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Efficiency Best Practices for Microsoft 365

Efficiency Best Practices for Microsoft 365


Efficiency Best Practices for Microsoft 365 covers the entire range of over 25 desktop and mobile applications on the Microsoft 365 platform. This book will provide simple, immediately usable, and authoritative guidance to help you save at least 20 minutes every day, advance in your career, and achieve business growth.

You'll start by covering components and tasks such as creating and storing files and then move on to data management and data analysis. As you progress through the chapters, you'll learn how to manage, monitor, and execute your tasks efficiently, focusing on creating a master task list, linking notes to meetings, and more. The book also guides you through handling projects involving many people and external contractors/agencies; you'll explore effective email communication, meeting management, and open collaboration across the organization. You'll also learn how to automate different repetitive tasks quickly and easily, even if you're not a programmer, transforming the way you import, clean, and analyze data.

By the end of this Microsoft 365 book, you'll have gained the skills you need to improve efficiency with the help of expert tips and techniques for using M365 apps.

  • Efficiency Best Practices for Microsoft 365
  • Contributors
  • About the author
  • About the reviewers
  • Preface
    • Who this book is for
    • What this book covers
    • To get the most out of this book
    • Download sample files and resources
    • Download the color images
    • Conventions used
    • Get in touch
    • Share Your Thoughts
  • Section 1: Efficient Content Creation
  • Chapter 1: Fortunately, Youre Inefficient!
    • Technical requirements
    • What will you gain by reading this book?
    • Evaluating your efficiency
      • Fitting a table in a Word doc
      • Editing formulas in Excel
      • Using the Send to Back option in PowerPoint
    • Inefficiency audit how to find your own inefficiency
      • Useless repetition
      • Hands versus brain
      • Who is helping whom?
    • Why are there 14,000+ features?
      • Why do we use only a few features?
    • How to learn (to find the best way)
      • Observing the menus logically
      • Local problem right-clicking
      • Global problems top menu
      • Other ways to learn while you work
    • Discovering your needs behind solutions/features
    • Moving from a vicious to a virtuous cycle
    • Frequent questions answered
      • Which apps/tools are we covering?
      • How can you cover so many tools in one book?
      • Is this a tips and tricks book?
      • What will we not cover?
      • Why are there so many apps? Do I need all of them?
      • How to use this book
    • Prerequisites
    • Summary
  • Chapter 2: Components of Work
    • How is this book organized?
      • Creating files and content
      • Data management and analysis
      • Storing and managing files
      • Managing time and tasks
      • Managing teamwork and meetings
      • Automating repetitive tasks
      • Putting it all together
      • Maximizing efficiency across the organization
    • Efficiency primer
      • You are the boss
      • Mouse cursor shape
      • Using dialogs efficiently
      • Using the taskbar
      • Pinning apps to your taskbar
      • Rearranging taskbar icons on demand
      • Using System Tray icons
      • When to use a single click versus a double-click
      • Using the burger, waffle, and overflow menus
      • Important keyboard shortcuts
      • Creating custom toolbars
      • How and when to use the Shift, Ctrl, and Alt keys
      • Using Alt + Tab and Windows + Tab
      • Options available in the Office Ribbon
      • Using the File menu efficiently
      • Pinning often used files and folders
      • Getting familiar with the status bar
      • Getting twenty-four clipboards
      • Windows grouping
      • Reading efficiently using Immersive Reader
      • Using the Start menu to search
      • The Everything app
    • Summary
  • Chapter 3: Creating Content for Effective Communication
    • Technical requirement
    • Professional documents with Word
      • Objectives
      • Styles no more manual formatting
      • Understanding sections
      • Working with tables
      • Your personal language coach
      • More about Word
    • Effective emails using Outlook
      • Using color
      • Quick Parts
      • Using tables to simplify replies
      • Email table of contents
      • The Focused and Other folders
      • Highlighting important emails automatically
    • Taking notes using OneNote
      • Why do you need OneNote?
      • How to get OneNote
      • Adding notebooks to OneNote
      • Mobile to desktop sync
      • Myth a stylus/pen is a must to use OneNote
      • Autosaving no folders or filenames
      • Linking notes to meetings
      • Searching for text in scanned documents and photos
      • OneNote calculator
    • Flowcharts with Visio
    • High-impact presentations with PowerPoint
      • Design Ideas
      • Design templates
      • Stock images
      • SmartArt
      • Layouts
      • Capturing screenshots
      • Animation, transitions, and Morph
      • Creating videos and GIFs
      • Coach
    • Creating an Office theme for your brand
    • Efficient copy and pasting
      • The "right" way to copy and paste
      • Paste and link
      • Moving paragraphs
      • Converting any content into a picture
      • Chart color changes after pasting
    • Instant web pages using Sway
      • Adding content
      • Playing and testing
      • Designing
      • Publishing
      • Creating a Sway page from Word
      • Creating a Sway page from PowerPoint
    • Summary
  • Chapter 4: Intelligent Data Analysis
    • Technical requirements
    • Data analysis in three steps
    • Clean data checklist
      • How to use this checklist
      • How to capture clean data
    • Entering clean data using Lists
      • Creating a new list
      • Adding columns
      • Sharing with people
      • Setting security
      • Data entry
      • Creating views
      • Connecting to Excel
      • Creating reports from Lists data
      • Automatic data entry from photos
    • Importing and cleaning up using Power Query
      • Crosstab data
      • Data with blank cells
      • Data in multiple CSV files
    • Importance of Excel tables
    • Data analysis
      • Quick Analysis
      • Analyzing data using AI
      • How does Excel know which reports to show?
      • Asking Excel a question
      • Creating reports with PivotTables
      • Show Values As
      • Charts and PivotCharts
      • Creating interactive reports using Power BI
    • Which Excel functions to learn and how
      • Shortlisting useful functions
      • How to learn any Excel function
      • Applying these functions to your files
    • Surveys and polls
      • Creating a survey
      • Surveys
      • Settings
      • Adding questions
      • Sharing the form
      • Analysis
    • Quizzes
      • Creating quiz questions
      • Scoring the quiz
      • Automation after submission
      • Inserting a quiz in training videos
    • Summary
  • Chapter 5: Managing Files Efficiently
    • Why storing files on the local drive is inefficient
    • Why sending attachments is bad
    • OneDrive, Teams, and Stream
    • Using OneDrive on Windows 10
      • Do I have OneDrive?
      • The latest version of OneDrive
      • Synchronizing files to the local drive
      • Storing new files on OneDrive
      • Saving files on the local drive plus the cloud
      • Automatic backup and restore
      • Who can see my OneDrive files?
      • OneDrive file icons
      • Editing files when offline
      • Deleting files
      • Files available across devices
      • OneDrive capacity
      • Documents and Desktop folder redirection
    • Benefits of storing files on OneDrive
      • AutoSave no more file corruption
      • Auto-versions 500 versions (base file size counted quota)
      • Editing in the browser/on mobile
      • Ransomware protection
    • Sharing links from OneDrive
      • Word, Excel, and PowerPoint sharing
      • Understanding the Share dialog
      • Allow editing
      • Block download
      • Adding email IDs
      • Sending the link
      • Sharing with external people
      • Sharing large files up to 250 GB
      • How to stop sharing
      • File Explorer, web, and mobile sharing
      • Forwarded links will not work
      • Share contextually with @mention in comments
      • Editing together
      • The latest version is always visible
      • Why sending links is safer
      • Non-Microsoft files
      • Who edited what?
      • Files shared with me
    • OneDrive benefits summary
    • Summary
  • Section 2: Efficient Collaboration
  • Chapter 6: Time and Task Management
    • Growth mindset
    • Universal inefficiency
    • Step 1 creating a master task list
      • Adding tasks
      • Handling delegation
      • Converting emails into tasks
      • Categorizing tasks
      • Tasks on mobile the To Do app
      • Converting emails into tasks on mobile
    • Step 2 finding time to execute tasks
    • Monitoring work
    • Monitoring delegated work
    • Action points in meeting notes
    • Daily Briefing emails
    • Viva Insights
    • Managing contacts (people)
      • Outlook profile cards
      • Organization chart
      • Creating contacts from email
      • Outlook contacts on mobile
      • Syncing Outlook contacts with your phone
      • Importing contacts into Outlook
      • Sending emails to multiple contacts
    • Online service booking
    • Managing shifts
    • Summary
  • Chapter 7: Efficient Teamwork and Meetings
    • Managing simple teamwork
      • Activity breakdown
      • Teams for collaboration
      • Teams menus
      • Teams chat
      • Teams chat files
    • Managing multiple related tasks
      • Problem Email Overload
      • Solution Use Teams
      • How to create a Team
      • When to create a Team in Teams
      • Adding Team members
      • Channel the teamwork
      • Working inside channels
      • Pinning important channels
      • Sharing an email to Teams
      • Channel email ID
      • Conversations versus chat
      • Files in Teams
      • Shared task list
      • My work across projects
      • Viewing tasks on mobile
    • Efficient Teams meetings
      • Teams meetings have a long life
      • Organizing a Teams meeting
      • Presenting in a Teams meeting
      • How to control notifications
      • How often should you check Teams?
    • Engaging with all employees
      • Centralized sharing with SharePoint
      • Open collaboration using Yammer
    • Summary
  • Section 3: Integration
  • Chapter 8: Automating Work without Programming
    • Understanding macros
    • Understanding Inbox rules in Outlook
    • PA Automation without programming
      • Trigger actions across apps
      • First automation
      • Learning from templates
      • Exploring all connectors
      • Types of automation
      • Approvals
      • Premium connectors
      • How to learn and apply PA
    • Power Apps apps without programming
      • Creating apps without programming
      • Creating an app from a list
      • Exploring UI options
      • Using AI in Power Apps
      • Creating apps inside Teams
      • Actions in Power Apps
    • Summary
  • Chapter 9: Putting It All Together
    • Technical requirement
    • Microsoft 365 best practices
      • Word
      • Lists
      • Excel
      • Power BI
      • Visio
      • PowerPoint
      • Office
      • OneNote
      • Sway
      • Forms
      • OneDrive for Business
      • SharePoint
      • Stream
      • Outlook
      • Viva Insights
      • Delve
      • To Do
      • Shifts
      • Bookings
      • Teams
      • Planner
      • Whiteboard
      • Yammer
      • Power Automate
      • Power Apps
    • Needs to solutions library
    • Efficient execution and collaboration
      • My work and delegated work
      • Need input from someone?
      • Need input about or inside a file?
      • Meetings before, during, and after
      • Teamwork with a common goal
      • Opening collaboration across the organization
      • Knowledge/files repository
      • Complex projects with linked tasks
    • Integration across the apps
      • Embedding an app inside a Sway web page
      • Creating interactive dashboards/reports from data
      • Converting action points in meeting notes to tasks
      • Linking notes to meetings
      • Sending emails from data (Mail Merge)
      • Managing my work and project-related work
      • Creating an app from data
      • Automating work across apps
      • Creating a document from a presentation
      • Creating a web page from a presentation
      • Adding any app to manage teamwork
      • Converting a document into a presentation
      • Converting a Word document into a web page
      • Updating data in a file based upon data in another file
    • Summary
  • Chapter 10: Maximizing Efficiency across the Organization
    • Why is the adoption of Microsoft 365 poor?
    • Benefits of effective adoption
    • Who will do it? The bosses!
    • Educate everyone. I repeat everyone
    • Standardization with best practices
      • Best practices format
      • Best practices examples
    • Efficiency champions
      • How to identify champions
      • The process
    • Notes for IT
      • Don'ts
      • Dos
    • Summary
    • Sample files and additional content
    • Your feedback matters
    • Why subscribe?
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