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5 top tips for managing Office 365

Moving to a cloud computing service like Office 365 has been a game-changer for many businesses. Especially when remote working was essential, it was massively important that we could access and share our files from any device. Office 365 provided for this need with its flexibility, ease of use and ability to share and work alongside our colleagues.

That’s not to say migrating entire business file systems over to 365 is an easy process, nor is managing an entire cloud computing network. At Biscuit we recognise that while Office 365 does come with a variety of benefits, it is not always easy to get to grips with. That’s why we’ve worked alongside our team of IT gurus to create our ultimate guide. Here are our top 5 tips for managing Office 365.

Deploy Office in an organised way

As a cloud solution, Office 365 is designed to be set up quickly and to work with a variety of devices. The one challenge businesses face is moving their existing file system over to Office 365. The deployment process needs to be done in an organised way to make sure everyone moves over smoothly.

Ensure that you’ve made a backup of all your files. Once you have a copy, be sure that they are stored securely. USB drives are often unreliable, and it can be disastrous if they are lost or stolen. Creating a cloud backup is the best way to store your files. This includes geographic redundancy. This service means if your premise goes offline, your backups are still accessible.

Once you have backups in place, getting everyone connected on 365 is just a matter of setting up their accounts.

Training is key

Once your team all have access to Office 365 the next step is training. Thankfully Office 365 is when installed and managed correctly, staggeringly easy to get to grips with. The interface for most services is almost exactly the same as the standard Office suite of applications. From Word to PowerPoint and Excel, everything is here. Microsoft isn’t reinventing the wheel with 365, only making it more accessible.

Where training is important, is with 365’s sharing and collaborative features. One of 365’s main selling points is the ability to pick up your work instantly on a device of your choice. You can also share seamlessly with colleagues and work together in real time.

Our training services are bespoke to each client. No two businesses have the same needs, so our training is tailored to your specific requirements. We’ve been running 365 online training courses recently, so get in touch to find out more.

Take advantage of remote working

Office 365 facilitates a new way of working. Thanks to the service being cloud based, it can be accessed anywhere with an internet connection. This means that if your team want to work from home, or the office is inaccessible, all your files can still be accessed in the same way.

You can also collaborate with colleagues on documents in real time. This allows you to maintain the same great level of collaboration that you’d have in the office. Your staff need to know how to use this service though, and that’s why we’d recommend augmenting teams with additional services.

Outlook comes as standard with 365 and allows you to quickly schedule meetings alongside your team and synchronise calendars. A cloud communication service allows you to continue maintaining a face-to-face connection with your colleagues. Visit our sister company YTL to find out more.

Keep working securely

Cyber security has to be a priority for any business, especially when working with internet-enabled services like 365. Attacks are on the rise, and you need to make sure that there are no ways that criminals can access your files.

The best way to ensure that there are no vulnerabilities in your cloud IT systems is by partnering with a managed IT service. This will provide you access to a huge range of security services tailored to your business. From the latest firewalls and anti-virus services, to PEN testing, that attempts benign cyber-attacks to expose and fix any vulnerabilities in your system. At Biscuit we provide this service, working alongside your IT team to create complete coverage.

Keep costs down

At the end of the day, although Office 365 is a brilliant service, it is one that you can end up overspending on if you don’t pick the right license for your team. You need to make sure that you pick the right service for the job and one that can be scaled based on your needs in the future.

Thankfully our team are on hand to help. They have a vast knowledge of Microsoft’s licensing structure, and can guarantee that all your team can access all of the features they need, while keeping prices down and ensuring scalability in future.

To find out more about how you can access 365 for your team, or any of the additional features mentioned here, get in touch with the team here at Biscuit. You can reach us at 01924 241 281.