book

Efficiency Best Practices for Microsoft 365

Name: Efficiency Best Practices for Microsoft 365
Author: Dr. Nitin Paranjape
ISBN: 9781801072267

by Dr. Nitin Paranjape

December 2021

Intermediate to advanced

350 pages

7h 15m

English

Packt Publishing

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Efficiency Best Practices for Microsoft 365
ContributorsAbout the authorAbout the reviewers
Preface
Who this book is forWhat this book coversTo get the most out of this bookDownload sample files and resourcesDownload the color imagesConventions usedGet in touchShare Your Thoughts
Section 1: Efficient Content Creation
Chapter 1: Fortunately, You're Inefficient!
Technical requirementsWhat will you gain by reading this book?Evaluating your efficiencyFitting a table in a Word docEditing formulas in ExcelUsing the Send to Back option in PowerPointInefficiency audit – how to find your own inefficiencyUseless repetitionHands versus brainWho is helping whom?Why are there 14,000+ features?Why do we use only a few features?How to learn (to find the best way)Observing the menus logicallyLocal problem – right-clickingGlobal problems – top menuOther ways to learn while you workDiscovering your needs behind solutions/featuresMoving from a vicious to a virtuous cycleFrequent questions answeredWhich apps/tools are we covering?How can you cover so many tools in one book?Is this a tips and tricks book?What will we not cover?Why are there so many apps? Do I need all of them?How to use this bookPrerequisitesSummary
Chapter 2: Components of Work
How is this book organized?Creating files and contentData management and analysisStoring and managing files Managing time and tasksManaging teamwork and meetingsAutomating repetitive tasksPutting it all togetherMaximizing efficiency across the organizationEfficiency primerYou are the bossMouse cursor shapeUsing dialogs efficientlyUsing the taskbar Pinning apps to your taskbarRearranging taskbar icons on demandUsing System Tray iconsWhen to use a single click versus a double-clickUsing the burger, waffle, and overflow menusImportant keyboard shortcutsCreating custom toolbarsHow and when to use the Shift, Ctrl, and Alt keysUsing Alt + Tab and Windows + TabOptions available in the Office RibbonUsing the File menu efficientlyPinning often used files and foldersGetting familiar with the status barGetting twenty-four clipboardsWindows groupingReading efficiently using Immersive ReaderUsing the Start menu to searchThe Everything appSummary
Chapter 3: Creating Content for Effective Communication
Technical requirementProfessional documents with WordObjectivesStyles – no more manual formattingUnderstanding sectionsWorking with tablesYour personal language coachMore about WordEffective emails using OutlookUsing colorQuick PartsUsing tables to simplify repliesEmail table of contentsThe Focused and Other foldersHighlighting important emails automaticallyTaking notes using OneNoteWhy do you need OneNote?How to get OneNoteAdding notebooks to OneNoteMobile to desktop syncMyth – a stylus/pen is a must to use OneNoteAutosaving – no folders or filenamesLinking notes to meetingsSearching for text in scanned documents and photosOneNote calculatorFlowcharts with VisioHigh-impact presentations with PowerPointDesign IdeasDesign templatesStock imagesSmartArtLayoutsCapturing screenshotsAnimation, transitions, and MorphCreating videos and GIFsCoachCreating an Office theme for your brandEfficient copy and pasting The "right" way to copy and pastePaste and linkMoving paragraphsConverting any content into a pictureChart color changes after pastingInstant web pages using SwayAdding contentPlaying and testingDesigningPublishingCreating a Sway page from WordCreating a Sway page from PowerPointSummary
Chapter 4: Intelligent Data Analysis
Technical requirementsData analysis in three stepsClean data checklistHow to use this checklistHow to capture clean dataEntering clean data using ListsCreating a new listAdding columnsSharing with peopleSetting securityData entryCreating viewsConnecting to ExcelCreating reports from Lists dataAutomatic data entry from photosImporting and cleaning up using Power QueryCrosstab dataData with blank cellsData in multiple CSV filesImportance of Excel tablesData analysisQuick AnalysisAnalyzing data using AIHow does Excel know which reports to show? Asking Excel a questionCreating reports with PivotTablesShow Values AsCharts and PivotChartsCreating interactive reports using Power BIWhich Excel functions to learn and howShortlisting useful functionsHow to learn any Excel functionApplying these functions to your filesSurveys and pollsCreating a surveySurveysSettingsAdding questionsSharing the formAnalysisQuizzesCreating quiz questionsScoring the quizAutomation after submissionInserting a quiz in training videosSummary
Chapter 5: Managing Files Efficiently
Why storing files on the local drive is inefficientWhy sending attachments is badOneDrive, Teams, and StreamUsing OneDrive on Windows 10Do I have OneDrive?The latest version of OneDriveSynchronizing files to the local driveStoring new files on OneDriveSaving files on the local drive plus the cloudAutomatic backup and restoreWho can see my OneDrive files?OneDrive file iconsEditing files when offlineDeleting filesFiles available across devicesOneDrive capacityDocuments and Desktop folder redirectionBenefits of storing files on OneDriveAutoSave – no more file corruptionAuto-versions – 500 versions (base file size counted quota)Editing in the browser/on mobileRansomware protectionSharing links from OneDriveWord, Excel, and PowerPoint sharingUnderstanding the Share dialogAllow editingBlock downloadAdding email IDsSending the linkSharing with external peopleSharing large files – up to 250 GBHow to stop sharingFile Explorer, web, and mobile sharingForwarded links will not workShare contextually with @mention in commentsEditing togetherThe latest version is always visibleWhy sending links is saferNon-Microsoft filesWho edited what? Files shared with meOneDrive benefits summarySummary
Section 2: Efficient Collaboration
Chapter 6: Time and Task Management
Growth mindsetUniversal inefficiencyStep 1 – creating a master task listAdding tasksHandling delegationConverting emails into tasksCategorizing tasksTasks on mobile – the To Do appConverting emails into tasks on mobileStep 2 – finding time to execute tasksMonitoring workMonitoring delegated workAction points in meeting notesDaily Briefing emailsViva InsightsManaging contacts (people)Outlook profile cardsOrganization chartCreating contacts from emailOutlook contacts on mobileSyncing Outlook contacts with your phoneImporting contacts into OutlookSending emails to multiple contactsOnline service bookingManaging shiftsSummary

Chapter 7: Efficient Teamwork and Meetings
Managing simple teamworkActivity breakdownTeams for collaborationTeams menusTeams chatTeams chat filesManaging multiple related tasksProblem – Email OverloadSolution – Use TeamsHow to create a TeamWhen to create a Team in TeamsAdding Team membersChannel the teamworkWorking inside channelsPinning important channelsSharing an email to TeamsChannel email IDConversations versus chatFiles in TeamsShared task listMy work across projectsViewing tasks on mobileEfficient Teams meetingsTeams meetings have a long lifeOrganizing a Teams meetingPresenting in a Teams meetingHow to control notificationsHow often should you check Teams?Engaging with all employeesCentralized sharing with SharePointOpen collaboration using YammerSummary
Section 3: Integration
Chapter 8: Automating Work without Programming
Understanding macros Understanding Inbox rules in OutlookPA – Automation without programmingTrigger actions across appsFirst automationLearning from templatesExploring all connectorsTypes of automationApprovalsPremium connectorsHow to learn and apply PAPower Apps – apps without programmingCreating apps without programmingCreating an app from a listExploring UI optionsUsing AI in Power AppsCreating apps inside TeamsActions in Power AppsSummary
Chapter 9: Putting It All Together
Technical requirementMicrosoft 365 best practicesWord Lists ExcelPower BIVisioPowerPointOfficeOneNoteSwayFormsOneDrive for BusinessSharePointStreamOutlookViva InsightsDelveTo Do ShiftsBookingsTeamsPlannerWhiteboardYammerPower AutomatePower AppsNeeds to solutions libraryEfficient execution and collaborationMy work and delegated workNeed input from someone? Need input about or inside a file?Meetings – before, during, and afterTeamwork with a common goalOpening collaboration across the organizationKnowledge/files repository Complex projects with linked tasksIntegration across the appsEmbedding an app inside a Sway web pageCreating interactive dashboards/reports from dataConverting action points in meeting notes to tasksLinking notes to meetingsSending emails from data (Mail Merge)Managing my work and project-related workCreating an app from dataAutomating work across appsCreating a document from a presentationCreating a web page from a presentationAdding any app to manage teamworkConverting a document into a presentationConverting a Word document into a web pageUpdating data in a file based upon data in another fileSummary
Chapter 10: Maximizing Efficiency across the Organization
Why is the adoption of Microsoft 365 poor?Benefits of effective adoptionWho will do it? The bosses!Educate everyone. I repeat – everyoneStandardization with best practicesBest practices formatBest practices examplesEfficiency championsHow to identify championsThe processNotes for ITDon'tsDosSummarySample files and additional contentYour feedback matters
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Overview

"Efficiency Best Practices for Microsoft 365" is a practical guide for professionals looking to maximize their productivity using the Microsoft 365 suite. This book provides practical techniques and insightful guidance on how to streamline your workflows across popular apps like Teams, Power BI, OneDrive, and more. With its targeted strategies, you'll save time and accomplish tasks more effectively.

What this Book will help me do

Understand how to effectively utilize core Microsoft 365 applications to enhance daily productivity.
Identify and overcome bottlenecks in workflows by employing streamlined practices.
Create polished and professional documents and presentations with minimal effort.
Develop strategies to optimize team collaboration while minimizing email clutter.
Automate repetitive tasks without programming knowledge to save time and effort.

Author(s)

Dr. Nitin Paranjape is a renowned expert in Microsoft technologies, with decades of hands-on experience optimizing organizational productivity. His engaging and practical teaching style ensures readers can immediately apply what they learn. He blends technical expertise with a deep understanding of modern workplace challenges to provide readers with actionable insights.

Who is it for?

This book is ideal for professionals who regularly use Microsoft 365 and wish to better leverage its features to boost efficiency. Whether you're a manager, team leader, or individual contributor, this book will help you save time and improve workflows. It's suited for anyone from novice to experienced users seeking practical guidance and insights. No prior specialized knowledge is required-just a desire to work smarter, not harder.

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ISBN: 9781801072267

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