How can Office 365 help improve IT efficiency?

Thursday 22 August 2013

Businesses can access a whole range of productivity tools in the cloud by signing up to use Office 365. The various business suites offer online access to Microsoft solutions such as Word, Excel, PowerPoint, Lync and Outlook, meaning users can access them from a range of connected devices. This means professionals have more freedom to choose where and when they work - ensuring they can make full use of the working day.

If you want to access Microsoft Office tools on an office-based PC, your home laptop, and a tablet computer or smartphone, then no problem. Office 365 can be installed on up to five separate devices, meaning there is no need to take out separate subscriptions. Users gain the ability to access files, documents, data and productivity tools online via a range of platforms, but they only need to pay for one account.

How to improve IT efficiency with Office 365

Office 365 users receive real-time updates to their productivity suite, and there is no need to stop working while they are installed. They also benefit from having access to the same personal settings regardless of which device they are using. Multiple users can access and work on the same document at the same time, supporting collaboration between colleagues and simplifying version management.

Businesses can also use Office 365 to improve efficiency by holding multi-party HD meetings - advanced sharing, note-taking and annotation tools are available. This reduces the need for physical meetings, where one or more parties have to travel to attend a face-to-face meeting. Office 365 also enables companies to take advantage of business intelligence, with users able to analyse large data sets and create visual dashboards for key insights.

Office 365 is easy for the IT department to administer, and benefits from anti-malware and anti-spam protection and a 99.9 per cent uptime guarantee. Microsoft ensures access to the service at all times, meaning businesses are able to focus on value-adding tasks as opposed to network maintenance.

How to install Office 365 on multiple computers

First of all, you need to take out an Office 365 subscription. A number of packages are available - including Office 365 Small Business Premium, Office 365 Midsize Business and Office 365 Enterprise. These allow you to equip your people with virtually anywhere access to the latest Office applications, plus cloud-based IT services. You simply need to check your computers meet or exceed the minimum system requirements for each product.

On the computer or device you are installing Office on, go to your account page. Under 'Available Installs', choose 'Office for Windows' and then click 'Install'. Providing you are putting Office 365 on a PC, the productivity suite will install automatically, making this process all the more straightforward.

How to add Office 365 on a different computer

If you have already installed Office 365 on five different devices using your account, it is possible to change one or more of these registrations. The first thing you need to do is deactivate Office 365 on one of the devices - perhaps your laptop or tablet - by clicking 'Deactivate' under 'PC + Mac Installs' on your account page. This page lists the devices on which Office 365 is available and the number of installs - up to a maximum of five - you have left.

Once you have deactivated Office 365 on one of your computers or devices, Office will remain on the system, but run in read-only mode. This means you won’t be able to do any more active work using your Microsoft tools and applications, but it will still be possible to view and print documents. Should you wish to completely remove Office from the device, this option is also available on the account page.

Find out more about Microsoft Office 365 by clicking here.

Posted by Jenny Arthur