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Top tips for successful Office 365 adoption

Office 365 is becoming a staple in many businesses across the UK. In a recent study conducted by Serviceteam IT, over 76% of businesses surveyed used Office 365 in their workplace. With access to almost 30 applications within the suite, Office 365 offers new ways to increase productivity, collaboration and flexibility within businesses.

If you purchase new, or renew existing, Office 365 licences:

SAVE AT LEAST 5%

This includes Exchange Online, SharePoint Online, Skype for Business, OneDrive for Business and the entire suite of Office 365 pricing.

Adoption of Office 365 is not a straightforward process however, and resistance to change can be common when attempting to adopt new technologies. Driving adoption requires an understanding of the specific challenges your workers face and how Office 365 can provide a clear solution to these issues. Office 365 adoption is a continuous process. The suite is constantly being updated, with new applications designed to change the way in which businesses operate. This means that the adoption process is never fully complete. Businesses need to be aware of the changes that have been made and how to maximise the use of any new applications. Here are some top tips to help ensure the smooth adoption of Office 365 in your business.

Before deploying Office 365:

1. Expand beyond user training:

With over 28 applications that are designed to work together within a single user interface. These applications offer the opportunity to revolutionise the way in which individuals work both individually and within a team. In order to make the best use of Office 365, it is useless for firms to simply offer individual training on specific applications. Instead a continuous user adoption program must be initiated at the start of the migration to ensure that the best use of the suite is made.

2. Why are you adopting Office 365

Ensuring that everyone within the business understands why you’re adopting Office 365 is a key step in avoiding the resistance to change. If you want people to buy into the value of the new technology you need to ensure that those promoting the adoption understand why Office 365 is valuable for the business.

One strategy that could be used to increase understanding of the benefits of Office 365 is an awareness campaign for staff. This could include sending out a top tips email that includes ways they can use Office 365 to help them work better.

3. Lead by example

Choosing passionate and excited people to champion the move to Office 365 can help to ease the pressure on the core team implementing the technology. These champions can help to teach their peers how to complete their daily tasks more effectively through the use of Office 365. Generally younger employees are more responsive to changes in technology, so encourage these employees to lead by example.

4. Map current business process

Due to the multitude of applications available, employees may find it difficult to understand how these apps can work together effectively. One way to encourage employees to make full use of the applications available to them to understand the processes they follow in order to complete their work on a day to day basis. From this, mapping these processes inside of Office 365 can help to illustrate to employees how they can complete tasks more effectively.

5. Set up channels for feedback

It is important that during the adoption process champions and other employees are able to give feedback on the adoption process. This means that if additional training is required this can be arranged or the adoption plan altered if this is needed.

Don’t have Office 365 yet? Click the link for a free no obligation 30 day trial of Office 365 E5 for 25 users. Our Microsoft experts will be close at hand to help you make the most of the trial and unlock all the benefits. Call us on 0121 468 0101. When the trial has completed you can decide to continue and purchase the Office 365 subscription which is right for you. We can migrate your data and systems over so you’re ready to start using it straight away.

How to install Office 365:

1. Decide which plan you want to use

There are a number of different options for Office 365 plans that are available to businesses. Businesses can therefore decide which applications they are likely to need and then select the plan that is right for them. Serviceteam IT can offer advice and support in helping to decide which product is best for you.

2. Create accounts and add your domain

The next stage of the installation process is to use the Setup Wizard in order to create account for your users and add your own domain. The wizard allows you to personalise each users ID and email address.

3. Install Office 365

The last stage once all the user accounts have been set up is to install Office 365. Go to https://portal.office.com/OLS/MySoftware. Once you’ve logged in click install and this should install Office 365 on your employees’ computer.

After deployment:

After the deployment of Office 365 it is important to maintain a focus on user adoption. Typically, after deployment there are some applications that are underutilised. Applications such as Mail and OneDrive are often used frequently, whilst others such as Yammer are less widely used. In addition, changes to applications over time means that users may get confused if there is not a continuous plan in place to train users. These are a number of steps that can be taken after deployment to ensure the use of Office 365 is maximised.

1. Check in with staff regularly

You can use Microsoft’s Activity Reports in the Admin Centre to see which apps are being used the most. This information can then be used as part of the check-ins. You can then ask employees why they’re not using certain applications and provide training and tips as to how to maximise the use of the apps that are being underutilised. You can also monitor the activity reports to see if you can downsize individuals’ licenses if they are not using certain applications frequently enough to warrant having them.

2. Plan for changes and updates

It is important to have in place a plan for any changes that may take place to avoid employee confusion. Subscribing to Microsoft’s weekly updates email can help to ensure that you stay ahead of the game and prepare for changes.

3. Provide on-demand micro-training

In order to ensure that employees stay up-to-date with any changes that are made to apps, micro-training resources may need to be provided. This doesn’t have to be a difficult task. Microsoft produce a large amount of ‘how-to’ resources and videos and there are large banks of resources that can be easily found online.

For more information on Office 365 and the advantages of use in your business check out our other blogs on Office 365.

With over 20 years of experience, Serviceteam IT design and deliver sophisticated connectivity, communication, continuity, and cloud services, for organisations that need to stay connected 24/7. We take the time to fully understand your current challenges, and provide a solution that gives you a clear understanding of what you are purchasing and the benefits it will bring you.

To find out how we can help you, call us on 0121 468 0101, use the Contact Us form, or why not drop in and visit us at 49 Frederick Road, Edgbaston, Birmingham, B15 1HN.

We’d love to hear from you!

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Top 10 Reasons to Use Office 365

Our top 10 reasons to use Office 365 should include the Hybrid option, then you don’t have to make a choice between cloud or on-premise. You get the best of both worlds. For the majority of businesses, Office 365 makes much more sense, and Microsoft is not a consumer-grade advertising provider. Here are our Top 10 reasons why we think Office 365 is best.

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Business Continuity helps BanaBay Grow

Midlands-based Cloud specialists Serviceteam IT support a flourishing organisation. Providing Office 365, Internet, IP Telephony, Business Continuity and IT Support for industry-leading grower, BanaBay.

Serviceteam IT, based in Birmingham, have confirmed the fourth consecutive year with BanaBay. Having delivered an initial fibre connection, services now include. IP Telephony, IT Support, Office 365 Support, Cloud Backup and Business Continuity.

What do we do?

  • Business Continuity: Infrastructure failure, user error, Ransomeware & Cyber Attacks or simple acts of God have dramatic affects upon any business. Serviceteam IT have implemented industry leading Datto ALTO for Banabay. The Datto ALTO is a fully featured complete data-protection platform. Providing enterprise grade business continuity at a small business price. Faster backups, faster restores, and superior recovery times, seamlessly addresses complex data protection use cases right out of the box.
  • IP Telephony: BanaBay required a flexible telephony system that could scale with the business. Communication between multiple countries can quickly become costly. BanaBay is a global business, in a competitive market and therefore cost is an important issue. Serviceteam IT solved their communication issues by sourcing and overseeing the installation of an IP Telephony system. This allows their staff to communicate seamlessly across the globe. And at a fraction of the cost of a traditional phone system.
  • Internet: Access to the Internet is important to BanaBay, ensuring that a robust Internet connection is available. Unexpected downtime was affecting the productivity of the business. Serviceteam IT solved their connectivity issues by sourcing and overseeing the installation of a high availability fibre Internet connection. This allowed the global workforce to connect to the resources they required on demand 24/7.
  • IT Support: A specific challenge was managing all of the businesses IT assets, and dealing with the day-to-day issues of technology. All without having to establish an IT department. Serviceteam IT implemented a dedicated support plan, allowing BanaBay to outsource their day-to-day IT problems. Enabling them to concentrate on their core business. IT Support costs are reduced with on-site self service Appliances. Functions such as self-service password management for all of their diverse services, user & service logging, asset management and network monitoring.
  • Office 365: The final challenge was that of enabling collaboration between multiple staff, in multiple sites, across the globe. Getting them access the resources they needed, as and when required. Microsoft Cloud Productivity Partner, Serviceteam IT enabled BanaBay to take advantage of the latest cloud-based productivity software, Office 365. This allowed their staff to communicate via email and Skype for Business, share and edit documents in real-time. Enabling effective collaboration between employees.

About BanaBay

BanaBay specialises in the production of premium quality fruit, with employees worldwide. Communication is therefore fundamental to the successful operation of the business and Banabay is dependent on having a robust and resilient IT infrastructure. After several years of rapid continuous growth, Banabay faced the challenge of applying the appropriate technology to support communication and collaboration within the business. The main areas that presented a challenge to BanaBay were telephony cost, internet reliability, IT support, collaboration capability and the absolute need for business continuity and disaster recovery.

“Serviceteam IT have been our IT support provider since the early stages of our business and helped us manage our technology as we have scaled. They take a holistic approach to technology to ensure that our current systems work for us while keeping us abreast of where our tech should be heading. They feel like part of the team and provide us with a number of IT services including outsourced IT support as they genuinely care about our infrastructure and our business.”

Mark O’Sullivan, Managing Director

Thank You

We’re proud to provide services and good value to our customers. We would like to thank BanaBay for giving us glowing recommendations to many new customers, including Substrakt and Rewired PR. If your organisation is moving premises or expanding, Serviceteam IT can provide a free, no-obligation network, cloud and communications consultation. Ensuring your organisation has the tools required, for the level of service needed.

With over 20 years of experience, Serviceteam IT design and deliver sophisticated connectivity, communication, continuity, and cloud services, for organisations that need to stay connected 24/7. We take the time to fully understand your current challenges, and provide a solution that gives you a clear understanding of what you are purchasing and the benefits it will bring you.

To find out how we can help you, call us on 0121 468 0101use the Contact Us form, or why not drop in and visit us at 49 Frederick Road, Edgbaston, Birmingham, B15 1HN.

We’d love to hear from you!

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Cloud Connect Explained | An Introductory Guide

Cloud Connect uses the latest in fibre hardware technology to create a physical link between your network, and the cloud. While most data will travel across the public Internet, Cloud Connect is a dedicated connection between your network and your cloud services. Learn what it is, how it works, why you need it.

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Office 365 App Password with MFA | HowTo | 1 of 2

Part One | Part Two

If you’re using Multi-Factor Authentication for your organisation, and want to use applications which connect to your Office 365 account, you will need to create an Office 365 App Password. This is to enable the App to connect to Office 365. For example, if you’re using Outlook 2016 or earlier, Apple Mail App, Skype for Business or any other third party client with Office 365, you’ll need to create an App Password.

If you purchase new, or renew existing, Office 365 licences:

SAVE AT LEAST 5%

This includes Exchange Online, SharePoint Online, Skype for Business, OneDrive for Business and the entire suite of Office 365 pricing.

 

Thankfully, creating an Office 365 App Password is really easy to do, if a little hard to find.

Log in to the portal here: https://portal.office.com

  1. Once logged in, click on the Profile Picture on the top right:

    Office 365 App Password Portal Login Step One

    Office 365 Portal Login Step One

  2. Click on View account:

    Office 365 View Account App Password Step Two

    Office 365 View Account Step Two

  3. Click on Manage Security & Privacy:

    Manage Office 365 App Password Security Privacy Step Three

    Manage Security & Privacy Step Three

  4. Click on Additional security verification:

    Office 365 App Password Security Privacy Step Four

    Additional Security Verification Step Four

  5. Click on Update your phone numbers used for account security:

    Office 365 Update Numbers App Password Step Five

    Update Numbers Step Five

  6. Click on app passwords:

    Office 365 Select App Passwords Step Six

    Select App Passwords Step Six

  7. Click on create:

    Create Office 365 App Password Step Seven

    Create Office 365 App Password Step Seven

  8. Enter a Name in the box, something unique is recommended. I usually name the client application the App Password is associated with. In the example below I have used Apple Mail App. Click next:

    Name Office 365 App Password Step Eight

    Name Office 365 App Password Step Eight

  9. Now either copy by selecting the line, taking care not to pick up any spaces or other characters, or click on copy password to clipboard. You can now use this App Password in your client application, such as Apple Mail App, Thunderbird, iPhone, iPad. Take care as this is the only time you will see Your app password. They cannot be viewed or changed once you click close:

    Copy Office 365 App Password Step Nine

    Copy Office 365 App Password Step Nine

  10. When you Enrolled in Multi-Factor Authentication you were given an initial App Password. I recommend deleting the initial app password, in favour of creating individually named App Passwords. This allows you to ensure each device or client is separate, which is more secure and easier to manage when you want to remove authentication. Click Delete:

    Delete Office 365 App Password Step Ten

    Delete Office 365 App Password Step Ten

  11. Confirm you want to delete the App Password and click Yes:

    Confirm Delete Office 365 App Password Step Eleven

    Confirm Office 365 App Password Step Eleven

  12. The App Password has been successfully deleted. Click close:

    Change Office 365 App Password Step Twelve

    Change Office 365 App Password Step Twelve

  13. That’s it. You now have an App Password for your Apple Mail App. Repeat steps 7, 8 and 9 to create additional App Passwords.

    Review Office 365 App Password Step Thirteen

    Review App Password Step Thirteen

In Part Two, coming soon, I will demonstrate how you can add your App Password to a variety of clients and devices, including Apple Mail App, iPhone, iPad and Outlook 2016.

With over 20 years of experience, Serviceteam IT design and deliver sophisticated connectivitycommunicationcontinuity, and cloud services, for organisations that need to stay connected 24/7. We take the time to fully understand your current challenges, and provide a solution that gives you a clear understanding of what you are purchasing and the benefits it will bring you.

To find out how we can help you, call us on 0121 468 0101use the Contact Us form, or why not drop in and visit us at 49 Frederick Road, Edgbaston, Birmingham, B15 1HN.

We’d love to hear from you!