Should I upgrade to Office 365?

Leave a reply

In years gone by, the Microsoft Office Suite would come pre-loaded on your PC or laptop. However, due to a host of market influences including increasing demand for cheaper hardware, many products were boxed and customers were invited to pay only for the applications they needed.

In June 2011, Microsoft launched Office 365, a subscription based service set to benefit everyone. With packages available for personal and business use, you can ensure that you’re not paying for any additional programmes that you won’t use. In return, Microsoft receives regular income each month.

First we’ll have a look at the pricing structure then we’ll discuss exactly what you get in a little more detail and whether you should upgrade your Office suite.

Pricing Model

Whether you’re a small, medium or large sized company, there’s a package to suit your needs. Starting from as little as £39.60 per year / user and peaking at little over £100 per year / user, the tech savvy small business could save some serious money on the subscription model.

Advantages of Office 365

It’ll Save You Money!

If you use the complete Office suite, then upgrading to Office 365 could save you a whole load of cash. Out of the box, you could expect to pay close to £400 for everything, when you could be paying as little as £100 per year / user through Office 365. Plus, there are a few bonus features you’ll receive for adopting the subscription model.

Enjoy Anywhere, Anytime Access

For anyone that hadn’t already guessed by the name, Office 365 is available on any computer, all year round. You’re able to download the suite on up to 5 devices, which is great for the modern professional. Integration with SkyDrive allows you to store data on the cloud and use web based applications of your Office from any computer with internet access.

Work Together Simultaneously

The combination of SharePoint technology and Office 2013 allows you to work more efficiently with collaborative work sheets and more in Office 365. Pick up where you left off elsewhere thanks to intuitive syncing and view the latest revisions made by colleagues with a host of new tools and tips. Web apps are almost a mirror image of the desktop versions, with just a few features trimmed (but little you’ll need to worry about).

Enough Storage For An Epic Hoarder

Epic Hoarder

In addition to the 7GB SkyDrive storage that Microsoft is offering everyone. Premium packages come complete with an additional 20GB (27GB in all). That’s a pretty big thank you.

Enjoy the Latest Technology at Reduced Costs

Rather than wait years for all of the updates to come in one package and knock you for six, Office 365 will update periodically, making the transition between newer versions of Office much easier to digest. Not to mention, you’ll be first in line for great new features that others will need to wait for.

IT Departments Love Office 365

Office 365 is managed much the same way as you’d manage an on premises Exchange environment. Active directory allows IT departments to group people and give them a specific set of permissions (access to email / SharePoint etc). We’ll discuss drawbacks to security later, but a massive lure for IT departments is that Microsoft take care of security giving you one less thing to worry about.

It’s Good To (Video) Talk

Enjoy a whole hour of calls to your business contacts across the globe every month with free Skype minutes. Available on Home Office Premium and most Premium Business services, this is a great incentive for signing up to the subscription model.

How Does The Boxed Alternative Stack Up?

Microsoft typically updates their boxed software every three years. Think Office 2013, 2010, 2007, 2003 & 2000.

For £220, you can grab Office 2013 Home & Business Edition. That’ll give you most of the applications that you love, available on one device, including: Word, Excel, PowerPoint, OneNote & Outlook. For an additional £170 (£390), you can include Publisher and Access to those already listed (Office Professional)

So, to do the math, for the comparable package to Office Professional on Office 365 (Small Business Premium), you’d be forking out £302.40 over the 3 years as opposed to £390. Plus, if you were happy to settle for web based applications as opposed to desktop versions, you could get the same service for under £120 (Office 365 – Small Business).

You can argue that nobody updates immediately, meaning you’ll get a little extra bang for your buck, but probably not enough to justify the box price. The only time we’d recommend buying out of the box was if you only use a couple of Office applications. In that case the kitchen sink that comes with Office 365 may not be the best option for you.

100% Owned By You

The same as buying a car outright means that there are no direct debits coming out each month, the boxed versions simply incur a one off payment. All you need to worry about is the insurance, tax and price of petrol (or staff costs, electricity and training).

Sure, it can actually work out more beneficial to get one on finance. Continued support and warranty, plus the guarantee of an upgrade after the lease period expires. Ok, you’ll be paying £200 per month for the foreseeable future, but you’ll have a shiny new car and all the support you could wish for.

If It Ain’t Broken…

With your office ticking over just perfectly should you really go changing your software? Although subscription models seem to be the way of the future, surely we can all savour the moment for a little longer?

Is It Easy To Switch?

Yes. Making the change to Office 365 is no different to upgrading your existing package from say 2010 to 2013.

There are of course, more noticeable changes than in regular updates, including the ability to work via web apps and collaborate with colleagues via the cloud. It’s recommended that you offer Microsoft accredited training to your employees to ensure that everyone is up to speed with new features and able to get the most from the package.

What About Security Concerns?

Well, you probably shouldn’t worry too much. The Microsoft has a huge team dedicated to the security of your data. But, vulnerable to attacks or not, they are happening:

Eran Feigenbaum, director of security for Google Apps states that “Any online presence that’s saying they’re not seeing targeted attacks is not being forthright or doesn’t have the insight into what’s going on.” Even Google themselves have seen breaches in Gmail security and to believe that Microsoft is immune would simply be naïve.

Stuart McClure, former McAfee Chief Technology Officer makes a bold statement – choosing a safe (cloud based) service can be like “picking a dog with the least fleas”. Sure it’s a tad sensationalist, but his message is clear, “If you’ve got sensitive data that you don’t want compromised, then don’t put it on the cloud” It sort of makes sense, after all, once on the cloud, it’s no longer being hosted in house – who really owns (or worse still has access to) your data?

In my opinion, I’d say that it pays to be mindful of security concerns but not to let this cloud your decision (excuse the pun).

Conclusion

Office 365 is a robust package that really does offer something for everyone. In terms of pricing, the upgrade is a no brainer. Most subscriptions offer desktop versions of Office, available on 5 devices (that alone blows the boxed model out of the water), plus it also boasts additional SkyDrive storage and Office web apps anywhere, anytime.

Security will always be an issue when talking about cloud storage, however, unless you’re dealing with particularly sensitive data, you’re probably in safe hands with Microsoft’s dedicated security team.

Want to use Word, PowerPoint or Excel like a pro? Attend one of Best STL’s training courses available London and UK wide.

Microsoft Bunny & The Complete List of MS Easter Eggs

Leave a reply

For those of you that have been using computers since the 1990’s, you’ll likely remember a number of Easter Eggs embedded into a range of Microsoft applications. But do you remember all of them? This post will take you on a trip down memory lane to a time before the Trustworthy Computing Initiative of 2002, which saw Microsoft stop making the treats.

MICROSOFT BEAR (Windows 3.1 & 95)

More than just a tangible mascot of the team, Microsoft Bear made several appearances throughout Windows applications.

Microsoft Bear

Remember this little guy. His drawing was used as part of the SETDEBUG.EXE & JBGMGR system files.

Windows 3.1 also saw Microsoft Bear make two appearances, first as part of the fictitious file BEAR.EXE and another presenting the aliases of the development team in the About Program Manager: BRADSI, BILLG, STEVEB and of course T-BEAR (bonus points for guessing the other team members’ real names).

MICROSOFT BUNNY (WINDOWS 95)

That’s right, Windows had more than one Mascot, in-fact they had three in 1995 – two bunnies and one bear. The bunnies were aptly named 16-bit bunny and 32-bit bunny. More than just a couple of nerdy names, they represented Windows 95 being “the transitional OS”.

Typing ILOVEBUNNY32=1 under the Windows section of win.ini unlocked some pretty snazzy features, including full window drag and anti-aliased fonts.

MICROSOFT OFFICE

WORD FOR WINDOWS 2.1

Not so fluffy, Windows 2.1 featured a WordPerfect Monster, a fireworks display and credit list in the About box. Here’s how to get that cool monster on your screen:

OFFICE 4.3 / 95 / 97

Open the “Help” file in any of these versions of Office and be amazed by some random quotes, including:

Plaid shirts and striped pants rarely make a positive fashion statement
It’s never too late to learn the piano
You should never look directly into the sun
This is the last tip (Is anyone else singing along?)

OFFICE 97

Word 97 Pinball

Things got exciting in 1997 and procrastination became an even easier skill to practice thanks to three Easter Eggs designed for game enthusiasts and time wasters Worldwide.

Excel contained a hidden flight simulator for curious minds, whereas Word 97 Pinball was a global hit amongst Office users. Perhaps our favourite though was the magic 8 ball found in Access, so popular that it also made an appearance in Office 2000.

OFFICE 2000

Dev Hunter, a 3D spy game based on classic arcade racer Spy Hunter, hidden within Excel 2000 wasn’t available to everyone and DirectX needed to be installed for it to run. But if you were lucky enough to have run the program, you’ll have been treated to some bizarre, Office 4.3 style “quotes”, here are a few of them:

SO YOUR NAME IS MISSPELLED WHAT ARE YOU GOING TO DO ABOUT IT
CIRCLES ARE GOOD BUT THEYRE (sic) NOT RECTANGLES
MALICIOUS PIXIES
LAST BUT NOT LEAST BUT ALSO NOT COMPRESSED HAM

For whatever reason, Microsoft seemed to get some sort of kick out of having a completely useless last tip (are you still singing along?).

WINDOWS EASTER EGGS

Great, a list of all the volcanoes in the US, just what we all needed to know. Thankfully, all versions of MS Windows OS preceding XP show this comprehensive list in the 3D text screensaver.

What’s better than a list of Win95 developers hidden as an Easter Egg? An animated presentation complete with funky soundtrack of course. Windows 98 also contains a credit screen Egg, sadly it’s not quite as exciting as the 95 version.

Here’s one we bet you didn’t find. The Windows 95 pipe screensaver included the Utah teapot in place of the standard joint bend, of course you had to be pretty specific in the settings. Pipes needed to be multiple and standard style, joint type must be multiple and texture solid.

Windows 2000 / XP

The developers at Microsoft seemed to have a soft spot for the pipes screensaver. An undocumented texture hidden away allowed the pipes to change to barber shop stripes. Hairdressers across the globe must have gone crazy for that one right? Umm, perhaps.

Bored with losing all the time? For those in the know, the pinball game featured in 2000 & XP versions of Windows included some pretty nifty cheats. A series of keyboard shortcuts could see you shoot to the top of the leaderboard or enjoy an endless game, here’s how:

“H” – instant high score
“R” – increase rank
“M” – system memory
“Y” – frame rate
“1max” – extra ball
“gmax” – created a gravity well
“rmax” – go up a rank
“bmax” – unlimited balls for an endless game

A staple favourite of MS and time wasters everywhere, Minesweeper was also treated to an Easter Egg in 2000 & XP versions. Typing “xyzzy” and pressing enter simultaneously at the beginning of a game allowed you to see where all of the mines were. Black squares represented a mine was underneath and a white one, that there wasn’t. Not the biggest fan of Minesweeper, I can only imagine this was the most boring gaming experience ever.

VISTA

Super tiny faces of the MS anti-piracy team were included on the surface of the Window’s Vista installation CD. Spotted by the eager eyes of Spanish blogger, Kwisatz, you can read more on this post by Computer World.

INTERNET EXPLORER

If you were lucky enough to be running IE in the noughties (and let’s be honest – who wasn’t), you could get a kick out of typing “about:Mozilla” in the address bar. A blank blue screen, symbolic of the blue screen of death would appear. Hilarious.

WINDOWS 95 & BEYOND

Pictures of everyone involved in the Hover project are displayed upon completing the introductory level of Hover. A game which first appeared on the Windows 95 installation CD and is still going strong 18 years later, wow I feel old.You can still play today, give it a go.

What’s your favourite Easter Egg? I’d love to hear your thoughts in the comments box below, unless it’s the Minesweeper one, seriously.

We don’t offer training on any of these Easter Eggs but we do offer training on Excel, PowerPoint, Word, Access and more besides. Check our London training courses page for more details.

36.5 Office 365 Features That Will Boost Your Productivity

Leave a reply

Formerly named Business Productivity Online Suite, Office 365 sees the introduction of a host of cool features that have the potential to increase your company’s productivity.

With the ability to take your Office suite and put it onto the cloud, there’s huge scope for businesses to work more efficiently. Your Office can be accessed anywhere on a number of devices, including tablets and smartphones.

So, without further ado, here are 36.5 amazing features that’ll help you get the most from your Office 365 subscription:

1. Security

Working on the cloud can be a concern for security conscious businesses. With Exchange server hosting, it continually scans for viruses and malware. Now, you can sleep safe at night in the knowledge that your email will not be compromised.

2. Cost

Office 365 offers a range of packages, designed to fit around your business needs. With everything included, it won’t cost you more than £15 per user, per month (£150 per year). You’ll probably spend more than that on biscuits for the office.

3. Everything Included

Included in your £15 per user, per month, you’ll get access to pretty much everything you’d want, including: Subscription to the Office Suite across 5 devices, Office Web Apps, Office Mobile Apps, Hosted Email, Web Conferencing, Public Website, Spam & Malware Protection, and guaranteed 99.9% Uptime.

4. Work with the tools that you know

That’s right: Word, Excel, PowerPoint, Outlook, OneNote, Access, Publisher and Lync are all available as web apps.

5. Compatibility

Regardless of whether your employees prefer using devices running Windows 7 or later, or Mac OS X, they’ll be able to run Office 365.

6. Cleaner, standardised navigation

Say goodbye to clutter and hello to a smooth user experience. With web apps mirroring much of the desktop application’s functionality, integration is seamless.

7. Access your suite anywhere, on any device

Although late to the tablet scene and with a relatively small portion of the smartphone market, Microsoft recognises the need for its products to be available and fully functioning on a number of devices. Yes, that includes iPhone, Samsung Galaxy Note, iPad, Surface Tab and many more. Optimised for touch, a number of cool navigation tools are available to tablet & smartphone users.

8. Great for small businesses

Office 365 offers 5 packages to suit your personal and business needs: Home Premium, Small Business Premium, Pro Plus, Enterprise & University. With up to 50 users able to be registered, small businesses can save money on unlimited packages such as Pro Plus and Enterprise and only pay for the services they need.

9. Money back guarantee

As mentioned in #3, Microsoft guarantee 99.9% uptime, but if by some miracle, there is a problem with the server which causes more than 0.1% downtime over the course of the year, it’s refund time.

10. On cloud nine

With no clunky servers taking up space in your office, you can trust Microsoft to safely store the majority of your data on the cloud.

11. Service Status dashboard

Your IT manager will have access to a service status dashboard, showing them the performance of your services. If anything goes awry, they’ll be the first to know and can hopefully sort things before catastrophe strikes.

12. On & Offline Working

Sync your content in SharePoint and save it to your desktop with SkyDrive Pro. With your documents just a few clicks away, you can work both on and offline. Your files will be updated soon as you have an internet connection.

13. It’s the professional choice

Regardless of the device that your recipient is viewing your content, it’s guaranteed to render beautifully.

14. 24 / 7 IT support

It’s all in the name really, Office 365. But not confined to Office hours, highly trained support staff are on hand in community forums to answer any questions that you may have.

15. Quickly schedule meetings

It’s never been easier to schedule meetings with the latest updates to Outlook. Save time not asking everyone to check their calendars and increase office productivity.

16. IM, Video & Demonstrations

Lync offers a Google+ hangout style service, enjoy instant messaging & even give demonstrations showing your desktop.

17. “Lync” up with more than your colleagues

Invite business contacts via email and start sealing deals with the simplicity of Lync.

18. Change your presence status with Lync

Much like Skype, but not Skype, you can let your colleagues know whether you’re available for contact. After all, there’s little more frustrating than being interrupted every two minutes when you’re working on a project.

19. Personalise your profile photo

More than just a profile picture, your Lync display photo is the face of you, your company and all that it stands for. You can synchronise this with a variety of social networks, online or choose an image from your desktop.

20. Record a chat session on Lync

A special feature of Lync is the ability to record conversations. Perfect for reviewing a meeting or taking additional notes later on.

21. Keep tabs on employees with Lync

Twinned with Lync, Outlook offers the ability to check the availability of colleagues and instantly connect with them with Lync integration.

22. More ways to stay in touch

Aside from Lync, Outlook is a great way to communicate online, especially with the integration of social networks.

23. Create a team alias

In the Outlook web app, select Home > Options > Groups. Click New under Public Groups I Own. Then under Display Name enter an alias for your team. Add new members by selecting Membership > Add > Select Members.

24. Rich Outlook functionality

Mirroring the desktop version, the web application offers many of the same features, including right click access to a number of functions.

25. SharePoint: share your stuff

Upload and publish content to SharePoint and easily share it with colleagues and business partners via a number of channels.

26. Stay on top of projects

Utilise SharePoint, Outlook and MS Project to the max and ensure that projects are kept in line and that deadlines are met.

27. Powerful admin page allow support staff to manage SharePoint, Lync & Exchange users

Administrators are able to configure SharePoint online in a number of ways. Giving permissions for external clients to access your account is a great feature.

28. Sophisticated sharing

Save and Send navigation gives you the option to email, save to web, save to SharePoint, send by IM or (for MS Word) publish as a blog post.

29. Stay connected with team site

Set up a new team site in minute s and collate your team email, documents, meeting notes and more.

30. Create a wiki

Capture and share information in one handy place, your team site. With your whole team’s knowledge in one place, productivity is sure to improve.

31. Build aesthetically pleasing sites

Whether it’s an intranet or an internet site, there’s a set of handy design tools available within team site to help you build great websites.

32. Smartphone security

Putting security first with mobile devices, IT managers can create passwords and control some hardware features for added security. No need to worry when a colleague misplaces their tablet.

33. Easy to get started

Designed with business in mind, you’ll find no complicated set up processes which means that your team can get to work straight away.

34. Work together simultaneously on Web Apps

Get things done, quick smart, with multiple users able to access and simultaneously edit using web apps. Great for Excel & PowerPoint documents, where each user can clearly see where another has made changes.

35. It’s the complete package

With everything included in your subscription price, you need not worry about having to download further applications such as Google Drive, Dropbox or Skype.

36. Upgrade deals

Some upgrade offers are available for those that have purchased previous versions within certain time frames.

Whether you’re familiar with the Microsoft Office suite or not, Office 365 boasts a number of benefits to your company, from simultaneous editing in web apps to 24 / 7 IT support, you’re in safe hands storing your data on the cloud.

36.5 Support 365.25 days of the year

Plus, half a reason to join the Office 365 bandwagon is that its subscription runs for the calendar year, great for leap years – you’ll get an extra day’s productivity.

What’s your favourite feature of Office 365?

Obama, Insourcing and Your (Microsoft) Office

Leave a reply

Passing your spreadsheet and database needs to an external company is all too appealing when looking for quick results at low cost. But, is this economically viable or is outsourcing slowing bringing Britain to its knees? Can the US President’s passion for insourcing make Britain Great again?

Insourcing is the process of bringing operations back from an external company / country and integrating them into your company. Put simply, for anyone that knows outsourcing – it’s the opposite.

Unemployment

Britain spends untold billions of pounds to overseas outsourcing companies every year, with the main loser being the home-grown workforce.

UK unemployment levels remain at 7.7% according to figures released early in 2013. Many jobs that have been taken away from the British workforce include manufacturing, customer service, tech, marketing and more. Perhaps even more worrying is that over 1 million young people aged 18-24 are without employment, not to mention, in ever increasing debt from university courses.

Although the experts claim that we as a nation are moving towards the end of the recession, this does little to instill confidence in the millions of unemployed. But could this be avoided to some part by bringing jobs back home? Tasks the UK market knows how to do; maintaining a database in Access or building financial models in Excel.

The lure of outsourcing sits firmly in the corner of saving money for business. Cheaper labour costs in overseas countries means that wage bills can be cut and profits can increase.

Obama’s Big Idea

There’s a lot to be said about our friends from across the pond, and whilst Obama may not have realised it, his recent initiative could have just saved a large number of businesses here in the UK.

Early in 2012, Obama sought to tackle the issue of unemployment head on, by setting to reward businesses that opted to bring operations back home. Insourcing was born (or at least publicised) and the world was beginning to listen.

In fact, he even attempted to pass a bill which would see tax breaks for companies that adopted the insourcing initiative. Although this was ultimately unsuccessful in parliament and the bill was narrowly rejected, the idea is still going strong.

A case study: General Motors re-hires 10,000 IT professionals

While GM was one of the early adopters of outsourcing, news late in 2012 seems to be suggesting of a U-turn. Whilst manufacturing looks set to remain offshore, the company plans to bring home 10,000 IT jobs for the benefit of the US workforce. And with the help of a little training, these employees are set to flourish.

Part of GM’s insourcing plan is to open what they call innovation centres. These centres will be based across the US in areas that reflect a substantial amount of industry knowledge. That’s a no brainer right? One such centre will employ 500 people in Austin, TX, matching their skills to the relevant IT roles. Just as the best businesses match their employees skills and knowledge base to the tasks that need to be performed.

Is there a bright future for General Motors? Only time will tell if it’s the best decision for them, but it’s definitely a great move for the US unemployed.

So, what are the benefits of insourcing?

Lower Cost. It’s true what they say. Teach a man to fish and he’ll be able to feed himself for life. Investing money into training in house can ensure that your current workforce is both upskilled and kept motivated. Both invaluable assets.
Increased Control. Many outsourcing companies will have their own methods of working and may not be able to accommodate your ever changing needs at the drop of a hat. Keeping operations together often helps the smooth running of a company.
Higher skilled workforce. If the General Motors case study is anything to go by, there’s a knowledgeable group of skilled unemployed people out there – just waiting for this opportunity.
Ethics. Huge in modern day business. Customers are ever increasingly concerned with things being home grown, the supporting of relevant charities and the like. Promoting the best of British only stands to benefit early adopters to the insourcing buzz.
Simplicity. Reinstating your IT skills within your company is logistically easier than bringing back manufacturing operations.

How could insourcing your Microsoft Office operations benefit business?

Whether you are a huge multi-national or a small to medium sized business, IT is one area that is easy to keep control of in-house. So, rather than outsource your inventory management or data analysis, why not keep complete control and look after things within your business.

Enjoy the rewards that a skilled and motivated workforce brings, all whilst keeping the home economy ticking over. University graduates are potentially a great fit for your company: bursting with knowledge, enthusiasm and willing to get stuck in, you can sleep tight knowing that you’re keeping propelling the economy along.

Financially, upskilling your entire workforce soon pays for itself. A quick brush up on Excel, Word or Access could save you thousands of pounds in the long run. Enhancing your presentation skills could be the difference between winning that tender or not. The unique pricing model of Training courses at Best STL means training can cost less than you think. And, just like your trusty Word document, we won’t let you down – with the promise of never cancelling a training course and a 98%+ satisfaction rating.

Would you consider insourcing your operations, or do the benefits of outsourcing outweigh the costs?

Obama photo courtest of The Big Story

www.hypersmash.com

Can you get by with Office Web Apps alone?

1 Reply

We’re constantly looking for ways to increase productivity. The normal 9-5 no longer exists and you find yourself constantly managing content on the move outside of your ‘regular’ working hours. Of course the ability to save documents on a flash drive or locally on your laptop hard drive has been an effective, and mobile, way to edit your content on the move. However its now commercially evident that cloud-based services are growing stronger and becoming more trusted by the day, as seen by Nasuni’s 2013 infographic.

In this article I am going to look at Microsoft’s Office Web Apps and whether or not they are a suitable alternative to editing locally.

Functionality

When on the move the last thing you want is a frustrating interface that makes you want to hurl your expensive tablet down the aisle of the train. So let’s take a look at the interface of Microsoft’s Web Apps.

For those who are sharing a document that needs to be regularly updated, the web app feature that SkyDrive offers is a fantastic solution for those invested in Microsoft’s ecosystem. For example, if you are composing a report at home on your desktop machine using Word 2013 you can easily upload the file directly to SkyDrive. However on the way to work the next day you realise it needs to be updated to take into account an email you received in the morning. By simply logging into your SkyDrive account you are able to open your file and amend it immediately in any browser.

If you have uploaded an Office produced file you can also input data on the move, which automatically saves for any shared parties to view immediately. The only slight downside however is it’s navigation layout compared to its desktop counterpart. Functionality seems to be completely ignored from SkyDrive’s iOS and Android applications. Although you are able to view and upload content through the application it doesn’t allow users to edit the content directly. You can use the browser in your mobile device, however trying to add data into a tiny field on a small screen is extremely frustrating.

You have the ability to upload and view content but not to edit.

So let’s consider the other side of the coin, using Office desktop software. With netbooks and compact laptops users are taking their home machines with them to work. This allows much more functionality when it comes to using software such as Office 2013. Not only do the desktop versions allow easier navigation but they also allow the user to access more formatting features. There has always been an argument in the digital community as to whether producing content on the move is practical, an example of which can be seen in an interview with the late Steve Jobs on All Things Digital. So I am not entirely convinced many people actually prefer to generate content on the move, as opposed to creating content in their office or at home on the desktop version Office 2013.

Connectivity

How easy is it for a group of people, your colleagues or friends, to edit one single document on a variety of devices? And more importantly do you have to already posses a advanced level of technical knowhow to operate its software or web app interface?

To answer the first question, very. It’s clear that Microsoft have taken the user interface and need for interconnected services very seriously. If you’ve read my previous article on cloud based storage you would have picked up on the Apple’s rival service iCloud’s ability to automatically sync documents to the cloud. When users are operating Office 2013 they clearly have the ability to not only upload their files to SkyDrive but to SharePoint also. This seamless connectivity between desktop and cloud based software blurs the line between any preference most people have between using either or.

To answer the second, no. Immediately SkyDrive’s interface is bold, clear and customisable to the user’s preference. Its simple click and edit system doesn’t cause its users to sit around and wait for his/hers PC to boot up the software. Even with a mediocre ADSL connection the web apps load almost instantaneously, it is worth noting however this is variable depending on your file size you are trying to load.

How much of a priority is it though for those working in a commercial environment to work from web apps alone?

This is quite a difficult question to answer as most people will have a varying experience using cloud based software such as Office Web Apps. However let’s go back to the point I made previously about the ‘regular’ working hours of a 9-5, does that even exist anymore? Being continuously connected to online services can be both a blessing and a curse, it will allow you to be able to complete you job in less time but also bring with it the stress of expectation. And by that I mean your boss may, I’m not saying will, expect you to be able to respond to emails and work on documents remotely at any given time. So you can argue that actually yes, being able to utilize the Office Web Apps is extremely important in our professional lives but may come at a cost…

Not only do we have to consider the need to be connected at all times but also the need to work collaboratively on the cloud. From my experience I have often used SkyDrive to upload an Excel file, where others are able to input data for me to check on a daily basis. From copy writing it also provides sub-editors the ability to look directly at a document and adjust any grammatical or syntax errors much quicker than it would be to contact the author directly. These are just a few examples of the requirement to have a collaborative platform, however how this works on a much larger commercial scale is something we would love to hear from you about.

Do you solely rely on using web apps and the cloud to share and edit your content? Or do you think that you can achieve the same results by working directly on the desktop version?

Want to use Word, PowerPoint or Excel like a pro? Attend one of Best STL’s training courses available London and UK wide.

What’s in and What’s out in Office 2013?

Leave a reply

This week we published an infographic detailing What’s in and What’s out in Office 2013. Click the image to see the full thing…

Which Cloud Storage Is Best For Me?

4 Replies

Cloud storage is everywhere

Cloud based services are increasingly become a part of our day-to-day lives. During the early stages of using online storage users were unsure whether or not storing their private data on a remote server was a safe alternative to storing it locally. However consumer confidence has increased and the services have reached a maturity where they are viable options for file storage. Additional software such as Office 365 now utilises The Cloud so consumers can operate programs such as Word, PowerPoint and Excel 2013 through Microsoft Office 365 remotely. In this post I will examine some of the contenders and help you decide which cloud storage service is best for you.

The Options

There are a wide range of choices for online storage services. I’m going to concentrate on the offerings from the big three: Google, Microsoft and Apple.

Google Drive

The desktop interface for Google Drive Is very basic, everything Is laid out in an instinctive way it’s storage system will be immediately recognizable if you have used any of Google’s services. Google Drive easily allows users to share any folder in their account to someone else, its very simple to share collaborative files. Another extremely useful feature Google Drive boasts is its interface that has the ability to allow users to preview files in its own web app. For example, if you work in design and have uploaded a large JPEG you, and other users, are able to preview that file without having to download it locally onto your machine.

Its mobile version is also extremely easy to use, overall its ability to appeal to those who are not technically fluent in software is something that shines through. Google Drive is available to download on both iOS and Android devices, again this adds a great sense of connectivity between users regardless of their platform. You will see a much more fluid experience if you use Google Docs, Gmail and other products in the Google ecosystem.

SkyDrive

Microsoft’s SkyDrive service is visually more appealing compared to the large areas of empty white space that Dropbox doesn’t make use of. SkyDrive has laid out its interface in a way that represents the Windows 8 ‘tile’ operating system. Therefore for Windows users this will be far more comfortable transition if you’re trying to compare different cloud storage options. All the tile icons are also far easier to use, and their functions are far more direct. For example if you want to share a folder you simply click a check box, select share and enter the email of the person you want to share it to.

SkyDrive also boasts a very clean and simple app for both iOS and Android. Its ability to make functions clear to its user is something that particularly stands out. For example you can easily view recently adjusted documents and see which folders have been shared.

iCloud

Instinctively a lot of users who may be considering this platform would be concerned about its compatibility if they are not an iOS or OSX system. To some extent this is true, if you do use an OSX machine its native software seamlessly allows the user to upload documents, photos and other data to iCloud. However iCloud does have its own browser based interface, much like SkyDrive and Google Drive. This does also look far more polished, and feels like a more complete experience.

Apple have separated their cloud based storage into seven different categories; Calendar, iWork, Mail, Contacts, Reminders and Find My iPhone. Therefore its entire directory is far more fluent and structured compared to the Microsoft and Google service. It is worth noting however that 90% of these features are only really applicable if you have iOS/OSX connected device. The interface does allow you to upload documents on a browser window however it lacks that universal connectivity between users on other operating systems.

Its mobile version is far more extensive than the other platforms available, again though this really only applies if you have an iPhone or other iOS device. You can simply upload photos to your ‘Photo Stream’ which has the ability to invite anyone to view them. If they don’t have an iOS device to open them on it will prompt the user to use its Internet browser to view the photos, making the process feel slightly disjointed.

Pro’s and Con’s

Google Drive

Pro’s: Google has established itself on both sides of the operating system war, sitting comfortably in the middle with a nice warm cup of hot chocolate. Therefore all their services are able to apply to both Windows and Macintosh users, including Google Drive. Its compatibility between iOS, Android and Windows devices allows users to view content wherever they may be, even if you’re not connected to the internet you have the option to make files viewable offline. The interface is also extremely regimented to the way Google’s homepage is designed, making it familiar to everyone.

Con’s: Although Google Drive is a sophisticatedly connected platform it does suffer from a relatively stingy 5GB data allowance. This may be a variable negative, depending on what you will be using Google Drive for. However if you plan on using Google Drive as an integral part of your working life you will find this data disappearing fast. However, you are able to upgrade your storage capacity to 25GB a month for $2.50 a month or 100GB a month for $5.00. If you sign up to one of these plans you Gmail your account capacity will also be increased to 25GB!

Microsoft’s SkyDrive

Pro’s: The storage capacity is generous, users immediately get 7GB worth of storage for free. If you’re working towards creating creative content, with large file sizes, SkyDrive will be able accommodate these large files and share them between colleagues or friends. Another useful feature is the ability to edit documents within its own dedicated Office web app. For example if you have a spreadsheet you want to edit you can simply edit the file within the same browser window you already have open. It is also available to use for Windows and Macintosh users, both on desktop browsers and mobile applications.

Con’s: The main downside to SkyDrive that I can think of is the inability to view files offline, a feature Google Drive offers. It would also be nice to see an update where users would receive an alert when new content is added or altered.

Apple’s iCloud

Pro’s: For anyone that owns, or has owned, an Apple device will know if its brilliant ability to back up and synchronise every ounce of data on every iOS/OSX device you own. iCloud is the front of this service, offering a slick interface that you would expect from Apple along with its ability to back up much more than just documents and photos. Essentially iCloud is an all encompassing service that backs up your contacts, your emails and can even help you track lost or stolen iOS devices.

Con’s: Apple have always been a company that likes to keep its software and hardware integrated, therefore using services such as iCloud on third party hardware such as Windows can be quite ineffective. Using the ‘public website’ option on Photo Stream you can share photo’s and videos to those who don’t even have an iCloud account. However to share and edit content on the cloud can only be done providing you have an iOS/OSX device. The basic storage plan is also a rather small 5GB, the same as Google Drive.

What Service Would Suit Which User? A Summary Of Each Service

Google Drive: Google Drive would best suit a user who has no preference when it comes to buying branded hardware whether it be an Apple, Windows or Google device. Its universal compatibility between hardware ensures that anyone that has the ability to share, open or edit content on the cloud. Its interface would also be suited for someone who doesn’t want to adapt to a new interface as it strictly follows identifiable features that you would find on Google’s search page. Due to its initial storage restrictions it would also be ideal for anyone who primarily wants to store documents with the odd photo/video.

Microsoft’s SkyDrive: SkyDrive would be ideal for someone who works with large file sizes, such as those who work in a creative environment, or deal with big data. Its 7GB free storage immediately appeals to anyone who would want to share collaborative projects such as videos, digital designs or even audio files. Initially I would say that it would also suit most Windows users, however Microsoft have done a fantastic job in blurring that line between first and third party hardware. Its tile interface, on the desktop version, would be instantly recognisable for the Windows user. However its simplicity and almost one-click functionality turns it into a service that can be suited for anyone.

Apple’s iCloud: iCloud boasts much more than just being a cloud storage service like Google Drive and SkyDrive. It is perfect for someone who likes to be organised, keeping his or her emails, contacts and even bookmarks in sync. However this does come at a cost, quite literally considering the price of Apple hardware. To make use of this much wider service you will have to be an iOS/OSX user. Although Windows users can view and upload content to iCloud its entire integration is far more disjointed and difficult to utilise. Generally though it is built around a connected triangle of those who use a Macintosh computer, iPhone and iPad.

Which service would you chose and why? And do you think that Cloud based storage will eventually take over from locally stored content?

Want to learn more about how to create exceptional documents in Office 2013 which you can save and share on The Cloud? Attend a Best STL Microsoft training course, available London and UK wide.

Microsoft Office Resource

Leave a reply

Welcome to our Microsoft Office Resource blogs: