“Automation applied to an inefficient operation will magnify the inefficiency” Bill Gates
With an interest in going paperless, it can be difficult choosing the right tools in navigating into a paperless space. Microsoft 365 for Business is one of the tools that would make transition much easier while spending much less.
Microsoft 365 for business is a platform with a combination of tools that helps businesses collaborate with their customers, suppliers, partners and employees in one place.
The tools include onedrive, microsoft teams, word, excel, powerpoint, sharepoint, one note, dynamics 365, outlook, power automate, yammer, Admin and many others. When these tools are used together it creates an ultimate digital space for your office space. It gives an enabling environment for working remotely with minimal hurdles.
To understand the working of the Microsoft office for business, we can break down the tools and what each one of them represents, how they work together.
Microsoft 365 for business tools
One drive
Onedrive is a tool for file storage and sharing. As a user you can store and share files for up to 1 TB of cloud storage.
You can be working on your files and saving them directly to one drive (or sharepoint) effortlessly. Changes are updated across your synced devices. With onedrive you share files using guest links or giving access.
One drive enables secure sharing of information and can only send emails to the authorized users. Accessibility to your files is enabled on all your synced devices, mobiles, laptop, desktop without taking space on your device. Document scanning and storing using your mobile is enabled. This makes it easy for you to scan your receipts, invoices, and business cards on the go. One drive stores all your important documents in your one drive personal vault with additional security.
Microsoft teams
Microsoft teams enable teamwork and communication across the company. It enables you to host online meetings and video calls across the board. You can chat with your team on all of your synced devices, whether mobile, laptop or desktop.
You can meet with your team from anywhere whether within the country or out of the country. You can also host webinars on the same platform which includes attendees registration, email confirmation and reporting.
One note
One note is your digital notebook that can help you get organized. By dividing it into sections and pages it gives easy access and navigation to your notes. You can revise your notes by typing, highlighting and annotations.
You can access it across all your synced devices making your work easier from anywhere. You can use it to share ideas and create.You can record audio notes, insert online videos and add files.
Outlook
Outlook has email hosting with a 50 gb mailbox. You can use your own custom made email domain which can be used on mobiles, tablets and desktops. You can also manage and schedule your calendar of meetings with reminders.
You can also respond to invitations with ease within shared calendars. You can also set up new user emails from wherever you are. It enables large cloud archive and long term preservation policies with exchange online archiving.
Microsoft forms
Microsoft 365 for business has inbuilt microsoft forms that can be used to gather feedback from your customers and employees.
Microsoft list
You can use Microsoft list to track your information and work that matters most with your team.
Microsoft Visio
You can use Microsoft Visio to create, edit and share professional diagrams and flowcharts with your team from the web.
Microsoft bookings
You can manage and schedule appointments with your customers using Microsoft bookings.
Defender for office 365
Defender for office 365 protects against ransomware and other cyberthreats.
This also helps protect against hidden threats in your email attachments and links. It also restricts copying and saving of company’s information to unauthorized applications and locations.
It also controls who has access to company’s information. It does this by applying restrictions like ‘do not copy’, ‘do not forward’ with rights management.
It applies policies that prevent breach threats to windows 11 and windows 10. It also helps your team to securely access business applications regardless where they are working and helps prevent unauthorized access.
PC and mobile management
Security features on your devices are configured. Policies are managed in all your devices. It remotely wipes out company data from stolen or lost devices.
Sharepoint
With sharepoint you can share files, content and information with your team using sharepoint within and out of your organization. You can customize your site to streamline your team’s collaboration. Sharepoint increases productivity by improving work processes from simple tasks like notifications and approvals to complex workflow processes. You can manage your content and information in sharepoint across the board.
Microsoft Powerpoint
Microsoft Powerpoint creates well designed slides for presentation. 3D images and animations can be easily embedded into the slides from your library. You can easily convert handwritten notes into text.
You can practice your speech using a presenter coach through AI. You can track changes made by others on your slide deck.
Microsoft Excel
Microsoft Excel will help you analyze your data. This helps you make good decisions. You can be able to monitor trends, and get ideas to improve your business through analysis. Everything is built on an easy to read spreadsheet. It makes calculations easy by using modern formulas. Microsoft Excel saves you time by placing your data in one place.
Microsoft word
Microsoft Word helps in checking spelling, grammar, punctuations and all. You can share your documents and edit simultaneously with your team. You can also add comments and suggestions in real time.
Microsoft Word enables you to access your documents from anywhere. Your files are protected against digital attacks by ransomware detectors.
Word, excel, powerpoint has web and mobile versions which are continuously updated and can be used in a number of devices. Multiple people can work on the same document simultaneously easing communication and collaboration.
Exchange online protection supports security and compliance of your data.This protects your data and email against spam, malware and other known threats. This also creates password policies that require users to reset their passwords after a specified number of days. It acts as a processor and a controller for data.
Conclusion
Task management in Microsoft 365 for business is enabled through integration of all these components. You can assign, manage and complete your tasks with all these tools inclusive improving your efficiency and productivity while working from anywhere. This makes it easy to collaborate with all your stakeholders digitally. There is no need to produce paper documents to share information. It is all done within one platform digitally.