microsoft office365

#30: Office 365: New Updates and Features!

In this episode of The Power Up Project, we cover:

>The latest updates in your Office 365 suite

>What can these new features do for your business?

Transcript:

In this episode of the Power-Up Project, we do a quick recap of the most recent Grassroots IT webinar.

Hey. Welcome to this episode of the Power-Up Project. My name is Ben Love, and I’m your host for today’s episode. What we’re going to do today is a little recap on the webinar that we hosted about a week ago now on some of the latest updates from Office 365. Now, I’m not going to take you through the entire webinar. There was a huge amount of content in there, but you know what? The recording of the webinar is up on our website. Just go to grassrootsit.com.au to the blog, and you will find the recording there.

What I did wanna do, though, is just call out a couple of the more important points that came out of that webinar, and particularly some of the ones based on the feedback we had from attendees on that webinar and from the discussions that have come out the back of it as well as to what really peeked people’s interest the most.

Probably the first thing, it’s a really important point, I’ve said it before and I’ll say it again, Skype for Business is going away, and it is being replaced by Microsoft Teams. If you have not already started the transition from Skype for Business across into Teams, and if you do actively use Skype for Business, obviously, then now is the team. You really must be looking at this. We do have some cheat sheets up on the website, and we will link to them again in the show notes here in case you need to go and have a look at Microsoft Teams and just work out how it’s going to work for you because it will work for you, it’s a great tool.

The other really interesting point of discussion that came out of that webinar was around Microsoft’s To-Do product. It’s a little bit of software called To-Do, Microsoft To-Do. As you would have guessed, it is a to-do list manager. A very simple tool that lets you create to-do lists, add some notes to it, tick them off once you’re done, couple of other little features on the side, but in the essence, that’s what it does.

For those of you familiar with Wunderlist, which still is a very popular list tool, that’s actually owned by Microsoft. A lot of the functionality and favourite bits of that are all being brought across into To-Do. But the interesting point of the discussions that we had after the webinar was the fact that To-Do is now synchronising with Microsoft Outlook, and specifically within the tasks section in Outlook. If you are a user of tasks, or I guess if those things could be of benefit to you, have a look at that because we actually had some people on the webinar pretty excited about the fact that tasks in Outlook and To-Do items in the To-Do mobile app are now actually synchronising.

I haven’t been into the use cases with those people yet, but I will be digging into that a bit more because I am curious. But for now, that’s a really good thing for you to know.

The other interesting point that came off the back of that webinar too was a bit of discussion around where the various project management and, I guess, task management tools from Microsoft all fit in. At one of the spectrum, we have Microsoft To-Do, which I just explained. It’s a fairly simple list maker that you tick off items on the list as you go. It has some basic collaboration and sharing features in there, but not hugely intended for that sort of role. It’s sort of more for one person to keep track of their own task lists.

The next step up in the family of products from Microsoft is Microsoft Planner. Now, for those of you familiar with other [inaudible 00:03:43] style tools, such as Trello, you’ll be very familiar with Microsoft Planner. It works in the concept of buckets, and then within the buckets you’ve got cards or items. You can drag and drop those items around between lists and change their status from in progress to completed and so on. Cards and items can be assigned to other people in your team, you can have multiple people looking at this board simultaneously. It really is a very simple but very powerful and effective way of helping a small team of people really stay on point with what it is they’re meant to be working on and who’s attention is where.

We start off with Microsoft To-Do, which is the simple one person end. We take the next step up into Microsoft Planner, which is better and more capable of dealing with teams and keeping a team of people on track. Then at the next step up, we move up into Microsoft Project, which is a fully fledged project management tool with a lot of the very powerful project management features that you would expect. It is the sort of the tool that, to be honest, unless you are a project manager, unless you have a little bit of training and some experience in that area, it may be a little bit too much. It may be not what you’re after. But of course, for the project managers who are listening, you’ll probably already be very familiar with Microsoft Project and all of its bigger team and larger project capabilities up at the top end there.

They’re probably the key points I just wanted to call out from the webinar that we hosted last week. Of course, as I said, the recording of that webinar is available on our website. There will be a link in the show notes to that recording. If you do want to have a bit more of a deep dive into what the latest updates are in the Microsoft 365 family of products and services, please check out the show notes and head on over.

Thanks for listening to this episode of the Power-Up Project, brought to you by Grassroots IT and Digit IT. Please, leave us a review wherever you get your podcasts. Until next time, keep powering up.

#22: What Can Officevibe Do for Your Organisation

What Can Officevibe Do For Your Team CultureIn this episode of The Power Up Project, we cover:

〉What is Microsoft Officevibe?

〉How can it help you and your organisation?

 

 

Transcript:

In this episode of The Power Up Project, I’m going to introduce you to a great little tool called Office Vibe.

Welcome to this episode of The Power Up Project. I’m Ben Love, your host for this episode. Today, I want to talk to you about a great tool that we use here at Grassroots IT called Office Vibe. Now, Office Vibe is a web based application that helps you to measure and monitor your employee engagement. Now, this can be extremely useful for your managers at a HR level at all different levels of the organisation because, I mean, let’s face it. We all think we’ve got a good handle on our team culture. We all think all of our staff are beautifully engaged, but the fact of the matter is that there will be a lot of stuff happening there in the organisation that you are not aware of.

A tool like Office Vibe can actually help you uncover that information because if you don’t have the information, you can’t do anything with it. If there is a problem emerging there with your team engagement, with your team culture, if you’re not aware of it, you can’t fix it. What Office Vibe does is that it will automatically and very, very anonymously survey your team on a regular basis across a wide range of questions of different areas which all come back to that engagement piece, and then it will present you with reports both a high level number, but then also broken down into different areas of engagement. And, not only that, it’ll take it the next step further, but it will help give you advice and guidance on how you can address individual areas of your staff engagement that may need a little bit of work.

We found it to be an extremely valuable tool. I have certainly uncovered a various things happening within my organisation that I wasn’t aware of, but with the benefit of people being able to submit anonymous feedback, people feel a little bit more empowered I guess to share that information. And so, I can take that information, and then I can make changes within the organisation. I can work within individual people. I can take whatever steps I need to help increase employee engagement and help make this a better place for everybody to work.

If you do have staff, I would encourage you to think about having a look at Office Vibe. You can find it on the internet. It is free for a lot of users. You can pay a little bit more to get some premium features. I don’t. I just use the free functionality and it does a great job for our purposes.

Thanks for listening to this episode of The Power Up Project brought to you by Grassroots IT and Digit IT. Please leave us a review wherever you get your podcast and until next time, keep powering up.

#21: What is the Microsoft Office Autosave Feature?

Microsoft Office Autosave FeatureIn this episode of The Power Up Project, we cover:

〉There is a new Autosave Feature in the desktop versions of Microsoft Office apps

〉What you need to look out for in your workflows if you’re used to the traditional saving methods Microsoft Office

 

 

Transcript:

In this episode of The Power Up Project, we talk about the new auto save feature in the Microsoft Office apps.

Hey, welcome to The Power Up Project. I’m your host for this episode, Ben love. So, Microsoft have just released a great, new little feature into the Microsoft Office apps. By that I mean Word and Excel and so on, that you use as part of your Microsoft Office 365 subscription.

The new feature that they’ve released is auto save. Now, this is something that those people who’ve been using the web app versions of this software for a little while now will be very familiar with, but it is new to those of us who are using the desktop installations of Word and Excel and so on. Essentially, what it means is that rather than having to remember to click save on your documents progressively as you’re using them, the system simply automatically saves your changes as you type. It literally does it in near real time. So, it’s a constant type thing.

Now, I personally think this is a fantastic feature. Like I said, I’ve been relying on this feature for a while now, when I use the web apps of Word and Excel, which I do a fair bit. But it’s great that it’s now there with those desktop apps. You can tell if you’ve got it and if it’s turned on by having a look in the very top left hand corner of your application.

For example, if you have Microsoft Word open, have a look in the very top left corner there when you’ve got a document open in Word, and there’ll be a little toggle switch, which turns auto save on and off. Now, it does default to on and it will really only work actually for documents that are saved in your OneDrive or that are saved within SharePoint. But honestly, for a lot of us, that’s really where our documents are all saved these days. For those people, it’s just going to be there automatically for you.

If you do have your document saved on a traditional file server, for example, or if you have it saved locally on your computer on the C: drive, for example, the auto save feature is not going to do what it should. It’s not going to be able to work its magic.

Now, this sounds like a great new feature. But anecdotally this is catching a couple of people unawares. The particular situation here is if you’re the sort of person who takes an existing document and uses that almost like a template. You might open up an existing letter that you had written to a client, you might make some changes to that for different client, and then you might click on the Save As button, and save a new version of that for the new client.

Now, that was all well and good when we had to click on the Save button. But if you think about that, what’s happening now is that with auto save turned on as you’re typing, you’re actually going to be saving those changes over the top of your original letter, and you probably don’t want to be doing that if this is the way you’ve been using your documents.

If you’re the sort of person who does that, if you do open up a previous document that you’ve used and intend to use that almost like a template for a different purpose, what I’d suggest you do is maybe copy that document first. Copy paste, duplicate that document on the file system and then open up the copy so that you can do that auto save. Either that or as soon as you open up that document, before you start making your edits, click on Save As and save it as a new document. So that as auto save then does its thing, you will not lose that original content.

Thanks for listening to this episode of The Power Up Project brought to you by Grassroots IT and Digit IT please leave us a review where ever you get your podcasts and until next time keep powering up.