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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Office 365 and SharePoint Information Session

Coffee, croissants and Office 365. What more could you want?

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A few months ago, our good friends over at Sharing Minds approached us about holding an information session about Office 365 and SharePoint to educate our clients about the benefits of using software that can make day-to-day business life easier for them and their employees.

So last week at Microsoft HQ in Brisbane, attendees settled into their seats with a coffee in one hand and a croissant in the other to listen to Ben and Adam share their experiences and recommendations about working with Office 365 and SharePoint.

The focus of this session was to help people who are using Office 365 and SharePoint use the features that they may not have yet discovered and to encourage non-users to join the bandwagon to better develop their business.

Adam Clark (founder of Sharing Minds) shared his wealth of knowledge and insight into really high-level features that SharePoint has to offer.

Ben shared some great user case studies from a couple of our clients who are using this software and how easy it is to implement into any business. We’ve got Ben’s notes below for your reading pleasure!

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Microsoft Office 365 is a high level brand that covers an ever-expanding range of Software Products and Cloud Services.

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Expected active Office 365 users will exceed the 100 million mark in early 2017.

 

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The top two features driving Office 365 adoption are Exchange Online and Desktop Licensing. But if that’s as far as you go, you’re missing out on a lot of cool stuff that’s already in the box. Here are some of the newer features of Office 365 that you may not know about.

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Archiving, Legal Hold & eDiscovery

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  • Office 365 mailbox size limits are BIG at 50gb
  • Previously had to use 3rd party products
  • Policies can be entire mailbox or query-based
  • eDiscovery and Advanced eDiscovery features

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Case Study

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  • Registered Training Organisation (RTO) specialising in building leadership and communication in business
  • Previously had Exchange in-house with a separate dedicated email archival system
  • Migrated Exchange to Office 365 and enabled Legal Hold

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Video Conferencing & Cloud PBX

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  • Skype for Business
  • Instant messaging
  • Video calling – 1:1 and conference calling
  • Webinars & Screen-sharing
  • Cloud PBX

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Case Study

 

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  • People in Brisbane, Moura, Darwin and New Zealand
  • Moved email to Exchange Online
  • Adopted Skype for Business to enable easier more effective communication
  • Aiming to replace legacy phone systems

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Cloud Sharing & Real-time Co-Authoring

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  • Desktop Licenses to install Word, Excel and so on
  • Cloud Sharing
  • Co-authoring, which can actually be done simultaneously on the same document!

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Secure & Private Video Library

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  • Secure video storage & management
  • Magic stuff to stream video to different
    devices in the optimum format
  • Ideal for an internal training library

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If you’d like to know more about Office 365, don’t hesitate to get in contact with us at Grassroots IT to find out more. Sharing Minds are experts on Sharepoint (as well as other products, such as Power BI) and would love to assist your business in making the most of it. You can contact them here.

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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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What’s new on Windows 10

I’ve been seeing more people and businesses transition from Windows 7 or 8 to Windows 10. A question I always get asked before they make that transition is “what do I need to know about Windows 10?”.

So, I’ve compiled a list of features that are new to Windows 10:

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Start Menu

The new Start menu looks more like your mobile apps than a desktop menu. It has the same navigation function as it did before (installed applications, power options and settings), but it just looks a little different.

Don’t like the tiles? Just right-click to remove them. Move your mouse to any edge of the menu to resize.

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Cortana

Cortana is your digital agent; she helps you to get your work done. You can talk to Cortana using your built-in microphone or type your question directly into the search bar. The more you use Cortana, the more personalised your experience will be.

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Some of the cool stuff Cortana can do for you:

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  • Track packages, teams, interests and flights
  • Send emails and text messages
  • Manage your calendar and keep you up to date
  • Create and manage lists
  • Chit chat and play games
  • Open any app on your system
  • Find facts, files places and info

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Need a personal assistant? Cortana’s your girl. You’ll just have to get your coffee yourself.

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Microsoft Edge

Say goodbye to the old Internet Explorer and hello to Microsoft Edge. Think of the new web browser as a Hub where you can collect all your favourites, reading lists and browsing history in one place. You can add extensions to translate web pages, block adds and even manage your passwords all in one place. Cortana can even help you from within the web page.

My favourite feature of Microsoft Edge is that it’s the only browser that allows you to write directly on a web page. You can write notes on a recipe, doodle or highlight information directly on the website you’re on, save it and share it!

Please note: We do not own this video

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Tip: Sign in with a Microsoft account to have all your preferences available across all your Windows 10 devices.

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OneDrive on your PC

When you receive your Microsoft account you get free online storage with OneDrive. Save your files in OneDrive means you can access them from any PC, tablet or phone. You can also share those documents with anyone that has a Microsoft account.

The files you save to OneDrive are available online at OneDrive.com (just sign in using your Microsoft account) and offline on your PC. If you’re stuck somewhere with little to no internet, you can still access your files. Once you’re reconnected to the internet, OneDrive automatically updates the online versions of your document with the changes that you made when you were offline.

So, now you can go to the park or the beach and take your work with you!

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Family

While I have been pointing our business features of Windows 10, I think it’s worth pointing out the Family feature. Windows 10 isn’t just great for business, it’s personal uses and family attributes are also noteworthy.

Basically, you can add your family members to your Microsoft account and Family allows adults keep kids safer online by seeing their online activity, limit their time on Windows 10 devices and limit their spending. It helps to make sure kids aren’t seeing any inappropriate websites, apps or games.

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These are just a few features that Windows 10 has to offer. I love the innovation that has gone into creating technology that anyone can use and I know you’ll love them too. Windows 10 has really placed an emphasis on personalisation and productivity to help you get the most out of the features they have to offer.

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For more tips and tricks about Windows 10 check out this free eBook by Ed Bott.

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Favourites Folder

Favourites Folder in Outlook 2016

This training video is part our Microsoft Office 365 Training Tutorials series. Click here to go to the training tutorial index page.

Favourites Folder in Outlook 2016 from Grassroots IT on Vimeo.

In this lesson you will learn:

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  • How to pin specific folders to appear first in your inbox

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BCC New Meeting Invites

BCC New Meeting Invites in Outlook 2016

This training video is part our Microsoft Office 365 Training Tutorials series. Click here to go to the training tutorial index page.

BCC a Meeting Invite in Outlook 2016 from Grassroots IT on Vimeo.

In this lesson you will learn:

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  • How to add a contact to an existing meeting without notifying the current attendees.

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Taskbar Shortcuts

Taskbar Shortcuts in Outlook 2016

This training video is part our Microsoft Office 365 Training Tutorials series. Click here to go to the training tutorial index page.

Taskbar Shortcuts in Outlook 2016 from Grassroots IT on Vimeo.

In this lesson you will learn:

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  • That by right-clicking the task bar you can create a new email, appointment, etc

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Clipboard

New Item from Clipboard in Outlook 2016

This training video is part our Microsoft Office 365 Training Tutorials series. Click here to go to the training tutorial index page.

New Item from Clipboard in Outlook 2016 from Grassroots IT on Vimeo.

In this lesson you will learn:

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  • How a new email will appear simply but hitting Control-V and pasting the content from your clipboard.
  • Note: This works for new Calendar items

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Search Folders

Search Folders in Outlook 2016

This training video is part our Microsoft Office 365 Training Tutorials series. Click here to go to the training tutorial index page.

Search Folders in Outlook 2016 from Grassroots IT on Vimeo.

In this lesson you will learn:

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  • How to create search folders that will show emails that match a certain criteria that you have specified
  • How to create search folders that will show emails in all your folders not just your inbox

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Setting Appointments

Setting Appointments in Outlook 2016

This training video is part our Microsoft Office 365 Training Tutorials series. Click here to go to the training tutorial index page.

Setting Appointments in Outlook 2016 from Grassroots IT on Vimeo.

In this lesson you will learn:

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  • How to create an appointment date using natural language. eg: Next Monday

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For further information on setting an appointment in Outlook read our blog Sending the perfect Outlook Meeting Invite.

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