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5 Tips for Office 365 from the Business IT Experts

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If your business hasn’t already moved to Office 365, it may be time you consider making the switch. Office 365 offer the most up-to-date versions of the applications you already know and love—Word, Excel, PowerPoint, Outlook, etc, plus it offers dozens of additional benefits from anytime-anywhere access to seamless collaboration tools. It is the essence of where IT is going: cloud-based, user-friendly and highly collaborative. 

Whether you are already using Office 356 or just thinking about signing up, here are 5 tips from our business IT experts that will help you make the most of it.

 

Ignore the reply-alls

We all know how boring the 10 person reply-all emails can be. Luckily, Office 365 has a feature that eliminates this issue for you. It is called Ignore and it is similar to Google’s Mute button. To activate it:  

  • Open the message stream you no longer want to be a part of.
  • Click the Home Button.
  • In the Delete group, click Ignore

Once you have done this, the email thread will be automatically moved from your inbox into the trash. And if you change your mind, go back to where you chose Ignore, and look for the Stop ignoring button.

Increase email security

Office 365 has a new security feature to help prevent its users from falling victim to malicious viruses. This security feature involves colour coding incoming messages so that you can quickly see what the threat level is.

  • Red: Suspicious. This email should be deleted because it could mean that it has failed sender authentication, or could be a phishing attempt.
  • Yellow: Unknown. This means that the email has been marked as spam by the Exchange Online Program. If this email was mistakenly marked as spam for some reason, you can move it to your inbox by clicking, It’s not spam (found in the yellow bar).
  • Green: Trusted. This means that Microsoft has deemed the domain the message is coming from as safe.
  • Grey: Safe. This means that the email has been marked as safe by the user’s organisation, or that it has been moved into the user’s inbox from the spam folder. It could also be from a contact on the user’s safe sender list.

Unsend that accidental email

Everyone has wished they could unsend an email at one time or another.  Maybe you accidently copied someone you shouldn’t have, or didn’t proof your message.  Regardless of why you want to unsend it, now Office 365 may be able help.

  • Open your sent item in a new window.
  • Click the Actions button in the move section.
  • Select Recall this message.
  • If you would like to have this message completely deleted from the sender’s inbox, click Delete unread copies of this message.
  • If you would like to make a minor fix (i.e. fix a typo or add / delete an attachment) and then resend the message, click Delete unread copies and replace with a new message.
  • Then click OK.

The caveats are (unfortunately there are some), the following requirements must be met:

  • Both users must be on the same Exchange within the same organisation. You cannot recall emails that are sent to users outside of your organisation.
  • The recipient must also be using Outlook Desktop, not the Outlook Web App or any mobile version.
  • The original message must be unread by the recipient.

Teach your inbox to de-clutter itself

Inboxes are like to-do lists for most of us, and the fuller they become, the more overwhelmed we feel. The solution? Remove the emails that are not that important and put them somewhere else.  Better yet, have that done for you.  Here is how to use Office 365’s Clutter function.

  • Clutter takes rules that you have assigned for your inbox and applies them.
  • You train Clutter by marking any unwanted message as Clutter.
  • Once trained, Office 365 will automatically move less important messages into your Clutter folder where you can then decide to read or delete them later.

Access your files offline

One of the brilliant things about Office 365 is that all your files are backed up to the cloud and accessible anywhere.  But what if you are flying or don’t have internet access? Fortunately, the Office Outlook Web App offers a feature that allows you to operate within the app while offline.

  • Access your Settings.
  • Click on Offline settings.
  • Then select the Turn on offline access button.
  • Then select Save / OK.

FYI - You must have Internet Explorer 10 or Chrome 16 downloaded to access this feature.

If you are interested in Office 365 for your business, why not speak to one of our IT business experts and get a free consultation? BTA are a Microsoft Gold Partner and can advise on exactly what solutions are best for your organisation.  Click below to get started.

 

Free consultation

 


About BTA

BTA is a Gold Microsoft Partner and leading MSP based in London.  With more than 20 years of experience delivering first-rate IT services for businesses across the UK, BTA offers comprehensive outsourced IT for organisations looking for a trusted IT partner. With 24/7 Help Desk options and dozens of leading technology partners, BTA provides cutting edge IT support and the technology you need to get ahead. Learn more by calling 020 8875 7676 or emailing enquiries@bta.com.

 

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Peter Filitz

Peter is BTA's Sales Manager (who would prefer all meetings to be on the golf course).