Our Best Microsoft 365 Tips to Save Time, Money, and Headaches

By |2024-03-12T16:33:23-04:00April 12th, 2022|Email Management Tips, Microsoft 365|

The productivity and security experts at Microsoft know from experience the need to work smarter, faster, and more securely. They continually build productivity and security features into their products while improving existing options. Keeping up can be a challenge. Hence, we’ve assembled our best Microsoft 365 tips to save time, money, and headaches. In addition to productivity tips, we’ve included pointers relating to Microsoft 365 mailboxes and related tools. And having heard horror stories about failed cloud migrations, we must also recommend careful preparation for Microsoft 365 migrations. Finally, knowing they are essential for business success, we can’t ignore Microsoft

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Add-ins for Outlook that Transform the Email Experience

By |2022-05-02T02:46:35-04:00April 6th, 2022|Email Management Tips, Microsoft 365|

Outlook offers a rich selection of features to help individuals and teams communicate and collaborate more efficiently. And Microsoft extends those benefits by partnering with other leading companies to enable users to tailor email to fit their work style. Make your email work for you with some of these powerful add-ins for Outlook. Several of the following add-ins are available at no cost. Others offer a free version, as well as the option to purchase a paid plan with additional features. Take the free version for a spin first. Collaborate with Ease Outlook already operates seamlessly with OneDrive for document

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Read Email Faster with Outlook Reading Pane and Other Productivity Tips

By |2022-03-14T09:59:06-04:00March 9th, 2022|Email Management Tips, Microsoft 365|

Far more than just an email program, Microsoft Outlook delivers essential tools to help users make the most out of their time at work. By adjusting options for the Outlook reading pane, folder pane, and to-do bar, users read email faster and see at a glance upcoming appointments, frequent contacts and key tasks. Typically, when users open Outlook, they see the folders pane on the far left, followed by the message preview area, and reading pane if displayed. The optional to-do bar shows on the far right. Because everyone works differently, Outlook includes several options to customize that dashboard. For

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7 Common Email Mistakes That Kill Your Professionalism… And How to Avoid Them

By |2022-03-14T10:03:58-04:00March 2nd, 2022|Cyber-Security, Email Management Tips, Email Policy|

The average worker spends hours checking and responding to email each day. Unfortunately, that critical business tool can also prove dangerous. Consider the damage of a scathing email sent to the wrong person or sensitive information leaking outside the company. Save your reputation, and maybe even your career, by avoiding these all-too-common email mistakes. Using Email When Another Method Works Better Email works great for non-urgent communication, for communicating with groups of people and for maintaining a documentation trail. For instance, email may be just the ticket for communicating follow-up details to team members after a meeting. On the other

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Microsoft Editor in Outlook Promotes More Inclusive and Professional Email

By |2021-12-23T03:33:49-05:00December 15th, 2021|Email Management Tips, Microsoft 365, Office 365 and Migration|

For years, Microsoft users have depended on Word’s built-in spelling and grammar checker. Many of those users may be not aware that Microsoft has updated and expanded its editing features, bringing them to Outlook. With Microsoft Editor in Outlook, users can both proof and refine their writing to be more inclusive and professional in more than 20 languages. AI-powered Intelligent Writing Support With Microsoft Editor, users benefit from a versatile writing assistant powered by artificial intelligence (AI). The familiar red and blue underlines still alert users to spelling and grammar corrections. But now, Editor also offers stylistic suggestions to help

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Work Faster with Email Dictation in Outlook

By |2022-01-28T09:09:39-05:00December 8th, 2021|Email Management Tips, Microsoft 365, Technology|

Outlook has included dictation capabilities for some time, and users love that it makes emailing faster and more natural. This past summer, Microsoft announced new voice commands that take email dictation in Outlook to the next level. Check out these new commands, along with a review of some favorite Outlook dictation features you may have yet to discover. Accessing Email Dictation in Outlook Features First, a quick review of the basics. To access the dictation features, create a new email or reply to an existing email. Then click the Dictate button (with the microphone icon) on the Message tab. Start

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Exchange Server Breaches Show It’s Not Just About Uptime

By |2022-01-26T15:52:52-05:00October 27th, 2021|Cyber-Security, Email Management Tips|

Early in March 2021, Microsoft announced they had found vulnerabilities that affected their on-premises email platforms. Hackers exploited these vulnerabilities with a series of Exchange Server breaches that have affected hundreds of thousands of organizations. With elevated access, hackers gained the ability to steal data, compromise credentials and plant malware. Since discovering the vulnerabilities in March, Microsoft has released several security patches. However, in a statement released in May, Microsoft indicated that the initial patches alone would not fully protect their customers. If hackers had already compromised the system before the patch, victims would need to take additional steps to

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5 Nifty Time-Saving Microsoft 365 Tips

By |2023-03-17T13:27:09-04:00September 8th, 2021|Email Management Tips, Office 365 and Migration|

The productivity experts at Microsoft know firsthand the need to constantly work smarter and more efficiently. To that end, they continually work to build productivity features into their products and improve existing options. Check out these time-saving Microsoft 365 tips. You may even discover a few gems you never knew existed. 1. Share Documents Quickly (Office) Microsoft allows users to share documents without leaving the app. If the document has been saved to OneDrive, you can send either a link or a copy. When sending a link, Share includes the option to add an expiration date and password. And when

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Implement Employee Off-Boarding and Email Retention Solutions to Protect Your Organization

By |2021-06-07T05:54:46-04:00April 28th, 2021|Email Management Tips, Office 365 and Migration|

When employees leave the company, organizations must determine how to deal with departing users’ accounts to provide protection while limiting company liability. Microsoft 365 and other applications offer several options for addressing employee off-boarding and email retention. The scenarios in this post will help you determine the best solution for your company. Start by Defining a Retention Policy A departing employee leaves behind a digital footprint, including email accounts and other data. Organizations need the ability to review and keep relevant content from ex-employees. At the same time, they need to balance information access with data privacy law requirements and

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Understanding Microsoft 365 Mailboxes Improves Efficiency and Saves Money

By |2021-04-19T06:16:34-04:00April 8th, 2021|Email Management Tips, Email Policy, Office 365 and Migration|

Microsoft 365 offers several different types of mailboxes and collaboration tools. For instance, certain specialty mailboxes facilitate scheduling or allow shared access. Understanding the different types of Microsoft 365 mailboxes and related tools will help businesses communicate more efficiently and can even save license costs. The six main types of mailboxes include: Mailbox (requires paid license) Distribution Group (Free) Resource (Free) Contacts (Free) Shared (Free) Microsoft 365 Groups (Free) Mailbox (requires paid license) When organizations purchase any Microsoft 365 subscription that includes Exchange Online, each licensed user receives a mailbox. This is the mailbox that users add to their various

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Messaging Architects has been providing professional consulting services around unstructured data and information governance for over 12 years.  Our topnotch experienced project management and engineering team assists organizations to address information risk management strategies, eDiscovery processes, data security and information management policies.    Information is an organizations biggest asset but it can also be that organizations biggest risk.

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