Microsoft Office 365

Microsoft Office 365, the best 22 tips and tricks.

Microsoft Office 365 integrates your Microsoft apps and services. So, your business can grow in a collaborative, seamless way — no matter where your employees are based. The apps and services included in your business’s subscription to Office 365, depending on the plan you choose. And you can easily know that you’ll get automatic monthly updates, so you never miss the best features and security settings of Office 365.

These 22 Microsoft Office 365 tips and tricks will get your employees on board — excited. Even the benefits of Office 365 and push them to use each program to its full potential. Focusing beyond PowerPoint and Word, these Office 365 tips and tricks will give you insights into how you can manage your business. Outlook tips, Teams tips, SharePoint tips, and OneDrive tips are just some of the topics we’re about to delve int.

Microsoft Office 365
Microsoft Office 365

Office 365 Business Tips

1. Use productivity tools on any device

With Microsoft Office 365, your team can stay focussed and productive no matter where they are or what device they’re working from. Encourage employees to use Office 365 apps on their mobiles and tablets. They’ll be able to edit documents, check out visuals, and watch presentations on the go. Teams within your organisation will stay connected no matter who is in the office, on-site, or working from home. Another one of our Office 365 tips and tricks is that if your company has Business Premium, you and your team can access all of the apps available, so it might just be the best investment for your business’s productivity.

2. Stay in sync

Our Office 365 tips and tricks offer the answer to staying in sync — no matter what different time zones employees are in. Having various versions of documents saved to different places can lead to major business inefficiencies. Whether it’s a group document or an individual project, multiple file versions can cause unnecessary confusion and stress. More than one version of a ‘final copy’ may even appear — this means more last-minute work for your team as they scramble to make sure one version has all the correct edits before submitting or presenting the project.

Using Office 365 and SharePoint means that everyone will be working on the same document. With Office 365, updates always being flagged and saved so that the final version is the same across the board and no edits are missed. This also cuts out the middle man (in this case, email). You go back and forwards emailing the document and risk a copy getting lost along the way or coworkers accidentally downloading an outdated file attachment.

3. SharePoint’s Alert Me function

Ever spent way too much time manually checking a file for updates? Or have you been reading from a file mid-meeting only to realise Office 365 had updated it since you last went over it? These are avoidable productivity and accountability workplace hurdles. If you activate SharePoint’s Alert Me function, you’ll automatically email or text when changes are made to a file or library. This is one of our favourite Office 365 tips and tricks to increase the accessibility of changes to files across all staff member’s devices.

To set up an alert for an entire library or list, select Library or ListAlert Me and then Set Alert on This Library. To set an alert for a single document, go to Files or DocumentsAlert Me, and Set Alert on This Document. Lastly, you can even set alerts for list items. Following the same system, select the item you’d like an alert for. Then click the Items tab, Alert Me, and then Set Alarm on This Item.

Microsoft Office 365 User-management tips

4. Microsoft Office 365 Disable old accounts

Office 365 encourages your team to be collaborative and functional. However, it’s important not to get lazy when it comes to account management and risk jeopardising information and document security. Who wants an unnecessarily cluttered system, anyway!?

Even small-to-medium-sized businesses need to ensure streamlined user-account management. Remember always to disable the accounts of past employees, even if they left on great terms. This ensures company documents can only be accessed by those currently working there and who hold the correct permissions. Also, remove all dormant accounts, such an old account of current staff members. They’re just taking up unnecessary space and cluttering the network.

5. Microsoft Office 365 Keep track of your licenses

It sounds simple, but keeping track of your licenses is a necessary part of our Office 365 tips and tricks list as it’s often neglected. If an employee leaves, transfer their Office 365 license to the person taking their position (or to anyone yet to be issued a license). Assigning this current license to a new person will save money in new license costs. If you make a mistake and need to reactivate an account, it can be restored for 30 days after being removed.

Microsoft Office 365 Excel Tips

6. Learn the keyboard shortcuts

It’s often second nature for your employees to use shortcuts when working in Word or PowerPoint. They may not realise, however, just how many useful shortcuts Excel has to offer. This is why it’s on our list of Office 365 tips and tricks. Excel keyboard shortcuts save time (less staring at spreadsheets!) and make using and navigating Excel that much simpler.  This is a Godsend for those of us who find spreadsheets a bit intimidating. Shortcuts can be handy for employees who have limited mobility or vision impairments, as they won’t have to navigate a mouse or touchscreen constantly. There is a list on Microsoft of all the Excel shortcuts, which is a handy link to direct your employees.

7. Visualise your data

Different people prefer reading data in different formats. For some, big data may be hard to navigate, and graphs really help to break this up. While the office cannot put everything in a graph, you may want to use a Data Bar to set out Excel data visually. Easily add a data bar to an existing table by selecting the data and cells you’d like to generate a bar for. Then navigate to HomeConditional Formatting, and Data Bars. You’ll then be asked to choose between a gradient fill or colour fill. This is an easy, simple way to make your Excel documents visually appealing. It also draws attention to important information.

8. Use the Status Bar

The Status Bar appears at the bottom of your Excel spreadsheet when you highlight a range of numbers. You can see information about the sum, average, and total number count. Many of us know the Status Bar is there, but not how useful it is. For example, you can actually add even more features to the Status Bar as you work on the document. Do you want to see the minimum and maximum values in the range you’ve highlighted? Just add it to the Status Bar! To add more features to the Status Bar, right-click it. This can save precious time trying to find the information as needed when working on a document. It will be right in front of you. 

9. Don’t forget you Can ask Excel for help!

Feeling a bit overwhelmed by Excel, or can’t remember a function or formula? Our next Office 365 tips and tricks pointer remember the in-built help system at your team’s disposal. Users often forget this is right at their fingertips, and instead of spending time scouring the internet for answers to their spreadsheet queries.

To get help within Excel, click the Search bar and type what you want to do, such as ‘insert graph.’ Options will then come up, and you can select what one applies. You can also type ‘Help’ into the search bar, and a list of common search items will appear. Another useful feature is the new Take a Tour functionality. Simply open Excel, go to Home and, instead of selecting Blank Workbook, select Welcome to Excel. You’ll be able to navigate through helpful tutorials covering all the Excel basics and more.

Microsoft Office 365 Outlook tips and tricks

10. Convert a note in OneNote to items in your calendar

Next up in our line of Office 365 tips and tricks is that Office OneNote lists can easily transform OneNote lists into a series of tasks within your calendar, complete with deadlines and reminder notifications. You can also convert OneNote items into meetings in your calendar, so you never miss an important date. Use the drop-down menus in OneNote to schedule a meeting, add contacts directly to your contact list, set up meetings or appointments in Outlook, share or discuss the items with an entire group (or with select members) even mark to-do items as critical.

11. Never miss a meeting again

Office 365 tips and tricks are not limited to the organisation of documents, with appointments, emails, and contacts all synced with Exchange Online. For small-to-medium businesses, the best Outlook tip to guarantee you’re getting the most out of this synchronisation is to send all recipients updates. This will ensure everyone sees the same view of the meeting and no lines are crossed, such as people skipping updates they think they’ve already viewed. If you’re not the event organiser, make sure that you get into the habit of accepting or declining every meeting invitation, not just deleting them, in case there are any changes.

12. Microsoft Office 365 Quicker, better performance

While Outlook is running, it will synchronise all of your calendars across your devices. To improve performance, move any shared calendars that aren’t used much to the Other Calendars folder. Limiting the calendars in your My Calendars folder results in a streamlined experience and fast performance. These may be the simplest yet most effective, Outlook tips yet!

13. Recall an email after pressing send

At some point, we’ve all hit Send only to realise the email was sent to the wrong person, was missing an attachment, or had errors. An absolute favourite of our Office 365 tips and tricks is the ability to get that email back before the recipient sees it. To recall an erroneously sent email, open the Sent folder and the email you wish to recall. Select the Move option and click on the Actions button. Choose Recall This Message. To completely delete the message from the recipient’s inbox, choose Delete Unread Copies of This Message. If you only need to make a quick change and then resend, choose Delete Unread Copies and Replace With a New Message. Then click the OK button, and all is right with the universe once again.

Microsoft teams tips and tricks

14. Use Teams and stop relying on emails

You can post and forward emails directly to Teams for your entire team to read. Just select the channel you’d like to post the email to, press the ellipsis icon, and choose to Get Email Address. Copy and paste this address into the email you’d like everyone in that channel to view, and it will populate to Teams. This is so quick compared to writing out individual staff email addresses and possibly missing someone (this can be especially awkward if they’re sitting across from you in the office!). From here, you can use Teams to have an open discussion about the email with everyone in the channel.

15. Give your group chat a relevant, unique title

Do you have multiple group chats in your history that are hard to distinguish? You can name each chat to make it easy to find later. Plus, you’ll remember exactly what you were talking about! To name your chat, select the pencil beside the chat members’ names and write in the desired title, such as ‘EOFY Meeting Prep’. You and the team members can then search this chat within teams using this title. If the chat is used frequently, or you know you’ll need it soon, another great Teams tip is to pin the chat so that it appears at the top of your chat bar. So, your conversations will sort into topics, with the most relevant ones to your current workload being the most accessible.

16. Use connectors to keep up to date

Connectors let you keep updated on your frequently-used programs that are separate from the Office 365 suite. Some popular connectors used in businesses are Twitter, Facebook, Bing News, and Trello, but there are so many more, too! Using connectors will stream information into your selected channels and populate it in your conversation tab. The result? A dynamic feed and an in-sync team.

When you’re in Microsoft Teams, add a connector, select the More Options, Connectors, and Choose Connectors. The available connectors will appear as a list. Add the ones you’d like to use in your channel. This is an integrative, user-friendly part of our Office 365 tips and tricks that you don’t want your workplace channels to miss out on.

17. Let Teams transcribe for you

Our most time saving yet underused, Teams tip is here! Teams can not only record team meetings but transcribe them for you, too (halleluiah!). The best part is that you can go back and transcribe past recordings now that you know this. To do this, open the recording and go to the Edit option. Under Video Language, select English, click Auto-generate a Caption File and then Apply. Next time you open a video, you’ll see a transcript of the meeting that has been created for you. This is just another example of how Teams can empower your business.

SharePoint tips

18. Create multiple libraries

Remember, there is no extra charge for additional document libraries on SharePoint. You might just be trying to avoid an overcrowded document library, but there are also other significant reasons to consider. Let’s take site and company security, for example. You may want documents to be on SharePoint and not a completely separate site, but want this group of documents viewed by a certain department — such as HR. Creating another library for this team’s documents is a great, streamlined solution. This library will able to view those with unique permissions to it.

19. Don’t spend money on a template

In 2019, your goal was most likely centred around creating a modern, up-to-date site. Our next bit of advice from our Office 365 tips and tricks is for anyone with this vision. Most SharePoint templates are frozen in time to keep the original look and feel of SharePoint. We doubt this is the style you envisioned for your 2019 website. Even more importantly, templates don’t have taxonomy (Team Store metadata has to be created and mapped separately) or built-in security (since the template cannot replicate security and permissions, you’ll end up having to put them in manually). Buying a template can be a huge time waster and make for a less efficient SharePoint experience. Plus, it’s an unnecessary expense. Sharepoint makes it so easy to create your own template, anyway!

Microsoft Office 365 OneDrive Tips

20. Add expiry links and passwords to sensitive files

If you want to share confidential information with a team member for a certain period, it’s beneficial to add an expiry link to your file. Expiry links allow you to add a date and time to the link you’re sharing; the link will not work after this period. To do this, select Share, Link Settings and Add Expiry Date. You can also add a password to your link when sharing sensitive information so that you’re sure only the person with your generated link and password can open the document. To add a password to your link, go to Share and Set Password. Once you’ve chosen a password, you’ll be able to copy the link and send it to your colleague — just let them know the password you set for the file.

21. Download the OneDrive for Business sync app

Sometimes — even though the thought is terrifying — you may not be able to get internet coverage. Don’t worry; we have Office 365 tips and tricks for this very situation! Even though OneDrive for Business’s main purpose is to work from anywhere using the Cloud, it does offer a great measure in case you can’t connect — the Sync App. Once you’ve downloaded the app, sign in to Office 365, go to OneDrive, select the library you want to be able to access offline, then hit Sync. If needed, you can always pause or stop the syncing process. OneDrive for Business lets each user sync up to 20,000 files and folders, so Office 365 can access multiple projects offline.

22. Quickly save attachments to Microsoft Office 365 OneDrive

If you get emailed attachments, you can easily download them directly to OneDrive instead of saving them to your computer’s Downloads folder and scrambling to find them later. This is a great trick to save time and know exactly where your files are. To save all the documents attached in an email, select Save All to OneDrive. If you want a certain number of the attachments, you can click them individually and choose Save to OneDrive that way. From here, you can move the files within OneDrive. Another great OneDrive tip is that now you’ll even be able to send these on as Cloud attachments.

Microsoft office 365

Microsoft Office 365 ProPlus: Top 4 benefits for business users

Microsoft Office 365 Pro Plus is the most collaborative and secure version of Microsoft Office. It’s a cloud-based update delivery model. This means Office 365 ProPlus’s regular updates, and monthly new features that continuously add to it.

Top 4 business benefits of office 365:

1. Office 365 ProPlus gives you new features and updates automatically and forever

If you have Microsoft Office 365 ProPlus, you will automatically get the best and latest feature upgrades. It gives capabilities and security patches for any home or work device you have.

You don’t need to worry about it becoming outdated and needing to pay upfront for another license.

We see many customers still confused about this major benefit. it’s important to realise you’re not just getting some standard updates that fix bugs or patch vulnerabilities. Microsoft Office 365 ProPlus gives regular new features that perpetual versions of Office will never have, like:

  • Editor
  • Focused Inbox
  • Office 365 Groups
  • PowerPoint Designer
  • Researcher
  • Tap

Office 365 ProPlus has 120 new features and capabilities since the original release of Office 2016. These services are available only for ProPlus users.

2. It’s easier to collaborate with ProPlus – remotely and in the same room

As a cloud-connected software suite, Microsoft Office 365 ProPlus has several subscriber-only collaboration features that enhance the tools of standard Office.

All of these features help teams to work together on the same Word or PowerPoint file and share them with each other more seamlessly.

Some of the top-used ProPlus collaboration features include:

  • @mentions is a fast and easy way to get a co-worker’s attention, either via email or a meeting. All you have to do is type the @ symbol and their name. Outlook will automatically add them to the recipient’s list or meeting invite, with their names highlighted in the message.
  • Co-authoring lets you open any Excel, OneNote, PowerPoint and Word document shared with you to see if anyone else is working on the document at the same time. If you see any changes they’re making live. You can collaborate in real-time by making your own edits, with everything from both parties tracked.
  • Office 365 Groups lets you choose people you want to collaborate with. You can set up an easy collection of resources for permitted users to share, such as calendars, and a shared Outlook inbox. You don’t need to manually assign permissions. All users will automatically get permission to access the tools your group lists.

As though Office 365 ProPlus subscriptions come with 1TB OneDrive Storage. your users can more easily work and share from anywhere to ensure your critical files are available.

Users will also be able to install all of the essential Office apps. they can do their work on multiple devices instead of just one. Which directly leads to the next top business benefit of ProPlus.

3. Microsoft Office ProPlus users can install on more devices per license

Microsoft Office

Think back to the traditional way of buying Office for one second.

You go to the store, purchase a CD or software key, and install Office 2016 or Office 2019 on your computer.

That’s one product that offers one license for one device. If you want to use on another device then you have to buy another one.

Thankfully, this isn’t the only option anymore, yet we see plenty of confusion around this truth.

Office 365 ProPlus and other Microsoft Office subscription tiers are a lot more flexible in both cost and licensing for users. Instead of going to the store, you can purchase a Microsoft 365 from online.

In addition, your ProPlus subscription lets your users install Office on up to 5 tablets and 5 smartphones (Android, iPad, Windows and all modern mobile devices).

Read more5 common misconceptions about Office 365 ProPlus

4. Office 365 ProPlus gets exclusive intelligent services powered by the cloud

Office 365 ProPlus intelligent cloud services benefits user

Users of Office 365 ProPlus gain access to subscriber-only. Office 365 is a cloud-based model, in the form of intelligent services.

  • Animated 3D Graphics is a feature in Word and PowerPoint for Microsoft Office 365 ProPlus that lets you embed animated 3D graphics into your work.

  • Ideas in Excel is an intelligent cloud service integrated into Microsoft Excel that helps users better understand data with high-level visual summaries. All you have to do is click a cell in a data range and Excel will analyse the data.

  • PowerPoint Designer is an intelligent cloud service in Microsoft office. Microsoft PowerPoint generates design ideas for your slides based upon the content of your slides, displayed as suggestions in a separate pane. It also detects charts, pictures and tables on a slide and provides professional layout.

  • PowerPoint QuickStart is another intelligent cloud service. Microsoft PowerPoint helps users by creating an outline to get them started with research on a particular subject. It generates two slides of information from online sources.

Microsoft office 365

10 things you should know before buying Office 365

There’s been a lot of talk about Microsoft Office 365. You might be thinking about it for yourself, your clients, or your organization. Office 365 is the cloud version.

Microsoft office 365

You can connect via the internet, set up an account, make a payment, download the appropriate files, and go to work. There are no installation discs. If you think Microsoft Office 365 is the right step for your organization, be sure to read 10 things before buying it.

1. What’s is the cloud?

Microsoft office 365 cloud version is an industry term for an off-site file hosting service. When you work with Office 365 files, you can upload and synchronize files with Windows SkyDrive.

If you want to access files from different locations or devices that haven’t Office 365, this cloud version will work for you. You can also store files locally which belong to you.

The three faces of Office 365

Most people have been using the desktop version for years. Microsoft Office 365 and Web Apps are recent additions. Office Web Apps is a free version. You can use Web Apps to view and edit files on devices that don’t have Office installed.

Office 365 is a subscription-based plan. It’s a hybrid edition between the desktop version and the free web apps. Microsoft 365 offers desktop functionality by supporting multiple devices. That last part is what matters to users and clients.

3. What you’ll need

Microsoft Office 365 requires Windows 7 or 8. Mac users need OS X 10.6 (or later). You will need Internet access to install Office 365. You’ll also need a compatible browser. IE 9, Firefox 12, Safari 5, or Chrome 18. 

Your local system will need the following.

  1. 1 GHz processor or Intel processor.
  2. 1 GB or RAM (32-bit), 2 GB RAM (64-bit)
  3. 3 GB of available hard disk space. 2.5 for Macs

4. The subscription costs

A small business with 25 or fewer users can purchase Microsoft Office 365. If you want to pay by the year, you have to pay $5 per month(per user). Or If you want to pay as you go, you have to pay $6 a user per month. But if you have 25+ users, it will take $8 to $24 per user (monthly).

Home Premium is available for $9.99 a month. You can work with five pcs/Macs, and five mobile devices. Android devices and iPhones will need Office Mobile. Windows Phone comes with Office Mobile and it doesn’t count toward the five-device limit.

5. What you’ll get

The apps you get depend on your subscription choice. Most PC has Word, Excel, PowerPoint, Outlook, Access, OneNote, and even Publisher. The Mac business versions don’t include OneNote, Publisher, or Access.

6. Compatible formats

Microsoft Office 365 files are compatible with 2010 and 2013. Office 2007 will also work, but you’ll lose some functionality. You can use Office Web Apps with these files.

Office 2013 users considering Office 365 so they can share files with others .who don’t have Office do not need Office 365. They can save Office 2013 files to SkyDrive and invite others who don’t have Office 365.

7. Who needs Microsoft office 365?

People say If Web Apps is free, why we need to purchase office 365? (Nice try!) Web Apps is limited. It’s better for viewing. It offers basic editing and formatting features, but not much else.

It isn’t suitable for the desktop version of Office 365. Just remember that Office 2010 or 2013 users don’t need Office 365 to work. However, if you want the convenience of working with your files on multiple devices that don’t have Office, then it is a better option for you.

Office 365 Home Premium supports five desktops and five mobile devices. So, you can’t buy that many licenses for less. Office 365 will save your money.

8. Perks

Office 365 subscriptions offer more than a software. It’s come with 27 GB of storage on skyDrive with free hosting and applicable tools. It also give 60 Skype minutes per month for landline calls.

9. Office 365 security

Most organizations considering the cloud worry about security. Office 365 offers the same user-level security and Trust as the desktop version. Users will get a huge amount of security at their level. Offsite, files are saved in specialized data centres. In a nutshell, small to medium businesses will have better security using Microsoft Office 365 than they can (probably) afford on their own.

Here are just a few facts you should know about Office 365 cloud security.

  • Office 365 applications use encryption. So, without authorization can’t be read.
  • Office 365 is certified as compliant by accepted industry (ISO) standards.
  • Controls are in place to comply with HIPPA and FERPA.

Can I use Office 365 offline?

Office 365 runs in offline. But you have to connect to the internet every 30 days to maintain your subscription. Office 365 will inform you when it’s time to connect.

At present Office 365 market is small but growing very fast. There are three compelling reasons to buy a subscription.

  1. You can able to work in any location.
  2. If you use different devices to access files.
  3. If your organization supports many users and you plan to keep them on update versions.
Microsoft Office

Microsoft Office 2019 vs Office 365

Microsoft Office may be the productivity tool for millions of workers but it’s no monolith. Rather than a single, towering smooth-black Office, there’s a whole Stonehenge of options:

Microsoft Office on the iPhone, on iPad, Office on Android smartphones, Office on personal computers, Windows and Mac OS, Office with a handful of applications, Office with fist-fulls of apps.

But when you get down to it, there are really only two kinds of Microsoft Office. One is Office 2019, and the other is Office 365.

How can be they different, especially since each includes, the same applications?

Here are few ways to tell these tools apart, and a look at what’s coming, based on Microsoft’s new support policies for both Microsoft Office 2019 and Microsoft Office 365

The first difference between Office 2019 and Office 365

1. The first difference is in the payment model, you buy Microsoft Office 2019 and you subscribe to Microsoft Office 365.

A similar comparison would be buying vs renting a car. Individuals buy a car because they want to invest in it and use it for the next 5 years, without worrying about having the latest technology and safety improvements.

Whereas renting a car provides consumers with the choice to rent a new car almost every month, always with the most up-to-date technology in the automobile industry.

2. The second difference is in the products and services you get access to. Again, Office 365 includes so many more applications and services. Instead of just using Office 2019 on one PC or Mac, you can use Office on pretty much any device you want.

3. The third is in the update frequency and functionality. With Office 365, you are getting monthly updates to Office – whether you like to or not! With the Office 365 version of Excel, PowerPoint, Word and Outlook, you also have additional functionality available. For example, in PowerPoint in Office 365, you get a tool called “PowerPoint Designer” that uses artificial intelligence to analyze the content on your slide and, based on that, suggest alternative layouts that look much more professional.

Benefits of Microsoft Office 2019:

1. You only pay once, and it’s yours to keep forever. If all you need is Outlook, Excel, PowerPoint and Word, it will be much cheaper in the long run to own the license rather than to subscribe.

2. If you are not using Microsoft’s services for email, collaboration and communication, cloud storage, etc. and all you want is the “traditional” Office applications on your PCs or Macs, Office 2019 is a better option since it’s not so tightly integrated with the rest of Microsoft’s collaboration tools.

3. You don’t have to worry about continuously training your employees on new functionality since no feature updates are provided

Benefits of Microsoft Office 365:

1. You don’t have to pay “upfront”; you can spread out the cost.

2. You can align the Office’s cost to the actual number of employees you have at any point in time. If you have people joining, leaving or working temporarily, you can provide them with Office as they need it.

3. Each user can install Office on 5 PCs or Macs, 5 tablets and 5 mobile devices

4. You have a much richer offering with numerous cloud-based tools that enable new working, online and mobile Office apps and continuous updates with new innovative functionality.

So, If you want to buy Microsoft office, you can buy any of them.