Category Archives: Office 365

Security Neglect: Office 365 Worst Practices

Everyone is worried about putting corporate files, data and emails on the cloud – or Office 365. This worry continues after deploying Office 365. Paradoxically, the actual efforts put into maximizing Office 365 are inadequate. Of course, Microsoft data centers follow and often create new, global security standards. However, there is Security Neglect at the individual tenant (customer) level. Most do not even know that there is a Office 365 Secure Score. Find out more. Reading time 7 min.

Security Neglect - Secure score

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Drop-down Gamification

Office has so many features that there is no place to show all of them on screen. That is why, Microsoft has to use drop-downs and More… buttons. Unfortunately, most of us never even notice these buttons, leave alone clicking on them to find out what more is available. Due to this, thousands of brilliant features are never noticed. Here is the solution: Drop-down Gamification. This concept applies to More buttons and sub-menus as well. The objective is to make this self-discovery of feature gems as much fun as possible.

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Pitfalls: Office 365 Consumption measurement

Office 365 Consumption involves quantification of product specific usage.  Microsoft as well as customers monitor Office 365 Consumption and use it to estimate ROI as well as efficiency gains from Office 365.

Often, teams a pre-defined increase in utilization as a KRA which is linked to salary / bonus. This article shows the pitfalls of using the Active Users chart to measure Office 365 Consumption. This applies to O365 E3 or above.

Office 365 Consumption Chart

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CIO Crown Session Video: Disruption, Transformation and Acceleration using Office

This keynote was delivered at the CIO Crown event in Mumbai (India), August 2016.  200+ CIOs attended the session. It was an honor to showcase the power of Office365 to a highly motivated and intelligent audience… love it!

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View it in 720p resolution in full screen for maximum impact.

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Office 365 Storage Guide

Many customers have deployed Office 365. However, the usage of all components is not optimal. That is why I wrote this short and simple Office 365 Storage Guide. Tweak it as per your specific needs but the base concept is same. No documents should be stored on local My Documents. Storing a document on a particular device makes it unavailable to even the person who created it. That is why, it should go on a cloud storage.  In addition, files stored on the cloud are easier to share with others.

Office 365 Storage Guide poster

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Office 365 Worst Practices – Part 10 – No Focus on Office

Here is the next installment in the Office 365 Worst Practices series.  Office 365 contains many components. For regular users most of these components are new, except one – Office. Training programs are conducted during the adoption phase to educate users – with No Focus on Office itself. Only server products are covered. Bad idea!

In this post I will explain why this is a major problem and how to solve it. In summary, if you do not know how to use Office well, you will never be able to get maximum gains from Office 365 platform.

Office 365 Worst Practices

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What is Office 365

This is a commonly asked question. There is a lot of confusion about exactly what it means. Here is a simple and practical description of What is Office 365 – primarily for non-technical users. See what you need and then find the right tool.

Business Need

Product

Create Documents –
full featured editing

Office on PC or Mac – all features

Create / Edit Documents – quick editing or viewing

Office on devices (Android / iOS) or Office Online (browser editing)

Create SCORM compliant learning content and Quizzes

Office Mix (add-in to PowerPoint)

Store my own documents

OneDrive (one person’s documents)

Store documents for department: long-term usage

Site (SharePoint)

Store documents for time-bound projects – short-term usage

Groups

Manage cross-functional teamwork – Files, Discussion, Notes, Calendar

Groups

Manage team tasks

Planner

Manage team communication – Chat style (like Slack)

Teams

Discover files used by you and your team

Delve

Communicate urgently

Skype for Business

Communicate slowly

Outlook – Mail

Time Management

Outlook Calendar and Tasks

Personal Contacts

Outlook Contacts

My own tasks and delegated tasks

Outlook Tasks

Ask, inform, discuss, debate

Yammer

Create Interactive Reports. Handle millions of rows very fast. Share on browser or mobile. Independent of Excel.

Power BI

Create mobile apps without programming

Power Apps

Create professional looking content / presentations without manual formatting

Sway

Simple process automation

Flow

Prevent others from forwarding your mails

Information Rights Management

Keep an audit trail of mails, chats and document activities as per regulations

Compliance Center

Prevent employees from sending (leaking) confidential information to external parties

DLP (Data Loss Protection)

Works with Outlook, Word, Excel and PowerPoint

Store important documents, contracts, agreements

Records Center (SharePoint Sites)

There are many features / products which I have NOT included because this list is already very long. I don’t want to scare off people! More features / apps are getting added regularly.  The listing above is accurate as on 15th Dec 2016.

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Office 365 Worst Practices – Part 9 – Emotional attachment to Attachments!

This article is a part of worst practices series for Office 365. Excessive misuse of email attachments for sharing files remains to be the hardest issue to resolve. Read on to find out the problem and the solution approaches available to you.

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