Using Outlook on Other Devices

Using Outlook on Other Devices

Using Outlook on other devices is very easy and will help you have convenient access to your email inbox.

Microsoft Outlook has lots of features that help you organise your work and personal life with the barrage of emails that flood in daily.

Most are familiar with using the Outlook desktop app, but away from your usual PC or Mac, you can still have access to Outlook.

Open any internet browser and browse office.com. Here you can log in with your email address and password.

Access to other Microsoft 365 Apps

You’ll have access in the left-hand menu, to all of the Microsoft 365 apps that you have a license for, including Outlook. As Microsoft is pushing users to the cloud, you will find that you have many if not most of the features that you are used to with the desktop app.

When receiving email on your iPhone or Android phone, it’s best not to use the built-in email app but to download Microsoft Outlook. Your organisation should have set up security in Microsoft 365 so that your company emails and data on the phone can be controlled and remotely wiped if the phone is lost or stolen. All of your email accounts can be set up in Outlook so that you can easily see all emails.

A very recent addition by Microsoft is the ability to listen to your emails being read to you. This is great if you want to go hands-free and listen to and delete, archive, reply just with voice commands.

Here’s a short video on the new feature (it mentions Apple iOS but is now added to Android as well).

Now, you’ll be able to see that using Outlook on other devices will help you access your emails anywhere you go.

If you are interested in learning more about Microsoft products, please call at 1300 795105 and we can discuss options for your business needs.

Prima Technologies is a local IT managed services company with a passion for helping businesses to work efficiently, and safely with their computer systems.

Keep your business running smoothly and your data safe and secure. We take care of all your technology needs so you can achieve your company’s dreams and objectives.

In the meantime, check out our previous blog posts:

What Is OneDrive? – Work Smarter with OneDrive

OneDrive Storage – Work Smarter with OneDrive

Sharing From OneDrive – Work Smarter with OneDrive

OneDrive Known Folder Move – Work Smarter with OneDrive

Microsoft Lens – Use it, you’ll love it

Don’t Use The Same Password – A cautionary tale

Why Use a Password Manager?

Microsoft 365: Why Use Outlook

Check out our latest case study published on the D-Link Australia website.

Read it here: Historical Village Deploys Latest Wireless Technology, Delivering Reliable Wi-Fi for Staff and Guests Alike.

Microsoft 365: Why Use Outlook

Microsoft 365: Why Use Outlook

Outlook

                     Microsoft Outlook

Microsoft 365: Why Use Outlook

If you are not using Outlook 365 or a similar modern email system, you may be using obsolete technology to receive and store emails. This is not a good idea as it makes you vulnerable to attack. Your mailbox is probably only on your computer hard drive, and you could easily lose the lot. Also, you won’t have all of the other functions that a business can take advantage of.

An overview of features in Outlook 365 includes:

  • Calendar, contact, and task lists.
  • A large 50GB primary mailbox.
  • Add an archive and you have an extra 100GB of storage space
  • Email recovery: Emails deleted from the deleted folder can still be recovered for a short period of time or you can turn on…
  • Litigation Hold. With this function, ALL emails are kept in a separate repository. That includes all deleted emails. Litigation hold enables businesses to have all of the emails needed for a court case, even when an employee has tried to cover their tracks.
  • Option to monitor other mailboxes (e.g., a PA can monitor the boss’s mailbox and action emails with the ‘send on behalf’ or ‘send as’ function).
  • Shared mailboxes. These do not need to have a license. Mailboxes such as admin, info, enquiries, for example, could be set up and allocated to the appropriate staff members.
    As long as the staff members each have a paid license they can also send and receive using the shared mailbox.
    Room or equipment mailboxes can also be set up without consuming a license.

With these features and other security functions, you can work more safely and efficiently.

Outlook also integrates with other Microsoft 365 apps such as ToDo and Planner, etc. to contribute to the Modern Workplace, work from anywhere, environment.

In our next blog posts, we’ll look at using Outlook on different platforms.

If you are interested in learning more about Microsoft products, please call at 1300 795105 and we can discuss options for your business needs.

Prima Technologies is a local IT managed services company that has a passion for helping businesses to work efficiently, and safely with their computer systems.

Keep your business running smoothly and your data safe and secure. We take care of all your technology needs so you can achieve your company’s dreams and objectives.

In the meantime, check out our previous blog posts:

What Is OneDrive? – Work Smarter with OneDrive

OneDrive Storage – Work Smarter with OneDrive

Sharing From OneDrive – Work Smarter with OneDrive

OneDrive Known Folder Move – Work Smarter with OneDrive

Microsoft Lens – Use it, you’ll love it

Don’t Use The Same Password – A cautionary tale

Why Use a Password Manager?

Check out our latest case study published on the D-Link Australia website.

Read it here: Historical Village Deploys Latest Wireless Technology, Delivering Reliable Wi-Fi for Staff and Guests Alike.

Windows 11 – Microsoft’s Big Announcement

Windows 11 – Microsoft’s Big Announcement

Windows 11

                  Microsoft Windows 11

Microsoft Windows 11

Microsoft’s Big Announcement was anticipated by the tech community.

With the launch of Windows 10 back in 2015, Microsoft stated that there would be no further Windows, just updates to Windows 10.

Well, technology moves on, and now that changes.

Recently, Microsoft announced their newest operating system which is now certain to be called Windows 11.

There has been an early build leaked to the internet so much is already known about the product. It’s got a new start menu, new sounds, icons, an updated look, and feel.

It’s rumored that this upgrade could be free for Windows 7 and Windows 8 users.

Take a look at the above picture courtesy of Microsoft. That’s Microsoft’s Big Announcement. They’ve bent the laws of physics to portray the number of the Windows build-in the rays of light coming through the window.

In our next blog posts, we’ll start a series on Outlook 365. Email is such a big component in most businesses’ technology.

There is much worth knowing about the functions and features that are available when your email is hosted on Microsoft 365.

If you are interested in learning more about Microsoft products, please call at 1300 795105 and we can discuss options for your business needs.

Prima Technologies is a local IT managed services company that has a passion for helping businesses to work efficiently, and safely with their computer systems.

Keep your business running smoothly and your data safe and secure. We take care of all your technology needs so you can achieve your company’s dreams and objectives.

In the meantime, check out our previous blog posts:

What Is OneDrive? – Work Smarter with OneDrive

OneDrive Storage – Work Smarter with OneDrive

Sharing From OneDrive – Work Smarter with OneDrive

OneDrive Known Folder Move – Work Smarter with OneDrive

Microsoft Lens – Use it, you’ll love it

Don’t Use The Same Password – A cautionary tale

Why Use a Password Manager?

Check out our latest case study published on the D-Link Australia website.

Read it here: Historical Village Deploys Latest Wireless Technology, Delivering Reliable Wi-Fi for Staff and Guests Alike.

OneDrive Known Folder Move

OneDrive Known Folder Move

Work Smarter with OneDrive

OneDrive Known Folder Move

onedrive known folder move

Want to know more about how to Work Smarter with OneDrive?

With OneDrive, you can backup your important folders automatically. Important folders may include documents, desktops, and pictures. This is known as OneDrive Known Folder Move (backup).

This means that you can continue to work in the ‘traditional’ manner. In fact, you can save documents in your documents folder on your PC. These documents are safely backed up with OneDrive known folder move so you have access to them from any other device. No need to copy documents to a flash drive and you can work on them when you go home from work.

The known folder move is probably set up by default. But to check, select ‘help and settings’ by clicking on the OneDrive cloud symbol on the taskbar. In settings, you will see a ‘backup’ tab. On that tab, you can control whether or not you want your local folders to be backed up to OneDrive.

Restore OneDrive

If something goes wrong, you can restore your OneDrive to any time over the previous 30 days.

View OneDrive online and click the settings cog in the top right.

Select ‘restore your OneDrive’ and then select a time period to see a histogram that shows file activity so that you can see where you should restore back to.

We have other helpful topics about OneDrive for Business.

Check out our previous blog post about using OneDrive:

What Is OneDrive? – Work Smarter with OneDrive

OneDrive Storage – Work Smarter with OneDrive

Sharing From OneDrive – Work Smarter with OneDrive

See our latest case study published on the D-Link Australia website.

Read it here: Historical Village Deploys Latest Wireless Technology, Delivering Reliable Wi-Fi for Staff and Guests Alike.

Sharing From OneDrive – Work Smarter with OneDrive

Sharing From OneDrive – Work Smarter with OneDrive

Work Smarter with OneDrive

Sharing From OneDrive

Sharing from OneDrive

OneDrive is great for securely sharing files.

You have a lot of options when you share a document that can make sure that the document is only made available to those who it is intended for. You can specify who to share to, set an expiry on the share, share with password, allow editing, or only allow read access.

When you right click on a document the share option appears in the displayed menu. Select share and you will see a window like the one above.

If the document has been already shared you can check who has access by clicking the three dots at the top right of the window (not shown in this picture). Here you can immediately block access.

Moving down the window you can select who can access the document. Anyone with a link, anyone in the same organisation or only specific people.

You can untick ‘allow editing’ so that the receiver can only view the document.

You can set an expiration date after which time the document is no longer shared., and you can set the share to only be accessible with a password.

If you have unticked ‘allow editing’ you can also block downloading of the file.

There are controls in Microsoft 365 that allow the ability to not only stop downloading of a document but prevent the printing or forwarding of a document.

This can be valuable, for instance, to a business that does not want printing or forwarding of quotations that they send to prospective customers.

Check out our next blog…’Known Folder Move’

Known Folder Move (backup) – Work Smarter with OneDrive

We have another helpful topic about OneDrive for Business.

Check out our previous blog posts about using OneDrive:

What Is OneDrive? – Work Smarter with OneDrive

OneDrive Storage – Work Smarter with OneDrive

See our latest case study published on the D-Link Australia website.

Read it here: Historical Village Deploys Latest Wireless Technology, Delivering Reliable Wi-Fi for Staff and Guests Alike. 

OneDrive Storage – Work Smarter with OneDrive

OneDrive Storage – Work Smarter with OneDrive

Work Smarter with OneDrive

OneDrive Storage

OneDrive for Business gives you 1TB (one terabyte) of storage. If you pay for the personal edition of OneDrive you get 1TB storage as well. That’s a lot of storage, plenty for most people.

A benefit of this is ‘files on demand’. Documents and other files that you have stored on OneDrive are synchronized to your local computer, but only if you are using them or have used them recently. If you have files that haven’t been accessed for some time, there will not be a local copy on your computer.

Here’s where that can be really handy. Say if you have a solid-state drive and it’s maybe 240GB or 500GB in size (That’s a typical size at time of writing). Maybe you have 700GB of data, more than your hard drive will hold. You can store all of that data on OneDrive and have it almost instantly available to you as you work. Want to free up space on your computer? Right click on the file and select ‘free up space’. The local copy will be removed.

If you have a document shared to others, you can each work on it simultaneously, seeing where the other is typing and not creating multiple versions of the one document which happens when a document is emailed around.

More on sharing next week. But here’s a short video that explains further.

We have another helpful topic about OneDrive for Business.

Check out our previous blog post about using OneDrive:

What Is OneDrive? – Work Smarter with OneDrive

Learn more about working smart with OneDrive:

Sharing From OneDrive – Work Smarter with OneDrive

See our latest case study published on the D-Link Australia website.

Read it here: Historical Village Deploys Latest Wireless Technology, Delivering Reliable Wi-Fi for Staff and Guests Alike.