The Many Advantages of Using Microsoft SharePoint

source: news.microsoft.com

SharePoint is Microsoft’s document management and collaboration platform that’s used by everyone, from SMBs to Fortune 500 companies for intranet creations, collaboration within an organization, streamlining business processes, and much more. More than just a platform, you’ll gain SharePoint advantages from their many offerings, such as SharePoint Online, the SharePoint Server, OneDrive for Business, and more.

For example, with SharePoint in the cloud, users can upload and disseminate files that can be viewed by anyone in the organization. Sites can also be created for easier sharing of data within an organization or with customers, and because SharePoint in the cloud can be hybridly deployed, secure information remains on premise while low-security data move around the cloud. There’s also a lot of customization, as you can use the out-of-box offerings or opt for a more personal approach that incorporates your brand’s designs and logo into everything.

You also have the option of creating communication sites for the sole purpose of spreading information. They’re so easy to create than anyone within an organization can do it, and will look good everywhere — PCs, Macs, and mobile devices. And by connecting SharePoint with Microsoft Office 365, your organization can get Office 365 features like email, application and storage for any connected device, be it a desktop, laptop or phone. You also have many backup options like a ‘secondary’ backup that stores everything that’s deleted for up to 90 days.

The point is that there are a lot of SharePoint advantages with near limitless capabilities, and that is exactly what we’ll be covering today.

SharePoint Advantages

SharePoint is considered by many to be one of the most productive and collaborative platforms out there. Let’s see why.

Centralization

With SharePoint, nothing is fragmented because everything is stored in a single place. Whether it’s hard drives, mailboxes, or external storage devices, everything is in one place and can be accessed and shared by everyone within the organization. You can store documents securely, track information, and collaborate like never before, all from one central location.

Seamless Work Environment

SharePoint creates a seamless work environment whereby everything is tightly integrated for a consistent user experience. Manual workflow processes can be automated to increase productivity and so that employees can focus on tasks that require greater attention.

Collaboration

We’ve already touched on collaboration, but we’re going to delve deeper for a better understanding. For example, you have end to end document management, in which you and your team can stay connected and track a document throughout its lifecycle. Files can be easily shared with other users, and multiple people can simultaneously work on a document at once. You have access to anything at anytime, and can track business activities like document reviews and approvals.

Final Thoughts and TL;DR

SharePoint is for you if you’re part of a small business or an enterprise. In case you don’t have the time for the full read, here’s the tl;dr version:
● Microsoft SharePoint is a document management and collaboration platform used by many
● With SharePoint on the cloud, you can upload and share files across the organization
● SharePoint in the cloud can be deployed with a hybrid approach in which more important and sensitive data is stored on-premise while less secure information remains in the cloud
● You can either use the out-of-box option or customize as your brand sees fit
● Communication sites can be created for easier collaboration
● Microsoft Office 365 can be integrated with SharePoint, a process that gives you the benefits of Office 365 in the SharePoint environment
● You also have a variety of backup options that prevent the accidental deletion of important data
● Centralization of everything, from hard drives to mailboxes, creates a seamless work environment that promotes collaboration

One final comment, do yourself a favor and pair SharePoint with your business.

The Many Advantages of Using Microsoft SharePoint

Posted by Sophina Dillard No comments

source: news.microsoft.com

SharePoint is Microsoft’s document management and collaboration platform that’s used by everyone, from SMBs to Fortune 500 companies for intranet creations, collaboration within an organization, streamlining business processes, and much more. More than just a platform, you’ll gain SharePoint advantages from their many offerings, such as SharePoint Online, the SharePoint Server, OneDrive for Business, and more.

For example, with SharePoint in the cloud, users can upload and disseminate files that can be viewed by anyone in the organization. Sites can also be created for easier sharing of data within an organization or with customers, and because SharePoint in the cloud can be hybridly deployed, secure information remains on premise while low-security data move around the cloud. There’s also a lot of customization, as you can use the out-of-box offerings or opt for a more personal approach that incorporates your brand’s designs and logo into everything.

You also have the option of creating communication sites for the sole purpose of spreading information. They’re so easy to create than anyone within an organization can do it, and will look good everywhere — PCs, Macs, and mobile devices. And by connecting SharePoint with Microsoft Office 365, your organization can get Office 365 features like email, application and storage for any connected device, be it a desktop, laptop or phone. You also have many backup options like a ‘secondary’ backup that stores everything that’s deleted for up to 90 days.

The point is that there are a lot of SharePoint advantages with near limitless capabilities, and that is exactly what we’ll be covering today.

SharePoint Advantages

SharePoint is considered by many to be one of the most productive and collaborative platforms out there. Let’s see why.

Centralization

With SharePoint, nothing is fragmented because everything is stored in a single place. Whether it’s hard drives, mailboxes, or external storage devices, everything is in one place and can be accessed and shared by everyone within the organization. You can store documents securely, track information, and collaborate like never before, all from one central location.

Seamless Work Environment

SharePoint creates a seamless work environment whereby everything is tightly integrated for a consistent user experience. Manual workflow processes can be automated to increase productivity and so that employees can focus on tasks that require greater attention.

Collaboration

We’ve already touched on collaboration, but we’re going to delve deeper for a better understanding. For example, you have end to end document management, in which you and your team can stay connected and track a document throughout its lifecycle. Files can be easily shared with other users, and multiple people can simultaneously work on a document at once. You have access to anything at anytime, and can track business activities like document reviews and approvals.

Final Thoughts and TL;DR

SharePoint is for you if you’re part of a small business or an enterprise. In case you don’t have the time for the full read, here’s the tl;dr version:
● Microsoft SharePoint is a document management and collaboration platform used by many
● With SharePoint on the cloud, you can upload and share files across the organization
● SharePoint in the cloud can be deployed with a hybrid approach in which more important and sensitive data is stored on-premise while less secure information remains in the cloud
● You can either use the out-of-box option or customize as your brand sees fit
● Communication sites can be created for easier collaboration
● Microsoft Office 365 can be integrated with SharePoint, a process that gives you the benefits of Office 365 in the SharePoint environment
● You also have a variety of backup options that prevent the accidental deletion of important data
● Centralization of everything, from hard drives to mailboxes, creates a seamless work environment that promotes collaboration

One final comment, do yourself a favor and pair SharePoint with your business.

Let’s Talk About Your SharePoint and Microsoft Office 365 Backup Options

We can all agree that one of the most bothersome plagues of the modern workplace is the deletion — accidental or otherwise — of a file that was not supposed to be deleted in the first place. Sure, it can happen to anyone, but when it happens to you, it feels like end of the world. It feels like you wasted X amount of hours working on something, only to see it get flushed down the toilet. More specific, it makes you feel like a schmuck. And when someone else does it, may divine intervention swoop in and save them, because saying that you will be upset is putting it lightly.

The problem is that at the end of the day, there’s really nothing you can do about it… or is there? As we’ll see today, when you’re working with SharePoint and Microsoft Office 365 you have a couple of backup options that are there to save the day.

Your SharePoint and Microsoft Office 365 Backup Options

First and foremost, the Administrator’s Recycle Bin will be your best friend. As this post explains:

“Unlike PC’s Recycle Bin, SharePoint Recycle Bin can store not just files and folders. It is a catch-all place for any user-created content that was deleted. That includes documents, folders, whole document libraries, SharePoint lists and even complete sites! So in other words, whether you delete a document from a document library, an event from a calendar, task from a task list, contact from a contacts list or even the whole SharePoint Site – they will all end up in SharePoint Recycle Bin.”

source:  http://www.offthecusp.com

It’s a simple solution that’s available for 90 days — plenty of time for you to remember that the file shouldn’t have been deleted in the first place. In essence, anything you delete, anything at all, will be stored in the Recycle Bin. And if you do a secondary delete and empty the Bin without realizing that there was a precious file in it, rest assured knowing that there’s a ‘secondary’ backup to save the day (a quick note, only the SharePoint Administrator can access the secondary stage Recycle Bin).

Another backup option that’s not really a backup option per se, you should always manage your security and permissions. For example, if a user only needs to view a file, minimize their permissions and don’t give them contribute privileges; if they do need to make edits, don’t give them full control. A similar preemptive action you can take is to set up alerts that notify you when a file is deleted. And as you can see below, the process is pretty simple:

1. Name the alert
2. Choose who to send the alert to
3. Choose a delivery method — email or text
4. Choose the ‘change type’ — in this case, it’ll be when an item is deleted
5. Edit your change type further and specify whether to filter alerts based on specific criteria — when anything changes, when someone else changes a document, when someone else changes a document created by me, or when someone else changes a document last modified by me
6. Choose when to send alerts — immediately, as a daily summary, or as a weekly summary

source: https://commons.wikimedia.org

Finally, if it’s the case there there are certain files that are especially important and you don’t want to even risk deleting, designate them as records, which essentially prevents their deletion. For some help with this, use this guide to set up retention and deletion policies.

Final Thoughts and TL;DR

Before we had the ubiquitous cloud — when things were physical and on-premise — an accidentally deleted file could be brought back to life with the help of the IT department and the regular backups they conducted. Many still do this, but many others bypass the pains that these backups entail.

Thankfully, with collaborative environments like SharePoint and Microsoft Office 365, where things are virtual and spread out everywhere, there are a couple of backup options you can make use of. We already covered these options, but if your schedule is packed and you don’t have the time for the full read, here’s the tl;dr version:

● The Recycle Bin and the secondary stage Recycle Bin will be your best friends
● Only the Administrator can access the secondary Bin
● Remember, you only have 90 days to recover files from the Bin
● Manage security and permissions and restrict what users can do
● Set up alerts to notify you when a file is deleted
● If the files are extremely important and you don’t want to take the risk, designate them as records to prevent their deletion

Best of luck!

Let’s Talk About Your SharePoint and Microsoft Office 365 Backup Options

Posted by Sophina Dillard No comments

We can all agree that one of the most bothersome plagues of the modern workplace is the deletion — accidental or otherwise — of a file that was not supposed to be deleted in the first place. Sure, it can happen to anyone, but when it happens to you, it feels like end of the world. It feels like you wasted X amount of hours working on something, only to see it get flushed down the toilet. More specific, it makes you feel like a schmuck. And when someone else does it, may divine intervention swoop in and save them, because saying that you will be upset is putting it lightly.

The problem is that at the end of the day, there’s really nothing you can do about it… or is there? As we’ll see today, when you’re working with SharePoint and Microsoft Office 365 you have a couple of backup options that are there to save the day.

Your SharePoint and Microsoft Office 365 Backup Options

First and foremost, the Administrator’s Recycle Bin will be your best friend. As this post explains:

“Unlike PC’s Recycle Bin, SharePoint Recycle Bin can store not just files and folders. It is a catch-all place for any user-created content that was deleted. That includes documents, folders, whole document libraries, SharePoint lists and even complete sites! So in other words, whether you delete a document from a document library, an event from a calendar, task from a task list, contact from a contacts list or even the whole SharePoint Site – they will all end up in SharePoint Recycle Bin.”

source:  http://www.offthecusp.com

It’s a simple solution that’s available for 90 days — plenty of time for you to remember that the file shouldn’t have been deleted in the first place. In essence, anything you delete, anything at all, will be stored in the Recycle Bin. And if you do a secondary delete and empty the Bin without realizing that there was a precious file in it, rest assured knowing that there’s a ‘secondary’ backup to save the day (a quick note, only the SharePoint Administrator can access the secondary stage Recycle Bin).

Another backup option that’s not really a backup option per se, you should always manage your security and permissions. For example, if a user only needs to view a file, minimize their permissions and don’t give them contribute privileges; if they do need to make edits, don’t give them full control. A similar preemptive action you can take is to set up alerts that notify you when a file is deleted. And as you can see below, the process is pretty simple:

1. Name the alert
2. Choose who to send the alert to
3. Choose a delivery method — email or text
4. Choose the ‘change type’ — in this case, it’ll be when an item is deleted
5. Edit your change type further and specify whether to filter alerts based on specific criteria — when anything changes, when someone else changes a document, when someone else changes a document created by me, or when someone else changes a document last modified by me
6. Choose when to send alerts — immediately, as a daily summary, or as a weekly summary

source: https://commons.wikimedia.org

Finally, if it’s the case there there are certain files that are especially important and you don’t want to even risk deleting, designate them as records, which essentially prevents their deletion. For some help with this, use this guide to set up retention and deletion policies.

Final Thoughts and TL;DR

Before we had the ubiquitous cloud — when things were physical and on-premise — an accidentally deleted file could be brought back to life with the help of the IT department and the regular backups they conducted. Many still do this, but many others bypass the pains that these backups entail.

Thankfully, with collaborative environments like SharePoint and Microsoft Office 365, where things are virtual and spread out everywhere, there are a couple of backup options you can make use of. We already covered these options, but if your schedule is packed and you don’t have the time for the full read, here’s the tl;dr version:

● The Recycle Bin and the secondary stage Recycle Bin will be your best friends
● Only the Administrator can access the secondary Bin
● Remember, you only have 90 days to recover files from the Bin
● Manage security and permissions and restrict what users can do
● Set up alerts to notify you when a file is deleted
● If the files are extremely important and you don’t want to take the risk, designate them as records to prevent their deletion

Best of luck!

Everything You Need to Know About Microsoft 365

As corporations spread and branch out across the globe, it’s clear that the modern workplace is transforming. Employers are looking to adapt with solutions that will empower their people with innovative technology to address the growing demands and challenges of the Digital Age.
Seeking to address the commercial needs of businesses of all sizes — from the largest enterprise to the smallest business — Microsoft recently announced Microsoft 365, a complete business solution bundled with Office 365, Windows 10 and Enterprise Mobility + Security.

Microsoft 365

The business-only package (sorry consumers, this is not for you) comes in two versions — Enterprise and Business — for large organizations and small-to-medium size businesses (SMB) respectively.

Microsoft 365 Enterprise

The enterprise option comes in two versions as well (E3 & E5). Built on the foundation of the Secure Productive Enterprise, 365 Enterprise replaces it and empowers employees to work creatively, efficiently and securely.

Straight from Microsoft’s blog, Microsoft 365 Enterprise:

● Unlocks creativity by enabling people to work naturally with ink, voice and touch, all backed by tools that utilize AI and machine learning.

● Provides the broadest and deepest set of apps and services with a universal toolkit for teamwork, giving people flexibility and choice in how they connect, share and communicate.

● Simplifies IT by unifying management across users, devices, apps and services.

● Helps safeguard customer data, company data and intellectual property with built-in, intelligent security.

"We use Microsoft 365 Enterprise to foster a modern and highly secure workspace for employees empowered by teamwork and collaboration—everything we need to succeed in a global, digital market." - Bobby Berry, Senior VP, Business Solutions, Fruit of the Loom

Microsoft 365 Business

The SMB option, made for smaller organizations, supports up to 300 users, integrates Office 365 Business Premium, and includes three new applications that are part of the Business Premium pack. We’ll get into these shortly, but for informational purposes they are: Microsoft Listings, Microsoft Connections and Microsoft Invoicing (additionally, MileIQ, Microsoft’s mileage tracking app, will also be included). 

Also from Microsoft’s blog, Microsoft 365 Business:

● Helps companies achieve more together by better connecting employees, customers and suppliers.

● Empowers employees to get work done from anywhere, on any device.

● Protects company data across devices with always-on security.

● Simplifies the set-up and management of employee devices and services with a single IT console.

"We need creativity to push that next thing. We use Microsoft 365 Business, it’s all the things we need in one place." - Heyward Garner, Chief Operating Officer, Garner Food Company.

New Applications Coming to Office 365 Business Premium

Let’s get acquainted with the three new applications bundled with Office 365 Business Premium and, by extension, 365 Business.

Microsoft Listings

It’s a fact that a good way to get discovered is by listing your business online. Unfortunately, the listing process is time consuming. Here to help you out, Microsoft Listings lets you publish your business information on top sites like Facebook, Google, Bing and Yelp, and will help “get your business discovered online by new customers.” And when you update your information, the changes automatically occur across the different websites.

 

Microsoft Connections

Microsoft Connections is an easy-to-use marketing service that will help you “drive more sales with simple email marketing tools.” As we know — or should know — email marketing is of great use in lead generation and closing sales. Well, with Connections you’ll be able to create professional-looking email marketing campaigns, manage subscribers by segmenting them into different target groups, and track open rates, clicks, new sign-ups, new customers, and more.

Microsoft Invoicing

A very important part of running a business is time management. You have to get estimates and invoices out on time, and you also have to account for other things like pending payments and their processing. The problem comes when your information gets jumbled in all the different systems you have to use. With Microsoft Invoicing, you can create professional invoices and “get paid fast with hassle-free invoices and online payments.” It works with PayPal and, by using a connector to QuickBooks, can sync customer and catalogue data and even transfers invoicing information to your account.

Extra: MileIQ

MileIQ, Microsoft’s mileage tracking app (iOS and Android), will also be included with Office 365 Business Premium. This tool is especially useful for those whose occupation requires travel with their personal cars, such as those who make customer visits or attend partner meetings, as its automatic drive detection and mileage logging allows for a hassle-free experience.

Extra: Office 365 Business Center

Sort of an extra but not really, Office 365 Business Center offers a central location where you can manage your applications. It provides easy access to your business applications and data with a unified dashboard where you can view key metrics such as total outstanding invoices, number of appointments, invoices and payments being created or updated by employees, impressions and more. It also has an activity feed that lets you stay up-to-date with everything and, even better, once you connect an app and sync information, the same is automatically recognized in other apps.

Final Thoughts

If you’re looking to grow your business, Microsoft 365 is there to help you out by simplifying your sales process and increasing your revenue. You’ll be able to virtualize your desktop with intelligent applications while safeguarding your corporate data on all devices. More than that, you and everyone you work with will be empowered to be creative and work together, securely. 

For additional benefits of adopting Microsoft 365, take a look at the Forrester Total Economic Impact Study (commissioned by Microsoft) for Business and Enterprise.

Everything You Need to Know About Microsoft 365

Posted by Sophina Dillard No comments

As corporations spread and branch out across the globe, it’s clear that the modern workplace is transforming. Employers are looking to adapt with solutions that will empower their people with innovative technology to address the growing demands and challenges of the Digital Age.
Seeking to address the commercial needs of businesses of all sizes — from the largest enterprise to the smallest business — Microsoft recently announced Microsoft 365, a complete business solution bundled with Office 365, Windows 10 and Enterprise Mobility + Security.

Microsoft 365

The business-only package (sorry consumers, this is not for you) comes in two versions — Enterprise and Business — for large organizations and small-to-medium size businesses (SMB) respectively.

Microsoft 365 Enterprise

The enterprise option comes in two versions as well (E3 & E5). Built on the foundation of the Secure Productive Enterprise, 365 Enterprise replaces it and empowers employees to work creatively, efficiently and securely.

Straight from Microsoft’s blog, Microsoft 365 Enterprise:

● Unlocks creativity by enabling people to work naturally with ink, voice and touch, all backed by tools that utilize AI and machine learning.

● Provides the broadest and deepest set of apps and services with a universal toolkit for teamwork, giving people flexibility and choice in how they connect, share and communicate.

● Simplifies IT by unifying management across users, devices, apps and services.

● Helps safeguard customer data, company data and intellectual property with built-in, intelligent security.

"We use Microsoft 365 Enterprise to foster a modern and highly secure workspace for employees empowered by teamwork and collaboration—everything we need to succeed in a global, digital market." - Bobby Berry, Senior VP, Business Solutions, Fruit of the Loom

Microsoft 365 Business

The SMB option, made for smaller organizations, supports up to 300 users, integrates Office 365 Business Premium, and includes three new applications that are part of the Business Premium pack. We’ll get into these shortly, but for informational purposes they are: Microsoft Listings, Microsoft Connections and Microsoft Invoicing (additionally, MileIQ, Microsoft’s mileage tracking app, will also be included). 

Also from Microsoft’s blog, Microsoft 365 Business:

● Helps companies achieve more together by better connecting employees, customers and suppliers.

● Empowers employees to get work done from anywhere, on any device.

● Protects company data across devices with always-on security.

● Simplifies the set-up and management of employee devices and services with a single IT console.

"We need creativity to push that next thing. We use Microsoft 365 Business, it’s all the things we need in one place." - Heyward Garner, Chief Operating Officer, Garner Food Company.

New Applications Coming to Office 365 Business Premium

Let’s get acquainted with the three new applications bundled with Office 365 Business Premium and, by extension, 365 Business.

Microsoft Listings

It’s a fact that a good way to get discovered is by listing your business online. Unfortunately, the listing process is time consuming. Here to help you out, Microsoft Listings lets you publish your business information on top sites like Facebook, Google, Bing and Yelp, and will help “get your business discovered online by new customers.” And when you update your information, the changes automatically occur across the different websites.

 

Microsoft Connections

Microsoft Connections is an easy-to-use marketing service that will help you “drive more sales with simple email marketing tools.” As we know — or should know — email marketing is of great use in lead generation and closing sales. Well, with Connections you’ll be able to create professional-looking email marketing campaigns, manage subscribers by segmenting them into different target groups, and track open rates, clicks, new sign-ups, new customers, and more.

Microsoft Invoicing

A very important part of running a business is time management. You have to get estimates and invoices out on time, and you also have to account for other things like pending payments and their processing. The problem comes when your information gets jumbled in all the different systems you have to use. With Microsoft Invoicing, you can create professional invoices and “get paid fast with hassle-free invoices and online payments.” It works with PayPal and, by using a connector to QuickBooks, can sync customer and catalogue data and even transfers invoicing information to your account.

Extra: MileIQ

MileIQ, Microsoft’s mileage tracking app (iOS and Android), will also be included with Office 365 Business Premium. This tool is especially useful for those whose occupation requires travel with their personal cars, such as those who make customer visits or attend partner meetings, as its automatic drive detection and mileage logging allows for a hassle-free experience.

Extra: Office 365 Business Center

Sort of an extra but not really, Office 365 Business Center offers a central location where you can manage your applications. It provides easy access to your business applications and data with a unified dashboard where you can view key metrics such as total outstanding invoices, number of appointments, invoices and payments being created or updated by employees, impressions and more. It also has an activity feed that lets you stay up-to-date with everything and, even better, once you connect an app and sync information, the same is automatically recognized in other apps.

Final Thoughts

If you’re looking to grow your business, Microsoft 365 is there to help you out by simplifying your sales process and increasing your revenue. You’ll be able to virtualize your desktop with intelligent applications while safeguarding your corporate data on all devices. More than that, you and everyone you work with will be empowered to be creative and work together, securely. 

For additional benefits of adopting Microsoft 365, take a look at the Forrester Total Economic Impact Study (commissioned by Microsoft) for Business and Enterprise.