With different versions of Microsoft Office available, it can be hard to keep track of all the useful features that it has to offer. We’re here to help! Below are six tips to help you get the most out of Office 365 so that your nonprofit can boost productivity and collaboration.
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1. Teach your inbox to de-clutter itself
It's annoying sifting through spam or unwanted messages in our inbox. There is a tool to combat this, it’s called “Clutter.” It’s a simple feature to use, and here’s how:
- Clutter takes any and all rules you’ve assigned for your inbox and applies them.
- You’re responsible for training Clutter by marking any unwanted message as “clutter.”
- Once it’s been trained, O365 will automatically move less important messages into your “Clutter” folder where you can then decide to read or delete them later.
We all know how obnoxious reply-all conversations can become, but O365 has a feature that eliminates this worry for you. It’s called “Ignore” and is similar to Google’s “Mute” button. Here’s how 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’ve done this, it will be automatically moved out of your inbox into the trash. It's easy un-ignore as well, go into the same “More” option, and click on the “Stop ignoring” button.
3. Bump up email security
Unfortunately with the rampant increase of ransomware attacks, email users are susceptible to being victims of cyber attack. Luckily, O365 has released a new security feature to help prevent its users from falling victim to malicious viruses. This security feature involves color coding incoming messages with unique meanings behind each color. Here’s how to decode those colors:
If your message is…
- Red: Suspicious email. This email should be deleted because it could mean that it has failed sender authentication or could be a phishing attempt.
- Yellow: Unknown email. 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 email. This means that Microsoft has deemed the domain the message is coming from as safe.
- Gray: Safe email. This means that the email has been marked as safe by the user’s organization, has been moved into the user’s inbox from the spam folder, or is from a contact on the user’s safe sender list.
4. Unsend that accidental email
Sent a message before it was ready to be sent? Sent an email to the wrong recipient? Fortunately, O365 has a feature that will help you out! Here’s how it works:
- Open your sent item in a new window.
- Click the Actions button in the move section.
- Select Recall This Message.
- If you’d like to have this message completely deleted from the sender’s inbox, click “Delete unread copies of this message.”
- If you’d like to make a minor fix (e.g., 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.
- There’s an option that allows you to receive notifications if your message has been successfully recalled or not. If you decide to receive this notification, you’ll be sent an email that includes the status of the message.
For the message to be properly recalled, there are requirements that must be met:
- Both users must be on the same Exchange within the same organization. Unfortunately, you cannot recall emails that are sent to users outside of your organization.
- The recipient must also be using Outlook Desktop, not the Outlook Web App or any mobile version.
- The original message (i.e., the message that was recalled), must be unread by the recipient.
Collaborating in O365 Web Apps (the best free alternative to O365) just became much easier. With this update, multiple users are able to create and edit the same document simultaneously. This feature also allows users who are collaborating on the document to see where each collaborator is working in real time, which helps prevent any conflict between users. This also allows you to see any team member’s edits being made and saved in real time.
Web Apps also allows offline collaboration from multiple devices such as iPads, tablets, desktops, laptops, etc. If it isn’t possible for all team members to work online, the team member who doesn’t have online access will still be able to collaborate. The document will just sync their work to the cloud once they have a connection.
6. Access your files offline
Office Outlook Web App offers a feature that allows you to operate within the app while offline. To use this feature, a quick configuration is required in your settings. Here’s how:
Access your settings.
Then select the “Turn on offline access” button.Click on “Offline settings.”
Then select “OK” or “Save”
And you’re set!
One last important thing to note: You must have Internet Explorer 10 or Chrome 16 downloaded to access this feature.
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