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Tag Archive:Office 365


Office 365 Delve: Your Top Questions Answered

Learn about Office 365 Delve and how it can streamline document sharing in your organization

If your organization uses Office 365 you’ve likely heard of Delve, but may not fully understand its functionality. In this blog we’re going to answer a number of questions we’ve received from some of our enterprise customers related to this new and versatile productivity tool built right into Microsoft’s platform.

What is Office 365 Delve?

Delve is a tool that helps you quickly find the information that is of most value to you, regardless of where it’s located within your organization. It also enables you to easily access data about people within your organization and in turn, those people can find out more information about you.

Gone are the days where you had to know the exact name of a document that you are interested in finding. With Delve, you can quickly see relevant files stored across both OneDrive for Business and SharePoint.

Are there any security concerns related to Delve?

Users are only able to see documents that they already have access to. In addition, other people won’t have access to any documents that are marked as private. For further information about the security of your documents in Delve, Microsoft has published a blog focused on squashing any privacy concerns.

To see what public documents other members of your team are working on, simply:
Click on someone’s name or picture while in Delve
When you locate a document that you’re interested in, you can add it as a favorite or add it to a board to look at later

How do I remove content from Delve?

If you store documents in either OneDrive for Business or SharePoint, they’ll automatically show up in Delve for you, as well as for any of your colleagues who have access to them.

If you’re interested in keeping a specific document private, you can still store it in OneDrive for Business, but you should simply choose not to share it. These documents will not show up in Delve for other people. If you look closely at your private documents in Delve, you’ll see they are marked with a padlock indicating that they’re not accessible by others.

How does Delve know what’s relevant to individual users?

Microsoft has dedicated an entire blog post to explain how Delve assigns relevance, but in short, it’s determined by the Office Graph. This artificial intelligence tool constantly collects data and analyzes all sorts of signals to determine what should be most relevant to you, based on your work habits as well as the habits of your colleagues.

Stay better connected to colleagues with Office Delve

We hope this foray into Office Delve has piqued your interest and will have you exploring this innovative tool within Office 365. For more information about how to use and customize Delve as well as any of the other Office 365 apps, feel free to reach out to Dorset Connects today at 484-845-1600 or email Neal@DorsetConnects.com.


Office 365 – New Skype for Business Features

If you have an Office 365 business subscription that includes Skype for Business, then you already have richer online meetings capabilities, such as the ability to conduct large group meetings for up to 250 people and the ability to Instant Message anyone in your organization at any time—not just during meetings. But that is just the tip of the iceberg. At the Microsoft Worldwide Partner Conferences in Toronto earlier this month, the folks from Redmond unveiled some exciting new features coming to Skype for Business:

1. Translation

Automatic transcription and translation in Skype Meeting Broadcast should arrive by the end of 2016.
While Skype Meeting Broadcast lets you produce, host and broadcast meetings to large online audiences; these new services will provide live closed captioning of presentations and allow viewers to choose translation into their preferred language from a list of supported languages

2. Skype for Business experience in Office

While co-authoring a Shared document in OneDrive or SharePoint, users will soon be able to chat in real-time using Skype for business. A new chat icon will appear (next to co-authors in the document) that will let you contact the other co-author in real time. The feature can be tested in personal OneDrive for now

3. Upload Meeting Attachments in advance

Files you attach to a Outlook 2016 or Outlook on web meetings automatically load into the Skype Meeting document bin as soon as participants join in. Cloud attachments also automatically assign permissions to meeting attendees so as to allow everyone to collaborate during the Skype Meeting

4. Retrieve User Session data

Now Office 365 admins can retrieve user session data for Skype for Business Online using a PowerShell Cmdlet. The new Get-CsUserSession Cmdlet for Skype for Business enables all Skype for Business Online tenant admins to retrieve user session data as it exposes user activities and modalities including registration, Instant Message, Audio, Video, Application sharing, and conference events

These new features make collaboration and communication with your team members quicker and more robust to further enhance your teams’ productivity.


Why Secure Email is Essential for Your Business

Malware most commonly reaches your business through email. As attacks become more sophisticated, your business could be vulnerable. A malware attack means more than just a security risk. If attacked, your business runs the risk of lost intellectual property, productivity, business reputation, time and money. The average total organizational cost of a data breach in the U.S. is $6.5 million, and an average of 250,000 malware variants are detected every day.

070516 blog post image

Malware is any software created to cause damage, but there are different types and considerations when looking to protect your small business. What types of malware are threats to your small business?

  • Spyware is software that gathers information on a user or organization without their knowledge.
  • Trojan horses are malicious programs that trick victims into installing on their computer.
  • Phishing is an attempt to acquire sensitive information by posing as a trusted entity.
  • Worms are standalone programs that replicate themselves to spread to other devices.
  • Ransomware restricts access to system data, demanding ransom to remove the restriction.
  • Viruses are malware that replicate by inserting copies of themselves into other programs, files or hard drives.

Unprotected emails open the door to attacks. Most viruses, Trojan horses and worms are activated when users open attachments or click links in email messages. Without proper protection, you’re opening the door for costly and damaging attacks. The right preventative measures, however, will guard your business against the loss a malware attack brings. These include secure email hosting, email encryption, using a secure email server and anti-virus protection.

Malicious or criminal attacks are the primary cause of data breaches: 49 percent involved a malicious or criminal attack, 19 percent concerned negligent employees and 32 percent involved IT and business process system glitches. Businesses can build up their defenses by using a paid, hosted cloud. Fortunately, Microsoft Office 365’s Exchange Online cloud-hosted email for business fortifies your IT defenses with a variety of tools like robust antivirus protection, automatic patching and anti-spam filtering.

As attacks become more sophisticated, advanced security, privacy, encryption and anti-virus technologies from Office 365 can be your best defense. To learn more about the protection that Exchange Online can offer your business, check out the infographic, “Guarding against email attacks.

Thanks to the Microsoft Office Team for this contribution.


What Does the Microsoft-LinkedIn Deal Mean for Your Business?

Microsoft LinkedIn DealWith the recent announcement of Microsoft’s $26.2 billion acquisition of LinkedIn, many businesses that use on Microsoft products are wondering how the union of the tech giant and the world’s largest professional social media network will affect them. Here are three ways that this partnership could benefit your business:

Selling will become more social than ever

Many salespeople who currently use LinkedIn for generating leads and closing deals can only see potential opportunities via their individual connections and networks. Microsoft Dynamics CRM users will be able to connect with LinkedIn Sales Navigator, which will enhance their ability to build more meaningful relationships with prospects and customers through user data, leading to better sales results.

Mega marketing

The acquisition will offer marketers more opportunities to engage directly with LinkedIn’s 433 million (and counting) users. One such potential way to do so is with the LinkedIn Lead Accelerator, which could be used to maximize retargeting results for Bing ads. Advertisers who use LinkedIn ads and other offerings from the network’s Marketing Solutions services may be able to expand their reach to other areas of the Microsoft suite, including Outlook, Office365, and Skype.

Making it easier to get the job done

In his email to Microsoft employees about the LinkedIn acquisition, company CEO Satya Nadella said, “This combination will make it possible for new experiences, such as a LinkedIn newsfeed that serves up articles based on the project you are working on and Office suggesting an expert to connect with via LinkedIn to help with a task you’re trying to complete.” LinkedIn Learning (based on the acquisition of educational site Lynda.com in 2015), will also be integrated into Office365, which means that employees who want to learn new skills could find courses without having to leave Office and search the Internet for e-learning opportunities.


The future of video conferencing—3 trends breathing new life into a decades old industry

The future of video conferencing

For decades, video conferencing has been a nice-to-have feature for most businesses, but not a necessity. Thanks to advances in both hardware and software—as well as the growing demand for visual communications among millennials in the workforce—that’s all about to change.

Despite the decrease in bandwidth costs, both hardware and software continue to improve video quality while using better compression methods that eat up even less bandwidth. This has helped reduce the costs of video conferencing services and devices, which has led to a widespread adoption in the workplace. Today, virtual meetings can be held in large video conferencing rooms dedicated to cross-team collaboration, on mobile devices like tablets and cell phones or while simply sitting at a desk using VOIP or a conference phone.

As technology continues to improve, here are three trends to expect for the future of video conferencing:

A younger workforce will expect high-quality video conferencing services

The future of video conferencing 2

Cisco recently reported on a growing trend in video conferencing with younger employees stating the stark difference between today’s leaders and leaders of the future. Those in leadership today are very enthusiastic about technology and want to use it where possible, whereas leaders of the future will be dependent on technology and therefore will expect to utilize it throughout their daily lives.

A joint survey performed by Redshift Research and sponsored by Cisco provides context for this statement. According to the survey, 87 percent of young respondents would prefer to work for a more “video-enabled” organization over one that limits its investment in video conferencing. In addition, 84 percent of respondents believe that they would rely on virtual meetings with video for one out of every four interactions at a minimum.

In addition to expecting video as an almost default collaboration tool, 75 percent of young professionals surveyed say they will not settle for low quality. This expectation stems from growing up with technology that continues to improve at warp speed.

Video conferencing will be used for more than the traditional virtual meeting

The future of video conferencing 3

In a recent Q&A session, Lovina McMurchy, general manager of Skype Advertising, stated that Skype averages 8 billion hours of social video calls each year—this has been the case since 2011, when Microsoft acquired the company. The growing trend of video calls will continue to change how people interact with one another and combat some of the stigma associated with choosing video conferencing over face-to-face meetings.

In addition to the growing social use associated with video conferencing, it is now becoming more commonplace during the modern interview process. Global companies often seek global talent, but traveling out-of-state for a job interview isn’t always the best approach. Because of this, a recent study conducted by PGI suggests that 66 percent of job candidates prefer video interviews over traveling to meet a potential employer. This is even becoming more common with local candidates that might need to meet a large team whose schedules do not align.

Video conferencing has also become a popular feature of quality enterprise business solutions. By integrating video conferencing services with enterprise systems, employees are finding new and unique ways to run virtual meetings that go beyond traditional methods. In the same Redshift Research survey about video conferencing, respondents were asked about future features that would help them improve meetings with enterprise integration. Fifty-four percent of respondents showed interest in customizing the viewer’s experience with social media sharing tools. Twenty-one percent would prefer real-time language translation and pop-up bubbles that provide LinkedIn and Salesforce information on meeting participants.

Virtual reality will take video conferencing to the next level

The future of video conferencing 4

Video conferencing services let participants communicate on many levels beyond a traditional conference call. Through viewing facial expressions and body language, participants are able to experience different non-verbal cues, which often make up 93 percent of standard communication. Through virtual reality, participants can take virtual meetings even further.

By wearing a headset like the HoloLens, which combines both virtual and augmented reality into one experience, meeting participants can all sit in the same room together, no matter where they are physically located. This is accomplished via holograms that can be viewed through the headset.

With traditional video conferencing, participants only look into a camera and onto their screens to see one another. This often leads to missed eye contact and a continued feeling of separation. With technology like the HoloLens, participants can turn their head to the left to look at the hologram of the person sitting on their left. They can turn to their right to interact with the person on their right. In addition, they can share projects and manipulate them in real-time as a team. All of this can be done in a virtual environment set in the physical world.

These are just three trends of many set to change the way we interact with one another through video conferencing. As technology continues to evolve, virtual meetings will quickly become the norm and the board room conference phone will become nothing more than a retro paperweight.

Thanks to the Microsoft Office Team for this contribution.


Remote workers can do more with less

Microsoft Word, Excel, Powerpoint mobile apps get useful new features

One of the best things about the Microsoft Office programs is the auto save feature which has saved us countless times when our laptop loses battery or the program suddenly closes or something else happens. But that feature was only available for desktop software. Until now. Finally the autosave feature is available for the Word, Excel, and Powerpoint mobile apps, both for smartphones and tablets. There are also app-specific new features in the latest round of updates from Microsoft.

It does make sense that auto-save will eventually come to mobile devices since you are more likely to lose connection, get a battery drain or malfunction and any other errors that might happen while working on a document on your smartphone or tablet. All three apps will also now get version history, so just in case you wanted to go back in time, you’ll be able to choose from several save points. So even if there is auto-save now, you can still go back to certain points of history in the document.

Another new thing, at least for Word and Powerpoint, is that you’ll finally be able to experience real-time collaborative editing support. There may still be a few bugs here and there, but eventually, it will hopefully become as smooth as with the web apps and Google Docs themselves. Meanwhile, Powerpoint also gets another new feature called “Designer”, but only for the tablet version. There is now a tab called “design ideas” where it suggests to you what theme or layout would work best with a certain picture.

The rollout has already started so you can check the Play Store if your apps are ready for these new features. You can also get the APK if you don’t want to wait.


Mobile CRM Mapping On the Go

Do users of your CRM system leave the office as part of their job? If so, you want them to be effective on the go and enable them to visualize data in the space around them. Maps are the tools that many of us use to navigate the world around us as they are a natural way to find where people and places are.

PowerMap is one of our more popular PowerPack Add-ons that many organizations choose as the mapping solution for their Dynamics CRM systems. If you’ve been wanting to take this mapping solution on the road, there’s no better time than today!

Microsoft Dynamics CRM 2016 finalized the capability to display web resources in the updated CRM mobile app. Web resources can be added to both dashboards and forms, and PowerObjects has optimized the PowerMap solution to work even better with the CRM mobile app.

Let’s take a look at two use cases:

1. In the event of a no-show or early resolution, a field service technician can now locate other customers in the area and use that opportunity to drop-in for an early inspection.

2. When visiting a new opportunity, a sales professional can check to see if there are other nearby accounts they have not touched base with in a while and even get helpful directions to one or more records displayed on the map.

PowerMap, when utilized on mobile devices like Microsoft Surface or Apple iPad, can enable your team do more while on the go.

Want to learn more about Mobile and CRM? Give us a call or drop us an email to find out how your businesses can save time and money when enabling your teams do to more while on the go!


Three Ways the Cloud Protects Your Data

Organizations today are dependent on their need to access a lot of data. More and more, that critical information is moving to the cloud.

Here are three ways that moving to the cloud ensures that you’ll have access to your important files when you need them.

Your Information is ALWAYS Available to You

Moving your data to the cloud ensures that your employees always have access to the information they need when they need it. Whether your company offers flexible work locations for remote workers, or your sales team is on the road and needs access to close a deal, when you move to the cloud, the information is available – at any time and from any device. It saves time and improves your team’s overall productivity.

Your Data is Incredibly Safe

While most people understand the benefits of being able to access their data via the cloud, the most common question we get about the process has to do with data security. At Dorset Connects, we take multiple steps to ensure that your data is completely secure.

In addition to encrypting your data during transfers and employing a multi-factor authentication process, we take another critical step in securing your data by educating your staff. How your team protects your data is frequently overlooked, but integral to an effective data security strategy.

By working with your employees to ensure everyone understands the necessity of the data security measures, everyone becomes a valuable member of the team we have assembled to keep your data safe.

Your Data is Available Even During a Disaster

One of the biggest benefits of moving to the cloud is that regardless of server failures, natural disasters or power outages, you will always have the ability to store and retrieve your most valuable asset: your data. This ensures that you can continue to do business even if you can’t get to the office.

 One client, a regional restaurant chain, used to host their email internally. They faced constant power failures that caused the whole company to lose email access days at a time. Employees would have to resort to using personal email to communicate, causing major disruption to business.

By moving to the cloud, this client was finally able to maintain constant access to their emails, and thereby avoid the hassle that their frequent email outages caused, allowing them to maintain business as usual.

Making the move to the cloud can be a big decision. What it ultimately means to your business is peace of mind, improved employee productivity, and enhanced business agility. Just imagine the ways your organization could evolve if you partnered with an expert company like Dorset Connects to give your employees access at any time, from anywhere, on any device.

Learn more by joining our live breakfast event: Cloud in My Coffee. Register here.


Skype updates for Outlook for iOS and Android

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Today’s updates to Outlook for iOS and Android make it easy to schedule and begin a group chat and call with your friends and colleagues using Skype. Additionally, we updated Outlook with new calendaring features, improved our navigation for Android and delivered on some of your top feature requests.

Let’s take a look at what’s new.

Skype and Outlook—the best way to schedule and join a call

It can be challenging keeping up with friends, family and colleagues. Finding a time that works for everyone and remembering to show up is difficult enough. And then sometimes technology gets in the way: “How do I find you? How do I invite you? Do you have this app installed?”

Outlook and Skype have solved this problem. When creating a new event on your calendar, Outlook now includes the ability to add a Skype Call. When you tap the Skype Call toggle, Outlook includes a Skype link in the description of the event. When your scheduled meeting time arrives, recipients simply click the link in their calendar to launch Skype and join the conversation.

And with the recent launch of Skype for Web, your friends or family can join the conversation as a guest from their computer and enjoy group instant messaging, voice and video calls. No Skype account or app download required.

New Outlook calendar views and navigation improvements

In addition to the new Skype Call scheduling features, we updated the calendar section of Outlook to give you more ability to manage your personal and professional life on the go.

Managing your schedule starts with being able to navigate quickly to any day. With the new two-week mini-calendar, your events for the upcoming week are just a tap away. If you need to go farther into the future or past, simply swipe in this section to get a full month view.

New Outlook calendar views and natigation improvements

Outlook also now provides a three-day view, so you can see more of your schedule at a glance. In addition, we added the ability to set your week start preference—whether it is Saturday, Sunday or Monday.

Skype and Outlook top features 3

The two-week mini-calendar and ability to select week start preferences features are available today for iOS and are coming soon to Android.

Improved Android app navigation

Outlook for Android now sports a new navigation bar to make moving around the app a breeze. This change brings the Mail, Calendar, Files and People sections to the bottom of the app, within easy thumb-reach, decreasing the time it takes to check your calendar or find that important file.

Skype and Outlook top features 4b

Building a better app, together

We’ve been hard at work improving our app with your suggestions. In the past month, we delivered on several of your top requests, including:

Contact push (20K+ votes)—Outlook now allows you to save your contacts to the default Contacts app for iOS or Android. You can easily see the name of a contact when you receive a call or text message from them and view all of their contact information directly from the default Contacts app. Currently, contact push provides one-way sync from email service to the phone. New contacts or contact changes made in your email service (e.g. Outlook.com, Office 365, Gmail) on the web or in Outlook on the desktop will sync to your contacts on your mobile device. Edits made on the mobile device will not sync back to your email service. We are committed to improving Outlook contact capabilities over the coming months.

If you’d like to remove these saved contacts, you can toggle this switch at any time and they will be removed from your address book. For more information on how contact push works, click the ? next to the feature on your device to access the FAQ.

Save files to your Android device (22K votes)—Outlook now supports the option to save files and attachments from your inbox and cloud services to your device’s local storage.

Set Automatic Replies (11.5K votes)—Forget to set your out of office message before you left? You can now set an automatic reply right from Outlook on your mobile device. Go to Settings > select an account > Automatic Replies. For Office 365 and Exchange accounts, your automatic reply is synced from Outlook on your desktop or Outlook on the web.

iOS calendar widget (6K votes)—With next week’s update, Outlook will provide a widget for the iOS Notification Center, making it easy to see your schedule quickly without opening the app. Set this up by going to Edit at the bottom of the iOS Notification Center.

iOS print (5K votes)—Outlook now gives you the option to print emails using available AirPrint printers.

iOS–3-D Touch (3K votes)—Outlook for iOS now supports Quick Actions using the new 3-D Touch technology available on the iPhone 6s and iPhone 6s Plus. On the Home screen simply press Outlook to begin a new email or view your next event.

We continue to work to deliver amazing improvements in Outlook every single week. We need your feedback to help continue to make Outlook even better! Let us know what you think of our new features in a comment below and suggest and vote on future feature ideas right within Outlook by going to Settings > Suggest a Feature.

Frequently asked questions

Q. Does the new Skype integration work with Skype for Business?

A. The Skype Call button creates a link to join a group chat for the consumer Skype app. We will add support for Skype for Business in an upcoming update.

Q. How does the Skype Call link work? Do I need to know the recipients email? Or do I need to send it to an email address associated with their Skype account?

A. No! They just need to click the link to join your conversation.

Q. Can my recipient share the link with other people who want to join the chat?

A. Yes! Simply copy and share the link however you want—in an email, on Facebook, WhatsApp, Messenger or Twitter.

Q. When will this feature be available on Outlook Mail for Windows 10 Mobile?

A. We will deliver this feature in a future update for Outlook Mail on Windows 10 Mobile.

Q. How does the contact sync feature work differently on iOS and Android?

A. Due to the underlying capabilities provided by the platforms, the contact sync feature works slightly differently on the iOS and Android versions of the app.

On iOS, contacts can be saved to your address book for Office 365 and Exchange accounts. If your phone is set up to sync your contacts to iCloud in Settings, the synced contacts will be added as a group in your iCloud account. These contacts will then sync to all devices that are signed in with the same iCloud account.

On Android, contacts can be saved to your address book for any email service that syncs contacts (e.g. any connection but IMAP). To do so, navigate to your account within Settings and tap Sync Contacts.


10 steps to protect your business from cybersecurity threats

Clarence Beaks, December 2015

Protect your business from cybersecurity threats

Small business owners can’t assume cybercrime won’t happen to them. But there are some simple steps that can help mitigate risk.

All too often, data breaches make news headlines but the attention received by business behemoths like Medical Informatics Engineering and Premera when they were hacked has given many SMB owners a false sense of security.

In reality, the National Small Business Association reports 44 percent of small businesses were victims of cybercrime, with an average cost of $9,000 per cybersecurity attack.

Small business owners can’t assume cybercrime won’t happen to them. One wouldn’t leave the doors of your brick-and-mortar location doors flung open all night with shelves stocked full of valuable merchandise and hope nothing happens. By not protecting your business online, that’s essentially the risk you’re taking.

While your business might survive a night or two unscathed, your luck will eventually run out. It’s the same principle with cyber security threats.

Protect yourself

According to the Online Trust Alliance, nearly 90 percent of cybersecurity breaches could have been avoided with simple controls and security best practices. Outlined below are 10 steps you can take to mitigate your risk.

  1. Identify what data is at risk. Create an inventory checklist and understand what people, apps and devices have access to what data. Consider customer data, employee data, financial data and other data such as trade secrets or marketing plans.
  2. Back up automatically. Regularly back up critical email and shared data on all computers and store using a secure cloud solution such as Office 365.
  3. Keep clean machines. Ensure the technology at your business has the latest versions of applications, web browsers, and operating systems. Modern hardware is the best defense against viruses, malware and other online threats.
  4. Secure your networks. Make sure the operating system’s firewall is enabled. If employees work from home, ensure that their home systems also are protected by a firewall.
  5. Implement a mobile-device management plan. Mobile devices can create significant security challenges. Require users to password protect devices, encrypt data and install security apps. Set policies to manage the use of personal technology.
  6. Restrict user access. Ensure each individual employee or vendor can access only the data they need. Make sure a separate user account is created for each employee and require strong passwords.
  7. Create a response and recovery plan. Speak to your insurance agent about cyber-policies that might be right for you and create a plan for how to best respond if a cyberattack occurs.
  8. Educate employees on cyber-security best practices. Create a training plan and keep records for each employee’s participation.
  9. Employ best practices for business credit cards . Make sure your card readers are using modern EMV-chip technology, which make transactions safer by creating unique transaction codes that can’t be used again.
  10. Enlist the help of a partner. Use Pinpoint to find the right technology partner for your business and consider acquiring business cyber insurance to minimize the financial fallout from an actual cybersecurity attack and cover any gaps technology alone can’t fill.

Think you’ve already got your business covered? Take this short cybersecurity IQ quiz to test your knowledge and take steps to fill any gaps that might put your business at risk.