Michael Johnson

On July 4th we as Americans honor the formation of the union we call The United States of America. Whether enjoying the holiday at the beach; a backyard barbeque; watching a fireworks celebration in the city; working hard in the office or shop; or marching in a local community parade; we all celebrate the birth of our great nation together as one.

Here’s to our beautiful lakes, our majestic mountains and everything that makes American the greatest place to live!

For anyone who’s not American, or new to our country, here’s what Independence Day is all about.

Independence Day is celebrated each year on July 4^th. It’s often known as “the Fourth of July.” It’s the anniversary of the publication of the declaration of independence from Great Britain in 1776.

In 1775, the people of New England began fighting the British for their independence. On July 2, 1776, the Congress secretly voted for the country’s independence from Great Britain. Two days later, on July 4, 1776, the final wording of the Declaration of Independence was approved, and the document was published.

The first public reading of the Declaration of Independence occurred on July 8, 1776. Congressional delegates began signing it on August 2, 1776. Fifty-six congressional delegates signed the document. The delegates signed by states from North to South, beginning with Josiah Bartlett of New Hampshire, and ending with George Walton of Georgia.

Some delegates refused to sign the Declaration, including John Dickinson of Pennsylvania, and James Duane, Robert Livingston, and John Jay of New York.

Some opposed the document but signed it anyway to present the appearance of a unanimous Congress. This included Carter Braxton of Virginia, Robert Morris of Pennsylvania, George Reed of Delaware, and Edward Rutledge of South Carolina. Five delegates were absent including Generals George Washington, John Sullivan, James Clinton, and Christopher Gadsden, as well as Virginia Governor Patrick Henry.

John Adams sent a description of how Independence Day would be celebrated in a letter to his wife Abigail on July 3, 1776. He described “pomp and parade, with shows, games, sports, guns, bells, bonfires, and illuminations” throughout the country.

An interesting note: Thomas Jefferson and John Adams, both signers of the Declaration of Independence and presidents of the United States, died on July 4, 1826, exactly 50 years after the adoption of the Declaration.

For our Help Desk employees, Independence Day is a workday. We plan to celebrate the 4^th just like the rest of our countrymen (and women!). But we do this by being here if you have any technical issues.

Our Help Desk is your front-line support for submitting incidents and service requests.

We say that we operate 24/7/365 and we mean it – Independence Day, Memorial Day, Christmas, New Year’s Day, Easter – no matter the holiday or day of the week.

You’ll have direct access to the IT professionals who help you onsite and provide the advice, guidance, and rapid restoration of services you need to keep your business running. 

When you call, one of our agents will log your request into our IT service management system and either resolve it for your then or escalate it to the next level of support.

You have the option of reporting an incident or service request by email or by contacting us by phone. When you do, this will generate a “ticket” in our IT service management system.

Once the ticket is created, you’ll automatically receive an email receipt confirmation with your ticket or reference number. This confirmation tells you that your request has been logged at our Help Desk and that it’s been assigned to a tech specialist who knows your business and is experienced in your particular IT issue.

Here’s what we ask that you provide when submitting a request to our Help Desk:

• Your name, business name, phone number, and email address.
• A detailed description of the problem or concern.
• Whether the issue you’re experiencing affects only one user, many users, your entire office or multiple offices.
• The impact your issue has on your business, including whether any critical applications have been affected.
• Anything you or your staff have done to try to resolve the issue before contacting us.

Prioritizing Tickets

It also helps if you prioritize your need. Here’s an example of what we mean:

• Non-Urgent: Your problem is minimal and doesn’t impact your ability to work. It’s something that you could wait to be addressed within the next week. (For example, you’d like us to provide a new piece of computer equipment for you.)
• Normal: The IT issue has some impact on your day-to-day operations. However, you could wait for two days for it to be addressed. (For example, you’d like us to help you find a better way to use an application or replace it with a different one.)
• Urgent: The issue you face has a significant impact on one user’s ability to work. You need help sometime during the workday.
• Emergency: This issue has a significant team-wide impact on your staff’s ability to work. Multiple employees are affected. You need help as soon as possible, no matter if it’s after hours, over the weekend, or on a holiday (like the 4^th of July). This is for things like outages and downtime.

Please do your best not to prioritize something as “Urgent” or “Emergency” when it’s not. This helps us get to those really urgent requests much faster.

We want you to know that you and your staff can enjoy Independence Day with the peace of mind that our Help Desk is always here for you. Happy 4^th of July everyone!

Help! How Do We Migrate To Office 365?

YOUR MICROSOFT OFFICE 365 MIGRATION CHECKLIST

First, let’s talk about why you should use Microsoft Office 365.

It’s simple…

If you do, you’ll have a full-featured, cloud-based office productivity tool that can help you work more easily, productively, and collaboratively.

This allows you to please your customers and grab more market share. There’s no better solution for small and mid-sized businesses today than Microsoft Office 365.

Why?

Because instead of simply packaging the popular applications you use (like Excel, Word, PowerPoint and more) Microsoft has taken the extra step to integrate these tools, along with others. This provides your organization with the capabilities a larger-sized business enjoys.

But there’s something you should know.

Migrating to cloud computing is a multi-phased project. There are many things to consider when making a conversion to Microsoft Office 365, or any cloud-based system.

We’ve developed this Microsoft Office 365 MIGRATION CHECKLIST to help ensure the process is seamless for your business and transparent to your customers.

Of course, we think we should do this for you.

Why?

Because it’s complicated and a lot of things can go wrong unless you know exactly what you’re doing.

But, if you’re ready to try this on your own, here’s what you need to do.

INVENTORY EVERYTHING IN YOUR IT ENVIRONMENT

Start by making a detailed inventory of everything in your IT environment. This way you can make the best decisions and estimates about what it will take to migrate everything. You’ll also be able to better determine how long this might take and develop a migration timeline that you can share with your staff.

Your inventory may include things like:

• Site Collections (a group of websites that have the same owner and share administrative settings)
• List and Libraries (a special list/library for documents)
• Pages (all files that have a dependency to another file using a URL)
• Blocked File Types
• Branding
• Workflows (pre-programmed mini-applications that streamline and automate a wide variety of business processes)
• Content Types
• Site Columns (reusable column definitions or templates that you can assign to multiple lists across multiple SharePoint sites)
• Permissions
• User Alerts
• Retention Policies (A retention policy is the only feature that can both retain and delete content across Office 365.)
• Records
• Users and Groups
• Large Lists or Libraries
• Any other UI customizations (JavaScript, altered menus, etc.)
• Customized IT Solutions

What About Our Customized Solutions?  

You could run into trouble here.

Create an inventory of all your customizations. Identify what you want to migrate. This is a good time to identify what you don’t need any longer and remove it.

Make sure you have a good overview of what you have in your sites (WSP, Sandbox, etc.) And note if one depends on another.

Map things out, so you’re sure to deploy everything in the right order when it’s migrated to your destination.

Are you running any Farm Solutions? These run codes that can affect the whole farm and can’t be migrated to Office 365. Get rid of them.

Do you have any Sandbox Solutions? As with Farm Solutions, it’s recommended that you don’t include these.

Converting any Web Parts you developed for Add-Ins could be problematic.

If you’ve built Timer Jobs, there is no real solution when you migrate to the Cloud. You must find a new way to do this.

Event Receivers: You’ll need to rewrite and host them differently to get the same results.

Determine how you can deploy your declarative artifacts. You might be able to do this with an Azure Web App or PowerShell.

Stay away from customized fields. Display Templates or Office 365 column formatting might provide an option for displaying content the way you want so you don’t need to create new fields.

Item IDs in Lists and Libraries could change during the migration.

REMOVE & REORGANIZE YOUR OLD IT ENVIRONMENT ITEMS

Microsoft SharePoint helps you custom-build what you need for your unique operations. Now’s a good time to locate and reorganize what you want to keep or delete what you don’t.

• Locate and get rid of any “Orphaned Users.”
• Locate and get rid of vacant SharePoint Groups.
• Move users with specific permissions back into Groups.
• Get rid of any Custom Content Types, Site Columns, and Workflows you no longer use.
• Locate any sites that you haven’t used or modified and determine if you still need them.
• Ask all users to check-in documents they’ve checked-out, including those that have never been checked in. (Ensure you migrate the most recent versions.)
• Find any Large Site Collections and break them up into multiple Site Collections.
• Locate Large Sites and promote them into Site Collections.
• Delete any duplicate content.
• Clean-up items that have too many custom permissions.
• Get rid of versions in your history you no longer want.
• Re-order Lists and Libraries that contain too many columns.
• Rethink and re-order very Large Lists.
• Ask all users to finish up any pending workflow tasks.

III. PREPARE YOUR NEW DESTINATION

This is the time to prepare a clean slate for your new destination. A well thought out Information Architecture can make all the difference between a successful migration and one you’re not happy with. Take your time doing this as it might be the last chance you have to do this for quite a while.

• Map out the information architecture of your new destination.
• Backup all of your data.
• Test your backup restoration to make sure it works.
• Check out all databases for any corrupt data. (Delete any that you find.)
• Run a number of migration tests beforehand. (Take note of any unsupported elements.)
• Determine the overall time required to migrate all sites. (Slow migration speed can significantly impact project duration, causing delays that can disrupt your business operations.)
• Set SharePoint to import user profiles from any specific sources.
• Map a plan for the metadata on your content.
• Look at your customizations. (If required, convert them to work in the new destination.)
• Locate any deprecated native templates or features and make a plan to replace them.

IT’S NOW TIME TO COMMUNICATE EVERYTHING TO YOUR STAFF.

Change is always difficult for everyone and this includes your users. For your Office 365 Migration to be a success, you need to let them know what to expect.

• Communicate with all users before starting the migration and let them know this is a process but that you’ll keep them informed.
• Circulate the proposed timeline to ensure it won’t interfere with their business-critical efforts.
• Let them know about the IT downtime that will occur and for how long.
• Relay any possible changes in the environments (URLs, Bookmarks, Document References, Excel Macros, etc.).
• Determine where to go to get an updated status or any assistance you might need during the migration.
• Create sandbox sites for previewing.

BEGIN THE MIGRATION

At this point, the process of migrating to Office 365 shouldn’t be too difficult if you’ve followed all the steps above. Just be prepared to deal with any unforeseen complications that might not have been revealed during the testing phase.

Workflows:

• Stop running any workflows you’ll be migrating.

Migration Scenarios:

• Use a third-party tool to migrate and granularly restructure as you transition.
• Perform multi-phased, incremental migration for large sites.

AFTER MIGRATING

It’s time to take a “test drive” to make sure everything is working properly in your new environment.

• Test your Destination Environment.
• Make sure everything migrated successfully.
• Test all your workflows and check user permissions.
• Make a complete backup of your new environment.
• Remove all access to the old SharePoint environment.

ON A WEEKLY BASIS: MONITOR YOUR OFFICE 365 ENVIRONMENT

You’re not done. It’s very important that you continue to monitor the security, usage, and other elements in your new Office 365 environment to make sure it’s running at peak performance without any glitches.

• Ensure all your users are getting what they need from Office 365. Find out if they require any assistance or run into problems.
• Always monitor data security and check for any data breaches.
• Locate any broken permissions.
• Ensure all users are using the right permissions.
• Ensure user credentials remain private.
• Control sharing of monitor permissions.

As you can see, when you move your organization to Microsoft Office 365, it’s important to plan exactly what steps you want to take, when to perform them, and who’s involved. Keep the lines of communication open, and this checklist will help you as you plan and prepare for a migration to Office 365.

Time is money, but most of us value both. Microsoft knows how important these two things are. They have developed some programs that will help you work faster with your computer or preferred device. This article will review some helpful features from Microsoft that will help you get your work done faster and more efficiently. These technologies include Cortana, Outlook, and finally the Microsoft Edge browser.

Microsoft Cortana

Microsoft Cortana is like a digital assistant who does everything asked of her. Before you start working with Cortana make sure to link it into your work account. Then navigate to the bottom left search bar. There, you can type anything, such as a random question. Let’s say you type something like: “What do I need?” Cortana will automatically generate a pool of different things she can do for you.

Simply put, you can set a reminder on your PC for a doctor’s appointment and Cortana will alert you on your phone. This is so helpful, especially if you are away from the office. It collects information from all your devices, such as your phone contact list. Cortana can send email reminders and give you alerts based on your location. Did you know that you can even attach a photo to your reminder? Yes, with Cortana you can do that!

Cortana simply ensures that you keep up with your busy schedule. Like all smart voice assistants, Cortana has the ability to find information ranging from flight schedules, traffic conditions, and even weather changes in your area. She can immediately give you updates on all these things and more.

With time, as you interact and use Cortana, she gets to know you personally and improves the kind of assistance that she provides. These customized services make this virtual assistant especially helpful. She helps keep track of your favorite things like music, hobbies, and sports. She can learn about your favorite hang-outs or places you like to eat. She can give you suggestions and inform you of any updates in relation to these things. Do you have a favorite celebrity that you enjoy following? Cortana can give you timely updates on what your favorite celebrities are doing.

The Cortana virtual assistant is constantly advancing in knowledge. The developers add new features all the time, plus she learns as you use her. This new type of technology is advancing at a rapid pace. It includes the convenience of being available for all of your devices. Information is synchronized across phones, computers, and tablets both at home and at work. Every time you use any of your devices, the information gets updated. Cortana remembers. This definitely saves you time and it offers a new kind of convenience that people are beginning to enjoy and expect.

Microsoft Outlook

Here is a tip to help you reduce the number of emails that are related to conversations in your inbox. You just go into Outlook into the messages in your inbox. At the top left of your menu, you will see something called “clean up.” When you click on this icon, it will give you different options like:

• Clean up conversation
• Clean up folder
• Clean up folders and subfolders

This allows you to delete individual conversations or entire conversations. This feature goes through your conversations, streamlining everything, leaving only the most recent conversation. Your inbox gets a quick but thorough clean-up.

Microsoft Edge

Microsoft Edge is the most secure, dependable web browser on the market today. It has a whole host of features within itself, but here are a few that stand out.

Imagine a busy day at work and you have been conducting research and your desktop has a number of Tabs open. Maybe you’re not ready to close any of them! Microsoft Edge allows you to use a tab manager which pushes aside the tabs for you to use later.

When you want to reopen those tabs, you simply go to the left of the screen, open up the Tab Manager, and select the tab that you want to reopen.

Ink within Microsoft Edge

The ability to ink within Microsoft Edge is now at your fingertips. All you need is a stylus. Go to the Microsoft Edge and circle what you need, annotate it, capture it, and send it to the recipient of your choice.

Wrap up

Microsoft is constantly searching for new ways to improve the efficiency of their products just to make your life easier and more enjoyable. That is why Microsoft Windows 10 is a modern day hack on your computer that will make work stress-free. It helps you get everything done more efficiently so you can still achieve the best results in a shorter time frame. Being organized is part of working smarter and so is mastering these simple tools. Knowledge is power, and with what you have learned here, you can save time and improve your work life.

This article is basically an overview of what Microsoft Office 365 is. Virtually, there is nothing new especially to those who are already using Microsoft Office products; only a few enhancements to better your user experience. To start off, we will have a historical evolution of Office to give you a clear understanding of where we are coming from, and then explore Office in the Cloud and finally various Office 365 user scenarios.

Evolution of Office

Most of the Applications on Office are basically the same ones from ten years ago, only with a few improvements to increase efficiency.

In the past, when one needed a software upgrade, you bought it in a box and then had it manually installed on your device. What Office 365 has done is make it easier for you to access the upgrades to all the Office Applications you usually use.

This is to help you collaborate and communicate so you can get more work completed faster. Office 365 contains the normal Office Applications that most people are accustomed to such as Word, Excel, PowerPoint, OneNote, and Outlook. Office 365 has added a few helpful Apps to make your work easier such as Yammer, OneDrive, Skype, and OneNote.

• OneDrive for Business

This is an App where you store your business documents to save, view, and edit. You can also co-author or co-create content with colleagues.

• Skype

This App enables instant messaging, video, and voice calling and it is good at indicating whether you are at your desk, in a meeting, on a call, and even when you are away from your desk.

• Yammer

This is like a social network for an enterprise. You can follow groups, teams, comment, share ideas, provide feedback, and also store content.

• OneNote

This App is not new at all, but it is very useful for taking notes. It allows you to paste images, links, and store very different kinds of contents. It works like a digital notebook.

Office 365 Delivered Services

These are basically the services that Microsoft delivers to different organizations in order to enable them to use the technology reviewed above. They include helpful programs like PowerPoint, Excel, Outlook, and OneNote. Microsoft recently purchased Skype and has integrated this program into their suite of products. It can be used for communications and holding virtual meetings on your desktop.

SharePoint is used for sharing documents and is integrated with OneDrive and Exchange which provides email functionality.

Delivered Services by Office 365 also offer the Office 365 programs for any device, whether powered by iOS, Android, or Windows. This means that you can access your stored data in Office 365 on any device or platform.

Office in the Cloud

Traditionally, an organization runs their Apps in a central data center owned and managed by them. On the other hand, Cloud is where a service provider like Microsoft can provide computer powered storage like a hard drive to other organizations to help them manage their data. A hybrid is using both the traditional and cloud methods to manage data. Advantages of using Cloud include flexibility, accessibility, reliability, manageability, and of course security.

Office Online

This is a service that enables you to access your Apps online and also your data.

Office 365 Scenarios

• Do it from anywhere

Office 365 gives you access to any device to enable you to work from anywhere. This is because files and settings are synced across devices. You can easily create, edit, and share documents and even access them on a mobile device. One Note is also your digital notebook and you can take notes anywhere anytime and all your devices will be updated with the new information.

• OneDrive for Business

OneDrive for Business works with SharePoint to store, sync, and share your work files. You can co-create and co-author documents with colleagues. You don’t have to be together or even working from the same location. You can keep refining and make changes from anywhere.

• SharePoint

SharePoint allows you to better manage your content. You can also collaborate on documents with your colleagues.

• Skype for Business

The features of Skype allow you to connect with anyone via instant messaging (IM), video calls, and online meetings. Skype has the ability to turn the instant messenger into a phone or video call. You can record sessions to use later or share with others.

• Yammer

This is the social network guru for your office. It allows discussions, ideas, and input without necessarily holding a meeting.

More information can be found on:

support.office.com

www.microsoft.com/en-ca/site/work-wonders

Wrap Up

The best way to learn is to explore. Get Microsoft Office 365 and start using the awesome features. It is user-friendly and totally worth your investment. Microsoft saves you time and makes work very easy.