Office 365 – More Than Word! (Webinar Recording)
Tracey: Welcome everyone and thank you for joining us today for Encore Business Solutions presentation on “Office 365 – More Than Word.”
I’m Tracey Santos and I’m gonna be walking us through Office 365 today. So the objective of today’s session is to give you a bit of background about Office 365 and the components of that. And I’ll be doing a demo as well. There’s a lot of contents and on the demo side of it… I mean, I probably could demo one area of Office for the whole day. It’s just it’s super exciting and there are lots and lots of great functionality available to you with Office 365.
So a little bit about the history of Office. If you can remember back when Office first came out and Word, this is how old I am. I used actually Wang for word processing if anyone remembers Wang. But Word…came about Word and Excel. You know, we’re very…those are tools that we use all the time. But there’s still a bit of a history there about the evolution of Word and Office up to today to Office 365. So if you remember that paperclip, that talking paperclip from way back in the day.
So what is Office 365? It is a cloud-friendly application. So it’s a web-based computing services that are hosted outside of your organization. When you use cloud-based services, your IT infrastructure resides off your property or off-premise and it’s maintained by a third party hosted, instead residing on a server at your home or business or on-premise, that you have to maintain. With Office 365, for example, information storage, computation, and software are located and managed remotely on servers owned by Microsoft. Many services you use every day are a part of that cloud, everything from web-based email to mobile banking and online photo storage. Because of this infrastructure is located online or in the cloud, you can access it virtually anywhere from a PC, tablet, smartphone, or other device with an internet connection. Office 365 refers to a subscription plan that includes access to Office applications that you’re super familiar with like Word and Excel plus other productivity services that are enabled over the internet or cloud services.
Office 365 includes plans for use at home and for business. Office 365 plans for business includes such services as Skype for business, for web conferencing, and Exchange Online are hosted email for business. An additional online storage with OneDrive for business. Many Office 365 plans also include the desktop version of the latest Office applications which users can install across multiple computers and devices. The fully installed applications include Word, Excel, PowerPoint, OneNote, Outlook, Publisher, and Access. And you can install them across multiple devices including PCs, Macs, Android tablets, Android phones, iPad, and iPhone.
When you have an active Office 365 subscription that includes your desktop version of Office, you always have the most up-to-date version of the applications. The Office 365 plans that are online only are great choice for certain business needs and they’re designed to work with the latest version of Office. So again, there’s lots of flexibility and choice in how you wanted to deploy Office 365. It doesn’t mean that you have to be cloud only. So there are choices.
Office 365 Business and ProPlus subscribers can install Office up to five PCs or Macs, five tablets, and five smartphones. You can count hybrid Windows devices such as the Microsoft Surface Pro as either PC or tablet. Internet access is required to install and activate all Office 365 plans and to manage your subscription account. Internet connectivity is also required to access Office 365 cloud productivity services including email conferencing, IT management, and other services. But you also have the desktop version and you can work offline so that when you are back online, it will update that information. So that’s one of the benefits of having the desktop version of Office applications is that you can work offline and have the confidence that next time you connect to the internet, all your work will automatically sync. So you never have to worry about your documents being up-to-date. Your desktop version of Office is also automatically kept up-to-date and upgraded when you connect to the internet, so you always have the latest tools to help you work.
So to put things in perspective, when we look at the many, many benefits of Office 365, I like to think back of in early days when, and probably a lot of you are too young to remember this, if I had a copy of a movie on Beta and Tiffany had one in VHS, and Ashley had one on…I forget what those big, large disks were that we had these disk players. This is way before DVDs. We couldn’t share that information or they couldn’t share that movie. Or when we think about movies today, you know, then, we were renting a VHS or when you’re renting DVDs. And now, what happens? Today, when we want to watch a movie, we stream it. So it’s all available in the cloud and it allows us to share that, that information or those movies. So again, I don’t have to worry about what version or what…my infrastructure, the application, what version it’s on because when Tiffany and I are collaborating on a document, we’re always using the same tools, the same business solutions. So again, looking at it from that perspective is, I don’t have to worry about what version were you on and what version am I on. So Office 365 eliminates that need for that and takes a lot of pressure off of the IT department as well.
So when you look at Office 365, what does it come with? Well, again, the tools that we use every day: Word, PowerPoint, Excel, Outlook. So again, your email available all the time online. Access it from anywhere in the world. And there’s some of the new tools: Flow, Planner, Sway, Yammer, Power BI. A couple of weeks ago, we did a webinar on Power BI, so if you’d like to see a little bit about that, you can check that out as well. There’s lots and lots of videos up on our blogs about Power BI.
Today, we’re gonna focus on some of these other toolsets that are part of Office 365 and kinda walk you through the value and how it will benefit your organization. And at Encore, we actually have a team that’s just dedicated to this portion of our business. So for those of you that know us from the traditional ERP world, we have a whole cloud service provider team that specializes in everything cloud. So whether it be Office 365 or Azure, we’ve got lots of great resources there.
So I’m actually a user of Office 365. Being an employee at Encore, we use Office 365. And certain aspects of it make me feel like I have my own personal assistant now because I can, especially with Flow, being able to set up workflows that when an email comes in, that it can set off a workflow and help me plan my day out better and let me be a lot more productive.
Let’s go and have a look at Flow itself. So again, building out a workflow and what’s really interesting about it is the fact that it can connect to various applications. So when an email comes in, it can trigger off a next step in an action and be able to collaborate and get that workflow done and completed. So things don’t kinda fall off your to-do list. You can have that workflow assist you. So for example, it could be vacation request or it could be sending me a reminder that I have to go and have a meeting with a certain client. So Flow, we’re gonna go through some examples of that today in our demo.
The next area, one of the great apps in Office 365 is Planner. Allows us to work in a collaborative manner on a project or any type of task where we can work together, assign task, put dates on them, balance the workload, and we’re gonna go through that a little bit today when we look at how Planner works. And again, remember it’s connected to all the different other components of Office 365.
Sway. I watched a really interesting video yesterday on Sway from the Garage team at Microsoft. And it was really interesting how they were able to kinda push the boundaries of Sway and what it allows you to do. So when you think about when we’re creating PowerPoints and… In the old world where we would basically start with a blank canvas and work on that and we would create themes or certain style sheets that belong to our business, Sway allows you to… It becomes much more intelligent and it actually allows you to create this like mini-website. But this canvas becomes a lot more collaborative. So it is a web canvas and with assisted authoring. So for example, for a collaborative, allowing people to contribute content to that as well as creating content aggregation.
So you’re creating, publishing, and sharing. Information is changing all the time so it creates this intelligent way of creating either…it could be a simple presentation. Maybe you are doing a PowerPoint presentation and you just wanna leverage Sway to make it that more current and make the content important. So I was playing around with it. Some of you may know, I’ve got a new puppy and so I went and created… I was doing a Sway canvas about clicker training. And so, when I typed in my topic, “clicker training,” it goes out to the internet and gathers all the things that are important about clicker training. So the history of clicker training, it provides you some topics and some visuals. And then from there, I was able to add my own visuals and my own content to create a PowerPoint about clicker training for dogs. So something really simple like that and we’re gonna go through Sway today, and show you how you can create that web canvas.
Yammer. Yammer is a fantastic tool for an internal private social networking. So it is not Facebook. It is not Twitter or Instagram or Snapchat or anything like that because it’s not open up to the public, it’s private. So for example, you might have a customer service group or certain segments of your customers you wanna get feedback from. You can create a Yammer group that you can invite those customers to so that they can provide you…in a private social network and be able to work together. So if they wanna give you feedback about your products or your services, you can create that.
You can also use it internally for your company. So for example, at Encore, we use it internally and we have different groups and we can participate. I’d better slow down. I can’t…I’m stumbling over my words. We can participate in a collaborative way and share ideas. And it’s great because there’s a social aspect to it. So for example, we have a watercooler group where our people post things that are going on with them from a more out of work perspective. And because we are across North America with, you know, hundreds of employees, it’s a great way to stay in contact with someone who is not in your specific geographic location. As well as on a business side, you can share information out to groups of customers that is very specific for them in a private way. So Yammer’s a big part of our deployment of Office 365 and I hope that you’re able to leverage it and use it in your organization. And we’ll be going through Yammer a little bit later on.
Power BI. So a simplified business intelligence experience. So for those of us that are super in love with Excel, a few years ago, Power BI has been out in the market for just over two years, originally started with Power Query and Power Pivot, which were components of Excel or add-ons for Excel. Power BI is now a separate application and takes Power Pivot and Power Query really, I hate to use that term “to the next level,” but has created a much easier user experience when doing analytics and data visualization. And if you wanna check out some of those visualizations we’ve done in some of our other webinars, please feel free. There’s tons of content up on YouTube or on the Microsoft site for Power BI. It allows you to connect to multiple data sources and look at the information and make intelligent decisions based on that information that’s presented to you.
Okay, great. So we’re gonna go on to our Office 365 demo. And please, if you do have questions, you can type them into the chat and we will record them and we have a Q&A session at the end of our presentation. So I’m just gonna minimize this PowerPoint and I’m gonna go over to one of our screens. So I’m using a demo site that I set up for Office 365. And I’m Megan Bowen. So you’ll see that I’m in Megan Bowen’s Outlook under Inbox. And I’m looking at information here. But first I’m gonna take you over to my Home. And again, it recognizes me. I’ve logged on and once you’ve logged on, you’re connected to all the different apps within Office 365. So we can see some of the ones that we’ve talked about already: Mail and OneDrive, Word, Excel, PowerPoint, OneNote, SharePoint, Teams, which we’re not gonna go in today, but Teams very much leverages a variety of the different apps and allows you to work collaboratively on projects, which Planner’s a component of that. Yammer, Dynamics 365 which is our Dynamics 365 for sales and Dynamics 365 Financials.
We’ve got Flow, which is our first area we’re gonna be talking about today. We’re not gonna be talking about Admin in Security and Compliance today, but that’s a whole other topic in itself, how you’re able to leverage and make sure that… For example, just quickly talk about it is that, when you have sensitive documents that when people leave that they wouldn’t have access to those documents any longer and also if they did save them to their desktop and tried to reopen them later when they’re not connected, they’re not part of your Office 365 group, they wouldn’t be able to. Interesting thing there. Planner, we’re gonna talk about today. Power BI, not today, but you can look at our previous webinar on that. We’re gonna look at Sway as well today. So lots of great components or apps that comprise Office 365, not just the traditional ones that we think of.
So the first thing we’re gonna look out is automating workflows with Microsoft Flow. So we’re gonna go and go into our Flow homepage. So Microsoft Flow… I’m Megan, so it helps Megan set up automated workflows between her favorite apps and services to synchronize files, get notifications, collect data, and more. From the Flow homepage, she can explore a diverse set of templates to quickly get started. So this part is super, super fantastic. I’m really, really loving this…is there are already templates created. So for example, you can look at, you know, hundreds and hundreds of templates there or you can go ahead and search here. These are the popular templates but there’s also lots of different templates here. So when you’re looking for a template, so you don’t have to build it from scratch, you can actually take something that already exists and have that as your template to start from. So in this example, we’re gonna use an existing template to automatically create a travel-specific task in Wunderlist based on an email message received in Office 365 where we can confirm the connection to both services, so both services, and then ready to edit the template.
So the first thing we’re gonna do is, we’re at our Homepage here, and we see that there’s different ways to get started. So we can start from a template, you can start from scratch, and there’s some featured templates there as well. So we’re gonna go and get a template. So we need to go find this template. So the first thing you wanna do is you can type in something here. So if I type in what I want to do, so for example, I’m gonna say, “create a to-do list…” not to-do list but “to-do item in Wunderlist.” And if I do search, it’s gonna come up with the things that have basically those components in it. So I wanted to do this “Create a to-do item in Wunderlist for important emails.” So I can go ahead and click on that to use that template. And once I’m there, I can go and create a new ID and I can also…I can look at here.
So in my Wunderlist, I already have a set of IDs here, and I’m gonna associate this one with travel. So you can see my Wunderlist is, kind of, comprised of business and personal and I’m gonna go say “Enter in Advanced Mode.” So when I come in here, this is now…it’s already set my basic steps. So it’s saying “Great, so there’s gonna be an email, but what’s going to happen there?” So I can go ahead and…go ahead and here… So here’s my Inbox so…and when an email comes to my Office 365 Outlook, and I can basically put some parameters in here. So here I can say, “Hmm, what do I wanna do? Is it only importance high or could it be any type of email?” So I’m gonna say, “It’s any type of email and the subject should have ‘travel’ in it.” So I’m gonna make it more specific because I’ve already created one that’s called “Travel.”
So I’ll say… I’m gonna say Spain, just so I can put something different in there. So I have that and you can also say, for example, does it have attachments. So you can be very specific in that. So I’m gonna go ahead and create a task. And you can rename these. So if I click on here, you have the ability to rename it. So if an email comes in and has Spain in the subject filter… Oop, sorry. I didn’t wanna do that. I wanna go ahead and do something here. So I’m gonna create a task. So click on that “Task.” And I’m gonna go ahead and say “Create, it’s gonna be travel. And I want you to create a task in my travel list,” and I can go and rename that. So I can just go ahead and say “Rename.” If I could type… There we go, “Create a travel to-do.” And then I can go ahead, and again, I’ve got the same thing…the ability to go and edit the default parameters but I can go ahead and say create “Flow.” And there’s a message. It didn’t like something. Oh, it’s already assigned to another… So I gotta change it. I gotta change my name here.
There we go. I’ll go ahead and “Create Flow.” And it let’s know that it’s saving the Flow. And we can click on “Done.” So that’s how easy that is. So I’m gonna show you is we’re gonna go through and I’m gonna somewhat fake this. We’re gonna create a new email and send it to myself. And in the subject… Now, I’ve forgotten already. Did I say Spain travel or travel Spain or did I just say Spain for my…?
Tiffany: I think it’s travel.
Tracey: I think I said Spain here. I’m gonna go back here into… So if we go back into… I wanna find out what that was, I can click on “Edit Flow.” And on my new email, I’m gonna go look at that, “Show advanced options,” and it was Spain was my subject filter. So I can go ahead and close that. “Update Flow.” I’ll go back to “My Flows.” And there’s my “Travel To-do” flow. And it hasn’t run yet, but I’ll go and show you another one of flows which is the travel one I created earlier. We’ll go and look at a different flow. So you can see here’s the one I created earlier and we can see… If I go and look at that workflow… Both of those steps are successful because they’ve got the little green check mark there. And if I go over to my Wunderlist… Here is my “Travel to Summit in Nashville.” That was the one that I had done earlier today, so it’s there on my to-do list. So that simple workflow using Flow…using Office 365 Flow, I was able to go and add a task to my Wunderlist based on the flow that I have here.
So that’s just something really simple, and again, remember you’ve got all of those templates here. So for example, it could be when I get an email from my boss, I want to have a notification so again, you can have a notification go to your phone. Various things here. So I’ve got Email templates, Productivity, Notifications, Collect data, and Social media. So again, if you’re in a marketing department and you really wanna be monitoring social media, you can create workflows based on that. One of my co-workers, Elliott, had a really cool workflow where he was combining Dynamics 365 sales information and the weather and it gave him a notification on his phone. So again, you can be as creative as you want and it’s pretty straightforward, you start with a template and basically tell the workflow what you wanna accomplish.
So we’re gonna go on to… That was a really simple one. Now, we’re gonna go on and look at reviewing a multi-step, multi-connection flow with conditional branching. So Microsoft Flow also allows Megan to build more complex processes that use more than two connections and contain conditional logic. So we’re gonna go and look at my flows and we’re gonna go look at an internal sales associate screening flow as an example of this, allowing her to screen candidates for internal positions and then auto respond to those candidates while also posting to Yammer and Wunderlist.
On my flows, which we went to, I can click on the “Edit” icon to review this flow of this logic. So this is the one we’re looking at right now is “New Internal Resume Submission.” So we’re gonna go ahead and look at that. And we’re gonna go ahead and say “Edit flow.” So right away when I’m here on this page before we get to the Edit, you can see the information here. It’s showing you how many steps are in this particular workflow and the run history for that. So for example, I wanna go and look at this run history for this particular one, go ahead and look at that. And you can see that it passed all of those stages. And this particular one, whether it was…we’ll walk through the workflow, Screen or Ignore. This one, I selected “Screen” and it was true and then it went on to the workflow from the outside. So I’m gonna walk you through how we built this. Go ahead and look at the “Edit flow.”
So one of the first components is you have to explain to the Flow when you’re building out the flow, where is it starting with. And this one, I had it start with looking at my Office 365 Outlook and I was looking at my Inbox. Your advanced options on your inbox, I’m only looking for emails that have the subject filter “Internal Resume Submission.” So again, you can have that. It could be looking for an email that’s to a particular person or from a particular person. So maybe I’ve been waiting for some information to come back from Tiffany, so I want to have a workflow that when I get an email from Tiffany that had this certain subject line in it, that it’s gonna go ahead and create a workflow for me. So you can look at that. Got that, and my next step was great.
So when the email comes in that has that subject line in it, I want you to, again, send that email to me and change the subject to “Approval Request.” And my options are Screen or Ignore. In this particular example, I didn’t have any particular advanced options. I just said importance would be normal. It could have been “Any” and I want you…but I do want it to insert the body of the previous email in this email. So that’s what I’m asking it to do. Now, I’ve got my conditions. So now I’m saying my condition is, Screen or Ignore. [inaudible 00:28:43]
And here, it’s going to say, “Great.” When the selected option, which is either screen or ignore is equal to screen, if it’s yes, go ahead and do this logic. So now, I’ve got an internal submission of somebody’s resume, of an internal staff member and when I look at it I go, “Hmm, okay. Great.” I am gonna go… I do wanna look at this further. I’m gonna screen it.” So what happens is when it screens, it’s gonna send an auto response to the candidate. So it’s gonna be from me regarding the subject that they sent me and I’ve just put in a really simple body. I didn’t bother typing it all up. But I’m basically saying, “Thank you for applying.” So if Tiffany was applying for an internal position and I quickly looked at her resume and I went, “Yup, I need to screen this.” I would select an email, and I’ll show you that in a minute. In the inbox, I selected, go ahead and screen and then it kicked off that workflow. So it would’ve sent Tiffany back an email saying, “Thank you for applying,” and what’s going to happen there.
So the next step I wanted to happen was to get the user profile information. So it’s gonna be using Office 365, and get me some information about Tiffany. So getting her user profile, and it’s also gonna go up and I’ve asked it to post a message in Yammer. So if we go and look at… I’ve said, “Great.” I wanna post a message when this happens that I found a successful candidate that I wanna screen, I want you to post a message in our sales group that we just had a quality internal resume from, display name, Tiffany, and I am instructing Isaac to please make an appointment.
So again, I’ve got lots of information there to say, “Great. What’s gonna happen after I say great, I need to screen this candidate further?” I’ve now gone and communicated on Yammer that needs this to happen. And I’ve also said, “Can you create a high-priority task on my Wunderlist to follow up with Tiffany?” So again, I’ve had all of these items happen here. Now that’s if I do wanna screen that person’s resume that’s come in the inbox. What if I don’t want to? So let’s say, for example, an internal resume was submitted to me via email and I think this was really, really interesting. When it’s no, obviously, I wanna send an email about it to Tiffany to say, “You know, it’s not a right fit right now,” or “The position’s been filled already,” or whatever my automated response is gonna be. Well, I’m actually able to create a delay because I don’t wanna upset Tiffany that she sent email and then within seconds, she gets an automated response saying, “Not a good fit.” So it, basically, will wait 30 minutes before responding via email. I thought that was very cool. I really like that.
So my email’s gonna come from me, it’s gonna be regarding her submission for that open position and I said, “Thanks for your resume. Not a fit at this time.” So that would go automatically back out to Tiffany based on my workflow and what I chose. So lots of great flexibility and options in there. So let’s just pop over to the email that came in. So an email came in, and it wasn’t from Tiffany, it was from Alex. But anyways, we’re pretending it was Tiffany, and then right away, it’s got that “Screen” or “Ignore” those options there. So again, I don’t have to watch all of these emails that are coming in with submissions for sales associate, I’m only interested in the ones that are addressed to me because it’s gonna kick off my workflow. I thought that was very, very useful in keeping the business organized and things on track and keeping people on task.
So go back and close that after we looked at it. And then you can see that… I’m [inaudible 00:32:57] of here. Done. And I’m gonna go back to that… You can see that run history so it’s running all the time looking for transactions or emails or triggers that are then gonna set the next action in place. So again, very straightforward. I used a template and built out the logic based on that information. So Flow, definitely something, I think, everyone can benefit from. It adds value immediately. I can’t wait to play around with it from my own Office 365 and set up some workflows based on things that I need to be able to give priority to and also share out.
So let’s go and we’ll just quickly go back over to Yammer. And if I go to “Sales” and here is my automatic posting on Yammer. So we just had a quality internal resume from Alex Wilber. So do you remember, in that workflow step, I had put exactly that and so, there it is, “Isaac, please make an appointment.” So again, in that group on Yammer, this is our private social networking applications internally or for private groups. And I’ve got a group called “Sales” that their people belong to and I’ve given instruction on, basically, what’s happened there for that potential new candidate. And I shared it out. And if I go over to “Travel” and I go to “High Priority Tasks,” and there it is, “Candidate follow-up for Alex Wilber.” So all interconnected and collaborative and I’m able to work on that with my teammates. Great.
So I think I covered all the components of that for doing that workflow. I think we’ll go on to the next section which is going to be Planner. This is so exciting. I had so much fun building out that workflow and testing that out. And of course, when I first was building it, I was like, “Oh, it’s working.” And a little tip to you, what I forgot to do is…and why it wasn’t working, it was stopping, kind of, on my step here and I had… What had I done here? I think I had forgot to put a specific word in here. I think that’s what it was or I didn’t have my… I think I had this to “High” and my importance was…it should have been “Any” or “Normal” and I had a custom, something custom in there and it wasn’t working. So again, pretty straightforward because when you go into look at the… Gotta close out of here. When you go and look at the “Run Information,” you can quickly find out where… So here, we can go and look, you’ll see where my error was. When we go and look at this, it’s telling you exactly…it finished the first step but it stopped at the second step, so I had something wrong in there and then I corrected it. So there are no inputs or outputs for this operation. So it wasn’t getting there. And so, really straightforward. It was easy to find and I’m certainly no expert in Flow. All right, well let’s go on to Planner.
And I’m gonna go over to my Planner Hub page. Now, again, you can flip back and forth. You don’t have to have multiple tabs open. I’ve just got multiple tabs open just to make it easier for me to go back and forth. Oh. Oh, sure. Right in the middle of my demo. Oh, goodness. It didn’t like that I was on there for so long. Great. So there we are, back in Planner. There, now I’m back in Planner, at my Planner Hub. And so, you can see here, I’m on Planner Hub at the moment. So Microsoft Planner offers people a simple and visual way to manage teamwork. Planner is highly versatile, making it easy for you and your team to create new plans, organize an assigned task, share files, chat about what you’re working on, and get updates on progress. It’s intuitive and very easy to use. Planner enables anyone to manage a marketing event, brainstorm new product ideas, track a school assignment, prepare for a customer visit, or just organize your team more effectively.
So the persona that I am today is Megan Bowen. She’s the marketing manager for Contoso, a large multi-national corporation with many activities in play. She needs to manage numerous tasks, documents, notes, and other assets throughout the day. Microsoft Planner is the perfect solution providing Megan and her team with a flexible, visually rich, and interactive view of their work.
So Planner Hub, that’s where I am right now. The Planner Hub view provides a visual all up view of the plans that Megan is working on. Tasks not started are yellow, in progress tasks are blue, late tasks are red, and complete tasks are green. Megan can see the progress of her plans at a glance. Megan can move plan from All Plans section to the Favorite Plans very easily. So let’s go ahead and do that. So I’ve got my Favorite Plans up here and I wanna gonna go and move a plan over to there. So it doesn’t really matter which plan you do, but I’m just gonna go and grab this “Product Launch Event” up top. Add to Favorites. And there it is. Now, it moved to up to my favorite section. Very easy to move those around. Because again, I might have many plans on the go but which ones am I working on that are most important?
We also have in the left-hand navigation, you can see your own tasks and create a new plan. So again, if I click on My Tasks, it will list out my tasks and I can also create a new plan. So again, easy access to creating new plans and looking at your own tasks.
So we’re gonna go ahead and look at our Marketing Planner Board. So the main value of Planner is that it helps teams organize their work intuitively and visually. Let’s walk through a typical plan with Megan. Megan is in charge of the online marketing campaign for a new Contoso product line. Marketing campaigns can have many moving parts including numerous tasks, deadlines, assets, and deliverables. Planner helps keep things…or keep everything organized and up-to-date. So of course, as I’m going through this, I’m thinking to myself, “Okay, these people that are in finance, they’re gonna say, ‘Tracey, why are you talking about marketing?” So for all of our customers who are using our Dynamics applications like Dynamics GP, Dynamics NAV, Dynamics AX, Dynamics 365… Sorry. Dynamics 365 Financials, Dynamics 365 Sales. Although I’m talking about marketing, it can be anything and our ERP applications are seamlessly integrated with Office 365. So again, I’m looking at marketing, but it could’ve been a board on how are we going to observe the new ways of [inaudible 00:41:01] changed how we deal with capital leases or leases and our fixed assets and how we handle that for 2019. You could create a board on all the tasks that need to accomplish that. So again, although I’m talking about marketing, it doesn’t have to be marketing. It could be any topic that you like.
All right, so let’s go look at this. And right now, I have it grouped by buckets. So I’ve created these buckets. So there’s a “To-do” bucket, “Launch Event” bucket, “Managing and Branding.” And you can go ahead and add a new bucket. So each plan has its own board, and we have a detailed view of the tasks and team members. So again, I can see everyone who’s responsible for the different tasks in that particular bucket. So we’re gonna go ahead and look at which… Oh, right. We’re gonna go over here and we’re gonna look at “Members.” So when I look at members, I see who is a part of the marketing planner and I have a team member that isn’t on this board and needs to be. So I’m gonna go ahead and add that person. And you can see when you hover over, you can also remove them. So maybe they’re not gonna be involved in that, planning the project. So again, you can add and remove them. So I’ve got here in the to-do bucket here, we’ve got something called “Media Outlet Card.” So I’m gonna go ahead and click on that. And in here, it tells me it’s in the bucket to-do, it hasn’t started. Here was the start date, here was the due date. And if I wanted to, I can add an attachment in here. So again, maybe I wanna put in a video or a PowerPoint regarding this particular task that has to be done.
So the first thing, I noticed that…it looks like that task… Well, it wass supposed to be started on August 29 but not really much has been done here. So I can say, you know, maybe I’m gonna put a comment in here, which I did already. “Do you need help with finding Media Outlets?” And I can go ahead and send that. And right now, this task is marked urgent. So again you’ve got these different labeling that you can go and put your own definition in of the different colors and what they mean. So I can go ahead and do that. And I’ve put my comment in that. And you can see here, for example, in here, with this particular component here, they had an attachment and showed on the card. So again, I’ve got that preview. I didn’t have to go and open that, I can see that preview right there. And we can go and create more buckets. I’m not going to create more buckets right now because already at 1:44 or 3:44, depending on which time zone you’re in, but I’ve only got 15 minutes left and I’ve only actually covered two of the components.
So Planner, another part of it here… Looking at the boards, which is very visual, and I can see the different people involved in it. We can go over to “Charts.” Charts will show me where we are at in the project. So much like when we worked with Microsoft project, and be able to visually see what’s going on. So again, I can see the tasks that are in progress, the ones aren’t started, the ones that are completed. And maybe, I think, “Wow, Alex, you’ve got a lot of work here, so maybe I should assign something to someone else.” So the things that… Maybe the Twitter content, maybe I can assign that to someone else. I can assign… We’ll give that to… Let’s see who doesn’t have a lot. Joni, she doesn’t seem to have a lot of work on our project or task to do on this particular one, and we’ll go ahead and we’ll take off Wilber. Take him off of that assign. So now, you can see you can balance out workload from there. And again, when it’s finished, we obviously get to see that that task is completed. So easy to have a look at that.
All right. Another area here we can do is have conversations. So we can have a conversation about this. And it, basically, is gonna go and launch my Outlook and I have a group. So you can see here, I’ve got groups and there’s marketing. And I can go ahead and have a new conversation. “To Marketing, maybe a new hire would speed things along. Please review all new applicants.” And I can go ahead and send that. Go back to my Planner board, and we have that ability to, again, go and collaborate on that. There’s also Calendars as well. I’m not gonna go into all the com…
So we know what’s happening there for that. Calendar, group calendar is awesome.
So I think, we’ll pop over to one of our other applications. Although there was lots and lots of great content in the Planner and I didn’t really touch on all those topics. Have to do maybe a session just on Planner. Let’s go ahead and start with looking at the Sway. We’ll go to Sway next and we’ll look at that. So I’m gonna go over here and back to my Homepage that shows me all my different applications. And I’m gonna go ahead and look at Sway.
Oh, there’s my Clicker training. Here’s my Clicker training one that I created. So again, very simple in the way that we had talked about before in the sense of do I want it…just when we talked about the workflow or Flow. We’ve got templates, we’ve got different ways of accessing information, gathering information. So I’ll just quickly show you this one. I went and created. Said, “Great. I’ve got a topic and what do I want the topic to be and it was Clicker training.” I was able to take content…So for example, when we’re working on the storyline and you basically can put information here. So for example, if I wanted to change this a little bit and I wanted this information to be a heading, so by clicking on there, I’ll make it a heading. I’ve now got another page or another piece of canvas that I created, “Can you get your puppy to stay on his mat?” So again, very simple and easy to work with. And it went and gathered information based on my topic that I did, clicker training, it went out…
So this is the information I just grabbed from my OneNote that I copy and pasted into here. And there’s a picture and then we’ve got history. So this is what it gathered on its own. So it went and said, “Okay, why don’t you have a card on history?” And it gives you prompts. Consider writing about animal training, operant conditioning, and these people who have contributed to operant training. And then it said, well, in your next topic, your card could be method, and then it prompted. So I didn’t create any of this. It just went out there, searched the internet, and said, “Great. Here’s some topics that we think would be important when you’re doing a new presentation on that.” So again, it was auto-created for me.
So we’re gonna go back to Sway itself, and we’re gonna get started. So again, maybe I’m going to do a business presentation, maybe I do wanna start from a template. So I’m gonna go ahead and do… I’ll do business presentation.
So again, automatically it goes in and builds that out based on the information that I said I want it to be a business presentation, and it went and grabbed some cardstock and broke it into my different areas to fill out those cards. Now, in this case, I did pick a predetermined layout, but we can start with our own topic. So again, I won’t go and pick a template. Start from a topic. So there was created new from a template. I’m gonna start from a topic and we’re gonna put in here “Electric Cars,” and go ahead “Create an outline” for me. So now it’s going… Oop, we made a mistake. Please try again later. Okay. I’ll try that again. If it doesn’t work, we’ll carry on. Okay. So we’ll cancel.
So creating new… Again, you have the ability to start from a template, start from a topic. We’ll go out and search the internet and the application has logarithms in it that will go and create an outline for you or you could start from a document. So perhaps you’ve already got a PowerPoint presentation or a PDF or Word document that you wanna build out a presentation from. So we’ll go ahead and look at one of the presentations that was already created, just so you can get the idea of how it was worked on the collaborative. So again, I don’t have a touchscreen, but you actually can swipe to go to the next pages. And if we go to the next page. So again, if you have a touchscreen, you can just swipe by and go.
And so, this one has an embedded Power BI information, very visually appealing, and again, it is a kind of micro website. So very different than our traditional PowerPoint presentations and I could have embedded a video in here as well. I can turn on autoplay for this Sway. Great. There. No, it’s gonna autoplay. So I wasn’t able to show how it searched out on the internet. I wanted to show you that because that was really cool and it had a presentation for a electronic car or electric car. So again, you’ve got that ability to have that in there as well. So we’ll pop off of here.
Oh, thank you, Tiffany, for pointing out the time. Let’s jump back over to Yammer. And in here, we can see the different groups that we’re in. So for example, I had…was in the sales group and I was able to comment on that automated of Flow information came here. We’ve got different groups, so if you go into that Marketing Campaigns group, we have the ability to collaborate and work together. So when I… Miriam did a post, Alex was able to continue on the conversation, we’re able to communicate back and forth and work on that. You can also create polls, give people praise, and create announcements. So again, flexibility in there to be able to share out information in the appropriate manner, depending on the audience and who you want to be able to see that.
So again, it’s also got the ability to do private messages, creating groups, discover more groups. So for example, although you might be using it internally for your own networking internally or for your corporation, there might be another Yammer group that you wanna be a part of. So for example, I’m part of the Microsoft Education Yammer group, so I’m included in there. So I get to see the posts that they’re doing. So again, we can share out lots and lots of information. And it’s not just commenting things back and forth. You can have documents and files… Excuse me, SharePoint. You’ve got the SharePoint libraries that you can attach here so it’s all, basically, one large…even though we’re in separate applications in Office 365, they’re all interconnected so it is like one overall application.
So I guess I better jump back over here from my current slide to show this because I have run out of time and I really apologize. So I’ll go on to the next section. If there are questions, please feel free to type them in, and we’ll be able to look at those questions, and… Not sure if there are any questions. Melissa, if you can see if there’s any questions…
Yeah, laser discs. Yes, thank you. I think that was… So what was it called? Do you remember those big things that were bigger than plates? Oh, my gosh. How times have changed. But any questions, if we don’t have time to answer them today, you can email us and we’d be happy to talk to you about that. I did wanna check back and remind you that we have a whole team that’s just dedicated to Office 365 and making sure you get the most out of it and monitoring that.
Melissa: We have a couple of questions, Tracy. I can read them out.
Tracey: Yeah. Okay.
Melissa: So from Stewart, says, “To confirm, we should have the most up-to-date version of Excel application with Office 365?”
Tracey: Yes. Yup. Yes.
Melissa: Okay. And then…
Tracey: There’s constantly new features and, you know, functionality being added in how, for example, Excel works with the other applications as well, specifically ERP.
Melissa: Okay. Another one from Chris. How does Planner relate to MS project?
Tracey: That’s a great question. I’d have to take that away. I don’t know off the top of my head.
Melissa: Okay. I can tell you who sent that and you can get back to them.
Tracey: Absolutely. For sure.
Melissa: Another one, “Our workstations have varying versions of Excel. Should we advise Encore to ensure applications are all updated and standardized?
Tracey: Yeah, so what happens is it’s actually, it would be a licensing change. So for example, I don’t know if I had that in my notes to read out, but traditionally before, you would buy a version of Excel and then you might have software assurance or you might repurchase that. And so that, whatever the latest version of that kind of licensing model that comes out, and I believe it is 2016, they won’t continue on with that licensing model, it’ll just be the Office 365. So once you have that… Let’s say, for example, you had Office 365 and you had Excel, you could also install that on your workstation so that you’d always have the newest version of Excel there as well.
Melissa: Okay. Next one. Can Flow be integrated with Dynamics?
Tracey: With Dynamics 365 Sales, it is. I will have to check on, and I’m guessing, now, that a question specifically Dynamics GP. But if we can note that as a takeaway and I’ll find out.
Melissa: Okay. For Flow, if there is a partial description of the filtered full description, will the email be captured in the Flow?
Tracey: Yes. Yes. It’s intelligent enough for that.
Melissa: Okay. And another Flow one. When using Flow, how do you know that your incoming emails have subject wording that conforms to your Flow rules?
Tracey: Well, you’re creating the Flow rules. So let’s say, for example, the subject you think would have, in my case would have “travel” in it. Well, as long as travel’s somewhere in there… And you don’t have to have it filtered on subject, right? So for example, if I just wanted to create a workflow that monitored every email that came in from Melissa to do set off workflow, you could. Or for example, for me, something important is, say, price list. So every time something that’s an email with the subject line “price list” or “invoice” or “order” or “quote,” I wanna know about that. So you’re determining the keywords. But that’s a very good question.
Melissa: And the last one is, nice dog, Tracy.
Tracey: Thank you. She’s actually here at the office today with me…what very well-behaved.
All right, so here’s some additional information. So… Oh, more information about Office 365, for sure. Also about Summit, for those of you that are going to Summit, it’s just around the corner coming up. And then we’ll be having our, for the audience, that’s Dynamics GP, we’ll be having an upcoming webinar on Dynamics GP. If there is anything that I’ve touched on right now or you have any questions about Office 365 or you’d like to see more of it, I’m totally happy to take anyone through a more detailed demo. But also talking about… It’s really… I know for a lot of you, this is a big shift and it’s something that we need to be talking to you about. So even if you’re in the finance department or the sales department or marketing or operations, these are conversations we should be having with the IT group because this is gonna make their lives easier as well as provide a lot of value to you in leveraging that. And I’m sure everyone saw something there that they could definitely take advantage of.
So I hope you really enjoyed this today. And Melissa, as always, I’m so honored that you asked me to do this presentation because I really learned a lot in prepping for it, and really understand Office 365 a whole lot better.
Melissa: Thank you, Tracey.
Tracey: Everyone, have a great afternoon.
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