AltrueTECH LLC

Category: Productivity

  • 5 Exciting Ways Microsoft 365 Can Enable the Hybrid Office

    5 Exciting Ways Microsoft 365 Can Enable the Hybrid Office

    “Hybrid office” is the new buzzword you’ll hear used in business discussions. It’s the mix of having employees both working at the office and working from home. This has become more than a buzzword and is now the reality for many companies.

    There was a survey of employees with remote-capable jobs. The survey found that as of February of 2022, 42% of them were working a hybrid schedule. And 39% were working from home full time.

    The global pandemic brought on this hybrid office transition. It forced companies to operate with teams that could no longer safely come to the office. During this time, employers and employees experienced the benefits of hybrid work firsthand.

    These benefits of remote teams included cost savings for both workers and employers. It also allowed the company to operate with more flexibility. Improved worker morale was another advantage.

    One fact surprised many employers that feared remote work would tank productivity. It actually increased in many circumstances.

    63% of high-growth companies use a “productivity anywhere” hybrid work approach.

    In order for hybrid teams to be productive, they need to stay connected. No matter where they work, the right technology tools should enable them.

    One of the leaders in this space has been Microsoft. The company plans to add several exciting updates this year. These will provide more tools for companies to enable their hybrid teams.

    Here are some of the ways you can use Microsoft 365 to optimize a productive hybrid office. Note, that some of these features are already out, and others should release later this year.

    1. Microsoft Teams & Expanded Features

    Microsoft Teams is much more than a team messaging app. The application combines the best features of virtual video meetings and messaging channels. It brings them together into a platform designed to be a secure online work hub.

    MS Teams has come a long way in the last five years. And the company continues to add more features to enable hybrid offices. Some of the recent feature updates include:

    • The ability to do webinar registration
    • Presenter modes that provide a more professional virtual presence
    • Increased security through features like smart links and smart attachments
    • A full business VoIP phone system add-on
    • The addition of a “metaverse” component called Mesh for Teams
    Mesh for MS Teams
    Mesh for Microsoft Teams

    2. New Meeting Options for RSVP in Outlook

    One of the challenges, when everyone isn’t working in the same place, is how to know when to “clock in” and “clock out.” As well as how to let colleagues know whether you are working at home next week or the office.

    To help hybrid teams better coordinate, Outlook is getting an update. It will allow users to RSVP to meetings. This can let team members know whether they are attending virtually or in person.

    3. Better Framing for More Engaging Meetings

    One thing that can distract from the purpose of a meeting is someone’s background at home. Positioning of the camera can also be problematic. One person might have their face taking up 80% of the video screen. Another may only take up 20% because they’re sitting farther away from their PC’s camera.

    A new Surface Hub 2S Smart Camera will allow for better face framing. This will affect when people are meeting virtually in Microsoft Teams. Features include adjusting the room view so people’s faces will be clearer. As well as having more consistent sizing.

    The video display will also automatically adjust as people join or leave a physical room.

    Surface Hub 2S Smart Camera
    Images are from Microsoft

    4. Get Better Control of Your Video Using PowerPoint to Present

    People often share a screen in a video call and present a PowerPoint presentation. It can be difficult to keep everyone as engaged as when you’re presenting in person.

    For example, in person, you can maintain eye contact. People can clearly see your facial expressions as you emphasize various things. That’s not always the case when presenting virtually. The app may push your video feed into a tiny box.

    There’s a new upcoming feature for Teams called Cameo. It will allow you to seamlessly integrate PowerPoint with MS teams. You can decide exactly how you want your video feed to appear in relation to your presentation.

    Another addition is Recording Studio. This new feature for PowerPoint allows you to record professional-looking on-demand videos. You can do it right inside the app.

    Cameo
    Cameo in PowerPoint & MS Teams

    5. Get Help With Your Presentation Skills

    Microsoft has poured a lot of AI capabilities into Microsoft 365 over the last several years. One that will soon help you deliver better virtual presentations is Speaker Coach.

    This is a private and personalized coach. It can help you hone your presentation skills. This improves your switch to the differences between presenting online versus in person.

    Some of the feedback it can provide include:

    • Use of repetitive language
    • Use of filler words (Ummm)
    • Speaking pace
    • Pausing for input
    • Intonation
    • Speaker overlaps
    • And more

    Ask Us About Improving Your Hybrid Office Capabilities with Microsoft 365

    Microsoft 365 has a ton of helpful features. But it does help to have an expert guide to help you navigate these capabilities. Contact us today to set up a chat about how Microsoft 365 can help your business grow.

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    Featured Image Credit

    This Article has been Republished with Permission from The Technology Press.

  • Should I Consider Switching to Microsoft’s Edge Browser? (Top Features)

    Should I Consider Switching to Microsoft’s Edge Browser? (Top Features)

    One of the most important applications we choose is our internet browser. When on a computer or a mobile device, we work in that most of the time because many applications are now cloud-based, so accessing them means going through your browser.

    Over the years browsers have come and gone. A little over a decade ago, Internet Explorer was the head of the pack, and now that browser is retired, Google’s Chrome has been in the top spot for several years.

    But just because a browser is number one today, doesn’t mean it’s going to stay that way. One browser that has steadily been making its way up in popularity since its release in 2015 is Microsoft Edge.

    Edge is the replacement for Internet Explorer, but it’s taken a while for it to become mainstream. It seems that now is its time.

    Microsoft Edge recently surpassed Firefox in worldwide desktop browser market share and is now the #3 Desktop browser in the world behind Chrome and Safari. And it’s less than one percentage point behind Safari, so it is poised to jump into second place soon.

    Current desktop browser market share:

    • Chrome 64.8%
    • Safari 9.77%
    • Edge 9.6%
    • Firefox 9.46%
    • Opera 2.88%
    • Internet Explorer 1.14%

    Why has Edge become so popular in the last few years when it seemed to be slow out of the gate? One big reason is that it adopted the Chromium framework in 2020. This is the same background framework that Chrome uses.

    This sped up the browser considerably, plus multiplied the number of extensions and add-ons that could be used with it.

    Should you switch to Edge? You’ll have to decide that for yourself, but here are several great features that might make you want to give it a try.

    COLLECTIONS FOR STORING SETS OF PAGES

    All browsers have some form of “favorites” or bookmarks to save webpage links. And these lists quickly become long and unorganized, making it hard to find what you’re looking for after a while.

    Edge has a very nice feature called Collections. This allows you to save web pages in a sidebar and group them by topic. For example, you could create a topic called Vacation Planning and then save all the web pages from your trip research inside.

    If there is an image on the page, that will show up to help you recognize the site. And collections are easy to access by using the “+” icon at the top of the browser.

    Collections are also easy to delete once you’ve finished with them, so you won’t end up with endless webpage links, as tends to happen with bookmarks.

    COUPONS

    You don’t have to add a coupon app to your browser to get site coupons anymore. Edge will do this for you automatically.

    If it detects that there are coupons for a site you’re shopping on, you’ll get a popup and can click to automatically try any coupons available for that site.

    This saves you from having to take the time to search for coupons on your own and ensures you don’t miss any potential savings out there.

    PRICE COMPARISON

    Another way that Edge helps you get the best deal when shopping online is through its pricing history and price comparison information. If you’re shopping on a website and the product that you’re viewing is cheaper on another site, Edge will let you know.

    It’s also going to provide you with a price history so you can see if this product is at its highest or lowest price related to the site you’re viewing.

    This is very handy for saving money and ensuring you’re not missing out on savings by ordering the same item from a different retailer.

    SECURITY FEATURES

    There are several built-in security features to help you avoid phishing sites with malware as well as intrusive 3rd party advertising trackers.

    There is a password monitoring feature that will let you know if any passwords you have stored have been involved in a breach.

    You’ll also get Microsoft Defender SmartScreen protection for keeping you away from sites known to have malware or to have been used in phishing scams.

    Google is sometimes criticized for lack of privacy, and Microsoft is trying to go in another direction on this. In Edge, you can choose from three tracking prevention settings to prevent as much of your personal information from being captured by advertisers as possible.

    WEB CAPTURE FOR QUICK SCREENSHOTS

    It’s easy to do screenshots and mark them up in Edge. In the browser menu, you just choose Web Capture, which will allow you to drag a rectangle across any region you like or to take a full shot of the screen, then bring that into a window if you’d like to add additional notes

    IS YOUR INTERNET SECURITY WHERE YOU NEED IT TO BE?

    Online security is important both at home and at work. Need some help ensuring you have the right safeguards in place? Give us a call!

    Article used with permission from The Technology Press.

  • Pros & Cons of Using the Windows 365 Cloud PC

    Pros & Cons of Using the Windows 365 Cloud PC

    While many companies have moved most of their workflows to the cloud, there is still a key component of office operations that is location-based. This would be employee computers.

    Most companies still rely on desktops and laptops to allow employees to access critical software and as their main workstation.

    This can become inconvenient if you’re doing work from one location. For example, if you work both at the office and home, in one of those places, you’ll be without your “main computer.” This can be a real problem when it comes to needing to access certain files or possibly working from a slower device than you’re used to.

    Many technology companies, such as Microsoft, have an answer for this – put your computer workstation in the cloud. This is exactly what is being touted as the next big thing when it comes to Windows 365 Cloud PC.

    WHAT IS WINDOWS 365?

    Windows 365 is a cloud-based PC. Your entire operating system and everything that sits on it (settings, files, software, etc.) is loaded on a cloud server instead of your own device’s hard drive. You can then access this through an online portal, and the interface will load onto your device (desktop, laptop, tablet, etc.).

    Microsoft’s Windows 365 Cloud-based PC

    Like other cloud-based services, Windows 365 works from a subscription plan and has different levels. Here are the current options for the business plans:

    • $31/user/month: 2vCPU, 4 GB RAM, 128 GB Storage
    • $41/user/month: 2vCPU, 8 GB RAM, 128 GB Storage
    • $66/user/month: 4vCPU, 16 GB RAM, 128 GB Storage

    Windows 365 can be accessed through any type of device, from anywhere, just like other cloud services. You can install applications, personalize your desktop, and do all the things you normally do on a computer. The main difference is that the computer operating system is now in the cloud.

    WINDOWS 365 PROS

    ACCESS YOUR COMPUTER ANYWHERE

    The biggest advantage is being able to use your “main computer” no matter where you are, without having to drag it around.

    This can be a big advantage when traveling because you don’t have to worry about a laptop being damaged, lost, or stolen and losing vital data. You still have your PC and files safely stored in the cloud and can easily get to it from another device.

    PERFECT FOR THE HYBRID WORK WORLD

    Hybrid work is the new normal. Since the pandemic, there’s been a shift with more employees than ever working from home. Now many companies are planning to keep a mix of office and remote working.

    74% of U.S. companies are using or planning to implement a permanent hybrid work model.

    The Windows 365 cloud-based PC makes it easy to enable employees to work from home, work, or both.

    BETTER ACCESS TO DEVICE SECURITY & ADMINISTRATION

    When employees are working remotely, ensuring all their devices are properly updated can be a problem. And what happens if an employee quits suddenly and has a lot of sensitive work data on a device located in their home?

    Using cloud PCs gives a company complete control of its PC assets and data. Employees log in from anywhere, but the “computer” itself is located in a cloud environment, making it easy to do things like push security updates and restrict access.

    WINDOWS 365 CONS

    YOU CAN ONLY USE IT ONLINE

    The obvious drawback of a Windows cloud PC is that you can only use it online. You won’t have access to any data, files, or programs if you don’t have an internet connection.

    This may not be as big of an issue for many people since most work is now reliant on cloud applications anyhow.

    A SLOW CONNECTION RUINS THE EXPERIENCE

    If you have a slow internet connection, then the frustration can be multiplied. Not only would this slow down a cloud app you’re trying to access but also the cloud computer you’re trying to access it from.

    There is a risk when using a computer in the cloud of experiencing lag time, making it difficult to work.

    THERE IS A DANGER OF SERVICE OUTAGE

    You’re reliant on the cloud provider – in this case, Microsoft – to always have the service available. Even large companies can have outages from time to time, in which case you will not be able to access your computer or any of your data stored on it.

    Being too reliant on one cloud vendor is also a risk to business continuity. One way to mitigate that risk would be to ensure all data stored in Windows 365 is being backed up separately in a 3rd party backup solution

    IS A CLOUD PC RIGHT FOR YOUR BUSINESS?

    There are several instances when Windows 365 offers big benefits to a company. If you’re trying to figure things out, call us for a chat. We can help you consider all angles.

    Article used with permission from The Technology Press.

  • Are Two Monitors Really More Productive Than One?

    Are Two Monitors Really More Productive Than One?

    When you see those people with two monitors, you may assume they do some specialized work that requires all that screen space, or they just really like technology.

    But having the additional display real estate that a second screen provides can benefit anyone, even if you’re doing accounting or document work all day.

    We get used to being boxed in by the screen size we have. This can lead to us struggling when trying to fit two windows next to each other or continuously clicking between layers of windows on the desktop.

    Most of us have experienced clicking around to find the window we actually need in a layer of different applications. This is one of the things that eats up time during the day and that using dual screens can help eliminate.

    According to a study by software developer Mavenlink, 73% of surveyed businesses say they spend over an hour per day on average just switching between different apps.

    Productivity Research on Dual-Screens

    So just how much can using a second monitor improve productivity? Probably more than you realize.

    Jon Peddie Research looked at the benefit of using two screens connected to a desktop computer or laptop for several years. It found that overall, employees in all types of jobs can improve productivity by an average of 42%.

    From three studies conducted over 15 years, it also found that between 2002 and 2017, there’s been a significant rise in the use of two monitors, with a compound annual growth rate of 10%.

    The company’s namesake put it simply saying, “The more you can see, the more you can do.”

    What Are the Advantages of Adding a 2nd Screen?

    Do More in Less time

    The biggest advantage to using a second monitor is that you can do more in less time because you’re not struggling to get to the windows you need when you need them.

    With an additional monitor, you can keep programs like email always open on one screen while you work in other programs on the second screen. You’re able to work more fluidly, getting to all your apps when you need them.

    Expands Screen Space for Laptops

    Laptops are great for portability, especially when traveling or moving between home and work (as many employees do these days). But the more portable the laptop, the smaller the screen space.

    One big drawback of using a laptop is that they will have a smaller monitor. There is also the difficulty in positioning. When using them on a desk, people will often try to prop them up, but the person is still staring down at the screen in most cases.

    Connecting your laptop to a monitor can significantly improve the experience and make it like working on a normal desktop PC. You can either choose to mirror your entire screen or still make use of the laptop screen for some activities while using the larger screen for others.

    Side-by-Side Comparisons Are Easier

    There are a lot of tasks that require looking at data in two windows. You may be editing and comparing a finished design with the original instructions. Or you may have to pull details from notes to include in a PowerPoint presentation.

    Trying to get two windows up on a single screen side-by-side can be frustrating. You may try to resize the windows just so, only to have your configuration lost when you have to maximize a screen to click a menu item or scroll.

    With two monitors, you have the screen real estate you need to fully open both windows and have them right next to each other so you can easily do your work.

    More Freedom During Video Calls

    Have you ever been screen sharing on a video call and needed to check an email or review notes? It’s difficult to do that when everyone can see your screen. We often “sanitize” our screens (like turning off alerts, etc.) before we go into a meeting to ensure nothing that should not appear is popping up.

    With dual screens, you can choose which screen you want to share during meetings, and still have apps open on the other screen that no one can see. This is a big advantage if you need to check for an email or message someone while you’re sharing your screen.

    Fairly Inexpensive Productivity Booster

    Purchasing another display is a fairly low investment when looking at technology. A monitor can be purchased from anywhere between $125 to $250 on average. And with a 42% average productivity boost, it can have a pretty sweet ROI.

    There is also no big learning curve with this upgrade. Once the monitor is plugged in and the PC is set to see the additional screen, it’s good to go. Users can simply drag apps and documents from one screen to another as if they had one large screen.

    Need Help Improving Productivity?

    There are several productivity boosts that you can get using the right technology tools, and they don’t have to cost a fortune. Ask us how we can help you!

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    Featured Image Credit

    This Article has been Republished with Permission from The Technology Press.

  • What Are the Best Ways to Give an Older PC New Life?

    What Are the Best Ways to Give an Older PC New Life?

    Purchasing a new computer is a big investment. Many small businesses and home PC owners end up struggling with older systems because they want to get as many years out of them as possible.

    Have you found yourself banging on your keyboard in frustration? Have you tried every tip and trick you found online, only to still struggle with a slow PC? 

    There are some promising upgrades you can do that will cost much less than the price of a new computer, while making your PC feel like new again. 

    Here are some of the options you can try to improve the performance of an older computer.

    Upgrade to a Solid-State Drive (SSD)

    Prices for solid-state drives have come down quite a bit in the past few years, making them an affordable upgrade that can breathe life back into an older PC that might be slowing down.

    Unlike hard disk drives (HDDs), SSDs do not have any moving parts and use a flash memory that allows for a quicker response time. You can improve your time to boot and your experience when searching files, opening applications, and other activities. 

    Some of the advantages of upgrading your computer’s hard drive to SSD include:

    • SSD read/write speeds up to 2500 MB/second compared to HDD at up to 200 MB/second
    • SSD access time of 0.1ms as compared to HDD at 5.5-8.0ms
    • SSDs use between 2-5 watts of energy compared to HDD at 6-15 watts

    Increase the RAM (Memory)

    One upgrade that is very low-cost and can mean a significant increase in performance is a memory upgrade. If your PC was one of the cheaper ones that only had 4GB of RAM when you bought it, you likely have trouble opening too many tabs in your browser or using any graphics-heavy program.

    Upgrading your RAM, if your PC has available memory slots, to 8GB or 12GB can make it seem like you have an entirely new computer due to the big increase in speed.

    Upgrade the Graphics Card

    If you play computer games or work in any type of video, imaging, or 3D software, an outdated graphics card can ruin your experience. 

    Instead of replacing your entire computer, just upgrading the graphics card to a more robust model can improve your PC’s performance and give you several more useful years from it.

    Replace Your PC Cooling System

    Heat is an enemy of your computer’s internal parts. If your cooling system is getting worn out and not working the way it should be, then excess heat can be building up inside your device.

    When this happens things can get strange, with programs crashing or your system rebooting on its own.

    If you suspect excess heat may be an issue, have your computer’s fan and cooling system checked out to see if it needs replacing.

    Connect an External Monitor to a Laptop

    If you’re working on a laptop and having a hard time multi-tasking due to limited screen real estate, consider getting an external monitor rather than replacing your entire PC.

    Monitors are just a fraction of the cost of computers, and having a screen twice the size of the one on your laptop can make all the difference in the world and improve productivity due to the additional screen space.

    Replace Your Keyboard

    Older keywords can stick, lose keys, and have the writing rubbed off the keys, making it more difficult to tell a “prt screen” from a “delete” button. If the performance of your PC is hampered by a frustrating keyboard, an upgrade can be a very inexpensive way to improve your equipment.

    Get an External Hard Drive

    Computers can slow down and be more difficult to use when the hard drive fills up with data. Over the years, files build up, and many users never take the time to go through and delete those that are unnecessary.

    Buying an external hard drive can allow you to offload files that may be slowing you down, while still keeping them easily accessible.

    Another benefit of an external hard drive is that it’s portable and can easily be carried between home and work and used in both places.

    Get a Professional Computer Tune-Up

    Those free PC cleaner tools you find online aren’t going to give you the type of tune-up that a professional IT provider can give. We will go through things like the Windows Registry, duplicate system files, internal errors, and more to clean up your system and remove all the “junk” that has built up over the years.

    We can also do a maintenance check for things like failing parts, and provide expert guidance on your most impactful upgrade options. 

    Get Help Improving Your Computer’s Performance Today!

    Don’t struggle with an older PC! We can help you with cost-effective upgrade options that will fit your system and budget perfectly.

    —
    Featured Image Credit

    This Article has been Republished with Permission from The Technology Press.

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