You’ve probably already heard that Microsoft has a cloud version of Office known as Office 365. Office 365 is a little bit unusual as it is a piece of cloud software that is installed onto your PC. The service allows access to productivity tools that are enabled over the internet such as Skype for business web conferencing and Exchange Online.

Many Office 365 plans also include the desktop version of the latest Office applications, which users can install across multiple computers and devices. The full, installed applications include: Word, Excel, PowerPoint, OneNote, Outlook, Publisher, and Access. These can be installed across multiple devices, including PCs, Macs, Android tablets, Android phones, iPad, and iPhone.

So if you’re already using Office 365 and you’re wondering how you can get the most out of it, then we have a few top tips to share with you.

Edit at the same time.

Did you know that you and your colleagues can edit the same document at the same time? The introduction of real-time co-authoring allows users to work together on the web, a desktop PC, a tablet or mobile device, regardless of whether they are online or offline. Collaboration just got a whole lot easier! No more emailing attachments; you can all work on a Word document together!


Fancy a change from PowerPoint presentations?

You’re probably using programs like Prezi rather than PowerPoint these days to create presentations. While you can still use old-fashioned PowerPoint with Office 365, Microsoft is testing a cloud presentation software that’s a little more advanced. Sway is a digital storytelling app for work, school and home that makes it quick and easy to create and share interactive reports, presentations, personal stories, and more.


Link to Files, don’t attach.

If your company uses a business edition of Office 365, then we have a nifty trick for you to use when sharing a file. Upload your file to Office 365’s cloud storage and launch the cloud version of Outlook. Then, instead of attaching the file, link the file on your cloud. Outlook will automatically grant edit permission to the people you are emailing (you can change their permissions too).

Avoid Mistakes

We’ve all done it. That gut wrenching moment when you accidentally hit ‘reply to all’ or write ‘please find attached’ and there is nothing attached! Mailtips will stop this from happening; the tool will warn you about common mistakes, before you make them by default.

Outlook MailTip Options

Turn notes into calendar items.

Use OneNote  to write to-do lists that you can easily covert into tasks with deadlines and reminders on your calendar. You can add details like date, location, topic and attendees then email the meeting notes to your team using ‘Email Page’.

Convert scribbles into text and drawings

When scribbling hand written notes onto OneNote (on a device that supports electric ink e.g Samsung Galaxy Note) you can convert your notes into text. Using the lasso tool, users can fix any guesses that OneNote gets wrong.

Select multiple ink strokes with the Lasso Select tool.

Teach your inbox to declutter itself

‘Clutter’ takes any rules you have set up for your inbox and uses them to automatically move less important messages into the ‘clutter’ folder for you to read or delete later.

Add a signature to your email 

Docusign is available for Outlook, letting you sign documents electronically.

Turn your mouse icon into a laser pointer.

If you are giving a presentation on Powerpoint, you can use your mouse as a fake laser pointer.

The Set Up Show dialog box, for changing the color of the laser pointer

Turn rows of data into a map

The latest version of Excel includes a new feature called the Power Map. It helps convert rows of data into images. If the data is geographic in nature Power Map will put it on a 3D map.

If you’re looking for more tips and tricks sign up to 365 ninja and they will send you a handy tip everyday! 

Interested in Office 365? We provide Office 365 and we can setup the package for you and talk you through the set up process. For more information, fill out the call back form below and a member of staff will contact you to discuss more.


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