Quadra

Connecting Technology and Business.

Sway your way to interactive presentations!

Why make a boring PDF that is hard to read on a phone when you can make a Sway? You can reimagine how ideas come to life using Office Sway. You can quickly create and share your thoughts with a variety of multimedia using Sway’s polished, interactive, web-based canvas.

Who can use SWAY?

Professionals will be able to use Sway to save time at work and easily create engaging, eye-catching interactive reports, presentations, and more which flow responsively across all device types. For example, marketing plans/campaigns, blogs, proposals and sales pitches, project plans/updates, brochures/digital fliers, newsletters, weekly /monthly / quarterly / annual reports, training manuals, and so much more. Visit https://sway.com/smith_fashion for a sample.

In education, teachers can use Sway to engage students by creating and sharing interactive lessons and study guides, field trip reports, assignments and class project recaps, which they can also share easily with parents. Many teachers also document their best teaching practices with Sway and share them with colleagues. Students can have fun while learning and stay engaged by using Sway to breathe new life into reports, assignments, projects, study materials, and portfolios. Try this https://sway.com/0WDQZ9MXgWcRtczE for a sample.

Roll-out

Microsoft has started rolling out Sway to Office 365 business and education subscribers. Features relevant to business (and education) customers—including simultaneous coauthoring, creating interactive charts and embedding Office documents (such as Excel charts and graphs) are added to the preview version. Sway will initially support English, Dutch, French, German, Italian, Japanese, Portuguese and Spanish, with more coming soon.

Sway

A “Sway” is what we call the canvas you create using Sway, and it’s much more than a document in the traditional sense. It’s built from the ground up for the web and devices. A Sway adapts to fit the device that it’s viewed on, large or small, so your ideas always get the best treatment.

Add your content easily

It is easy to collect your content from a variety of sources right within Sway. Sway shows you the stuff you have stored in the cloud: just tap or click, drag, and drop it right onto your canvas. Built-in content sources include OneDrive, Facebook, Twitter, YouTube, your devices, or even embeds for your other content (coming soon!). And we’ll be growing that list over time.

 

Sway’s built-in design engine takes the hassle out of formatting your content by putting all of it into a cohesive layout as you create. This means that from the first word, image, Tweet, or graphic you add, your Sway is already being formed for you.

Working in a SWAY

You can adjust and customize the format Sway has created in easy and intuitive ways. Want a picture to stand out? Don’t worry about exact pixel heights and widths or whether you have the design chops to keep things looking good. Just tap or click the image in your Sway and tap or click the star icons to emphasize it. Sway takes your natural feedback and works its magic almost instantly. Want to rearrange your ideas? Just drag and drop any set of your content where you want, and watch your Sway react.

SWAY will shape the future of productivity for sure.

Outlook is more brainy – lists Action items in a mail

Let us assume that you have received a mail, If a phrase in the e-mail suggests a possible action, the Action Items app in Outlook 2013 and Outlook Web Apps creates a suggested Task for the user to review: All you have to do is click the Action Items arrow appearing near the top of the message to the left of a grey bar.

 

You can also flag the item for follow up and it will become a task in your tasks folder. Once the task is completed, you can either mark it as completed from the tasks folder or from the mail itself.


See the address in your mail, don't jut read it!

Let us assume that you have received a mail and it contains an address. The Bing Maps app for Outlook is part of the new version of Office, so it’s already on your computer. When you open an email message that has a street address, the Bing Maps app automatically appears in a gray bar near the top of the message.

Note; If the Bing Maps app doesn’t automatically appear, your administrator might have disabled it or you might not be able to use apps for Outlook. To use them, you need Office 2013 and Exchange 2013, and your administrator needs to have enabled apps for Outlook.

To see the address on a map, click the arrow next to Bing Maps.

 

Protecting your documents and mails with the IRM feature

​Most of us handle confidential documents that need an additional layer of safety.

We handle a lot of information in mails that we don't want others to share further.

There are also some kind of documents that solely belong to the organization and should not be shared with anybody outside the organization (who does not have the company domain name in their email id).

We want to confine the document to only a set of users that can be identified by their email ids.

We want to share the document with others (through mail or using SharePoint/One Drive for Business) but we don't want them to edit it, copy it, modify the contents or even print it.

The IRM feature in Office 365 is a powerful feature that will safeguard our files, mails and company's intellectual property with an extra layer of security.

MS Office documents (Word, Excel and PowerPoint) can be protected with this IRM at the File tab. When we click on the File tab, we can see the "Protect document" feature.

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When we click this option, we can see "Restricted access" option. This will provide all the Safety policy templates provided by the Enterprise. (Unrestricted access will be the default). We can choose one of those templates to apply the respective policy. (If a policy is to be frequently used, a request to create the template can be sent to the O365admin)

We can also define our own customized safety policy by choosing "Restricted access" option. Here we can include specific email ids of users who can read or change the content (can't print).

IRM Permissions.png 

If we want allow printing or copy content (for read only users) or if we want to set an expiry date (time bomb) for the document, we can click on "More options on the "Permissions" dialogue box.

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IRM protection can be applied to PDF as well as XPS files too.

Any document with such an IRM feature applied carries with it this security policy and so travels along with the document – whether through mail or into SharePoint or OneDrive for Business. So, this policy gets activated at the time of opening the document.

Even mails from Microsoft Outlook can be protected likewise with an IRM policy. The permissions are found under the "Options" tab. Once applied, the mail will carry with it this policy and will apply this policy at the point of access.

Why do I need an upgrade to my MS Office?

Efficiency is doing things right; effectiveness is doing the right things. - Peter F Drucker

When I applied for a job for the first time, my resume contained this entry:

Skills: MS Office

I had no formal education in MS Office (So are most of us!). All I knew was self learnt.

I was called for an interview. Part of the interview was test designed for me in a desktop. It was time bound. I had to answer questions. Many of them were generic but some were MS Office specific. They were practical that tested my skills in MS Word and MS Excel. Since I could complete the other generic questions easily, I had ample time to do the Office part of the test. I completed the test on time. Based on my performance in the test, I was selected for the job. And I, a staff "skilled in MS office", was placed in a team that was working with MS Office day in and day out. Thus began my corporate career.

Slowly, the workload increased and I was not able to keep pace with the workload that was filling my inbox (in Outlook, of course). I was wondering what to do. I sought the help of an expert in the team. He said he would help. And he helped. He sat beside me for some time while I worked and observed how I worked in MS Office. Then came the prescription to my malady. "Though you are an efficient worker, you need to become effective". I asked him what it meant.

Here is what he said:

MS Office is built to help users do their work not only efficiently but also become effective information workers. That is the reason why there are thousands of - nearly 8000 - features built in it that will help people arrive at better results faster. And Microsoft keeps adding more and more features they realize will help people become more productive in their jobs. This is done after a lot of effortful research and extensive surveys among the users of these everyday tools. Each of the features found there is to aid in saving time and effort in handling data, crunching numbers, generating presentable reports and creating visualization that will appeal to the user in terms of information for decision making as well as content that is pleasing to the eye of the beholder.

While there are multiple ways to arrive at a result using MS Office, there are very effective ways to arrive at better results and in a shorter amount of time and with less effort. Many of the activities that people tend to waste time on can be accomplished in just two or three clicks. And they are not far away. They are located somewhere close-by the very same features that one might be familiar with but never took an effort to explore or know. A small additional effort by the user to try the respective command or option might prove to be a productivity booster of unknown proportions. All it takes is a genuine effort by the user to know better and do things more effectively. This will lead to a lot of time saving and you will be able to complete all you work in a very short amount of time. You will have enough time to even learn more time saving techniques that will make you more productive in the long run. And who knows, you might stand in line for a promotion or a Salary hike in the near future. You can climb faster in your career to levels that you have never even dreamt of.

Sage Advice, I thought.

My friend even showed me a couple of examples of what he really meant when he said "a few clicks away". (Shift F3 in Word was one and Paste Special Transpose in Excel was another). Surely, I had been wasting my time on my reports that could have been completed in a fraction of the time I had used to take. And they were becoming more presentable and informative.

From then on, I was helping my boss to arrive at better informed decisions through my reports. And believe me I was chosen as the best team member of the month in a very short period.

I was looking forward to the next version of MS Office as it should contain more productivity features that might help me become a decison maker rather than a feeder of information to make excellent decision.

MS Office - A great (and fast) career growth determiner indeed!

Scan business cards to OneNote, contacts to Outlook using Office Lens

Thanks to technology from Microsoft Research, when you take a picture of a business card with Office Lens for Windows Phone and save it to OneNote, it will automatically recognize the card’s contact information and format it nicely into your OneNote notebook. Using OneNote on your phone, tablet, Mac or PC, you can search for text contained in the scanned business card, initiate a call to the number recognized, find their address on a map or open the attached VCF file to save their contact details to Outlook or your phone’s contact list.

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Office Lens is available for free in the Windows Phone app store.

  • Inputs from Office Blogs

Search from Everywhere using Bing Smart Search

The Search charm in Windows 8.1 uses Bing Smart Search so you can search your PC, the web, and OneDrive, plus some apps and the Windows Store. You can search once to get results from everywhere, and you can go back to your search results without having to search again. Here are the steps…

  1. Swipe in from the right edge of the screen, and then tap Search.
    (If you're using a mouse, point to the lower-right corner of the screen, move the mouse pointer up, and then click Search.) You can also press the Windows logo key +S, or press the Windows logo key and start typing to open Search. And if you're on the Start screen, you can tap or click the Search button , or just start typing. (If you don't see the Search button on your Start screen, you don't have the latest update for Windows 8.1 and Windows RT 8.1.
  2. Enter your search term. As you type, you'll see a list of search results and suggestions.
  3. If you see the app, file, or setting you're looking for in the list, tap or click it to open it. To see all of the results for your search term, including all the web results from Bing, tap or click the Search button to go to the search results page. You can also tap or click one of the search suggestions.
  4. On the search results page, tap or click a search result to open it.

Your results are grouped by category and by where they're from. For example, the photos on your PC will be grouped together, and so will the photos from the web. The results from your personal files on your PC and OneDrive will be listed first, and then results from apps and the web. Thumbnails give you an idea of what you're getting before you tap or click. To see all the search results for a specific category, tap or click the See all link for that category.

You can narrow down the search by clicking on the arrow above the Search box and clicking on the category you want.

Share content from any App in Windows 8.1

The Share charm is a quick way to share files, photos, and info with people you know, or save things for later, without leaving the app you're in. You can share a photo with just a few people at a time, share a link with your entire social network, or send an interesting article to Reading List app so you can read it later.

You can share things from most apps with the Share charm. If you want to share things from the desktop, you can share through email or use OneDriveto share files and photos.

To share files

  1. In an app, swipe the item you want to share to select it. (If you're using a mouse, right-click the item you want to share to select it.)

  2. Swipe in from the right edge of the screen, and then tap Share.
    (If you're using a mouse, point to the upper-right corner of the screen, move the mouse pointer down, and then click Share.)

  3. Tap or click the person, app, or device you want to share with, and follow the on-screen instructions.

To share a link

  1. Open an app and browse to the website, article, or map you want to share.

  2. Swipe in from the right edge of the screen, and then tap Share.
    (If you're using a mouse, point to the upper-right corner of the screen, move the mouse pointer down, and then click Share.)

  3. Tap or click the person, app, or device you want to share with, and follow the on-screen instructions.

To change settings for Share

 

You can change which apps are listed in the Share charm, and how they appear.

  1. Swipe in from the right edge of the screen, tap Settings, and then tap Change PC settings.
    (If you're using a mouse, point to the lower-right corner of the screen, move the mouse pointer up, click Settings, and then click Change PC settings.)

  2. Tap or click Search and apps, and then tap or click Share.

  3. Change the settings you want.

Delve into your content

Delve is a new addition to the Office 365 offering from Microsoft. It was called as Oslo earlier and was designed to enhance the Search experience of the users.

Delve helps you discover the information that's likely to be most interesting to you right now - across Office 365.

The more you and your colleagues work together, by viewing, editing and sharing each other's documents, the more useful Delve will be for all of you.

Delve learns from how you and your colleagues work, and tailors the information to each of you. What you see in your views in Delve is different from what your colleagues see in theirs.

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You don't have to remember the title of a document or where it's stored. Delve shows you documents no matter where they are stored in OneDrive for Business or in Sites in Office 365.

Delve never changes any permissions, so you'll only see documents that you already have access to. Other people will not see your private documents, for example documents that you've stored in private folders in OneDrive for Business.

Store documents in OneDrive for Business - access them from anywhere

Store your documents in OneDrive for Business and share them with your colleagues. To share your documents, create a folder and invite people you work with.

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  1. Select OneDrive in the Office 365 navigation.
  2. Click new > New folder.

    Type a name for the folder, for example Shared with my colleagues.
  3. Click Invite people, and enter names or email addresses.

    Click Create.
  4. Click the folder to open it and upload existing documents or create new ones.

    When you add documents to this folder, you and the people you invite will be able to see the documents in Delve and work on them together. Other people will not be able to see them.
  • To share documents with everyone in your organization, upload or create documents in the Shared with Everyone folder in OneDrive for Business.
  • To share individual documents, select the document in OneDrive for Business, click Share, and then Invite people.
  • To share an existing folder, select the folder in OneDrive for Business, click Share, and then Invite people.