How To Get Office365 Email Attachments Automatically Saved Into a Folder

Tired of searching through your Office 365 emails for attachments? Store them in one place for easy access. It’s dead easy to do.

In fact, it is a straightforward task to automate the saving of your email attachments to a variety of locations. You aren’t limited to saving your attachments to a local shared folder, it’s possible to save to a Microsoft OneDrive service, Google Drive, Dropbox, even a SharePoint document Library!

Let me introduce you to Microsoft Flow. Flow is a cloud-based service that makes it super simple to automate common tasks and business processes across your applications and services.

If you are a Microsoft Office365 customer, then a Microsoft Flow plan is included with your license.

Once you have logged into your http://www.office.com account, you will see your list of applications available from the app launcher icon in the top left of your screen.  You may need to click on “All Apps ” to see the flow icon.

Click on Templates from the Banner Menu

Odds are you’ve already found an amazing list of possibilities. That’s right, there’s an entire world of productive goodness in Flow, only a click of a button away. To-Do lists, Notifications, but let’s get those attachments from our email stored away securely in a cloud of our choosing.

Select “Email” from the list of available Flows

You will probably find that the top selection is “Save Office 365 email attachments to OneDrive for Business “. Let’s choose that one.


Now you can have easy access to your Office 365 email attachments from OneDrive for Business.

All attachments sent to your Office 365 inbox will be saved in a folder called Email attachments from Flow.

It really is as simple as clicking on the” Create Flow “button on the bottom of the screen.

Once you have done that you will be taken to a confirmation screen where you can toggle the Flow on or off with the familiar toggle icon in the top right of the screen

That’s it. You are done.

To test the flow, create a new mail with an attachment and send it to the Outlook mail address that was used.

Let’s head over to your OneDrive for Business. You should now see a new folder titled “Email attachments from Flow “in which your attachment from the test email is securely saved, as are any future attachments that are emailed to you.

Job done. Simple.

How to Change your Password in Windows 10

Applies to

  • Windows 10 users

Overview

There are several ways to do this, so let’s step through them.

The Quick Way

  1. While logged on at any time, press Ctrl+Alt+Del. On the screen that pops up, the option to change password should be available.

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2. Simply input your old password, and your new password – and then your new password once more (to confirm you didn’t make a typo) and you’re done!

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The Menu Way

  1. Not all of us have keyboards that can press Ctrl+Alt+Del (looking at you, MAC users!) – so we must use another way.

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2. Firstly, you can simply start typing change password with the start menu open – and you’ll be taken to the right place.

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3. Secondly, if you are unable to do this, you can also click the settings button (the gear icon at the base of the menu) 

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  1. Now that you’re in the settings, you can choose Accounts -> Sign-in Options and choose change password.

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Congratulations, you’ve changed your password in Windows 10!

 

Creating Effective Sharepoint document library

How to Design the Most Effective Sharepoint Document Library

With recent updates from Microsoft, we’re seeing increased enthusiasm from clients wanting to either adopt, or increase their use of SharePoint Online for document storage and collaboration. The recent release of the new Onedrive for Business sync client has also remove one of the last remaining roadblocks for a number of organisations (ie: because it now actually works properly!).  

When moving from traditional ‘shared folder’ type file storage to SharePoint, the new concept of Document Libraries is introduced. One way to think of a Document Library is simply as a top level folder under which  you can create sub-folders for document storage.  

For some people, the instinct will be to create a single Document Library to replace the older shared folder, and dump all existing content across to that in exactly the same structure as it was. From a technical perspective, there’s nothing stopping you from doing this, however it’s generally not the most effective approach to using SharePoint and Document Libraries.  

Instead, I’d encourage you to take a step back, and consider more about the content that you’re looking to put into your document libraries, and how you might want to work with it. For example, if you need to secure some of your data to only a subset of users (eg: payroll details) then you may be better off creating a document library just for Payroll.  

If you intend to use the Onedrive sync clien to syncronise your document library content to your local computer (which is quite common) then by separating your content into separate document libraries you can choose which content to syncronise without having to syncronise absolutely everything.  

Here is a simple decision chart to help you get started in thinking more about the structure of your SharePoint Document Libraries. If you would like more help with this, please let us know and we’re happy to talk it through with you.  

Flowchart: Designing your SharePoint Document Libraries

How Can I Repair a Corrupt Hard Drive?

It’s the moment we all hope never comes. That moment when you go to access that super important document, or browse those super cute baby photos from years ago, and you get some cryptic and largely useless error message on the screen telling you that no, you can’t access that file, because that hard drive is corrupt, or unreadable, or some equally such infuriating thing.

But that’s ok, right, because your data is backed up somewhere else, like online to the cloud. Right? Oh….

So this is the point at which you madly start googling, and texting your neighbour whose kid knows something about computers. Help! How do I repair a corrupt hard drive??

I have some good news for you, and some not-so good news. The good news is that in some cases there are some easy steps you can take on your own computer to repair the hard drive (at least enough to let you copy the files to a new, working hard drive). The not-so good news is that if these steps don’t work, this could get expensive.

Windows

If you work with a Windows PC, there is a built in tool that you can use to scan and attempt to repair a corrupt hard drive. If these steps work, then fantastic! In a lot of cases when a hard drive starts suffering from corruption it will only continue to degrade and get worse, so follow up immediately by buying a brand new hard drive and copying all of the data from the old drive to the new one.

Follow these steps to run a scan on the corrupt hard drive. Note that this process will only work if the hard drive is still appearing in your computers list of drives.

  1. Open up File Explorer either by pressing the Windows + E keys together, or selecting File Explorer (also called Windows Explorer) from the Start menu.
  2. Right-click on the troublesome hard drive in File Explorer and select Properties from the menu that appears.
  3. Select the ‘Tools’ tab on the window that appears and click the ‘Check’ button.
  4. Follow the prompts to run a scan and repair on the hard drive.

Mac

Mac computers have a similar built-in tool called Disk Utility. To repair a corrupt hard drive on a mac, follow these steps:

Open the Disk Utility application. The easiest way to find it is to press the Apple + Space keys together to open the Spotlight Search field. Start typing “Disk Utility” and the application will appear in the results list for you to select.

You can also open the Disk Utility from Applications -> Utilities

If you have a Fusion Drive, make sure you disconnect it before running the first aid utility. It may also be wise to disconnect any other external drives, USB sticks etc.

In Disk Utility select a disk or volume from the sidebar, and then click the First Aid button up top.

Next Steps

If the above steps worked, then congratulations! Go straight out and buy a new external hard drive and copy all of those important files across immediately! Once that’s done, go and setup an automatic online backup so this doesn’t happen again!

But what if the steps above don’t work? In some cases your friendly neighbourhood computer geek may have some extra tools and tricks they can try, but in some situations this may even risk damaging the hard drive even further.

If the missing files are important enough to you, you may want to consider talking to a specialist data recovery company such as Kroll Ontrack or Payam. Generally these companies will charge you a fixed amount of around $100 to analyse the failed hard drive and quote on recovery. The actual cost of recovery will depend on how severe the corruption is, with prices, in our experience, ranging from a couple of hundred dollars through to thousands of dollars. These companies can truly work miracles, however sometimes miracles don’t come cheap.

So, before you hit the panic button, remember when you see those cryptic ‘hard drive corrupt’ messages, all may not be lost. Follow the steps above, or give us a call if you want us to hold your hand through the process.

office 365 mailbox quota increase

Microsoft reveals new Office 365 Mailbox quota increase

This week the Office 365 Roadmap announced that an increase in Mailbox quota with Exchange Online would be increasing from 50 GB to 100 GB.

The new mailbox quotas will only apply to the Office 365 E3 and E5 plans. All other plans will remain with the 50 GB quota.

Why the need to upgrade?

You might ask why the need to increase mailbox quotas with Exchange Online when only a few individuals need extra space?

Well, a) storage is cheap for Microsoft especially when bought in the quantities that Microsoft purchases to equip hundreds of thousands of Office 365 servers.

And b) it gives them a competitive advantage against Google. Google’s G Suite (which includes Google Drive, Google Photos and Gmail) is limited to only 30 GB. This gives Microsoft a huge upper hand in this market.

Things to consider:

If you’re using the Outlook desktop client, consider how much data you want to cache locally and how well the hard disk on your PC will cope with the size of that cache. PCs equipped with fast SSDs usually perform well up to the 10 GB mark and slow thereafter. PCs with slow-spinning 5,400 rpm hard drives will pause for thought well beforehand.

So if you upgrade your mailbox quota, consider the cost of upgrading your hard disk.

Although having a large mailbox can be an advantage, it also comes with its challenges. While Search is much better today, looking for an item can feel like looking for a needle in a haystack. Sometimes it can be much simpler to the delete the items you know you don’t need.

install office 365

How to install the Office 365 desktop applications on your computer

A lot of Microsoft Office 365 plans include what’s called Desktop Licencing. This is the bit that lets you install the Microsoft Office applications such as Word and Excel on your computer. In this post we show you how to install Office 365 on your computer.

 

1.Sign in with your work or school account at https://portal.office.com/OLS/MySoftware.aspx.

 

If you don’t see Office listed, your plan probably doesn’t include Office applications. If you know your plan includes Office, you may not have a license assigned, see What Office 365 product or license do I have? If Office is not listed ask your Office 365 administrator to assign a license to you.

 

2. On the Office page, go to the version of Office you want to install. For example, your admin may have given you the option to install either Office 2016 or Office 2013.

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IMPORTANT: The process that installs Office 2016 also uninstalls all Office 2013 products. See “Stop, you should wait to install Office 2016” error or How do I reinstall Office 2013 after an Office 2016 upgrade.

 

3. Select a Language, and accept the default to install 32-bit, or select Advanced and choose 64-bit from the drop-down list. If you’re not sure which version to install, see Choose the 64-bit or 32-bit version of Office 2016.

 

IMPORTANT: If you currently have the 32-bit version of Office (or a single, stand-alone Office app such as Visio) installed on your PC, you’ll need to uninstall that version before you can proceed with installing the 64-bit version.

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334. Select Install.

5. Depending on your browser, go to the install pop-up that appears and click Run (in Internet Explorer) Setup (in Chrome), or Save File (in Firefox).

NOTE: If you’re using Edge, first click Save, and then click Run.

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If you see the User Account Control prompt that says, Do you want to allow this app to make changes to your device? Click Yes.

6. The install begins.

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7. Your install of Office 2016 is finished when you see the phrase, You’re all set! Office is installed now and an animation plays to show you where to find Office applications on your computer. Follow the instructions in the window, for example Click Start > All Apps to see where your apps are, and select Close.

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8. Start using an Office application right away by opening any app such as Word or Excel. In most cases, Office is activated once you start an application and after you agree to the License terms by clicking Accept.

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Now you’re ready to use Office 365!

Configuring your Office 365 email on your Android device

Follow these simple instructions to get your Office 365 email account up and running on your Android mobile device.

1.Under “Settings” choose “Accounts & Sync.”

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2. Touch the “+” to add an account.

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3. On the “Add an Account” page, select “Exchange ActiveSync.”

rferfv4. On the “Set up Exchange ActiveSync account” page, enter your email address and password, and select “Manual Setup.”

5. On the full set up page, please enter the following information:

  • Email: sample@darwinport.com.au (your email)
  • Server Address: outlook.office365.com
  • Domain: [blank]
  • Username: Enter your Email
  • Password: your password (if it didn’t carry over from the previous screen)

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6. When creating a Microsoft Exchange Account on your Android, the Autodiscovery service attempts to use your Exchange email address and password to determine your Exchange Server information and configure your account settings on the phone. If the Autodiscovery feature is unable to configure your Exchange account settings, click Trust on the message “Unable to verify this site’s security certificate” that is displayed on the device similar to this:

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  1. Android supports the synchronization of Mail, Contacts, Calendar and Tasks. By default they are all enabled. You have the ability to selectively disable or enable any of these features by unchecking those options. You can also set at this point how often you wish to sync. Select “Next” to finish.

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Configuring your Office 365 email on your iPhone using the Mail app

Follow these simple instructions to get your Office 365 email account up and running on your Apple mobile device, using the built-in ‘Mail’ app.

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  1. Tap Settings.
  2. Tap Mail.
  3. Tap Add Account.
  4. Tap Exchange.

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5. Enter your Email addressPassword, and a short Description (e.g. your company’s name) for your email.

6. Tap Next.

7. Autodiscover will try to find the settings you need to configure for your account. If autodiscover cannot find your settings, enter the following information:

Field What to enter
Server outlook.office365.com
Domain Leave this field blank
Username  Enter your full email address (for example, holly@coolexample.com)

8. Tap Next.

9. Tap Save.

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Return to your home screen and open the Mail app — you should see some email messages, in your new inbox!

To make sure you can send messages, compose an email and send it to yourself.

PS – For some more advanced features why not consider using the Microsoft Outlook app on your iPhone instead of the standard ‘Mail’ app? (and of course a link to another blog post showing how to do so)

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Backing up Office 365 with Backupify

More and more companies are relying on Office 365 to get their business done, but all that cloud data is followed by risks you may not be aware of. What if a file is accidentally deleted or overwritten? Do you have a plan for when employees leave the company? How do you ensure their files and information stays within the company? Enter Datto Backupify.

Datto Backupify fills a gap in the Office 365 offering by backing up the data within user mailboxes, OneDrive & the company SharePoint sites. It ensures that companies can access and control the data they entrust to these systems and prevents data loss from external threats, user and service error.

If you’re currently using (or looking to migrate to) Office 365, you should know that Office 365 doesn’t back anything up long-term. If you delete something, after a 30 day period it is gone forever, unless you use a third party tool like Backupify.

Backupify lets you restore individual files/emails to entire SharePoint libraries and mailboxes as well as an external download so you can actually download your data to your computer/server. This is a function that a lot of other products can’t do, instead they can only restore back into Office 365.

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    • Manage backups, view restores, and see an activity feed from an easy-to-use dashboard
    • Zero in on files, emails, contacts, and calendar invites with robust search parameters
    • Restore files, emails and calendar invites directly to a user’s account or download them instantly to your own computer

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It’s also inexpensive, 1-24 staff is $75ex/month for the client and they get three backups a day. For more information about Datto Backupify contact us on community@grassrootsit.com.au

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SharePoint document libraries get a facelift

The uptake of Microsoft SharePoint by Australian small businesses is increasing, driven in part by the rapid move towards Office 365, which effectively includes SharePoint at no extra cost. Many businesses are discovering the benefits of SharePoint for a range of uses ranging from simple shared calendars to full blown document management systems.

Document Libraries, which form a core component of SharePoint, are finally due to receive a long-overdue update, bringing the user experience up to date with modern expectations. Not only is the visual design changing to a far more appealing and modern look, but new features are being introduced such as file linking, and far easier file move/copy functionality.

Microsoft SharePoint has long provided exceptional functionality, but I’ll be the first to admit that the dated user interface could often be a barrier to user adoption. If it’s been a while since you last looked at how SharePoint could benefit your business, I encourage you to have a look at how far the product has come.

For a more detailed run down on the new Modern Document Libraries you can visit the Office Blogs.

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