How Is Microsoft 365 Helpful In Office Management?

What Is Microsoft 365?

Microsoft 365 is a cloud-based productivity service owned by Microsoft, launched on 28^th June 2011. This subscription-based software was launched as a service software for the corporate world. With a Microsoft subscription users get access to its various apps, namely, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, and Microsoft OneDrive. Microsoft 365 can be operated on Windows, macOS, Android, and iOS. Microsoft 365 is a secure and intelligent cloud service, that can be operated from anywhere, around the world with an internet connection.

Microsoft 365 was formerly named Office 365 which later was renamed Microsoft 365.

Key Benefits Of Using Microsoft 365

There is a vast number of benefits that a Microsoft user experiences let's discuss a few of them here, Microsoft 365 can be accessed from anywhere in the world with the help of a mere internet connection, this makes working for its user a seamless and process.

Security- In the developing world where everything is shifting to electronic mode, users need to keep their data secure, these days everyone prefers using cloud storage rather than storing data in the hard drive of the PC, this raises a security concern for the users' end, the data not only comprises documents or photographs, but it also comprises their bank details and other confidential details. A high level of security is required especially for banks and financial institutions, these institutes comprise personal information, which includes card numbers, security numbers, IP addresses, and a lot more, which is the prime target of hackers, in this, Microsoft 365 comes to rescue as this software provides high-end security to its users. Build-in features like Mobile device Management and Multi-Factor Authentication provide high-end security. A renowned tool for cyber-crime is Ransomware, using malicious links and email attachments hackers hack users’ data, and tools like Advanced Threat Protection can detect and attack such actions before they reach your inbox.

Improved communication- Microsoft lets users keep communications straightforward and centralized across Outlook and Skype. Using Skype, the user can hold conference calls and meetings with external agencies and staff anywhere in the world regardless of the distance. There is a function that provides an instant messaging service along with file attachments, the users can also mention other team members using ‘at’ so that they receive an instant notification with their name, these features enable constant and immediate communication, despite the time and location.

Access files anywhere- As all files are saved in the cloud, they can be accessed from anywhere at any time with an internet connection.

Secure cloud storage - Microsoft 365 enables different types of security features as mentioned earlier, like two-factor authentication, this ensures unauthorized users else cannot access files, and if one tries security threats are identified and are immediately stopped. This type of security features are crucial for organizations dealing with confidential data.

Business continuity - Any physical damage will not affect the files, mail, and data saved on the cloud, anything and everything can be recovered on command as and when required.

Top 4 Software Provided By Microsoft 365

Outlook - Outlook is a personal information managing software, that provides functions like calendars, task managing, note-taking, journaling, contact management, web browsing, and contact management. Outlook is used as a Stand-Alone application by individuals, as multi-user software by organizations for shared functions, and as an appointment-scheduling app.

Excel - Microsoft Excel is a spreadsheet for Android, iOS, macOS, and Windows. Grid of cells arranged in numbered rows and columns are used to organize data. It serves financial, statistical, and engineering needs. MS Excel data can be displayed using charts, histograms, line graphs, and limited three-dimensional graphics. Visual Basic for applications- a programming aspect provides various numerical methods.

Word - Microsoft Word was first launched on October 25’1983 and later several versions were released. MS Word has several built-in features like a spell-checker, a dictionary, a thesaurus, and utilities for editing texts. A few aspects of its features are - Templates, Image Formats, Word Art, Bullets and numbering, AutoSummarize, and Macros.

PowerPoint - Microsoft PowerPoint is an American presentation software, initially launched for Macintosh computers and was acquired by Microsoft three months after its launch. PowerPoint is used for creating presentations from scratch, and templates, adding texts, images, and videos. It helps in creating slideshows of informative data using charts and pictures.

How Is Microsoft 365 Helpful In Office Management?

The uses and benefits of Microsoft 365 are mentioned above, these points explain how using Microsoft 365, the continuity of businesses won’t be affected, with a mere internet connection a user can access their office anytime, anywhere in the world. Microsoft 365 is a complete package, from creating reports, and slideshows, organizing meetings, making annual reports, office management, journaling, and calendaring to connecting with fellow users, everything can be done with Microsoft 365 itself. The Cloud services provided by Microsoft help users access their data anytime, anywhere without hard drives. Along with such services, Microsoft provides excellent security of data. So, the user can seamlessly work without worrying about leakage of data.

There is no pressure to be present at a particular place, with Microsoft a user can be available for their team whenever required. With Microsoft tasks can be accomplished in less time, leading to increased productivity. Communication is improved as Microsoft provides such built-in communication features, users can comment on the files in the live chat room, and users can mention fellow users using ‘at’ to send them a direct notification, these features enhance communication as a direct notification with the person’s name tagged increase the chances of a faster response.

With powerful Microsoft tools (Excel, PowerPoint, Skype, Outlook) an employee can showcase their work with more creativity and conciseness, these tools help maintain data according to industry standards to increase productivity. Microsoft not only provides internal but also external communication.

Microsoft keeps updating its software with time, so it is a hassle-free process for the IT team, the team does not have to keep working on the software all the time as they are in auto-update mode. This way there is an ease in the work culture and office management is easy.