When it comes to communication, businesses produce any manner of documents that are read on a number of different mediums, including print or online. The font you use can really make the difference to your documents, when it comes to presentation and readability. It is therefore a good idea to set a default font, based on the type of documents you usually create. If you have Microsoft Word and Office 365, this is quick and easy to do.
Below are steps highlighting how you can change the default font for Word 2010 and 2013, along with a few suggested fonts for different types of documents produced.
How to set the default font in Word 2010 and 2013
The biggest reason setting this default is recommended, is when you create a large number of the same types of document, e.g., blog articles, and want to ensure there is uniformity. When looking to pick a font, you want to choose one that will be easily legible in the medium readers are more than likely to see your content on e.g., on paper or a website. Here are four of the most common font types and what they are best used for.
To sum up: If you are printing material, or it will be printed, use a Serif font. If words are to be presented online, or stored in Word (not printed), use Sans Serif, and for HTML or other code, use Monospace. Most Cursive fonts should generally be avoided in business communication, reserved instead for marketing materials such as posters, flyers and leaflets.
There’s more to Word that you might know. If you would like to learn more about Word, or any of the other programs in Office 365, please contact us today to see how we can help.
One of the most popular tech related trends is the development and release of mobile apps of popular office productivity suites. This is true for Microsoft’s cloud based Office suite – Office 365. The ability to access your Office files from a mobile device has been requested for quite sometime and Microsoft has finally answered with an app for Android.
The app, released in late July, is a scaled down version of the ever popular Office 365 platform. Users can access Word, Excel and PowerPoint documents that are stored either on the device or on SkyDrive/SkyDrive Pro.
These files, as long as they are stored on SkyDrive, will be automatically updated when you make changes from your Android phone. When you access these files, or try to edit them, the extra parts of the app disappear allowing you to focus solely on the document, making it easier to edit.
A bit more about the app itself The app is available for free on the Google Play store, however you do need to have an active Office 365 subscription that includes the Office suite e.g., a subscription to Office 2013, Office 365 Small Business Premium, etc. When you first open the app, you will be asked to sign in using your account and password, and your documents and information will be synced.
At the moment, the app only supports Android smartphones that are running Android 4.0 – Ice Cream Sandwich and later. While the US is the only country fully supported, Microsoft has noted that it will soon be available in 117 countries.
If you meet the requirements, and want to access your files from a mobile device, this can be a great app for you. There is one downside however – it won’t work on tablets.
Why no tablet support Microsoft hasn’t given an official reason as to why there isn’t a tablet specific app. One of the reasons could be the fact that Microsoft is throwing its weight behind their own tablet – the Surface RT and Pro.
If you have an Android tablet and would like to access your Office documents, you can log in using Office Web Apps, from your device’s browser.
If you would like to learn more about Office 365 and how it can help make your employees more productive, please contact us today.
Microsoft is without a doubt the most popular software developer in the world. Their Office programs can be found in nearly every company in the world, and their cloud version of Office – Office 365 – has been gaining popularity. While the most popular Office programs are available with Office 356, there are some like Lync which have gone largely under utilized.
Microsoft Lync is an enterprise/business level instant messaging client combined with video conferencing and VoIP abilities that gives companies a valuable communication medium. There are many benefits Lync can bring to your company. Here are five reasons why you should consider using this platform.
1. It’s mobile Microsoft has gone to great lengths to make Lync a multi-platform program. There are apps for Android, Windows Phone and iOS, and programs for Mac and Windows. All versions are compatible with other platforms which means that you could technically have a video conference where people on nearly any system can join and contribute.
This is also great if you have staff who travel, or work from home. They can still easily join meetings or keep in touch with the office, as long as they have an Internet connection.
2. It’s HD When it comes to video conferencing, you need to be able to see the participants and screen clearly. Lync 2013 supports 1080p High Definition video which enables all participants to have a clear and crisp picture. And because Lync 2013 uses standard video coding and decoding, HD conferencing is available on almost any device that can display it.
Many business owners and meeting participants will appreciate this, especially if you are doing webinars where you are sharing your screen. It also gives a better sense that you are sitting beside the participants, which could help improve communication.
3. It’s accessible on the Web With the release of Lync 2013, Microsoft also introduced the Web version of Lync which allows users to use the program from their browser. Participants will be able to join meetings and conversations from their browser and still have access to most of Lync’s features including HD video, instant messaging and VoIP.
4. It offers improved teleconferencing Lync 2013 is integrated into other Office programs like Outlook. This means you can schedule a video meeting from your calendar, and send the invitation out all without having to start Lync. When the meeting is about to start, participants will usually receive a reminder, and a link that they can click on. When they click on the link, they are taken directly into the meeting, without having to start Lync, and webcams will be automatically turned on.
Making something as easy as possible for all participants involved will ensure that attendance is higher and that people are more welcoming to virtual meetings. Beyond that, if you purchase the Premium versions of Office 365 e.g., Small Business Premium, you can also get hosted support for Lync. This means that Microsoft or a partner will host and manage the server, relieving you of the worry of complicated infrastructure management.
5. There is Skype integration While Office 365 is popular among businesses, it’s not as popular among other users. In fact, many personal users don’t have Lync. This would be an issue, especially if you want to reach out to your customers. But, it isn’t, because Lync is integrated with Skype. Lync 2013 offers Skype integration which allows for voice, video and instant messaging with Skype users. This means that you reach is improved, at little to no extra cost.
If you would like to learn more about Lync 2013 and how Office 365 fits into your business, please contact us today.
With the increasing integration of the Internet into nearly every system many companies have started to invest in cloud based solutions. One of the more well known systems is Microsoft’s Office 365 – the cloud based version of Office. In an effort to make Office 365 more appealing, Microsoft has recently announced an increase in storage for most accounts.
In late August, Microsoft announced that they are doubling the storage for almost every Office 365 user’s email account. Starting from August 29, email storage was doubled from 25GB to 50, which should be more than enough for every employee.
According to a blog post by Steven Brown, Marketing Manager for Exchange at Microsoft: “There’s no price increase associated with this change. Our doubling of your mailbox storage is simply part of our promise to continuously deliver value to our Office 365 customers.”
Storage increase not for all accounts While Microsoft is upping the storage limit for most accounts, there are a few that will not receive the bump. If you have Exchange Online Plan 2, Office 365 Enterprise E3 and E4, Government G3 and G4, Education A3 and A4 you already have unlimited storage and archive, but Microsoft has increased the default mailbox size to 50GB.
Exchange Kiosk and Office 365 Kiosk users are also receiving an increase in storage limits to 2GB. Beyond that, Microsoft also increased the storage size of shared mailboxes to 10GB.
Paying for expanded storage This upgrade in storage isn’t the only recent upgrade Microsoft has announced. The company also recently announced that SkyDrive Pro users have had their storage bumped from 7GB to 25GB, and admins can further increase this up to a maximum of 100GB per user. According to the article posted on the Microsoft Office 365 blog, the cost of expanding the storage above the default 25GB will cost USD$0.20 per GB per month. You will be able to expand the storage in pools of up to 25 users.
If you are looking to learn more about these announcements or how your business can benefit from Office 365, please contact us today to see how we can help.
With the wide adoption of the Internet and systems like email and social media, it’s become widely expected that many businesses are more or less available 24/7. When you receive an email the sender expects a prompt response and many deserve one. The problem comes when you go on vacation and emails sit unanswered for days or even weeks. One common courtesy is to set an automatic reply for when you will be out of the office. Luckily, for users of Office 365’s Outlook Web App, this is easy to put in place.
Here is an overview of the different types of automatic reply available for the Outlook Web App and how to set a response up.
About auto reply If you are going to be out of the office for an extended period and likely won’t be checking your email, setting an auto reply makes sense. Outlook’s auto replies are highly customizable and can be set up quickly and easily.
When you set an auto reply, you are able to pick the length of time it is active for, who will receive the message (either internal, external, or all contacts), and even schedule the reminder to turn off automatically.
Setting an auto reply If you are going to be away or not checking your email you can set an auto reply by:
If you use auto reply, it is advisable to always set a start and end date and time, as this will ensure that the reply will not be sent while you are in the office and causes confusion for all concerned, as well as making you look unprofessional. If you don’t set these dates the automatic reply will also start as soon as you hit save. Looking to learn more about the Outlook Web App or any of the other Office 365 programs? Why not call us, we can give you the lowdown and some valuable tips.
Security is important for any size business and an issue that many struggle with. For small to medium sized businesses, there are numerous security options, one being Exchange Online Protection, an online email security platform which can prove to be really effective if adopted in your business. This service, commonly found in Microsoft Office 365 plans could be beneficial for many companies.
This article is an overview of Microsoft’s Exchange Online Protection (EOP).
What exactly is EOP? EOP is an online, hosted email security solution. Its job is to filter out spam and remove malicious software and malware from emails. It costs USD$1.00 per user/account per month, and is included for free in Exchange Online and Office 365 for business subscription packages.
This cloud based service can be accessed and administered through a Web-based console – the Exchange Administration Centre – which allows you to manage filters, manage tasks and add or delete users. Administrators can also access reports and manage quarantined files.
How EOP works Think of EOP as an extra layer of email based security. It sits before your network and scans emails, deleting viruses and spam before they actually enter your network and can potentially damage your systems. It will also scan emails that go out of the organization for malicious content before they reach other inboxes or networks.
Three major benefits of EOP Using an email security solution like EOP can provide businesses of all sizes with many benefits. Here are three:
Of course, if you work with an IT partner, they should take care of managing EOP for you, so all you have to do is look at the monthly reports and maybe check the quarantine fields, which makes this a nearly effortless solution. If you would like to learn more about EOP, or other email security solutions, why not contact us? We may have a program that meets your needs.
Microsoft Office is the world’s most popular office productivity suite. The cloud based version, Office 365, is quickly becoming the go-to solution for small to medium businesses. One of the reasons for this is the stellar programs that come with it which allow for increased productivity and collaboration. Take for example OneNote – Microsoft’s collaboration and note based tool – which can be incredibly useful in any office.
Here are five ways you can use Microsoft OneNote in your office.
1. Conduct interviews Let’s face it, interviewing potential hires can be a tiring and time consuming task. But, it has to be done. One thing that can help is to come up with a set of questions to ask at every interview. OneNote is the perfect tool for this as you can create a set of questions as a template and then create a new page to include these questions.
During, or after the interview you can fill these out and add in thoughts and notes. The main advantage here is that all of your notes and interview related materials are in a central, easy to find location. This should make interviews just that much easier.
2. Take screen shots One feature of OneNote is that it allows users to easily capture screen shots. By pressing Windows key + S the screen will grey out and you will be able to drag a box around what you want to capture. When you let go of the mouse button, the image is automatically saved to OneNote’s unfilled notes section. From here you can copy and paste it into other notes, or even save it as a PNG image file.
3. Share notebooks When working on a project with multiple colleagues from different teams it can often be tough to get everyone on the same page. A good first step is to have a central area where users can input information or make notes about tasks or ideas. OneNote allows users to create and share notebooks in a central location that can be accessed by all involved.
By having a so-called digital whiteboard, where ideas can be pitched and notes kept, you should see more fluid communication and maybe even increased productivity or project effectiveness.
4. Team to-do lists One of the keys to an effective team is where members know what they are supposed to do and what needs to be done. As a leader, setting up and keeping track of tasks and to-do lists can be a challenging task. OneNote has extensive to-do lists that users can contribute to, thus making managing a team easier and ensuring all members know what needs to be done.
5. In-house wiki As companies become increasingly complex, it can be hard to find the information you need when you need it. That’s why internal wiki’s that contain information and answers to questions have become popular with larger companies.
OneNote allows users to link between notes and notebooks and saves changes in real time. If used correctly, you could create a powerful and useful wiki which can be accessed and changed anytime.
If you would like to learn more about OneNote and how it can fit into your organization, we may have the perfect solution for you, so contact us today.
Office 365 offers a number of popular programs including Microsoft Excel which has long been an important program in any business. With features that allow users to track data, finances or even create tables, businesses rely on it. A popular function that is found in Excel is data validation, which could be useful in many different situations.
Here is an overview of Excel’s data validation.
What is data validation? This useful Excel feature allows users to set a limit as to the type of data that can be entered into a cell or cells. If you use this feature you can prevent users from entering invalid data types, warn them when invalid data is entered or give them a message as to the type of data you want entered.
You can find this function by clicking on the Data tab in Excel and looking under the Data Tools group. When you click on it, a window will open allowing you to configure and set a data validation.
How can it be used? There are numerous uses for data validation, the most popular being when you will be sharing a spreadsheet with other users who will input data into an already designed spreadsheet. Other uses include:
How do I create a data validation? You can create a validation by:
A window will open with three options: Settings, Input Message and Error Alert.
Under Settings pressing the arrow under Allow: will let you pick what type of data you want to be entered in that cell. For example, if you are going to limit the cells to only whole numbers select Whole Number from the drop-down list. The other options will change depending on the type of validation you pick.
Input Message will allow you to set a message that will pop-up when a user hovers their mouse over the cells. To attach a message, simply enter a title for the message in the Title box and the actual message in the Input message: box. Press Ok and the message should show up when you hover your mouse over the cells.
The Error Alert tab allows you to set and customize an alert that will show when a user enters an invalid form of data. You can select from a number of different styles and icons and even configure the error message that will be displayed.
Business today is faster and expected to be accessible from anywhere. Thanks to cloud-based apps, both speed and remote access are possible. While there are many apps on the market, one reputable name is Google with their offering, Google Apps for Business, which you might want to consider as a tool to help the success of your business.
Google Apps for Business is a range of cloud-based productivity apps divided into four main groups or functions: communicate, store, collaborate, and manage. The apps all focus on integration for maximized productivity; which means keeping your team connected and of course giving you the access to work from anywhere.
A company that lacks communication is a company working in the dark. But with apps like Gmail, Google Hangouts, and Google Calendar; no longer will you have to be worried about issues of work slipping through the cracks.
Wouldn’t it be nice if you could do away with external hard drives and storage devices and have your work accessible no matter where you were? With Google Drive you can do exactly that and more.
Work faster with more hands involved. Without the right platform though, this is easier said than done. Now with apps like Google Docs, Sheets, Slides, and Sites, collaboration has never been easier.
Being the backbone of an organization can be quite a handful. But with the right apps. along with good integration, you can do away with the nasty headaches of account management and backup.
While there are many cloud-based apps available online, opt for the wrong one and you can face lost productivity and increased expense. Google Apps may just be the best tool for your business. If you are looking to learn more about this service, contact us today.
OneNote is one of the Microsoft products that comes with most versions of the Office suite. It can also be installed as a standalone application for free. This program is available on various platforms, including Windows PC, Mac, Windows Phone, Android, and iOS devices. It is also accessible via your Web browser as part of OneDrive, which was formerly known as SkyDrive. OneNote acts as your digital notebook, allowing you to easily save and organize information and files.
If you are looking for a powerful note program, OneNote has some great features.
Windows PC, Mac, iOS, Android, and Windows Phone all support OneNote. Install the appropriate version and you can access your notebooks from any of these devices. Previous versions require that you manually sync your notebooks to make them accessible on all devices. However, with the latest version this is no longer required as your notes are automatically synced on your OneDrive. This means you can view and edit them anywhere where you have an Internet connection.
You can access notes on your mobile device that you originally created on your computer. If you have access to a computer that does not have OneNote installed you can easily find the application on the Web. If you go to OneNote’s page on the Web you can log in to the account linked with your installed versions of OneNote and use as you normally would.
OneNote is a great tool for organizing different data and files. You can create various notebooks that contain information on specific subjects. For instance, you could create a notebook for personal use, a notebook containing client information, etc. Each of these notebooks can then contain various sections with color coded tabs, making it easy to organize files.
This feature is helpful, especially if you are working with a large volume of data. Searching for specific information or data is also straightforward with a convenient search function. You can simply type your keyword in the search field and wait for the result. Click on your chosen result and you will be taken to that particular note.
The latest version of OneNote also has a new cloud API that allows third party applications to be used. This allows users to enjoy more features, as they are not just confined to the features that are native to OneNote. One of the apps that you can use is OneNote Clipper. Install this on your browser and use it to automatically save clippings from the Web in just one click.
Tables are often used for creating databases or for comparing and listing data. Creating tables in OneNote 2013 is more convenient as it now allows you sort data within a table, designate header rows, as well as change the color of the cells. You can also insert an Excel spreadsheet into your notes.
If you are using a touch capable device you can write notes or draw using a stylus or your fingers. This is especially helpful for jotting down quick notes or reminders about what to insert on a page. Circling or underlining a word or group of words is quick and easy to do.
Organized data and files are easy to access, which is vital when you need this information at your fingertips. OneNote keeps data in order so you can easily find what you need when you need it.
Find out how OneNote and other tech innovations and updates can support your business productivity. Get in touch today!