Introduction to Microsoft Office 365
Microsoft launches Office 365 as part of a subscription service of Office 2013 that includes online storage, sharing and syncing via Microsoft cloud service. Initially released in 2011, Office 365 is more than an online cloud service that provides a group of subscriptions.
Office 365 delivers different subscriptions to different users as home, business, government, and education editions. Microsoft provides Office 365 for more productivity, communication, and collaboration for the users of existing Microsoft products.
Early 2011, people don’t know how to manage their documents online. Microsoft Office 365 makes it ensure that you can manage your documents not only offline as previous but also online too with the cloud service. The key driver for moving to Office 365 environment is to reduce the cost and utilize every Information Technology resources in a much better way for increasing your business efficiency in a collaborative environment.
If you have a business organization, you can establish your business case for Office 365. As because Office 365 provides overall lower costs, allocation of Information Technology resources towards business focused activities, savings through better management of controls and compliance and efficiencies in enabling higher levels of collaboration.
Fulfilling on the promises of the business case for Office 365 can be fortified through the use of effective tools and reports, intelligent, cost-effective solutions that bridge the gaps in enterprise technologies.
When purchased Office 365 subscription, the previous version, Office 2013 is always available in the latest version. Not only that, Microsoft initially upgrade the programs and associated services of Office 2013 to a future version of Office 365 and onwards. Anyone can have the same features of the current and upcoming version of Office 365 with a cheap subscription fee which start at $10 to $15 for Home or Small Business version.
Microsoft Office 365 is not fully cloud-based. Being online and signed in allows you to access files in cloud storage services. The return on investment of a move to Office 365 can be as high as 163% over a three year period. Capturing that return and driving the savings into new opportunities for the organization is best done by augmenting an Office 365 implementation with the right tools and resources.
Cool Features of Office 365
There are some cool features you can have while using Office 365. Office 365 comes with some innovative tools that make your presence in business smarter and easier. These tools will increase your productivity at your business. Let’s check out this cool features:
Now you can collaborate online in real-time to see other’s changes with real-time co-authoring in Word. You can even share the files with other people to let them see what you write by saving the file to OneDrive or SharePoint.
- Inserting links to stored files instead of sending entire files to co-workers
If you’re worried to send large files or attachments to your co-workers or users, then you’ll be happy to see the new features of Office 365. It enables cloud storage to insert your file. Then you can share the link to the people you want to see and edit the file. Not only that, you can control the permission any time you want. However, Outlook initially gives permission to edit the file you shared with.
- Edit and convert to PDF easily
Now it’s become easier to convert your document, spreadsheet, presentation or publication to PDF anytime. After finish your editing, you can save your file with “Save as PDF”. Not only that, you can easily return back to Word document from PDF without the formatting issues.
- Use your mouse as a laser pointer in PowerPoint
You can now use your mouse as a laser pointer in touchscreen devices. You need to use a simple keyboard shortcut (Ctrl+P) to turn your mouse into a laser pointer during your PowerPoint presentations. However, this feature has been a part for years but was not for touch-screen devices. With the new integration, you can hold your finger or stylus down on the device, the red button fake laser pointer will appear.
- Resume Reading feature in Word
Now, you can resume reading where you left your document last time you closed from any device. The Resume Reading feature allows you to pick up right where you left off.
- Work offline, upload changes later
You can now work offline on files. When you connect next time to the internet, your files will be automatically uploaded to your OneDrive storage. The new version of your files will be automatically uploaded and can be seen from different devices connected to the cloud service.
- Work anywhere from any device
Your applications can be accessed via any device (including mobile), through any web browser as long as you have the correct permissions and access to an internet connection, (even wi-fi). This feature will increase your productivity. You can work either from mobiles, tablets, and laptops and all our files will be secured with the cloud service. With your Office Web Apps, you can work on your cloud files anytime, in any place, with any device that is connected to the internet.
- Office 365 Planner to help organize your team’s workflow
With the Office 365 Planner, you and your users or co-workers can plan and share the workflows. You can use this project management tools to increase the productivity of your business. You can now create plans, assign tasks to numerous users, share files, organize your tasks, update the tasks, and set due dates to complete given tasks. All this work is done with visual dashboards and your co-workers get email notification as well to see what is at first to do.
Things to Know Before Migrating to Office 365
Office 365 is an online exchanger of your business and personal documents. It provides unique cloud-based messaging solutions to all of the users. When it is time to plan a migration strategy for your customer, there are few things need to uncover.
There are many approaches to migrate your data to Office 365 Exchange Online. Many decisions factor may arise when planning a migration to Office 365 from another server. The following items need to be considered and discussed before going to start the migration and deployment plan:
Size – You need to consider the number of mailboxes as well as the size of mailboxes. You can migrate using a PST import/export but the size will definitely impact migration timelines
Coexistence – Before start migrating, make sure everything is okay with the level of coexistence you need during the migration process. You need to think about the customer’s desires and expectations for the entire coexistence period as it will impact the strategy.
Provisioning- Make sure you consider to provision the user accounts. You can plan to leverage a synchronizing tool or provision with an impact. If the organization is small, then you can manually create new accounts. Otherwise, you need to use a synchronize tool.
Migration Source- The migration source plays a huge role in your migration plan. Determine whether the source is Exchange, IMAP, or other email solution. Decide whether you want to migrate calendar information and contacts too or not. Find out all the ways to migrate from your existing source.
Identity Management- You need to determine the identity management before migrating to office 365. Do you require single sign-on or do you need to connect with an on-premises identity source?
Now that you have gone through the each and every aspects of migration and gather all the expected decision factors to consider as your migration strategy. You can now use the factors to decide. Be sure to check out our Office 365 Migration Checklist page for an even better understanding.
Migration Procedure of Office 365 from other Server
If you want to migrate from Exchange Server to Office 365, there are various migration procedure that makes significant sense from both a business and technical point of view. The entire migration procedure needs to be performed in a cost-effective and timely way. With that in mind, you need to carefully consider whether it is worth using internal staff to learn and perform a one-off multi-step project.
Let’s see the quick processes and uncover them to do a successful migration to Office 365.
Ways to migrate multiple email accounts to Office 365
There are some useful ways to migrate mailboxes from exchange server to Office 365. You can even use other email system and migrate them to Office 365. If you’re running a company, you users can export their emails, calendar and other documents from the existing mailbox and import all of them to an Office 365 mailbox. Let’s see the different ways to migrate email accounts to Office 365.
Migrate mailboxes from Exchange Server
If you want to migrate from an existing on-premises Exchange Server, you can migrate all emails, calendar, and contacts from user mailboxes to Office 365 as an administrator. There are three types of migrations you can perform from an Exchange Server:
Cutover Migration – Cutover migration defines as the entire migration of your customer’s mailboxes at once. Use this type of migration if there are fewer than 2000 mailboxes and if your customers are using Exchange version of 2003, 2007, 2010 or 2013. There are few things to consider when you’re planning a cutover migration.
- You can migrate your entire emails and documents to Office 365 over a few days. Then, you can manage user accounts and emails as well after a successful cutover migration.
- It is recommended that you migrate 150 mailboxes at a time. However, you can migrate a maximum of 2,000 mailboxes by using a cutover Exchange migration to Office 365.
- You can perform a cutover migration by using the Setup wizard, or by starting from the Exchange admin center (EAC).
Staged migration – With this process, you can migrate a batch of mailboxes at a time. Use this type of migration if you're running Exchange 2003 or Exchange 2007, and there are more than 2,000 mailboxes. There are few things you should know about Staged Migration. These are as follow:
- Your domain needs to be verified with your Office 365 organization.
- You can migrate only mailboxes such as User mailbox and Resource Mailbox. Other documents and recipient are migrated through the process of directory synchronization.
- Only Administrators can access the emails sent and received. To migrate email, you need the permission of your source email system.
- After the successful migration, the users need to create new Outlook profiles. After that, the Outlook account will be automatically connected to Office 365.
For more details, please see the image:
Hybrid Migration: It is another way to migrate emails to Office 365. If you’re running Exchange Server and want to migrate small batches of mailboxes, then it is the ideal migration technique you can use. To perform this, you need to use the Office 365 deployment process.
Use Office 365 Import Service to migrate PST-files
PST is defined as Personal Storage Table to store your personal documents, calendar events, copies of messages and other documents. If you’re running an organization which has many large PST files, you can use the Office 365 Import Service to migrate PST files. Office 365 Import Service can migrate all email data to Office 365.
The entire procedure is done by an administrator who migrates all the files to Office 365. You can even upload the PST files through a network using the Office 365 import. You can save the PST files to a drive as well.
Migrate email from another IMAP-enabled email system
If you want to migrate your customer's email from Gmail, Exchange, other email systems that support Internet Message Access Protocol (IMAP), you can use IMAP. There are few things you need to consider when using IMAP.
- Check whether your existing email system supports IMAP or not. Without IMAP-enabled email system, you cannot perform this action to migrate your emails.
- You cannot migrate more than 500,000 items from a user’s mailbox or another email system such as Gmail.
- You can migrate email up to 35 MB.
- You can only migrate emails from user’s mailbox or other mail folders. You cannot migrate other contacts, calendar events, or documents.
- IMAP migration also doesn't create mailboxes in Office 365. You'll have to create a mailbox for each user before you migrate their email.
To perform IMAP migration please see the image below. All the steps are explained there for you to migrate email from another IMAP-enabled email system.
Have end users to import their own email
Any User can import their own email, contacts, and other mailbox information to Office 365. If you cannot perform any of the migration, you can choose a partner that provides migration service for the migration to Office 365.
Reasons to choose Microsoft Office 365
Are you looking for an innovative way, to enhance the productivity of your business enterprise while on a budget? Office 365 is a revolutionary, cloud-based subscription service which can benefit your establishment in a big way. In addition to lowering your operating costs, this software offers your employees all the necessary tools that can enhance their productivity. From word processors, databases and hosted exchange email applications, your employees and you will access all needed tools from any device (browser, etc.) from practically anywhere. Here are some other reasons why Microsoft's Office 365 software is a valuable addition to all small businesses.
It is among the most functional applications that have graced the computer software niche to date. If you hire a reputable IT consultancy company to tweak and align its comprehensive features with your business model, you will highlight its professional appeal and enhance the profitability of your business enterprise.
With its superb hosted exchange email, you no longer have to contend with annoying email services that can make your business look bad in front of your clients. Moreover, using its web-based SharePoint application, you can create a professional website easily and use it to market your products or services in a more professional manner.
Another brilliant feature in this version of is the calendar feature. You can use it to keep track of important events such as upcoming meetings, wherever you are, using any device. You can also keep track of all your employee's schedules and tweak them appropriately to enhance productivity. With it, you are in control of your business operations no matter where you are.
Compared to its predecessors, this version of is highly secure. This is two-fold. Firstly, Microsoft has developed and maintained a high throughput data center which hosts your data. Thus, unlike setting up a private server that is subject to ISP security problems, equipment failure, and power outages, the 99.9% uptime guarantee in this data center will give your business a much-needed boost.
In addition to installing software and security updates to make sure that all your applications are running smoothly, Microsoft will protect your business particulars by filtering worms and viruses from all your emails in real-time. You can rest easy knowing that everything you share or exchange on the internet is 100% threat free.
Microsoft Office 365 also boasts a number of security advantages that is one of the reasons it is so successful with modern businesses. The provider takes all of the responsibility for reliability and security, allowing your company's IT team to work on other tasks, further enhancing your business productivity.
If, like many other business owners, you're not comfortable with the idea of an external company dealing with your security, fear not: Microsoft understands that this can be unsettling, which is why they provide all of their subscribers with an extensive service level agreement to ensure they remain protected.
The service offers a number of security and privacy features, including regularly backed-up data, encryption, secure transmissions between the data center and user and enforced password regulations. More information about the data processing agreement can be obtained from the Microsoft website, or from your 365 providers.
Although the benefits of using Office 365 in your small business are many, make sure that you hire a reputable IT consultancy company to help you with the setup. Such IT consultancy firms can assist in switching your small business to Google apps today.
Be sure to contact us to talk to about our Office 365 solutions that would be right for your company today.