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M365 Boost Your Productivity LW.pptx

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M365 Boost Your Productivity LW.pptx

  1. 1. Microsoft 365: Boost Your Productivity
  2. 2. 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!
  3. 3. 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
  4. 4. Microsoft 365 Business Plans
  5. 5. Accessing your M365 hub
  6. 6. In browser
  7. 7. Boosting Your Productivity
  8. 8. 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)
  9. 9. 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
  10. 10. Collaborating on a document
  11. 11. Commenting and Assigning tasks in docs
  12. 12. 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
  13. 13. 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
  14. 14. The power of Sharing • New rules! • Share, don’t attach…..
  15. 15. 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.
  16. 16. 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
  17. 17. Forms
  18. 18. 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.
  19. 19. 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.
  20. 20. Unifying OneNote
  21. 21. Microsoft Lens
  22. 22. 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.
  23. 23. 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.
  24. 24. 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
  25. 25. 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
  26. 26. 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.
  27. 27. 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.
  28. 28. To-Do • Connects to Outlook • Very simple interface • Today and To-Do • Timescales and notes • Comes up in Tasks in Outlook
  29. 29. 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.
  30. 30. 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
  31. 31. 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.
  32. 32. Thank you Please complete the feedback form for this course using the QR code or this link. https://forms.office.com/r/6G0cgGKLA1

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  • Forms are great for gathering the following types of data:
    Qualitative – substantial written feedback given from open questions 
    Quantitative  - numbers/ ranked  ie 3 out of 5 star 

    When it comes to creating forms, Microsoft gives you the following 7 choices:
    Multiple choice  - where you can choose from a list of provided options
    Text based answers -  where you can input your own response in typed text
    Ratings  - where you can provide a score based on experience
    Dates -  Where you can input a relevant date using a simple calendar input format
    Rankings  - where you can drag and drop answers into their correct order
    Likerts -  where you can select from a number of multiple choice options in a table format
    Net Promotor Score  - which enables you to understand someone is likely to promote you, demote you or remain passive based on a score between 0 (Negative) & 10 (Positive)
  • Forms are great for gathering the following types of data:
    Qualitative – substantial written feedback given from open questions 
    Quantitative  - numbers/ ranked  ie 3 out of 5 star 

    When it comes to creating forms, Microsoft gives you the following 7 choices:
    Multiple choice  - where you can choose from a list of provided options
    Text based answers -  where you can input your own response in typed text
    Ratings  - where you can provide a score based on experience
    Dates -  Where you can input a relevant date using a simple calendar input format
    Rankings  - where you can drag and drop answers into their correct order
    Likerts -  where you can select from a number of multiple choice options in a table format
    Net Promotor Score  - which enables you to understand someone is likely to promote you, demote you or remain passive based on a score between 0 (Negative) & 10 (Positive)
  • Microsoft is planning to unify its OneNote and OneNote for Windows 10 apps into a single OneNote app. The software maker is taking all the improvements in its UWP OneNote for Windows 10 app and bringing them over to the traditional OneNote desktop app instead.

    Microsoft is creating a single OneNote for Windows app with a visual refresh - The Verge

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