Useful Windows Phone app: Files

Web_July07_A1Files and folders are essential parts of any operating system, mobile or otherwise. In larger devices, like computers and laptops, we often have hundreds, if not thousands, of files and folders that we use to keep our systems and processes organized. However, with mobile devices, such as Windows Phone, it is difficult to actually manage your files and folders properly. In fact, it’s been one of the most requested Windows Phone features and Microsoft has recently announced a new app to make management of files and folders on your device far easier.

About the Files app for Windows Phone 8.1

In late May, Microsoft posted an article on their Windows Mobile blog announcing that the Files app had been launched. The idea behind this app is that it allows easier viewing and managing of files and folders on your Windows Phone.

With this app you can:

  • Browse for installed files
  • Arrange files into folders
  • Move files or folders from one location to another
  • Open or search for files
  • Change the name of existing files
  • Share individual or multiple files with other users

While this app is a welcome development, there is one feature that makes it great: It allows you to also access and manage files on your device’s SD card – if it has one. This means you no longer have to connect your Windows Phone to your computer in order to manage your files. You can do so directly from your phone.

Where can I get the app?

If you use your device for work we strongly recommend that you install this app, especially if you store files on your device. Find the app on the Windows Phone Store for free. Simply click the Install button in the left-hand ribbon of the page and select your device. You need to be signed into the Microsoft account you use on your phone. You can verify this by looking at the top-right of the page and hovering your mouse over Explore. If you are not signed in hover over Explore and click Sign-in. Enter the username and password of the Microsoft account you use on your phone and you should be able to install the app directly from your browser.

Alternatively, you can install the app directly to your device by:

  1. Going to the Windows Phone Store app on your device.
  2. Searching for Files.
  3. Tapping on the Files app icon (blue square with a white document icon).
  4. Pressing Install.

The app should start to download automatically and install a new tile on your home screen.

Using the Files app

To manage or view the files and folders on your device, simply open the app. You should see a screen open with the option to either look at the files on your Phone or SD card – if your device has an SD card installed.

When you tap on either Phone or SD card, you should see the file structure pop up. Scrolling up or down and tapping on files or folders will open them. If you tap on the square box beside each file you will see a number of options pop up at the bottom of the screen. Pressing the related icon will allow you to interact with that file. For example, if you select a file and press the Trash Can icon, the file will be deleted. You can select multiple files at the same time by simply tapping on the white boxes before hitting any of the action buttons.

If you are looking for a specific file, make sure you don’t have any files or folders selected and press the magnifying glass icon at the bottom of the screen. Enter the name of the file or folder you would like to find and it should pop up below the search bar.

Looking to learn more about using Windows Phone in the office? Contact us today to see how our services can help.

Published with permission from TechAdvisory.org. Source.

5 Ways Microsoft Office 365 Can Help Your Business

As a Microsoft Partner of nearly 19 years, I have seen several shifts in the way small and medium sized businesses can utilize technology. In 1995 the use of email and websites were just beginning to catch on for many small businesses, and within a few short years became ubiquitous. Over the last few years we have witnessed another extraordinary shift in technology that can give smaller businesses a real edge. Yes, we are talking about “the cloud”, but I never did like that term. We have been using “the cloud” since we sent the first email. I prefer to talk about this shift in more pragmatic terms.

At a simplified level, we are seeing a shift from companies budgeting a significant capital expense with implementing on-premises solutions, toward a monthly operational expenses as they invest in hosting solutions through 3rd party providers. There are many advantages in doing so. You are able to utilize the same technologies accessible to the largest enterprises. You have scale and elasticity to immediately shift resources to meet your demands. You get to reap the reward of feature add-on’s and solution upgrades, without the headache of having to manage those upgrades internally. You have improved remote access and mobility. Finally, you have a fixed, predictable, recurring cost for these services that can be easily managed and tracked.

1. Exchange Online
Exchange Server is Microsoft’s email server product. I built my business in part by supporting on-premises Exchange Servers for my clients, which can be standalone or implemented as a component of Microsoft’s Small Business Server, which is no longer available. I regularly refer to Exchange as Office 365’s “low hanging fruit”. Businesses have and need email, and moving that function to a hosted provider is typically the most obvious technology to move to another provider. Over 90% of the folks we have helped implement Office 365 started with migrating email to Exchange Online.
The migration path to get all your email data from either an on premises Exchange Server or another hosted service to Office 365 can be a challenge, so unless you have internal IT staff who are very familiar with the offering I highly recommend you find and work with a cloud certified Microsoft Partner. Once your data is migrated, however, the experience should be extremely similar for staff who are used to using Microsoft Outlook to manage their email, calendars, and contacts. You may require upgrades to Windows and Outlook if you are on older versions, but core functionality is very similar and recognizable for most.
2. Lync Online
Microsoft used to have two products named Office Communicator and LiveMeeting. Those products were combined several years ago into a product called Lync. Lync provides the ability to collaborate with other people in real time. I have found that while few businesses, particularly the smaller ones, are extremely interested in Lync initially, they soon find themselves asking how they ever lived without it. It can truly change the culture of how your staff communicates and works with one another.
A great thing about this service is that it can simply be purchased and turned on. There is nothing to migrate and very little to configure. End users need some training on this new product, but they become highly effective with it quickly. At the core of Lync, your staff can see presence – whether or not someone else is available at that moment. You can see a presence indicator across the other components of Office 365, including Exchange and SharePoint. You can instantly communicate with people via chat, voice and video. You can share applications or your entire desktop. You can have voice or video conference calls. You can present to prospects or clients. This represents a real shift in the way your staff communicates.
3. SharePoint
SharePoint is at its core an intranet website to share files and collaborate. It is designed for business use with security and management in mind. If you are with a small business and have tried SharePoint in the past you may have come to the conclusion that it wasn’t for you. It was difficult to configure and use, and felt like an enterprise solution. The latest revision of SharePoint Online in Office 365 is far simpler to use. Out of the box, with some basic thought and planning around file structure and day to day use, it’s possible for a small company to have a rich and sophisticated platform from which to share, store, and secure company data and resources.
One of the most interesting features of SharePoint is called OneDrive for Business. This feature allows business users to synchronize data from SharePoint to their individual devices. A very important point to interject here is that there is a significant difference between this solution and the consumer solutions like DropBox, Google Drive, and OneDrive (formerly SkyDrive). Business class products like OneDrive for Business match those features, but add critical business functionality like managed security, backup, and data retention for the business. I should note here that DropBox also has a business solution with centralized management, so if you stick with DropBox instead of Office 365, just make sure your business uses that version, not the consumer version many employees may have installed.
With SharePoint and OneDrive for Business, the files belong to the business, not the individual. Permissions can be set much like you would on a file server, and if an employee is no longer with your company, the files don’t disappear with that individual. Microsoft very recently added OneDrive for Business as a standalone product as well, so you can utilize the OneDrive feature set without the full SharePoint implementation if you are only looking for file synchronization.
4. Yammer
Microsoft acquired a company called Yammer not too long ago and has done an incredible job of integrating the platform with Office 365. It is difficult to succinctly describe what the platform provides, but think of it as social media for your business.

There are various ways to utilize Yammer in your business. I like to break down the ways I see the platform being used into two categories.

First, if your organization has more than about 20 employees you have probably come up with some kind of policy about what kind of email just doesn’t belong in the “all staff” distribution group. For instance if someone on your staff had an interesting personal item to share that is great to build connections, but often feels more like spam when many users send those kinds of messages to everyone’s email. Yammer is the place for shared social interaction, photos, links, etc. to live instead of email, and can be consumed how and when it makes sense. Also if you have more staff or are geographically separate from one another Yammer is an incredible way to build culture. Give each other kudos, get to know each other personally a bit more. It is a fun platform to be used in a myriad of social ways.

Second, there are extremely relevant business uses for the platform. You can create groups, perhaps by project or department, and have conversations, posts, etc. relevant to those groups. Those conversations live in Yammer. They can contain files, links, photos, comments, and more and they are searchable. Microsoft itself has done a wonderful job of creating Yammer groups for its partner and client base. Yammer is now the primary way I learn more about what’s coming from Microsoft. Yes, you picked up on that didn’t you? You can setup groups within Yammer and allow people outside your organization to interact. Subcontractors, clients, etc. can have a platform to interact in a controlled and secured fashion.
5. Office ProPlus

Everyone pretty well understands the traditional methods for purchasing Microsoft Office. You could buy the apps preinstalled on your computer, via retail from a store or online, or you could license them for your business through a partner like Arterian. With Office 365 you now have the ability to simply subscribe to Office ProPlus, which is the Office suite as a downloadable application on up to 5 devices per user account (yes, Office for Mac is included). There are two advantages to this subscription method. First, the cost is very low and there is no upfront cost to acquire the license. Second the applications update, essentially like an app on your mobile phone or tablet. You don’t need a disk or a license key. Other key application providers are shifting to a very similar model. Adobe, for instance, is doing the same with their suite of applications.

Conclusion

Many have heard me say that I’ve never seen a solution so easily sell itself. Office 365 provides such an enormous value at such a low monthly cost per user that the decision to shift to the solution makes sense for nearly all businesses. There are exceptions, but they are few. There are many various cloud vendors providing similar feature sets to each of the items I’ve discussed above, but to have the best of these services all on the same platform with an extremely financially secure company with top notch datacenters makes me infinitely more comfortable with the fact little of my data resides on-premises any longer.

You can learn more about the solution at www.microsoft.com/Office365 and I recommend that if you have concerns about security, uptime or compliance you take a look at www.TrustOffice365.com.

Jamison West is the founder and CEO of Arterian, Inc. Arterian can be reached at 206-284-5927 or info@arterian.com.

How to automatically start Office

Office_Oct3_AIs your morning routine something along the lines of: get into the office, turn on the computer, grab a cup of coffee as it starts up, sit down, log in and open Outlook to check your email? This is a fairly common routine for the majority of office workers, and has been for years. Did you know though that if you use Microsoft Office you can start up a program when you turn your computer on?

Here’s how you can get an Office program to automatically open upon startup of your computer.

On Windows

  1. Start your computer normally and when you’re at the desktop, click the Start button, or Windows orb, which is usually located in the bottom left of your desktop.
  2. Point to All Programs followed by Microsoft Office.
  3. In the drop-down menu, hover your mouse over the program you want to open when your computer starts up, press and hold Control and click and drag it into the Startup file.

If you follow this, a shortcut of the program will be made and placed into the startup folder. If you don’t press and hold Control, the program will be moved into the Startup folder, and you will have to navigate to Startup every time you want to open the Office program.

On Mac

  1. Open System Preferences and select Accounts.
  2. Select the account you log in with followed by Login Items.
  3. Press the plus button under the list of programs and select the Applications folder.
  4. Scroll down to the Microsoft Office program you would like to open at startup, click on it and press Add. If you can’t find it, type the name of the Office program into the field with the magnifying glass.

When you next start up your computer, the program(s) you have chosen should open as soon as the computer boots up. It’s important to remember that any programs you add to the startup process will cause the computer to boot up more slowly. If you’d like to learn more tips on using Office in your business or workplace, please contact us.

Published with permission from TechAdvisory.org. Source.

Part 2 – How to get content shared

BusinessValue_June30_ALast month, in the first part of our article about how to successfully share content on social media we covered five tips to follow. From writing longer content, to using images, and playing on specific emotions we highlighted some great information that can really help get your content shared. This month, we take a look at the next five tips.

6. Lists of 10 items are great

One of the most popular forms of blog article written these days is the list article. These articles usually cover three to more than 20 items or tips related to one central topic. Articles of this type are popular because they are not only quick to write, but are also quick to digest as they can be broken up into easy-to-read sections – perfect for those who scan articles on their mobile devices.

With so many lists out there, it can be tricky to nail just how long your list of tips, ideas, etc. should be. From social data pulled by social media experts over at BuzzSumo, it appears that articles with 10 list items get the most shares. It is therefore a good idea to strive to reach 10 points when creating this style of list article.

Some articles however can get quite lengthy, even with 10 items. One strategy might be to separate the list, like we have with this article. Of course, shorter lists can work well too, especially if these include powerful tips. We suggest trying to aim for 5-10 items when you are writing your list articles.

7. People share what they trust

This has been an age-old truth: people go with companies they trust. It has been proven time and again that users will often follow what their friends and people they trust recommend. What this translates to when it comes to the shareability of your articles is that the source of the content needs to be trustworthy.

This can be difficult to establish, especially if you are a new business or new to social media, One of the best ways to achieve this is to include bylines and author bios on your articles. Putting the name of the author (byline) at the top of an article and a brief bio at the bottom will help increase the legitimacy of the article in the eyes of the reader, increasing their trust levels over time,

Another quick way to increase legitimacy is to share an article on specific social networks. Your first thought is likely to be to share away on Facebook, but think about how Facebook is used – people generally share everything, even if it’s not trustworthy. Instead, look to the more professional networks like LinkedIn and Google+. Generally, people on these platforms build more professionally oriented networks, often built on trust.

By sharing an article with a byline and bio with your groups in LinkedIn you can quickly build trust, especially if you are active within your network. Once people start to trust your content, there is a higher chance they will read it and consequently share it too.

8. What’s old can be new

Have you ever followed a post on Facebook, or any other social media? If you have, you likely know how short of a lifespan content has – when it comes to shares at least. Almost all content posted on social media sites has a lifespan of about three days to a week at most. What do we mean by this? Well, normally after three days you will see the number of interactions – shares, likes, etc – drop by as much as 98%. Go beyond three days and you will usually see another huge drop in the number of shares from the three day mark.

Essentially after three days to a week, your content will likely not be shared or even seen. Most of us know this, and are often quick enough to produce more content and posts in order to keep followers engaged. However, some content can actually be re-shared to keep up or to further interest.

Not all content – articles included – can, or should, be reposted, such as time relevant content like an announcement. Reposting these three weeks after the fact likely does not provide any value to the reader. Content that is written to be always viable however e.g., tip articles, how-tos, etc. are great potential content for resharing.

Some information never really gets old and can be useful to a new audience. Resharing previously posted content like this ensures more people will see and interact with it. For best results, try promoting an article you think was useful about one week after you first posted. Also, be sure to look at season or holiday relevant content – there is a good chance this can be reposted at the relevant time.

9. Know when to share your content

Often, the most important key to increasing the shareability of your content is actually posting it when your desired audience is online. By posting at, or just before, these key times, you increase the chance of the content being seen and interacted with. While there is no set timeframe, you can figure out when best to post through trial and error.

Before you start however, look at your previous content and see when it was interacted with most. Take a look at the days and times, and track this for a few weeks. You should start to see a trend emerge, with the most interactions happening at a certain time and date. Also, apply a little common knowledge. For example, if your target audience is other business owners or managers, posting midday will likely mean content will be missed. However, posting after normal business hours could improve your chances.

From here, try posting content at different times to see what works, and adjust your schedule accordingly.

10. Realize this will all take time

When looking to improve the reach of your content, you need to realize this will take time. Even if you follow these tips, you won’t see immediate results. Chances are high this will take months to pay dividends. The key here is to stick with it and to experiment. Try a few different strategies at a time to see what works and doesn’t, then go back to the drawing board and improve your plans.

If you are looking to learn more about leveraging social media in your business, we may be able to help. Contact us today for a chat.

Published with permission from TechAdvisory.org. Source.

8 important LinkedIn profile steps

SocialMedia_June30_ALinkedIn, while lacking some of the clout of Facebook, is still one of the most powerful social networks for business owners and managers who want to connect with their peers. Like many other networks however, in order to be noticed you should not only simply have a profile, but create one that is strong. The question many ask is: How exactly do you go about achieving this?

In this article we will go over eight important steps you need to take in order to build the perfect LinkedIn profile. In fact, we came across a great infographic on Link Humans that could be a big help when following these steps. We strongly suggest you take a look at this when building your profile.

Step 1: Establish your profile

While you don’t have to join LinkedIn, it is a good idea if you are looking to connect with other business owners and colleagues through a more professional, business style networking oriented social network. If you do want to connect at this level, the absolute first thing you need to do is to create a profile. This can be done by:

  1. Going to LinkedIn’s website (linkedin.com).
  2. Clicking on Join Today.
  3. Entering the relevant information on the following page. We recommend using the name the majority of your customers and clients know you by and your work email address. Personal email addresses are fine if you don’t want to fully represent your company.
  4. Selecting Join LinkedIn.

If you use your Facebook account for business, you can also sign up using your Facebook account. Just follow steps 1. and 2. above and click Sign Up with Facebook. You will be asked to log into your account (if don’t already have Facebook open in another tab on your browser) then approve the account access rights. Once you’ve done this you should see your basic profile pop up.

Step 2: Select an appropriate picture

LinkedIn is a work-related network, and to that end you will need to present the right corporate image; this means uploading a professional profile photo. This image should clearly show your face and be cropped to show mainly your head and upper body. The background should be clear or unobtrusive, allowing you to be the main focus.

If you don’t have any professional head shots, it might be a good idea to get some taken. Most photographers can snap a few for you, and will be able to provide you with information about how to pose and dress for the shots.

You can add an image to your profile by:

  1. Logging into your profile.
  2. Hovering over Profile which is located in the menu bar at the top of the screen.
  3. Clicking on Edit Profile followed by the camera icon at the top of your profile.
  4. Pressing Change photo and then selecting the image you would like to use as your profile picture from a file on your hard drive.
  5. Ticking Save to set your picture.

The reason a good picture is more important than on other networks is because it has been proven that profiles with professional looking pictures are easier to find and also enhance the potential that other members will want to connect or even recognize you.

Step 3: Fill in your basic information

Once you have a great picture set on your profile go back to the editing screen and add your basic information. This includes your name, role, location, and company. Also, click on the Edit Contact Info tab to the right-hand side of your basic information section. Add as much contact info as you feel comfortable with; we recommend your email address and company website at the very least.

Step 4: Determine who your main audience will be

Before you begin to fill in your profile, you should take time to determine what the purpose of this profile will be. Will it be used to find new colleagues? Or will it be used to connect and communicate with your colleagues? Or, will it used to find prospective clients? Each reason will determine what information you should include in your profile along with the relevant keywords.

For example, if you would like to find new employees you can tailor your profile to show what you do in your job and what makes it so great. You can then also come up with more relevant keywords to use in your content. For example, using the words ‘career’ and ‘job’ and including in your summary information about who you are looking for will definitely attract prospective hires. However, this profile likely won’t attract colleagues or clients.

Don’t feel that you have to limit yourself to one set function however. For example, there are many crossover terms that both clients and prospective employees will search for. So, if you want to use your LinkedIn profile for more than one reason, take some extra time and try to figure out which keywords and ideas you think will work well. The great thing about LinkedIn is that you can always edit everything at any time. So, if you want to switch your audience, you can easily do so by simply editing parts of your profile and changing keywords.

Step 5: Write a solid summary

The summary of your LinkedIn profile is a place where you highlight who you are. Take time to craft this so that you can showcase what you do and your main strengths. Be sure to use relevant industry and position specific keywords and terminology that you believe your audience will be searching for, as this language will make your profile easier to find in searches.

The key here is to write a summary that not only explains what you do and your experience, but showcases who you are. Use active language like ‘I’, ‘my’, and ‘me’, and be sure to include a way for people who don’t have a LinkedIn profile to contact you – usually an email, link to your website or a phone number.

Step 6: Add your past and present positions

Once your summary is finished, you should move onto your current and past positions. This section should reflect your resume and highlight the experience you are talking about in your summary. It would be helpful to try and work in some of the keywords you used in the summary or identified earlier in order to really make your experience really stand out.

Chances are you aren’t looking for work, so you can deviate a little from your resume here, and highlight what you do best, or how you can help your audience best. Feel free to leave out points that may not be 100% relevant or interesting e.g., how many people you manage, sales goals, etc.

Step 7: Start connecting

Once your profile is mostly complete with experience and a summary, you can start looking for people to connect with. Start by searching for people that you know or work with on a regular basis and inviting them to connect.

Next, join a few groups that are related to your position and industry. These can be found by hovering your mouse over Interests which is located in the menu bar near the top of the window. Select Groups from the menu that drops down and then select Find a group from the right-hand side of the page that opens. Some groups are private and will require you to ask to join them, but don’t be afraid of sending in your request.

Once you have joined some groups and started to make connections be sure to be active on the network. It will help to join in on conversations held in your groups and post content on a regular basis. And, if you meet new clients or people don’t be afraid of looking them up on LinkedIn and asking to connect with them!

Step 8: Work on your awards and recommendations

Finally, start recommending people that you know. You can do this by going to a colleague’s profile and scrolling down to their Skills and Endorsements section. Find skills that you know they possess and press the + Endorse button beside the skill. Most people will also do this for you as well.

If you have won awards in the past, be sure to include these as well, especially if they are relevant to your intended audience. Just be sure to pick the awards that really highlight your skills, as an Employee of the Month award may not be the most relevant.

From here it’s really just a matter of tinkering with your profile on a regular basis. Be sure to be active and ensure that your profile really reflects who you are. Doing this will create a stand-up profile you can be proud of.

Looking to learn more about LinkedIn and how to use it for your business? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.