Office 365

Microsoft Office 365 with Dolphin Networks

Here at Dolphin Networks, we deliver solutions architecture, design and development services for O365. We also offer migration to Office 365 and ensure that your firms cloud deployment provides the best possible outcome. We at Dolphin Networks understand that managing and growing a business is extremely time consuming and the pressure of multiple tasks needing to be actioned is immense.

In order to support your business growth, you may have invested in a Microsoft Office 365 Business subscription licence for you and your team. However, being busy with business, you may not have the time to explore the extensive range of Microsoft O365 tools and applications. Another challenge your business may face, is that you and/or your team are not confident or lack the technical knowledge and experience to fully utilize Microsoft O365 tools and applications.

Dolphin Networks is a Software Solutions development and consultancy business and a registered Microsoft Partner. We are highly experienced in delivering Digital Transformation, Software Solutions, design and development services on Microsoft platforms, to include Office 365, SharePoint, O365, Azure, SQL and .NET.

Microsoft Office Applications: Word, Teams, Sharepoint, Excel, PowerPoint and more.

What is Microsoft Office 365?

Microsoft Office has been available for nearly three decades, with early versions combining Word, Excel, and PowerPoint as a bundle package. Since 2011, Office 365 has been available, differing from that antiquated package in two respects:

– Office 365 is licensed as a monthly or annual subscription rather than as a perpetual license.

– Office 365 provides a suite of online services, by combining best-in-class apps like Excel and Outlook with powerful cloud services like OneDrive (online storage), Microsoft Teams (replaced Skype for business) and Power Automate (workflow).

Microsoft Office 365 is a cloud-based service that brings together the best tools for the modern collaborative approach people are required to work today. Office 365 is an integrated experience of apps and services, designed to help you pursue your passion and grow your business.

Office 365 enables your team to collaborate and share documents anywhere on any device. More importantly is updated monthly with the latest features and security updates, which is essential to comply with GDPR (managing clients data and document records).

What Services included in an Office 365 subscription?

Business email and calendar icon

Business Email and Calendaring:

Allowing you to access email, contacts, and shared calendars anywhere.

Intranet Site Teams icon

Intranets and Team Sites:

Informing people across your organization and connecting team members to shared content with team sites.

Cloud service database icon

File Storage:

Synchronization and sharing enables everyone to have access to the latest files.

Task managment icon

Task management:

Enables creating new plans, organizing and assigning tasks, sharing files, chatting about what you’re working on, and getting updates on progress.

Online Meeting videocall functionality icon

Online Meetings:

Allow’s you to send an instant message or choose online multi-party audio and HD video to work together face-to-face, virtually anywhere.

Editing Tool Icon

Content Services:

Create, coordinate, protect, and harvest your content to gain value from it everywhere in its lifecycle. Capture new documents on the go, manage compliance, and reduce risk.

Teamwork hub icon

Teamwork Hub:

Enables you to see content and chat history; schedule small group or team meetings; and post an email in the thread to keep the team in the loop.

Workflow Teamwork connectivity icon

Business Process Automation:

Streamlines, automates, and transforms processes with rich forms, workflows, and custom mobile apps.

Microsoft Office Applications: Outlook, Word, Yammer, Excel and more

What are the Office 365 subscription licence options?

There is consideration required selecting Microsoft Office 365 Business licence Subscription as each business is unique. Hence, there are several Office 365 for you to consider when you sign up for one of Microsoft’s cloud services.

Office 365 Business

Office 365 Business Premium

Office 365 Business Essentials

£7.90

user/month

(annual)

Office Apps Included:

Outlook
Outlook
Word
Word
Excel
Excel
PowerPoint
PowerPoint
Access
Access

Services Included:

OneDrive
OneDrive

£9.40

user/month

(annual)

Office Apps Included:

Outlook
Outlook
Word
Word
Excel
Excel
PowerPoint
PowerPoint
Access
Access

Services Included:

OneDrive
OneDrive
SharePoint
SharePoint
Teams
Teams

£3.80

user/month

(annual)

Services Included:

OneDrive
OneDrive
SharePoint
SharePoint
Teams
Teams

Office 365 Business

Office 365 B/Premium

Office 365 B/Essentials

Both Mac and PC Desktop versions of Office apps

 

Web versions of Office apps

Mobile versions of Office apps

Communication and Teamwork tools

 

Outlook Email and Calendar

 

Cloud Storage and file Sharing

Microsoft support and deployment

Business management and growth tools

 

 

Once your business has registered for Office 365, the admin can assign different Office 365 license subscription to each selected staff member account. The different licenses include different services, such as Word, E-mail (Microsoft Exchange) SharePoint Online, Power Apps, Teams, and Power Automate (Workflow).

Office 365 licence, why is it not working?

If you experience a problem in Office 365, for example the admin can’t use or install Office onto another staff members device – it could be that you don’t have the correct license that enables that service that your business requires.

Or you don’t have a licence subscription that includes the desktop applications which require installation. To fix this, if you’re the admin, you can add the license yourself or simply call the Dolphin Networks team and we can offer you advice and guidance.

If you still have some questions or require more information on  Microsoft O365 Business Licence Subscription Contact Dolphin Networks as we are a registered Microsoft Partner.
Email: enquires@consultdolphin.com
or call and speak directly to an adviser 020 36952848

What are the main key services included in Office 365 Business licence subscription?

The precise mix of apps and services available with an Office 365 subscription depends on which licence you have selected for your business. Below is a summary of services which are common to all business and enterprise subscription:

Exchange Online (Outlook): Provides a business email for every Office 365 subscriber in your business with a 50 GB mailbox. Staff members will have the ability to access email through a web browser or using the Outlook app on Windows, a Mac, or mobile devices. Malware and spam filtering are automatically included.

OneDrive for Business: This is managed by your team within your business and enables staff members to share and collaborate on work documents. You can nominate a Site Collection Administrator in your business whom can control what staff members can do in the OneDrive library. Every Office 365 subscriber will be provided with 1 TB of personal OneDrive storage. The Files on Demand feature allows staff members to view and manage cloud-based storage using File Explorer.

SharePoint Online: The SharePoint interface is now more intuitive and easier to use, allowing your staff teams to share files and sync information in File Explorer. Included are administrative controls, which provide governance settings both in SharePoint and Exchange Online (email) to restrict staff members from accessing or sharing confidential information and demonstrates that your business is GDPR compliant.

Microsoft Teams: Microsoft Teams is designed to provide an easier way for staff groups to communicate and collaborate. This has replaced Skype for business and includes numerous wonderful additional features; record online meetings, add additional apps (Power BI, Power Apps Shifts, workflow and many more).  Did you know clients and people external to your business, can be invited to join a Teams meeting? However, you must be the Team owner to add people external to the organisation to join the conversation.

Microsoft Power Automate: This was formally known as Microsoft Flow, which enables you to create intelligent workflows to perform many menial tasks without your help, allowing you to focus on the more important parts of your job.

For example, you can use a workflow to overhaul your document approval process; after you create a few workflow commands, Power Automate will automatically send the file and an e-mail to approvers notifying them of their task. Once the approvers sign off on the file, Power Automate will send a notification e-mail back to you.

What can Office 365 do for my Business?

Work anywhere, creating an online digital workplace

One of the main benefits and popular features of Office 365 is the capability to work from anywhere if you have internet connection #justsaying 😉 This is particularly useful for companies with multiple locations, remote employees or employees who travel often. Office 365 offers an entirely cloud-based (online-based) tools/applications; email, files and Office programs (including Word, PowerPoint, Excel, etc.) These can be accessed from any location and any device. In real time, you, your team and /or clients can create, edit, and share from your PC, Mac or your iOS, Android, or Windows device.

Easy collaboration, enabling an Intelligent Digital Workplace

Office 365 unlocks the modern ways of working = collaboration

Office 365 collaboration features are super beneficial. Everyone who needs to participate to or edit a document (or spreadsheet, or presentation, etc.), can work on the same version (and get real-time changes) rather than having multiple copies. Versioning is also included in case you need to go to back to an older version of a document, very helpful feature! 

Scalability

Office 365 provides you a wide range of tools to scale your business rapidly as it grows, and you hire more staff members. You have the ability to mix and match apps to create your own custom solution for each staff member or department. Also, if your business changes it’s easy to simply add or cancel our Office 365 subscription licenses.

Office 365 is so widely used that your team can continue to work with the tools they are familiar with as your business grows, you don’t have to change to a new system or adapt to new tools and invest in expensive training.

There are templates provided in each of the included apps enabling you to create and maintain a professional representation of your business to current and future clients.

How can Office 365 help manage your business?

1. Create a business plan with templates in Microsoft Word

Need to create a business plan? Microsoft Word has a selection of customizable business plan templates that can help or inspire you. Simply open a new Word document and then select Business Templates under suggested searches to find your template. Then follow the step-by-step guidelines to build out your plan, there are suggested headings in each template to help you plan and present your business plan, once completed save to OneDrive to share with your team.

2. Team management made simple with Microsoft Planner

Microsoft Planner helps you to manage your team and stay on track.  Take the chaos out of teamwork and become more organised. Planner makes it simpler for your team to create new subscription, organize and assign tasks, share files, chat about what still needs working on, and get updates on progress. Simply open Microsoft Planner, create a new task, assign to a teammate, include a due date, and click Add Task. Automatic email reminders will keep everyone on task.

3. Schedule a meeting with Microsoft Teams

Did you know you can schedule a meeting with Microsoft Teams? In Microsoft Teams, click on Meeting and schedule a Meeting. You can select a channel so an entire team or department can join, invite individuals, or both. You can use the Scheduling assistant to help find a time that works for everyone and it displays everyone’s availability. When you schedule the meeting, it posts to Conversations in the pre-selected channel, for example; the agenda, content, notes and recordings will be captured in the Teams channel.

4. Plan your business financial plan with Microsoft Excel

Remove the stress in planning your business financial plan using Microsoft Excel. You will need to open a new Excel Workbook and then select a business financial plan template. Simply you need to follow the step-by-step instructions to replace the example content with your business data. Once completed, the business financial plan can be uploaded to OneDrive and be shared with your team.

5. Build your business financial forecast with Microsoft Excel

This is not complicated, did you know that you can quickly build a financial forecast for your business using Microsoft Excel? You simply need to select your Business Sales data in Excel, then click on Forecast Sheet in the Data tab, input the required information, and then select Create. It’s a simple as that.

6. Create a Marketing Plan with a social media editorial calendar using Microsoft Excel

This is not complicated, did you know that you can quickly build a financial forecast for your business using Microsoft Excel? You simply need to select your Business Sales data in Excel, then click on Forecast Sheet in the Data tab, input the required information, and then select Create. It’s a simple as that.

How does Office protect my Business?

Included in Office 365 is a management dashboard that nominated administrators can use to manage your Office 365 licenses, subscriptions, features, and security. The management console can be overwhelming, and even then, some of the advanced features are required to be compliant with GDPR and can only be controlled through PowerShell commands. It’s crucial to have a skilled Office 365 administrator, even in small businesses, who can manage staff members licence and configure security options correctly, so your business is GDPR compliant. Unless you have in-house staff with proper training, it’s worth outsourcing this management task. For minimum requirement, every Office 365 Administrator should know the following access entry points for Office 365 Management and Governance:

Office 365 portal: Once granted permission and access staff members can access web-based services here and manage installations of Office desktop apps.

Office 365 Admin Centre: For the staff member(s) whom have assigned administrator roles, this portal includes configuration and governance options for managing staff members access, groups, licenses, and billing. At the bottom of the navigation panel there is access to admin centres for specific services, such as Exchange Online (email) and OneDrive for Business.

Azure Active Directory Admin Centre: Included in every Office 365 business subscription also includes a free Azure Active Directory account. Your nominated Office 365 Administrator(s) can manage staff member accounts and devices from this portal and can also configure and control interactions with people / clients outside your business and existing local servers. However, please note that some features require premium Azure AD subscriptions i.e. Teams. You will need to require a premier subscription to be able to control the security and governance settings.

Please feel free to call us today if you need advice or guidance or email support@consultdolphin.com with your enquiry.

Office 365 Security and Protection

Two in every five businesses (43%) identified Cyber Security breaches in the last 12 months. The most common cyber security breaches were:

– Staff receiving fraudulent emails (75% of businesses and 74% of charities experiencing breaches)
– Others impersonating the organization online (28% and 27%)
– Viruses and malware (24% and 24%).

– Cyber Security Survey, Ofcom Gov 2018.

Suspicious email attachments are scanned in real time with sophisticated techniques that detect new types of malware previously not seen.

Click protection against suspicious links: Attackers manipulate seemingly safe URLs to redirect to unsafe sites. Safe Link feature of Office365 protect against these threats in real time.

Protect your company data on personal mobile devices; Secure your business data on employees’ personal devices through a series of security policies such as requiring PIN access to view company data like email on personal devices. This reducing the risk of non-employees intentionally or unintentionally accessing your business data.

Restrict copying and saving of your business data on personal devices; This protection policy allows restriction on company information to personal apps or unauthorized locations, as well as forwarding the data to personal accounts.

Use information protection to control how your company information is transmitted and viewed with information rights management: Ensure only authorized people can access sensitive company information by applying security policies like “Do Not Forward,” “Encrypt,” etc. on emails.

Office 365 technical terms you may not be familiar with

1 TB equals 1,000 gigabytes (GB) or 1,000,000 megabytes (MB). For comparison compared to the average smartphone, 1 TB of storage is the same as roughly 8 (128 GB) iPhones or Samsung Galaxy devices.

Office 365 Administrator It is by default the manager or staff member who signs up to buy 0365 services. They can access all administrative features and they will be the only user who assigns admin roles to other users.

File Explorer this was previously known as Windows Explorer. Been included since the launch of Microsoft Windows operating system from Windows 95 onwards. It is a file manager application, it provides a graphical user interface for accessing the file systems.

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