Microsoft 365:
Boost Your Productivity

What is Microsoft 365?
• Microsoft 365 is a line of subscription services designed to help you achieve more
with innovative Microsoft apps, intelligent cloud services and world-class security.
• It’s more than just your usual apps like Word, Excel & PowerPoint. It includes a
whole host of apps which can assist with:
- Productivity
- Time management
- Team collaboration
- Document storing, accessing & sharing in real-time
- External communications
- Device management
- And so much more!

Is it not called Office 365?
• No – As of Q2 2020, Office 365 has been renamed to Microsoft 365.
• Varying subscriptions to Microsoft 365 include additional features

Accessing your M365 hub

In browser

Boosting Your Productivity

OneDrive and SharePoint Features
OneDrive Features
• Single document area
• Individually owned
• Private by default
• Individual manages sharing
• Up to 1000GB of space
SharePoint Features
• Multiple document areas
• Organisation owned
• Shared with team by default
• Sharing controlled by permissions
• Up to 1000GB of space (optional)

Principles of using M365 for file storage
• Share don’t attach – ban the attachment – Set expiry date on external docs
• Save documents in the right place:
• SharePoint for Corporate Documents
• OneDrive for draft and personal documents
• Single source of information, Focus on privacy
• No more versions, let SharePoint do the version control automatically
• Work towards efficiency, digitise and automate wherever possible
• control/archive/SharePoint communication sites
• Ban the spreadsheet
• Stop using Email as CRM

Collaborating on a document

Commenting and Assigning tasks in docs

What should we use …..
Do: 2 mins?
Reply
Reading/Research
OneNote/Evernote
Meeting
OneNote/Evernote
Project
Planner/Trello
Action
To do Folder
Book in time to do
Delegate
Hit send
Event
Calendar
Add all info
No Action
General/Archive folder

Word, Excel, PowerPoint, Sway
With the power of OneDrive and SharePoint, you can:
• AutoSave and auto backup
• Share access to docs rather than attach them to emails
• Allow full editing or read only access
• Set permissions and expiry dates on shared docs
Includes dictation skills as well

The power of Sharing
• New rules!
• Share, don’t attach…..

Sway – for creating accessible web-based docs
•Microsoft Sway enables you to create accessible
•web-based documents such as presentations
•how-to guides and reports for use internally and externally to your
organsiation.
•Documents are built and viewed via a web browser and can encompass
wide range of web-based content formats.
•Sway is also mobile friendly, meaning it adapts to suit the device it is being
viewed on at the time.

Forms – for gathering data from staff and clients
Microsoft forms enables you to create quick and simple, yet
professional looking questionnaires to be used as part of your business
operations.
Forms can be used to gather qualitative or quantitative data using 7
styles of ‘questions':
• Multiple Choice
• Text based answers
• Ratings
• Dates
• Rankings
• Likert
• Net Promotor Score

Forms

What is OneNote?
•OneNote is a digital notebook that automatically saves and syncs your
notes as you work. Notes can be taken in typed, written or a dictated
format alongside images, videos & documents. Highlighting and tags
can be used for easy navigation, categorisation & follow-up of your
notes.
•OneNote is free to download and use, although there are some
benefits to using it alongside Microsoft 365, such as built in dictation.
The software can be installed onto Windows & MacOS computers,
downloaded as an app for iOS & Android or accessed via your browser.

OneNote vs OneNote for Windows 10
•The OneNote app on Windows devices exists in two “current” versions;
“OneNote for Windows 10” and “OneNote”.
•The OneNote for Windows 10 app comes preinstalled on most Windows 10
devices; both for personal and work-related use.
•The OneNote app officially comes packaged with a Microsoft 365
subscription.

Unifying OneNote

Microsoft Lens

Lens – For scanning documents on the go
•Microsoft Lens enables you to use the camera on your smartphone to
quickly and easily scan documents, business cards and whiteboards.
•You can save them as image files, PDFs, and even using OCR to convert
them into editable word docs as well.
•Scans can easily be saved to your device, or directly to OneDrive or
SharePoint.

What is Microsoft Lists?
Microsoft Lists is a Microsoft 365 app that helps you track information
and organise work.
Lists are simple, smart, and flexible, so you can stay on top of what
matters most to your team. Track issues, assets, routines, contacts,
inventory and more using customizable views and smart rules and alerts
to keep everyone in sync.
With ready-made templates, you can quickly start lists online, on our
new mobile app, or with Microsoft Teams. And because it’s part of
Microsoft 365, you can rely on enterprise-ready security and
compliance.

Adding Power Apps, Automate and BI to your lists
Power Apps – for no-code
business mobile and Teams
apps
Power Automate - for business
process automations
Power BI – for visual business
insights and analytics

What is Microsoft Power Apps?
Microsoft Power Apps is a Microsoft 365 app that helps you build and
integrate apps to support your business needs.
Using Power Apps, you can quickly build custom business apps that
connect to your data stored either in the underlying data platform
(Microsoft Dataverse) or in various online and on-premises data sources
Apps built using Power Apps provide rich business logic and workflow
capabilities to transform your manual business operations into digital,
automated processes. What's more, apps built using Power Apps have a
responsive design and can run seamlessly in browser and on mobile
devices

What is Microsoft Power Automate?
Microsoft Power Automate is a Microsoft 365 app that helps you
to create automated flows to avoid performing repetitive tasks.
Using Power Automate, you can create flows that:
• Automate business processes
• Send automatic reminders for past due tasks
• Move business data between systems on a schedule
• provide notifications when a task or list item is added or
allocated
You can automate repetitive manual tasks simply by recording
mouse clicks, keystrokes and copy paste steps from your desktop.

What is Microsoft Power BI?
Microsoft Power BI is a Microsoft
365 app that helps you to analyse
and visualise your business data to
gain insights and inform reporting
across the business
Power BI is a collection of software
services, apps, and connectors that
work together to turn your
unrelated sources of data into
coherent, visually immersive, and
interactive insights.

To-Do
• Connects to Outlook
• Very simple interface
• Today and To-Do
• Timescales and notes
• Comes up in Tasks in Outlook

Planner
• Planner provides a hub for team members to create plans, organise
and assign tasks to different users and to check updates on progress
through dashboards. It also provides a centralised place where files
can be shared and gives visibility to the whole team.

Teams – the Killer App?
• Huge range of communication features including:
• Chat
• Calls
• Meetings
• Video conference with audio dial in
• Share files, apps and desktops during meetings and review transcriptions
and recordings later
• Access files and other information related to the work of various teams
• Access M365 and third party apps

Bookings
• Bookings is turned on by default for customers who have the Office
365 Business Premium, or Office 365 Education A3 and A5
subscriptions. Bookings is also available to customers who have Office
365 Enterprise E3 and E5, but it is turned off by default.

Thank you
Please complete the feedback form for this course using
the QR code or this link.
https://forms.office.com/r/CJh90FcijP