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Microsoft 365 Spotlight focus: OneDrive

Microsoft 365 has so many different products that users often feel overwhelmed with not knowing which ones to use and how to use them and then end up not using many of them at all. In this blog series we will spotlight each of the Office products and break them down to show you the benefits of using each one and how you can incorporate them into your business to help you to work more efficiently.

OneDrive is the Office cloud service that connects you to all your files. You can store and protect your files, share them with others and access them at any time of the day from any location and from any device. You can share photos, Office documents, other files and entire folders.

One of the biggest benefits to your business is OneDrive’s file sharing and collaboration. This can transform how you work in your business, particularly now that most of us are working remotely and from home. You will no longer have to email large attachments or try to keep track of multiple versions, you can simply save your file to OneDrive, share the file with the relevant people and you will always have the most up-to-date version. This will eliminate any worries of not working on the latest version. There is also an option to view the version history and restore older versions of files if needed at any point.

There is also real-time co-authoring on documents saved on OneDrive, meaning you can work on files at the same time with colleagues and external people. You will be able to see their changes and they will be able to see yours, as you make them. This will increase productivity and will really help to speed up the length of time it takes to get work completed.

If you are worried about keeping your information secure, the files and folders you store in OneDrive are private until you decide to share them. OneDrive files and folders can be shared with colleagues in your business as well as externally, but again, this is completely within your control as you can see who a OneDrive file is shared with and stop sharing any time. You can also restrict the level of access.

OneDrive can also be used to connect you to your files in Microsoft SharePoint and Teams, which we will also cover as part of this series.

If you are not using OneDrive yet, it is definitely worth seriously considering starting to use it within your business. It can transform the way you work with your team and external people. If you feel overwhelmed by all the different features of OneDrive and are confused about how to use it to its full potential, our team at Ilkley IT can help you. We will talk you through every aspect of OneDrive, explaining each feature and how it works to ensure you are up and running and using OneDrive in no time!

Contact us today, we would love to have a chat with you!

Skype for Business (End of Life) – 31 July 2021

Mark the 31 July 2021 in your calendar, a year today is the date that Microsoft announced Skype for Business Online will be retired.  From the 1 September 2019, all new Office 365 customers have been onboarded directly to Microsoft Teams as the default for chats, meetings and calls.

Microsoft Teams has been available now for a number of years and has been gaining favour with users by offering much more functionality than before.  During this recent period of lockdown, Microsoft Teams has really come to the fore with many people relying on it for daily communication and collaboration with their teams and customers.  This is likely to continue with many people continuing to work from home for the foreseeable future and wanting to stay connected with colleagues and customers on a regular basis.

Here are a few pointers on how the functionality of Teams will be of more benefit to you and your business than Skype for Business:

  1. In Teams, the chat log is “persistent” and will be retained for as long as you need it. In addition to the chat itself, all images, files, and links that are sent are kept within the app which makes referencing that data much easier to find in one place.  In Skype for Business, at the end of the day, when the chat is closed, the conversation is no longer available within the app and all archives are kept in Outlook or Exchange.
  2. Team messaging is currently available within both Teams and Skype and both allow multiple contacts to join a group chat. Teams has expanded this functionality and you can now create different “teams and channels” where you can organise chats and shared files by department, project etc.  This provides a very useful searchable archive of all relevant information that users might need to access at some point in the future.
  3. One of the key functions of both applications is the ability to host video conferences. The primary features of Skype for Business Online are all included in Teams, such as call recording, screen sharing, and file uploading.  Teams have added some useful options:
    • Background blur and virtual backgrounds for video
    • Live captions
    • Full meeting recording
    • Live events with access available to users outside of Teams

One of the biggest benefits of Teams, which is key and has proven to be transformational for businesses, is the integration of 3rd party apps and custom power app flexibility. With this functionality, all your daily work functions can be consolidated into one place and be completely streamlined within Teams.

Also, within Teams you can edit documents such as Word or Excel files without having to open those applications separately.  This allows you to collaborate on documents together in real time in the cloud, rather than emailing documents back and forth and saving local copies on machines.  This makes sharing of information and data simple and easy.  All files that are worked on will be added to a collaborative SharePoint site which will allow all the benefits of SharePoint to be deployed in one location.  If you are still wondering about the benefits of moving your business to the cloud, read our blog post here about how the cloud can help your business.

And finally, on Teams, you can give users temporary guest access even if they don’t have Teams and you can also add users who use Teams in external organisations.

Ultimately, Teams includes all the functionality that Skype for Business offers and so much more.  Don’t wait until the 31 July 2021 and be forced into a situation of having to use Teams with no experience of it or any idea how to use it.  If you have been using Skype for Business for a long period of time, it can all seem a bit overwhelming making sure Microsoft Teams is set up correctly and knowing how to use it.  Ilkley IT know all the tips and tricks to help you to set up Teams so that you can use it effectively.  They will take you through each step to ensure that everything is configured correctly so that you use Teams to its full potential.

There is still time to get fully up and running on Teams, but don’t leave it until the last minute, if you are still unsure about switching (before you are forced to!) and want further information on how Teams can be used effectively by each department in your business, read our blog post about it here.

Contact us today, we would love to have a chat about how we can help you get fully set up and operational using Microsoft Teams and in plenty of time before the Skype for Business retirement date!

Just how important is Email Security?

Cyberattacks are rapidly increasing every day with hackers becoming more and more sophisticated and the scams more elaborate than ever before.  It is reported that in 2019, around a third of businesses in the UK identified at least one breach or attack each month. The most common types are phishing attacks comprising 80% along with impersonating emails, viruses, spyware or malware including ransomware.

Let’s look at the jargon being used surrounding these attacks so we can really understand this threat.  Malware is a word used to describe any type of malicious software which usually piggybacks on an email or document containing links, Ransomware is typically spread through phishing emails and Phishing is the use of technology to lure victims into providing sensitive and personal information.

5 ways to identify a phishing email:

  1. If the email asks you to confirm personal information, such as banking details or login credentials, information that you would not usually provide.
  2. The web and email addresses do not look genuine – at a quick glance these might look correct but on closer inspection, they will be slightly varied but intended to look genuine. Hover over any links in the body of the email as these might be malicious.
  3. It is poorly written – if the email is full of spelling and grammatical errors, there is a strong possibility it is a phishing email. Legitimate emails from companies will be written professionally and checked for spelling and grammatical errors.
  4. There is a suspicious attachment – it is always good practice to scan attachments using antivirus software particularly if you receive an email out of the blue with an attachment that you weren’t expecting.
  5. The email is designed to make you panic – it is common that phishing emails will incite panic in the recipient as it will ask for immediate action to be taken on personal items such as bank accounts.

Office 365 has a solution to help protect your emails, files and online storage.  Office 365 Advanced Threat Protection (ATP) protects your mailboxes, files, online storage, and applications against new, sophisticated attacks. It offers protection for all the major Microsoft apps such as Microsoft Teams, Word, Excel, PowerPoint, Visio, SharePoint Online, and OneDrive for Business.

Office 365 Advanced Threat Protection (ATP) offers the following benefits:

  1. Safe Attachments: ATP protects you against unsafe attachments and provides you with a malware-free, cleaner inbox.
  2. Safe Links: ATP blocks users from clicking on malicious links.  If a link they click on is unsafe, the user will either be informed that the site’s been blocked or warned not to visit it.
  3. Spoof Intelligence: This detects when a sender appears to be sending an email on behalf of one or more user accounts within one of your organisation’s domains.  It enables you to review all senders who are spoofing your domain, and then choose to allow the sender to continue or block the sender.
  4. Quarantine: Messages identified by the Office 365 service as spam, phishing mail or potentially containing malware can be sent to quarantine.

The impact of a cyberattack is not only time consuming but costly. One accidental or careless click by an employee has the potential to compromise your entire network.  Office 365 Advance Threat Protection offers industry-leading, comprehensive protection, can your business really afford to be without it?

No one is safe from these attacks, all businesses are a potential target and need to remain vigilant, don’t wait until you have been the victim of a cybercrime to take action.    Ilkley IT Services can help you to get the protection you need so that you can have peace of mind and get on with running your business.  Contact us today to find out more.