Did you know that every month Office365 undergoes numerous improvements and changes? As many are not made public, many of them areoverlooked.
Are you running a business that is aware of these changes? If you are not, you may find that your system is not operating as efficiently as it could.
As a certified Microsoft partner we are aware of the changes as they happen. If required we can keep you informed, ensuring your system stays as smart as it should. However, if you don't have time at the moment for us to go over the changes with you, we have compiled a list of some of the Office 365 hidden functions and tips that can make your life a little easier.
Remove annoying group emails
Are you part of many different email groups? If so, the chances are that you end up being copied in on messages that are not relevent. If you are, click on the message and find the 'Ignore' setting. Once this is done all future reply-all messages in the chain will be sent to trash. You also have the option of un-ignoring the message if you suddenly find that you do need to have input or review some information. Simply go to your trash box, find the email chain and click 'stop ignoring'.
Cleaning and decluttering your inbox
If, like us you recieve hundreds of emails daily, you may well have trouble managing them all. Office 365 has a great little funtion called 'Clutter' that can help you free up space and manage your emails. To enable this feature go to Settings > Options > Mail > Automatic processing > Clutter. Once you are there, you can identify all the individual items you percieve as clutter. Once activated, you need if you keep marking your unwanted messages as “clutter” it will teach Office 365 your email preferences. After a week or so you will find the amount of emails in your inbox shrinking and you will find that it is only the relevent ones on your screen.
Call back or unsend Emails
At some point in time, we will all have written an email that has missed some important info, not been spell-checked, or in the worst case been sent to the wrong recipient. Don't worry, Office 365 has a saviour, otherwise known as the message recall function.
To use this, go to your sent mail folder, open the sent message, click Actions, and select 'Recall this message'.
From here, you will have the following options “Delete unread copies of this message” or “Delete unread copies and replace with a new message.” Now the only downside with this tool is that applies only to unread messages and for Outlook users within the same company domain. So, if you have said something untoward about your boss and you copied him in on the email, you may be able to keep your job, if you are quick enough...
Office store, Apps and tools
Office is not just a system for sending and receiving emails. It also has some great addons and third-party plugins that can help you every day. Want to pay send or recieve money securely via email? Add Paypal.
You can also add something such as Uber. This allows you to set up an Uber ride reminder in your calender.
Boomarang, which is a great email tool that allows you to send emails at a later time and track the responses and you can also add classics such as DocuSign. For more of productivity-boosting plugins, check out the Office Store.
No internet access? No problem
If you need to do some work when travelling on a plane or train for example where you have no internet access, you can enable Offline Access. Found in the settings menu, this feature allows you to continue working on documents during periods of no internet availablility. Then, when you find yoursef inside an area with internet connection, all changes will automatically be synched. You can also use 'Offline access' in your SharePoint Online documents.
These are just a few of the tips and features that can increase your productivity and save time. And as we mentioned, as Microsoft continues to improve the Office 365's capabilities, you will find that every month there will be more features introduced. Some will be obvious, some will not.
If you want to make the most of your Office 365 or any other Microsoft tools, get in touch with us. We have been helping local Swindon and Wiltshire Businesses automate their systems with various Microsoft tools for 20+ years and have technicians that are Microsoft certified and more than willing to help..