Micrsoft 365
Microsoft 365 (MS 365)
3. Access Management
3.1 Requesting Access
All employees at BEC Arabia are automatically assigned MS 365 E5 accounts upon onboarding. If you face any issues accessing your account or require additional permissions (e.g., access to specific SharePoint sites or Power BI reports), follow these steps:
Send an email to
[email protected]requesting access or resolving issues.Include the following details:
Your full name and department.
The specific MS 365 tool or resource you need access to (e.g., Teams, Power BI, SharePoint).
A brief explanation of the purpose.
The IT team will process your request through the Service Desk and notify you once access is granted.
Scenario: A newly onboarded employee in the Finance department needs access to the departmental SharePoint site and Power BI dashboards for budget tracking. They email the Service Desk with their details, and IT assigns the necessary permissions within 24 hours.
3.2 Logging In
Step 1: Visit the MS 365 portal: Microsoft 365 Login.
Step 2: Enter your BEC Arabia email address and password.
Step 3: Authenticate using Multi-Factor Authentication (MFA).
Scenario: You’re logging in for the first time. After entering your credentials, you receive an MFA prompt on your mobile authenticator app. Approve the request, and you’re logged in securely.
3.3 Multi-Factor Authentication (MFA)
To enhance security, BEC Arabia requires MFA for all MS 365 accounts. This ensures that even if your password is compromised, your account remains secure.
How to Set Up MFA:
Log in to the MS 365 portal.
Navigate to Security Info under My Account.
Add your mobile number and authenticator app as verification methods.
Follow the on-screen instructions to complete the setup.
Scenario: While working remotely, an employee tries to log in to MS 365 from a new device. The system prompts for MFA verification. They receive a code via their mobile app, which they enter to gain access.
3.4 Password Management
Passwords must meet BEC Arabia’s security standards (minimum 12 characters, including uppercase, lowercase, numbers, and special characters).
Passwords must be updated every 90 days.
Steps to Reset Your Password:
Click Forgot Password on the MS 365 login page.
Enter your registered email address.
Follow the instructions sent to your email or provided via MFA.
Scenario: An employee forgets their password while on-site. Using the Forgot Password feature, they reset their credentials and gain access within minutes.
4. Usage Guidelines
4.1 Email Management (Outlook)
Use Outlook for all internal and external communication.
Utilize the Focus Inbox feature to prioritize important emails.
Set up email rules to categorize or flag messages automatically.
Scenario: A project manager sets up a rule in Outlook to automatically move all emails with the subject "Project Updates" into a dedicated folder, ensuring better organization.
4.2 Cloud Storage (OneDrive and SharePoint)
OneDrive for Business: Each user has 1 TB of personal cloud storage. Use this for individual files or backups.
SharePoint: Use SharePoint sites for team and departmental document collaboration. Avoid using OneDrive for shared files.
Scenario: The HR department uploads company policies to a dedicated SharePoint site. Team members can access, review, and collaborate on these files while maintaining version control.
4.3 Collaboration (Teams)
Create Teams channels for projects or departments.
Schedule meetings directly from Teams or Outlook.
Use the Files tab in each channel to collaborate on shared documents.
Scenario: During a tender preparation, the Tendering team creates a dedicated Teams channel. They schedule daily standup meetings, upload drafts to the Files tab, and discuss revisions in the chat.
4.4 Data Analysis (Excel and Power BI)
Use Excel Online for real-time collaboration on data sheets.
Connect Power BI to your data sources to create interactive dashboards.
Scenario: The Procurement team tracks vendor performance using Excel. Once the data is finalized, it’s imported into Power BI to generate visual reports shared with stakeholders during monthly reviews.
4.5 Scheduling and Task Management
Use Outlook Calendar to schedule meetings and sync them with Teams.
Use Microsoft Planner or To Do to manage tasks and deadlines.
Scenario: The Marketing team uses Planner to assign social media campaign tasks, track progress, and ensure deadlines are met collaboratively.
4.6 Security and Compliance
Never share your login credentials.
Avoid sending sensitive data via email unless encrypted.
Always lock your screen when stepping away from your device.
Scenario: An employee accidentally attaches a sensitive file to an email intended for external recipients. The system’s DLP policy detects the error and prevents the email from being sent, ensuring data security.
Microsoft 365 (MS 365)
5. Advanced Features
5.1 Power BI for Business Intelligence
Create interactive dashboards and visualizations to analyze large datasets.
Connect Power BI to multiple data sources (Excel, SQL, etc.) for comprehensive reporting.
Share dashboards securely with stakeholders via MS Teams or SharePoint.
Scenario: The Finance team uses Power BI to track monthly expenses and revenue. They connect Power BI to Excel sheets containing budget data and generate a dashboard showing performance metrics, which is then shared with department managers.
5.2 Microsoft Defender for Office 365
Protects against phishing, malware, and ransomware attacks.
Real-time scanning of emails and files for malicious content.
Automated alerts for security breaches.
Scenario: An employee receives a suspicious email containing a link. Defender detects the email as a phishing attempt, automatically quarantines it, and alerts the IT team.
5.3 Data Loss Prevention (DLP)
Monitors and prevents sharing of sensitive information, such as financial data or personal information.
Customizable DLP policies ensure compliance with BEC Arabia’s regulations.
Scenario: An employee attempts to email a file containing client financial data to an unauthorized recipient. The system’s DLP policy blocks the email and notifies the sender with an explanation.
5.4 AI-Powered Tools
Ideas in Excel and Word: AI suggestions for data analysis and document improvements.
Designer in PowerPoint: Automatically generates professional layouts for presentations.
MyAnalytics: Tracks personal productivity metrics like focus time and meeting hours.
Scenario: An employee preparing a quarterly sales report uses Ideas in Excel to analyze trends and create visual charts. They then use Designer in PowerPoint to format the report for the leadership team.
5.5 Microsoft Compliance Manager
Helps ensure adherence to regulations like GDPR and local KSA laws.
Provides automated compliance scorecards and actionable insights.
Scenario: The IT compliance team uses Compliance Manager to evaluate the organization’s adherence to data protection laws. The tool generates reports identifying areas for improvement, which are reviewed in weekly compliance meetings.
6. Case Scenarios
6.1 Remote Collaboration
Situation: The Project Management team is coordinating tasks with on-site and remote members for a new construction project. Solution:
They use MS Teams for daily standups and SharePoint for storing project documents.
Tasks are assigned using Microsoft Planner, with deadlines and progress updates shared in Teams.
6.2 Cross-Departmental Reporting
Situation: The HR and Finance teams need to collaborate on an annual budget report. Solution:
Data is consolidated in an Excel sheet stored on SharePoint.
Power BI connects to the Excel file to generate a dashboard showing budget allocations, which is shared with leadership.
6.3 Cybersecurity Incident
Situation: An employee clicks on a phishing link in an email, compromising their login credentials. Solution:
Microsoft Defender alerts the IT team, who immediately revoke access to the compromised account.
The employee resets their password and completes additional security training.
7. Troubleshooting Common Issues
7.1 Login Issues
Problem: Unable to log in to MS 365.
Solution:
Verify your internet connection.
Ensure you’re entering the correct username and password.
If you’ve forgotten your password, use the Forgot Password feature or contact
[email protected].
7.2 Application Crashes
Problem: MS 365 apps like Word or Excel crash during use.
Solution:
Ensure your app is updated to the latest version.
Clear cache or temporary files.
Restart the application or device. If the issue persists, report it to the Service Desk.
7.3 File Sync Errors
Problem: Files in OneDrive or SharePoint are not syncing properly.
Solution:
Check your internet connection and ensure syncing is enabled.
Use the "Sync Now" option in OneDrive or SharePoint.
Contact the Service Desk if the issue continues.
7.4 Missing Permissions
Problem: Unable to access specific SharePoint sites or Power BI dashboards.
Solution:
Confirm with your manager that you have the necessary permissions.
Submit an access request to
[email protected].
7.5 Email Delivery Issues
Problem: Emails are not being delivered or delayed.
Solution:
Check your email’s Outbox for unsent messages.
Verify that the recipient’s email address is correct.
Contact the Service Desk if the issue persists.
Microsoft 365 (MS 365)
8. Security Policies
8.1 Password Policies
Minimum Requirements: Passwords must be at least 12 characters long and include uppercase letters, lowercase letters, numbers, and special characters.
Expiration Policy: Passwords must be changed every 90 days.
Reuse Restriction: Previous passwords cannot be reused within the last 6 changes.
Scenario: An employee tries to reuse a previous password when resetting their credentials. The system prompts them to create a new, unique password that meets the policy requirements.
8.2 Multi-Factor Authentication (MFA)
Mandatory for all MS 365 accounts to prevent unauthorized access.
Authentication methods include:
Mobile authenticator apps (e.g., Microsoft Authenticator).
SMS or email codes.
Employees are required to re-authenticate when logging in from a new device.
Scenario: An employee logs in from a hotel’s public Wi-Fi network. MFA ensures that even if the network is compromised, their account remains secure due to the additional authentication step.
8.3 Data Protection
Data Classification: Employees must classify documents as Public, Internal, or Confidential.
Restricted Access: Confidential documents should only be shared with authorized personnel using SharePoint or Teams.
Encryption: Emails containing sensitive data must be encrypted using Outlook’s built-in encryption feature.
Scenario: A team member sends a financial report marked as "Confidential" to another department. SharePoint automatically enforces access restrictions based on the document’s classification.
8.4 Email Security
All emails are scanned for phishing, malware, and spam using Microsoft Defender.
External emails are flagged with a banner for added awareness.
Employees must report suspicious emails immediately to
[email protected].
Scenario: An employee receives an email requesting login credentials. The email is flagged by Microsoft Defender as a phishing attempt and automatically quarantined.
9. Compliance Standards
9.1 General Data Protection Regulation (GDPR)
All employee and client data must be handled in compliance with GDPR standards.
MS 365 tools like Compliance Manager help ensure adherence by monitoring data usage and access.
Scenario: The HR department uses Compliance Manager to review access logs for personnel files, ensuring that only authorized employees have viewed sensitive information.
9.2 KSA Regulatory Standards
Adherence to Saudi Arabian data privacy and cybersecurity laws is mandatory.
MS 365 ensures that all data is stored securely and access is logged for auditing purposes.
Scenario: During an internal audit, the IT team generates a report from MS 365 showing detailed logs of document access and email activity to demonstrate compliance with local laws.
9.3 Data Retention Policies
Emails and documents are retained for a period of 5 years as per BEC Arabia’s compliance requirements.
Files older than the retention period are automatically deleted unless flagged for review.
Scenario: An employee tries to access a document from 6 years ago. They are informed that the document has been deleted per the retention policy and can request a review for its recovery if needed.
10. Best Practices for MS 365 Usage
10.1 Collaboration
Use Teams channels for group discussions and file sharing instead of email chains.
Avoid duplicate document versions by using SharePoint for real-time collaboration.
Scenario: Two employees work on the same Excel sheet stored on SharePoint. Instead of emailing updates back and forth, they edit the sheet simultaneously, with changes reflected in real-time.
10.2 File Management
Organize files in SharePoint folders based on projects or departments.
Use OneDrive for personal file storage and SharePoint for team documents.
Scenario: The Engineering department organizes all project-related files in a SharePoint folder named “Project Alpha.” Permissions are set to ensure only project members have access.
10.3 Security Hygiene
Lock your screen when stepping away from your workstation.
Report lost or stolen devices immediately to
[email protected].Regularly update your MS 365 apps to the latest versions for improved security and features.
Scenario: An employee’s laptop is stolen during travel. They immediately inform the Service Desk, which remotely disables access to their MS 365 account and secures their data.
10.4 Avoiding Data Loss
Use OneDrive’s version history feature to recover older versions of files.
Enable AutoSave in MS 365 apps like Word and Excel to prevent data loss.
Scenario: An employee accidentally deletes critical data in an Excel file. They use the Version History feature in OneDrive to restore the file to its previous state.
10.5 Communication Etiquette
Use Outlook’s Delay Send feature for emails sent outside business hours.
Keep Teams messages concise and professional. Use @mentions to notify specific team members.
Scenario: An employee drafts an email at 10 PM but uses the Delay Send feature to ensure it’s delivered during business hours the next day, maintaining work-life balance.
11. Integration with Third-Party Apps
11.1 Zoom Integration
Purpose: Use Zoom for video conferencing within MS Teams or Outlook.
Steps to Integrate Zoom with Outlook:
Install the Zoom for Outlook Add-In from Microsoft AppSource.
Log in to Outlook and click on Calendar.
Create a new meeting and select Add Zoom Meeting from the toolbar.
Log in to Zoom, and the meeting link will be added automatically.
Scenario: The Training team schedules a Zoom session via Outlook for an external vendor workshop. The calendar invite includes the Zoom link, making it accessible to all participants.
11.2 Trello Integration
Purpose: Manage Trello boards directly within MS Teams.
Steps to Integrate Trello with Teams:
Open MS Teams and go to the desired Team or Channel.
Click + (Add a Tab) and select Trello from the apps list.
Log in to Trello and choose the board you want to link.
Scenario: The Marketing team uses Trello to plan a social media campaign. They integrate Trello with Teams, allowing them to track progress and assign tasks without switching platforms.
11.3 Salesforce Integration
Purpose: Access Salesforce data directly within MS 365 apps like Outlook and Teams.
Steps to Integrate Salesforce with Outlook:
Install the Salesforce Add-In from Microsoft AppSource.
Log in to Outlook and authenticate with your Salesforce credentials.
View customer details and sales records directly in Outlook while composing emails.
Scenario: The Sales team receives an inquiry via email. With Salesforce integrated, they can view the client’s account history in Outlook and respond with accurate, data-driven proposals.
11.4 Power Automate for External App Integration
Purpose: Automate workflows between MS 365 and third-party tools.
Example: Automatically send a Slack message when a file is uploaded to SharePoint.
Use Power Automate to create a trigger for SharePoint file uploads and an action for Slack notifications.
Scenario: An HR file is uploaded to a SharePoint folder. Power Automate sends a Slack notification to the recruitment team for immediate review.
11.5 Supported Third-Party Integrations
Communication: Zoom, Slack.
Project Management: Trello, Asana.
CRM: Salesforce, HubSpot.
Cloud Storage: Google Drive, Dropbox.
Automation: Power Automate with third-party connectors.
11.6 Security Considerations
Only approved integrations by BEC Arabia IT are allowed.
Verify third-party app permissions before granting access.
Report suspicious app behavior to
[email protected].
12. Advanced Power Automate Scenarios
12.1 Overview of Power Automate
Power Automate is a workflow automation tool that connects MS 365 apps and third-party services, reducing manual tasks and improving efficiency. Employees at BEC Arabia can use Power Automate to create workflows (called "flows") that streamline business processes across departments.
12.2 Common Power Automate Workflows
1. Automated Notifications for SharePoint File Uploads
Purpose: Notify team members when a document is added to a specific SharePoint folder.
Steps to Create Workflow:
Open Power Automate and select Create a Flow.
Choose When a file is created in SharePoint as the trigger.
Add an action to send an email notification via Outlook.
Define the folder to monitor and customize the email content.
Save and activate the flow.
Scenario: The Procurement team uploads vendor contracts to a SharePoint folder. Power Automate sends an email to the legal department for immediate review.
2. Approval Workflows for Teams or SharePoint
Purpose: Automate approval requests for documents or tasks.
Steps to Create Workflow:
Select Start an Approval Process in Power Automate.
Define the document or task requiring approval.
Add approvers and set conditions (e.g., all approvers must respond).
Integrate with Teams to send notifications directly to approvers.
Scenario: A Project Manager submits a budget proposal stored in SharePoint. Power Automate sends an approval request to the Finance team via Teams. Once approved, the workflow notifies the Project Manager.
3. Automating Repetitive Emails
Purpose: Schedule recurring email reminders for team members.
Steps to Create Workflow:
Select Schedule Recurrence as the trigger in Power Automate.
Define the recurrence (e.g., daily, weekly).
Add an action to send an email via Outlook.
Customize the email subject, body, and recipient list.
Scenario: HR schedules weekly reminders for employees to update their timesheets. Power Automate ensures the email is sent automatically without manual intervention.
4. Data Integration with Power BI
Purpose: Automatically update Power BI dashboards with new data.
Steps to Create Workflow:
Select When a new row is added in an Excel file as the trigger.
Add an action to refresh the Power BI dataset.
Test the flow to ensure it updates the dashboard in real-time.
Scenario: The Sales team updates monthly revenue data in an Excel file. Power Automate refreshes the Power BI dashboard, ensuring stakeholders see up-to-date metrics.
12.3 Advanced Features
1. Conditional Logic in Flows
Add conditions to create decision-based workflows. Example: Notify different teams based on file type uploaded (e.g., notify HR for resumes, Legal for contracts).
2. Multi-Step Flows
Automate complex processes with multiple actions and triggers. Example: Combine file uploads, email notifications, and approval requests in a single workflow.
3. Connectors for Third-Party Tools
Use Power Automate connectors to integrate with non-MS 365 tools like Slack, Dropbox, or Trello.
12.4 Security and Governance
Only use approved connectors to ensure data security.
Monitor workflow activity logs to identify unauthorized actions.
Contact
[email protected]for assistance with troubleshooting flows.
Scenario: An employee accidentally creates a flow that shares sensitive data with external recipients. IT disables the flow and reviews the activity logs for compliance.
13. Microsoft Stream
13.1 Overview of Microsoft Stream
Microsoft Stream is a video-sharing platform included in MS 365 that enables employees to upload, organize, and share videos securely within the organization. It is ideal for hosting training sessions, meeting recordings, and corporate announcements.
13.2 Key Features
1. Secure Video Sharing
Videos are accessible only to authorized BEC Arabia employees.
Role-based permissions allow control over who can view, upload, or manage videos.
Scenario: The HR department uploads a company-wide safety training video. Only employees tagged with the “Safety” role can access the video in Stream.
2. Integration with Teams
Meeting recordings are automatically saved to Stream.
Employees can access recorded meetings directly from the Teams chat or Stream portal.
Scenario: A team member misses a weekly meeting. They log in to Microsoft Stream and watch the recording at their convenience, ensuring they stay up to date.
3. Video Analytics
Track views, comments, and likes to gauge engagement.
Monitor who has watched mandatory training videos.
Scenario: The Compliance team uploads a GDPR training video and uses Stream analytics to verify which employees have completed the training.
4. Channels and Groups
Organize videos into channels for specific teams, projects, or departments.
Groups can be synced with MS Teams to enable seamless collaboration.
Scenario: The Marketing team creates a "Campaign Ideas" channel where they upload promotional video drafts for internal review.
13.3 Uploading Videos
Steps to Upload a Video:
Go to Microsoft Stream.
Click on Upload Video and select a file from your device.
Add metadata such as title, description, and hashtags.
Set permissions for viewers and collaborators.
Publish the video.
Scenario: The IT team uploads a tutorial on how to use OneDrive. They tag it under “IT Training” and share it with all employees via Stream.
13.4 Using Meeting Recordings
Teams meeting recordings are automatically saved in Stream if enabled.
Participants receive a link to the recording in the Teams chat after the meeting ends.
Steps to Access Recordings:
Open the Teams chat where the meeting was hosted.
Click on the Recording Link to view in Stream.
Download or share the recording as needed.
Scenario: The Finance team reviews the recording of a budget planning meeting to verify decisions made during the session.
13.5 Best Practices for Microsoft Stream
1. Organize Content with Channels
Create specific channels for training, departmental updates, and project videos.
Avoid clutter by categorizing videos logically.
Scenario: The Engineering department maintains separate channels for safety briefings, design reviews, and equipment tutorials.
2. Use Interactive Features
Add timestamps to videos for easy navigation.
Enable comments to encourage feedback and discussions.
Scenario: The Sales team uploads a product demo video and adds timestamps for key features. Team members use the comment section to suggest improvements.
3. Optimize Video Settings
Use closed captions to improve accessibility.
Choose the appropriate resolution for faster loading on slower networks.
Scenario: A training video is uploaded with English subtitles to ensure accessibility for all employees.
13.6 Troubleshooting Common Issues
1. Unable to Access Videos
Solution: Verify permissions or request access from the video owner.
2. Video Upload Fails
Solution: Ensure the file size and format meet Stream’s requirements (max 50 GB per file).
3. Missing Meeting Recordings
Solution: Confirm that meeting recordings are enabled in Teams settings. Contact
[email protected]for assistance.
13.7 Security and Compliance
All videos must comply with BEC Arabia’s content policies.
Sensitive videos should have restricted permissions to prevent unauthorized access.
Report any misuse or security concerns to
[email protected].
Scenario: An unauthorized employee attempts to access a confidential training video. Stream’s security policies block access and notify the video owner.
14. Microsoft Whiteboard
14.1 Overview of Microsoft Whiteboard
Microsoft Whiteboard is a collaborative digital canvas that enables employees to brainstorm, plan, and collaborate in real time. Integrated with Teams and other MS 365 tools, Whiteboard allows teams at BEC Arabia to visualize ideas and workflows effectively, whether they are in the office or working remotely.
14.2 Key Features
1. Real-Time Collaboration
Multiple users can draw, write, and interact on the same board simultaneously.
Changes are updated in real time for all participants.
Scenario: The Engineering team uses Whiteboard during a design review meeting to sketch layouts and annotate plans collaboratively.
2. Integration with Microsoft Teams
Whiteboard is directly accessible during Teams meetings, allowing participants to collaborate without leaving the meeting interface.
Scenario: During a brainstorming session, the Marketing team opens a Whiteboard in Teams to list ideas for an upcoming campaign. Everyone adds their suggestions in real time.
3. Templates and Shapes
Use built-in templates for common workflows such as brainstorming, project planning, or SWOT analysis.
Add shapes, sticky notes, and text boxes for clarity.
Scenario: The HR department uses a project planning template to map out steps for an onboarding program, ensuring all tasks are covered.
4. Infinite Canvas
The canvas expands as needed, allowing for unlimited ideas and sketches without space constraints.
Scenario: A construction team plans multiple phases of a project on a single Whiteboard canvas, with separate sections for design, procurement, and site execution.
5. Save and Share Boards
Save boards to OneDrive for easy access and sharing.
Share boards with team members via a link or Teams integration.
Scenario: After a workshop, the facilitator saves the Whiteboard session to OneDrive and shares the link with participants for further reference.
14.3 Using Microsoft Whiteboard
Steps to Create and Use a Whiteboard:
Open Microsoft Whiteboard via the app or web: Microsoft Whiteboard.
Click Create New Whiteboard or open an existing one.
Use tools like pen, eraser, sticky notes, and shapes to start your collaboration.
Invite collaborators by sharing the link or adding them via email.
14.4 Integration with Teams Meetings
Click the Share Content button during a Teams meeting.
Select Microsoft Whiteboard from the list of tools.
Start collaborating instantly with meeting participants.
Scenario: During a project planning meeting, the Project Manager opens Whiteboard in Teams to list tasks, deadlines, and responsibilities. Team members edit the board live to ensure clarity.
14.5 Best Practices for Microsoft Whiteboard
1. Organize Content for Easy Navigation
Use sections or labels to group ideas and ensure clarity.
Avoid clutter by limiting content in each area of the board.
Scenario: The IT department uses labeled sections for each project phase, making the board easy to follow during status updates.
2. Use Templates for Structure
Start with templates to save time and ensure consistency.
Customize templates to suit your workflow.
Scenario: The Sales team uses a SWOT analysis template to assess potential risks and opportunities for a new market segment.
3. Enable Collaboration Features
Always share the Whiteboard link with appropriate permissions (edit or view only).
Encourage team members to use sticky notes for comments or suggestions.
Scenario: The Legal team uses a Whiteboard during a contract review, with team members adding sticky notes to highlight clauses requiring changes.
14.6 Troubleshooting Common Issues
1. Whiteboard Not Loading
Solution: Check your internet connection and ensure the app or browser is updated. Contact
[email protected]if the issue persists.
2. Unable to Share Whiteboard
Solution: Verify sharing permissions in the Whiteboard settings and ensure the recipient has access.
3. Missing Changes
Solution: Refresh the Whiteboard or reopen it. Changes are saved automatically in real time.
14.7 Security and Compliance
Ensure Whiteboards used for sensitive projects are shared only with authorized personnel.
Avoid storing confidential data directly on Whiteboard; instead, reference linked documents in SharePoint.
Scenario: During a strategic planning session, a Whiteboard containing confidential business strategies is restricted to department heads only, ensuring security.
15. Microsoft OneNote
15.1 Overview of Microsoft OneNote
Microsoft OneNote is a digital note-taking application that allows employees to organize, share, and collaborate on notes across devices. It is ideal for managing meeting minutes, brainstorming sessions, and personal to-do lists, all in one place.
15.2 Key Features
1. Notebook Structure
Organize content into Notebooks, Sections, and Pages for easy navigation.
Create separate notebooks for projects, departments, or personal use.
Scenario: The HR team uses OneNote to maintain separate notebooks for recruitment, training, and employee relations, ensuring all team members can access the relevant information.
2. Real-Time Collaboration
Share notebooks with team members for collaborative editing.
Changes are updated in real time, ensuring everyone is on the same page.
Scenario: During a project kickoff meeting, the Project Manager shares a OneNote notebook with the team. Members add their action items and notes simultaneously.
3. Integration with MS 365
Add meeting details from Outlook directly to OneNote.
Link OneNote pages to Teams channels or SharePoint for centralized access.
Scenario: An employee takes meeting notes in OneNote during a Teams meeting. The notes are automatically linked to the meeting event in Outlook for easy reference.
4. Multi-Device Synchronization
Access OneNote across all devices, including desktop, web, and mobile.
Notes are synced automatically through OneDrive.
Scenario: An employee jots down ideas on their phone during a commute. When they log in to their laptop, the notes are already synced and accessible in OneNote.
5. Multimedia Integration
Insert images, audio recordings, and videos into notes.
Annotate directly on PDFs or images using the draw tool.
Scenario: The Marketing team inserts screenshots of campaign designs into a OneNote page and uses the draw tool to highlight areas needing revisions.
15.3 Using Microsoft OneNote
Steps to Create and Organize Notes:
Open Microsoft OneNote via the app or web: OneNote Web App.
Create a new notebook and name it (e.g., "Project X Notes").
Add sections within the notebook (e.g., "Meeting Notes," "Action Items").
Add pages to sections for specific topics or details.
Scenario: The Legal team creates a notebook titled "Contract Negotiations," with sections for each client. Pages within each section are used to track negotiation points.
15.4 Integration with MS 365 Apps
1. Outlook Integration
Add meeting details directly to a OneNote page.
Convert emails into OneNote notes for better organization.
Scenario: The IT department converts a troubleshooting email into a OneNote page, ensuring the issue details are easily accessible during team discussions.
2. Teams Integration
Link OneNote notebooks to specific Teams channels for shared access.
Use OneNote during Teams meetings for collaborative note-taking.
Scenario: The Finance team links their "Budget Review" notebook to the Finance Teams channel, ensuring all team members can add updates and view past notes.
15.5 Best Practices for OneNote
1. Organize Notebooks Logically
Use clear names for notebooks, sections, and pages to ensure easy navigation.
Archive old notebooks to keep the interface uncluttered.
Scenario: The Operations team organizes notebooks by year, archiving previous years’ notebooks in OneDrive while keeping the current year’s notebooks active.
2. Utilize Tags
Add tags (e.g., Important, To-Do, Question) to highlight key points in notes.
Use the Find Tags feature to view all tagged items in one place.
Scenario: The Training team tags key action items as To-Do during a workshop. At the end of the session, they use the Find Tags feature to review all pending tasks.
3. Use Drawing and Annotation Features
Annotate images, PDFs, or freehand sketches using the draw tool.
Highlight critical points in text or visuals.
Scenario: The Engineering team uploads a blueprint to OneNote and annotates directly on the image during a brainstorming session.
15.6 Troubleshooting Common Issues
1. Notes Not Syncing Across Devices
Solution: Check internet connectivity and ensure the notebook is stored in OneDrive. Use the Sync Now option in OneNote settings.
2. Missing Notes or Pages
Solution: Check the Recycle Bin in OneNote for deleted pages. Restore them if available.
3. Unable to Share Notebooks
Solution: Verify sharing permissions and ensure recipients have access to OneDrive. Contact
[email protected]for further assistance.
15.7 Security and Compliance
Avoid storing sensitive data (e.g., financial reports, personal information) directly in OneNote.
Use password protection for sections containing confidential information.
Report unauthorized access attempts to
[email protected].
Scenario: The Compliance team creates a password-protected section in their notebook for regulatory updates, ensuring only authorized personnel can access it.
16. Microsoft Project and Microsoft Visio
16.1 Overview
Microsoft Project is a project management tool designed to plan, track, and manage projects effectively. It helps project managers allocate resources, manage timelines, and monitor progress. Microsoft Visio is a diagramming tool used for creating flowcharts, organizational charts, network diagrams, and other visuals.
Both tools are part of MS 365 and are essential for teams at BEC Arabia managing complex projects or creating visual representations of workflows and processes.
16.2 Microsoft Project Features
1. Task and Resource Management
Create tasks, assign resources, and define dependencies.
Monitor project progress with Gantt charts and task timelines.
Scenario: A Project Manager creates a project plan for a construction site, assigns tasks to team members, and monitors completion percentages using a Gantt chart.
2. Budget and Cost Tracking
Track project budgets and costs in real time.
Generate reports to compare planned and actual expenses.
Scenario: The Finance team uses Microsoft Project to monitor the budget for a mega construction project, ensuring no overspending occurs during procurement.
3. Collaboration and Integration
Integrates with Teams and SharePoint for seamless project updates.
Collaborate on project files in real-time with team members.
Scenario: The Operations team integrates Microsoft Project with Teams, ensuring everyone is updated on deadlines and task statuses during weekly progress meetings.
16.3 Microsoft Visio Features
1. Flowcharts and Process Diagrams
Use templates to create process diagrams, flowcharts, and decision trees.
Customize visuals with drag-and-drop tools and connectors.
Scenario: The HR department uses Visio to create an onboarding process flowchart, outlining steps from recruitment to training.
2. Network Diagrams
Design detailed network diagrams for IT infrastructure planning.
Use built-in shapes for routers, servers, and devices.
Scenario: The IT department creates a network diagram in Visio to map out the company’s office network, including internet connections, firewalls, and servers.
3. Organizational Charts
Automatically generate org charts using data from Excel or Active Directory.
Customize hierarchy levels, styles, and labels.
Scenario: The Management team uses Visio to create a corporate organizational chart, showing reporting lines across all departments.
16.4 Using Microsoft Project
Steps to Create a Project Plan:
Open Microsoft Project via the app or web: Microsoft Project Web.
Create a new project and define its start and end dates.
Add tasks, assign team members, and set deadlines.
Use the Gantt chart to visualize task dependencies and progress.
Monitor the project timeline and adjust as needed.
16.5 Using Microsoft Visio
Steps to Create a Diagram:
Open Microsoft Visio via the app or web: Microsoft Visio Web.
Choose a template (e.g., flowchart, network diagram).
Drag and drop shapes from the template library onto the canvas.
Connect shapes using arrows or connectors.
Customize colors, labels, and formatting.
Scenario: The Legal department creates a decision tree in Visio to guide contract negotiation processes, simplifying decision-making for team members.
16.6 Best Practices for Microsoft Project and Visio
1. Regular Updates
Update project plans and diagrams regularly to reflect changes.
Use version history to track updates and revisions.
Scenario: A Project Manager updates the project timeline in Microsoft Project weekly to reflect progress delays caused by supplier issues.
2. Leverage Templates
Use pre-designed templates for common diagrams like workflows, org charts, or timelines.
Customize templates for specific project or organizational needs.
Scenario: The Marketing team uses a timeline template in Visio to plan a product launch campaign, ensuring all activities are aligned with deadlines.
3. Share and Collaborate
Save diagrams and project plans to SharePoint for team access.
Use Teams integration for real-time collaboration during meetings.
Scenario: The Procurement team shares a resource allocation chart created in Microsoft Project with stakeholders, enabling collaborative review and approval.
16.7 Troubleshooting Common Issues
1. Project Plan Not Syncing
Solution: Ensure the file is stored in OneDrive or SharePoint. Check internet connectivity and manually sync the project file if needed.
2. Missing Shapes in Visio
Solution: Verify that all required shape libraries are enabled in the template settings.
3. Performance Issues
Solution: Close unused applications and ensure your system meets the tool’s hardware requirements. Contact
[email protected]for further support.
16.8 Security and Compliance
Ensure project plans and diagrams containing sensitive data are stored in SharePoint with proper access controls.
Avoid sharing confidential files externally without encryption or IT approval.
Scenario: The IT team restricts access to a network diagram in Visio containing security configurations, ensuring only authorized personnel can view it.
17. Conditional Access Policies
17.1 Overview
Conditional Access Policies in MS 365 are security measures that ensure only authorized and compliant devices or users can access company resources. At BEC Arabia, these policies are enforced to protect sensitive data and prevent unauthorized access.
17.2 Key Features
1. Device-Based Access Controls
Allow access only from registered and compliant devices.
Block or restrict access from untrusted devices.
Scenario: An employee attempts to log in to MS 365 from a personal laptop. Conditional Access blocks access since the laptop is not registered or compliant with company policies.
2. Location-Based Restrictions
Grant or deny access based on geographical location.
Allow only whitelisted IP addresses or countries.
Scenario: Access to MS 365 is restricted to users within Saudi Arabia. Any login attempts from outside the country are blocked unless pre-approved by IT.
3. Application-Specific Access
Apply restrictions to specific MS 365 applications.
Require additional security layers for sensitive apps like SharePoint or Teams.
Scenario: An employee accesses SharePoint, which contains sensitive project files. The policy requires MFA verification to proceed.
4. Risk-Based Conditional Access
Automatically assess login risk levels (e.g., unusual location, untrusted device).
Require additional authentication or block risky attempts.
Scenario: An employee logs in from an unrecognized device in another city. The system flags the attempt as risky and prompts for additional MFA verification.
17.3 How It Works
Policies Are Triggered by Conditions:
User location.
Device compliance.
Application accessed.
Risk level (e.g., unusual behavior).
Actions Taken Based on Conditions:
Block access.
Require Multi-Factor Authentication (MFA).
Grant access with limited privileges.
Example Workflow: A remote employee logs in to Teams using an unregistered device. Conditional Access policies block access and notify the employee to use a company-provided laptop.
17.4 Benefits
Enhances security by ensuring only trusted users and devices access resources.
Protects sensitive data from unauthorized or risky logins.
Reduces the risk of breaches from phishing or stolen credentials.
17.5 Best Practices
Keep your registered devices updated and compliant with security policies.
Use approved VPNs when accessing MS 365 from remote locations.
Always verify MFA prompts before granting access.
Scenario: The IT team regularly audits Conditional Access logs to ensure all login attempts align with company policies.
17.6 Troubleshooting Common Issues
1. Access Denied from a Trusted Device
Solution: Ensure the device is registered and compliant with IT policies. Contact
[email protected]for assistance.
2. Blocked Access When Traveling
Solution: Notify the IT team in advance for pre-approval of access from specific locations.
3. Frequent MFA Prompts
Solution: Verify that the device is set to Remember Me for trusted devices. Ensure no suspicious activity triggers additional prompts.
17.7 Security Compliance
All Conditional Access policies comply with local regulations and global security standards.
Logs of access attempts are stored securely for auditing purposes.
Scenario: During an audit, the Compliance team reviews logs of Conditional Access activity to ensure adherence to company policies and regulatory requirements.
18. Accessibility Features
18.1 Overview
Microsoft 365 includes built-in accessibility tools to ensure that employees with diverse needs can effectively use its applications. These features enable a more inclusive work environment at BEC Arabia, providing equal opportunities for collaboration and productivity.
18.2 Key Accessibility Features
1. Immersive Reader
Provides tools to improve reading comprehension by highlighting text, breaking it into syllables, and adjusting spacing.
Reads text aloud with adjustable speed and voice settings.
Scenario: An employee with dyslexia uses Immersive Reader in Word to break down text into manageable chunks and listens to the content being read aloud.
2. Dictation
Converts spoken words into text in apps like Word, Outlook, and Teams.
Supports multiple languages for voice-to-text input.
Scenario: A team member with a temporary wrist injury uses Dictation in Word to create a report by speaking into their microphone.
3. High Contrast Mode
Adjusts the display to improve visibility for employees with visual impairments.
Available across MS 365 apps and Windows settings.
Scenario: An employee working on a presentation in PowerPoint switches to High Contrast Mode to easily distinguish between text and background colors.
4. Keyboard Shortcuts
Extensive shortcut support for navigating and performing actions without a mouse.
Compatible with screen readers for visually impaired employees.
Scenario: An employee uses keyboard shortcuts to navigate Excel spreadsheets quickly, reducing reliance on the mouse for productivity.
5. Live Captions in Teams
Automatically generates captions for spoken words during Teams meetings.
Improves communication for employees who are hard of hearing.
Scenario: During a Teams meeting, an employee with hearing difficulties enables Live Captions to follow the discussion in real time.
6. Focus Mode
Removes distractions by hiding toolbars and simplifying the interface in Word and Outlook.
Helps employees with ADHD or similar conditions stay focused.
Scenario: An employee drafting a report in Word uses Focus Mode to work in a distraction-free environment.
7. Translator
Built into Outlook, Teams, and other MS 365 apps for translating text into different languages.
Enables seamless communication between multilingual teams.
Scenario: An employee translates a client email in Outlook from Arabic to English using the Translator feature, ensuring clear communication.
8. Accessibility Checker
Automatically scans documents, emails, and presentations for accessibility issues.
Provides recommendations to make content more accessible.
Scenario: Before sharing a company policy document, an HR team member runs the Accessibility Checker in Word to ensure it is readable for all employees, including those using screen readers.
18.3 How to Enable Accessibility Features
Steps to Enable Immersive Reader:
Open a Word document or Outlook email.
Click on the View tab and select Immersive Reader.
Adjust settings for text spacing, syllable breakdown, or audio playback.
Steps to Enable Live Captions in Teams:
During a Teams meeting, click on the More Actions (three dots) menu.
Select Turn on Live Captions.
Captions will appear at the bottom of the screen in real time.
18.4 Best Practices for Accessibility
1. Use Accessible Document Templates
Use MS 365's pre-built accessible templates for documents and presentations.
Ensure text, colors, and layouts meet accessibility standards.
Scenario: The Marketing team uses an accessible PowerPoint template to create a client presentation, ensuring readability for all stakeholders.
2. Test Content with Accessibility Checker
Always run the Accessibility Checker before sharing documents or emails.
Address flagged issues such as missing alternative text for images or poor color contrast.
Scenario: The Compliance team checks a training document for accessibility issues and adds alternative text to graphs and images for screen reader compatibility.
3. Enable Closed Captions and Transcripts
Use captions in video content shared via Microsoft Stream or Teams.
Provide downloadable transcripts for meetings or training videos.
Scenario: The Training team uploads a video on Microsoft Stream and enables captions for employees with hearing impairments.
18.5 Troubleshooting Common Issues
1. Immersive Reader Not Working
Solution: Ensure the app is updated to the latest version and try reopening the file.
2. Captions Not Appearing in Teams
Solution: Verify that Live Captions are enabled in the meeting settings. Contact
[email protected]for assistance if needed.
3. Accessibility Checker Errors
Solution: Review the error details provided by the checker and adjust the content accordingly (e.g., add alt text for images, adjust font sizes).
18.6 Security and Privacy
Accessibility tools comply with global privacy standards and do not store personal data.
Employees using these tools should follow BEC Arabia’s content-sharing guidelines.
Scenario: An employee using Live Captions in Teams ensures sensitive information is not displayed or recorded during the session.
19. Device Management with Intune
19.1 Overview
Microsoft Intune is a cloud-based service within MS 365 used by BEC Arabia to manage and secure company devices. It ensures that all devices accessing corporate resources comply with security policies, helping protect sensitive data while enabling a seamless user experience.
19.2 Key Features
1. Device Enrollment
Enables IT to register and manage company-provided and employee-owned devices (BYOD).
Supports multiple platforms, including Windows, macOS, iOS, and Android.
Scenario: A new employee receives a company-provided laptop. The IT team enrolls the device in Intune, applying pre-configured policies for secure access to MS 365 apps.
2. App Management
Restricts access to company data on unmanaged or unauthorized applications.
Ensures only approved apps, such as Teams and OneDrive, can interact with corporate data.
Scenario: An employee tries to access company emails on a third-party email app. Intune blocks the attempt and notifies the user to use the Outlook app instead.
3. Conditional Access Integration
Works with MS 365 Conditional Access policies to enforce device compliance.
Blocks non-compliant or unregistered devices from accessing corporate resources.
Scenario: An employee logs in to Teams from a personal device that does not meet security requirements. Intune blocks access until the device is enrolled and compliant.
4. Remote Wipe and Lock
Allows IT to remotely lock or wipe lost or stolen devices, protecting sensitive company data.
Provides selective wipe options to remove only corporate data while preserving personal files.
Scenario: An employee loses their phone containing work emails. The IT team uses Intune to wipe corporate data from the device while leaving personal data intact.
5. Policy Enforcement
Applies security policies such as device encryption, password complexity, and antivirus requirements.
Monitors compliance and flags devices that do not meet policies.
Scenario: Intune enforces a policy requiring encryption on all laptops accessing SharePoint. A device without encryption is flagged, and the user is prompted to enable it.
19.3 Device Enrollment Process
Steps to Enroll a Device:
Download the Company Portal App from your device's app store.
Sign in with your BEC Arabia credentials.
Follow the on-screen instructions to register the device.
Once enrolled, Intune automatically applies security policies and provides access to MS 365 apps.
Scenario: An employee receives a new smartphone and installs the Company Portal app. After registration, they gain secure access to Teams, Outlook, and OneDrive.
19.4 Best Practices for Device Management
1. Keep Devices Updated
Ensure all devices are running the latest OS and app versions to maintain compliance.
Enable automatic updates for both system and applications.
Scenario: The IT team conducts monthly compliance checks and sends reminders to employees to update their devices.
2. Separate Work and Personal Data
Use Intune’s App Protection Policies to isolate work data on personal devices.
Avoid mixing personal and corporate files in non-approved apps.
Scenario: A BYOD employee accesses work files through OneDrive for Business, ensuring personal OneDrive accounts are not used for company data.
3. Report Lost or Stolen Devices Immediately
Notify the Service Desk at
[email protected]to initiate a remote wipe or lock.Provide the device's last known location and details for quick action.
Scenario: An employee reports their lost laptop to IT. Within minutes, Intune remotely locks the device to prevent unauthorized access.
19.5 Troubleshooting Common Issues
1. Device Enrollment Fails
Solution: Verify that the device is connected to the internet and running a supported OS. Reinstall the Company Portal app and try again.
2. Non-Compliant Device Notifications
Solution: Open the Company Portal app to view the specific compliance issue (e.g., outdated OS) and follow the provided steps to resolve it.
3. Unable to Access Work Apps
Solution: Ensure the device is enrolled in Intune and meets compliance requirements. Contact
[email protected]if the issue persists.
19.6 Security and Compliance
1. Protecting Corporate Data
Enforce encryption and antivirus software on all devices.
Restrict access from jailbroken or rooted devices.
Scenario: A personal device fails compliance checks due to a rooted OS. Intune blocks the device until the issue is resolved.
2. Audit Logs for Device Activity
Intune logs all device activities, including access attempts, compliance status, and wipe actions.
Audit logs are securely stored and accessible to IT for monitoring and investigations.
Scenario: During a security audit, the IT team reviews Intune logs to ensure all devices accessing corporate resources meet compliance standards.
19.7 Benefits of Intune for BEC Arabia
Ensures secure access to MS 365 apps and corporate data.
Simplifies device management with centralized policies and monitoring.
Enhances productivity by allowing BYOD with robust security measures.
Scenario: An employee uses their personal tablet to access MS Teams while working remotely. Intune ensures the tablet meets security policies, allowing seamless collaboration without compromising data security.
20. Finalizing MS 365 Documentation
20.1 Comprehensive Summary
Microsoft 365 at BEC Arabia is a robust, integrated platform designed to streamline workflows, enhance collaboration, and secure corporate data. By leveraging its extensive features, employees can maximize productivity while adhering to company policies and regulatory compliance standards.
20.2 Key Highlights
1. Productivity and Collaboration
Tools like Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive enable seamless collaboration and real-time co-authoring.
Features like Teams meetings, file sharing, and cloud storage provide flexibility for remote and hybrid work.
2. Security and Compliance
Conditional Access, Intune, and Microsoft Defender ensure only authorized users and devices access corporate resources.
Tools like Compliance Manager and DLP protect sensitive data and support regulatory adherence.
3. Advanced Features
Power Automate, Power BI, and Visio enable automation, data analysis, and process visualization, making complex tasks manageable.
Accessibility features like Immersive Reader, Dictation, and Live Captions ensure inclusivity across all employees.
20.3 Best Practices for Employees
1. Follow Company Policies
Always use approved devices and applications to access MS 365 resources.
Report suspicious activities or unauthorized access attempts to
[email protected].
2. Leverage Collaboration Tools
Use Teams for meetings and discussions, SharePoint for document storage, and OneDrive for personal work files.
Share files securely with appropriate permissions to prevent data leaks.
3. Stay Updated
Keep all MS 365 apps and devices updated with the latest versions to ensure compatibility and security.
4. Backup and Organize Data
Use OneDrive and SharePoint for automatic backups.
Organize files logically into folders and label them for easy access.
20.4 Troubleshooting Common Issues
1. Login Problems
Verify credentials and check for internet connectivity.
Contact the Service Desk for password resets or MFA issues.
2. Access Denied
Ensure devices are compliant and enrolled in Intune.
Verify user permissions for accessing specific resources.
3. Application Crashes
Update the app or system and clear cache if necessary.
Reinstall the application if the issue persists.
20.5 Contact and Support
For any issues or queries regarding Microsoft 365, contact the Service Desk:
Email:
[email protected]Hours: Available during working hours or 24/7 for critical incidents.
Scenario: An employee facing issues with SharePoint permissions contacts the Service Desk. The IT team resolves the problem within an hour, ensuring uninterrupted workflow.
20.6 Employee Training Resources
1. Training Sessions
Monthly MS 365 workshops conducted by the IT team.
Sessions cover tools like Teams, SharePoint, Power Automate, and advanced Excel features.
2. Self-Learning Materials
Access Microsoft Learn for tutorials and guides: Microsoft Learn.
Explore LinkedIn Learning courses provided by BEC Arabia for in-depth knowledge.
3. FAQs and Knowledge Base
Refer to the FAQ section in this documentation for quick answers to common queries.
Explore the internal IT portal for additional guides and troubleshooting tips.
20.7 Conclusion
Microsoft 365 at BEC Arabia is a cornerstone of productivity, security, and collaboration. Employees are encouraged to explore its features fully, follow best practices, and reach out for support whenever needed. By adopting MS 365 effectively, we can achieve operational excellence and maintain our competitive edge.
Microsoft 365 (MS 365) - FAQ
General Questions
What is Microsoft 365? Microsoft 365 is a cloud-based productivity platform that includes applications like Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive. It enhances collaboration, productivity, and security for organizations.
What does the E5 license include? The E5 license includes all core MS 365 apps, advanced analytics (Power BI Pro), enhanced security (Defender), and compliance tools.
Can I access MS 365 on my mobile device? Yes, you can download MS 365 apps like Outlook, Teams, and Word from your app store and log in with your BEC Arabia credentials.
What is OneDrive, and how is it different from SharePoint? OneDrive is personal cloud storage for individual use, while SharePoint is a shared platform for team and department collaboration.
How much storage space do I have in OneDrive? Each employee gets 1 TB of OneDrive storage. Additional storage can be requested via
[email protected].
Access and Permissions
How do I request access to MS 365 tools? Send an email to
[email protected]with the required tool or resource, your department, and a brief explanation.What should I do if I can't access a specific SharePoint site? Verify your permissions with your manager. If needed, request access via the Service Desk.
Can external users access MS 365 resources? Yes, but access must be explicitly granted by the IT team. External users can only access shared content with specific permissions.
How do I reset my MS 365 password? Use the Forgot Password option on the login page or contact
[email protected].What is Multi-Factor Authentication (MFA), and why is it required? MFA adds an extra layer of security by requiring a second verification step, such as a code sent to your phone or email.
Applications and Features
How do I schedule a meeting in Microsoft Teams? Use the Calendar tab in Teams or Outlook to schedule meetings. Invite participants and set the date, time, and location.
Can I edit documents simultaneously with my team? Yes, MS 365 supports real-time co-editing in Word, Excel, and PowerPoint via OneDrive or SharePoint.
How do I create a dashboard in Power BI? Import your data source into Power BI, use the visualization tools to create charts and graphs, and save the dashboard for sharing.
What is the purpose of Compliance Manager? Compliance Manager ensures data protection and regulatory compliance by monitoring data usage and providing actionable insights.
How do I use AutoSave in MS 365 apps? AutoSave is enabled by default in cloud-based files (OneDrive or SharePoint). Ensure your document is stored in the cloud to use this feature.
Email Management (Outlook)
How do I organize my emails in Outlook? Use folders, categories, and rules to automatically sort incoming emails based on criteria like sender or subject.
Can I recall an email sent in Outlook? Yes, use the Recall This Message option if both sender and recipient are using Outlook within the same organization.
How do I set up an email signature? Go to File > Options > Mail > Signatures and create a personalized email signature.
What is Focused Inbox? Focused Inbox separates your inbox into Focused and Other tabs, prioritizing important messages.
How do I schedule an email to be sent later? Use the Delay Delivery option under Options when composing an email.
Collaboration and Sharing
How do I share files securely in MS 365? Use OneDrive or SharePoint to share files. Set permissions to view-only or edit, depending on the recipient.
Can I share documents with external users? Yes, but ensure you configure permissions to limit access to specific files or folders.
What is the Files tab in Teams? The Files tab allows team members to upload, view, and collaborate on shared documents within a Teams channel.
How do I track changes in Word or Excel? Enable the Track Changes feature in Word or use Excel’s version history to monitor edits.
Can I work offline with MS 365 apps? Yes, desktop apps like Word and Excel allow offline editing. Changes will sync to the cloud once you’re back online.
Security and Compliance
What is Data Loss Prevention (DLP)? DLP policies prevent sharing of sensitive information like financial data or personal details with unauthorized recipients.
What should I do if I receive a phishing email? Report the email to
[email protected]immediately. Do not click on any links or download attachments.How does Microsoft Defender protect my account? Defender scans emails and files for malware, phishing attempts, and other security threats, providing real-time protection.
What are the password requirements for MS 365? Passwords must be at least 12 characters long and include uppercase letters, lowercase letters, numbers, and special characters.
How do I report a lost or stolen device? Notify the Service Desk at
[email protected]immediately so IT can revoke access and secure your account.
Troubleshooting
Why am I unable to log in to MS 365? Verify your internet connection, credentials, and MFA setup. If issues persist, contact
[email protected].What should I do if an MS 365 app crashes? Restart the app or your device. Ensure the app is updated to the latest version.
How do I fix file sync issues in OneDrive? Check your internet connection, ensure syncing is enabled, and use the Sync Now option in OneDrive.
Why can’t I access a specific Power BI dashboard? Confirm you have the required permissions. Request access via the Service Desk if needed.
How do I recover a deleted file in OneDrive? Go to the Recycle Bin in OneDrive and restore the deleted file.
Advanced Tools
What is MyAnalytics? MyAnalytics tracks your work habits, including focus time and collaboration hours, helping you optimize productivity.
How do I use Designer in PowerPoint? Designer provides AI-powered layout suggestions. Simply add content to your slide, and Designer will suggest designs.
What are Ideas in Excel? Ideas analyze your data and suggest charts or patterns to help with data interpretation.
Can I integrate MS 365 with third-party apps? Yes, MS 365 supports integrations with many tools like Trello, Zoom, and Salesforce.
How do I enable Conditional Formatting in Excel? Use the Conditional Formatting option under the Home tab to highlight cells based on rules.
Miscellaneous
What is the retention policy for emails and documents? All emails and documents are retained for 5 years unless flagged for review or compliance purposes.
Can I customize my MS 365 dashboard? Yes, you can pin frequently used apps to the MS 365 app launcher for quick access.
How do I request additional OneDrive storage? Submit a request to
[email protected]with a justification for additional storage.What is the maximum file size for uploads to OneDrive or SharePoint? The maximum file size is 250 GB.
Can I access MS 365 tools without an internet connection? Yes, desktop versions of Word, Excel, and PowerPoint allow offline access.
How do I check my MS 365 subscription details? Go to Account Settings under your profile in the MS 365 portal.
What are SharePoint Workflows? Workflows automate business processes, such as document approvals or task assignments.
How do I enable dark mode in MS 365 apps? Go to Settings > Theme in your app and select Dark Mode.
What is Microsoft Forms? Microsoft Forms allows you to create surveys, quizzes, and polls and collect responses in real-time.
Who do I contact for MS 365-related issues? Contact the Service Desk at
[email protected]for assistance with any MS 365-related issues.
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