What is OneDrive for Business?

OneDrive for Business is a place where you can store, sync, and share your work documents and files.  OneDrive for Business lets you update and share your files from anywhere using any device. With your Office 365 subscription, you get a massive 1tb of storage just for you.  That’s a HUGE amount!

If you already have an Office 365 subscription and are not using OneDrive for Business then starting using it today, here’s how.

Sign into your Office 365 portal at http://portal.office365.com and open your app launcher in the top left hand corner and select OneDrive.

OFB-AppLauncher

 

This opens OneDrive as follows…..

OFB-OneDrive

 

What can I do with OneDrive for Business?

1. I can create new documents directly in the browser.
2. I can upload documents from my computer or network.
3. I can open documents and view/edit them in the browser.
4. I can share documents with others (even those outside my organisation) and either allow them to view or edit them.
5. I can have an offline copy of all my docs available to me on my local computer by choosing the sync button. (This is my favourite feature of OneDrive for Business and it makes it very familiar and fast to work with documents.)

How to Sync.

When you choose to sync your OneDrive for Business documents, this installs the OneDrive for Business App on your PC and it makes a copy of your documents on your local PC. Any changes you make are then kept in sync so that you are always up to date. The biggest advantage of this is that if you have slow broadband then you can work on your documents on your local PC and they will sync up when it can.

This is what it looks like…

OFB-Sync

 

OneDrive for Business on your Phone.

The OneDrive for Business (called OneDrive in the app stores!)  app is available for Windows, IOS and Android and it allows you to open your documents stored in your OneDrive for Business account from your phone.

OFB-Phone

Get started

If you already have an Office 365 subscription and are not using OneDrive for Business then start today using the above brief instructions. If you want more detailed instructions review the following;

What is OneDrive for Business?
Sync a library to your computer.
Share items in OneDrive for Business.

 

If you don’t have Office 365 or OneDrive for Business and are interested in discussing further then contact HCS today.

7 ways to use modern technology in small business as a difference maker .

7 ways to use modern technology in small business as a difference maker .

In today’s global and fast-moving world, the workplace is evolving and more people than ever are working outside the office, on a range of mobile devices. Modern technology in small business brings real benefits – from cost savings and competitive advantage to increased productivity and security. It can be daunting when you look across your IT needs, there are so many technical terms and buzz-word; from servers to the cloud, PCs to mobile devices. It is hard to know where to start, and to understand how your company can transition from what you have now to where you want to be.

Only Microsoft offers a complete, flexible, and trusted platform that spans the entire IT ecosystem, from server to cloud, and desktop to mobile devices. Microsoft’s Office 365 is your modern business in the cloud. Office 365 empowers SMBs by making modern technology a business advantage to achieve your business goals—whether growing sales, increasing efficiency, enabling a mobile workforce, or keeping data protected.

Office 365 offers a variety of plans to fit a range of budgets. If you are interested in getting a guideline pricing to migrate to Office 365, our amazing new Microsoft Office 365 migration cost calculator will provide you with a pricing for migration and annual subscriptions cost to use Microsoft Office 365.

There are 7 simple modern technology in small business steps that can be followed:

  1. Adapt to change: Move to a modern IT platform that enables you to adapt quickly to changing business needs, make sure that you are a step ahead of your competitors.
  2. More for Less: Get more from the servers that run your business applications, have virtual servers instead of multiple physical devices. Move to the cloud version of your business application.
  3. Work together, from everywhere: Work together anywhere, with the same familiar experience across PCs and mobile devices.
  4. Protect your Data: Implement a system across your company that includes built-in protection for all of your data, whether it sits on your PC, Laptop, Server od mobile device.
  5. Fail to prepare, prepare to fail: Ensure that you can still work, even if the worst happens. Cloud email and business applications means that even if your server stops, your business doesn’t have to.
  6. Know your customer: Use data as a competitive advantage to help you understand your customers and connect with them on their terms. Use modern software as the voice to sell you and your product.
  7. Sell, Sell, Sell: Build customer relationships by engaging them with the help of the familiar tools you already know.

How can HCS help?

  • We are a Microsoft Gold partner and have been recognised in 2014 as a Global Partner of the Year Award Finalist.
  • We are experts in delivering Microsoft Cloud Services such as Office 365, SharePoint, Azure and Microsoft’s Unified Communications solution Skype for Business.
  • We are trusted by 1000’s of users to support their Office 365 cloud platform.
  • We have a dedicated and experienced SharePoint Team who will drive your productivity.

To find out more about how modern technology in small business can bring real benefits to your company, contact our Microsoft business experts on 01-8734120|051-595200. Find out more about Microsoft’s Office 365.