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PRODUCTIVITY Evernote vs. OneNote: Which is best for your business?



If you’re someone who likes to jot down notes to keep their thoughts organized or whose line of work requires taking notes regularly, you’ve likely come across two of the most popular note-taking apps available today: OneNote and Evernote. Both of these apps have free versions and come with some very useful features, but each has pros and cons that set it apart from the other. While some users swear by OneNote, others prefer Evernote. Let’s discuss the features of both apps to help you decide which one is better for your business.

Taking notes

OneNote

Microsoft OneNote features the traditional Microsoft Office Ribbon that provides you with many features to create, edit, view, and organize notes. While creating notes, you can add text, images, tables, videos, audio files, spreadsheets, links, and more to your notes. This helps you create content-rich notes and keep all media associated with them in one place.
You can take freehand notes and draw freehand images using a touch-enabled device or a Microsoft Surface device. The usual Microsoft Office formatting and reviewing options help you create more appealing and accurate notes.
Evernote vs OneNote Which is best for your business 1

Evernote

Evernote includes most of the same note-creation features, like drawing and editing tools, but doesn’t provide some OneNote features like reviewing other users’ edits. Also, unless you tag your notes, they will keep piling up in an unorganized manner, and it will be difficult to search for them later.
Evernote vs OneNote Which is best for your business 3

Organizing your notes

OneNote

OneNote helps you organize content just like you would in a physical notebook—in the hierarchy of notebooks, section groups, sections, and pages. This provides you with simple and broad cabinets to save your notes in. Pages in a section are displayed in a list on the right-side panel, which helps you keep track of topics that you’ve created. OneNote also helps you organize content within your page by creating sub-paragraphs. You can create multiple paragraphs under the main one and collapse/display them as needed.
Evernote vs OneNote Which is best for your business 2

Evernote

Evernote organizes notes in a linear fashion, displaying all the existing notebooks on the far-left side of the screen. While scrolling through these notebooks, you can see the list of notes in each and image clippings from those notes. As the name suggests, the “All notes” section displays the entire collection of notes taken up to this point, irrespective of the notebooks they are in. Evernote provides a Tags options under the listed notebooks where you can search for notes according to their tags.
Evernote vs OneNote Which is best for your business 4

Clipping content from the web

OneNote

OneNote has a clipper add-in that has very basic functionality and can only be used from a Microsoft account. Using this clipper, you can grab a screenshot of a webpage or other content. For example, you can choose to capture an article from a webpage, excluding the advertisements, as well as its bookmark.
The clipping gets embedded as an image. OneNote allows you to include this clipping only inside an existing notebook. If there are any multimedia components or links on the clipping, you will not be able to interact with them. OneNote also doesn’t allow you to copy a saved clipping to other applications, such as Microsoft Word.

Evernote

With Evernote, you can do all this but also choose to exclude the original format of the article and copy just the text and images from it. You can create a new notebook to add this clipped information and use Evernote’s mark-up tools to include comments or questions. You can also play around with the content from the clipped page by editing or changing its appearance, such as adding text to it, highlighting it, and even drawing directly on it. Unlike OneNote, Evernote lets you click the links of the clipped page. You can also view videos embedded in clipped content by clicking them and visiting the original webpage from where the content was clipped.

Device support

Both OneNote and Evernote can be used across devices, but the overall look and feel may vary from one device to another.

OneNote

As part of the Microsoft Office suite, OneNote works best on Windows, where you get to enjoy its entire range of note-creation and formatting options. You may find a few of these features missing in the web, iPad, and Mac versions of OneNote. Though the Mac version of OneNote has all the formatting features just like Windows, it doesn’t provide you with as many Insert features. The iPad version also has its limitations, though it provides the extra functionality of taking a picture with your device’s camera and inserting it into your notes. The iPhone and Android versions are also simplified and omit some features. However, they allow you to scroll through notes easily and take quick notes on the go.

Evernote

Out of all the different devices, Evernote also seems to look and work the best on Windows. It’s easier to organize your notes on Windows, as existing notebooks are displayed vertically. This task becomes a little tricky while using an iPad or Mac. If you use the Android or iPhone version, Evernote displays notes in rectangular boxes with the note title and image displayed on it. While using the web version, you need to click the Notebook icon to see the list of existing notebooks. You can then click on a notebook to see the notes in it.

Using third-party apps

When it comes to using third party apps to import content, both OneNote and Evernote work well.

OneNote

Applications such as OnetasticGenius ScanIFTTT, and Zapier help you to easily bring information to OneNote, where you can edit and organize it according to your needs. In case you want to export your notes to other apps, OneNote allows you to do so easily with Microsoft Office products, especially Word. You can also export your notes to a spreadsheet or PDF documents.

Evernote

Evernote is very versatile in this regard, as it supports many apps across different platforms and devices. For example, if you need to convert recorded audio notes to text on Evernote, you can use the Dragon Anywhere app. Evernote also supports other useful apps like TaskClone and Cloudmagic. But if you export your notes to other apps, Evernote doesn’t provide you with as many options as OneNote does.

Multi-Factor Authentication: Better Protect Your Office 365 Data


Nowadays, nearly every modern organization is moving their business to the cloud. Protecting your organization’s users and their accounts from being compromised is easy when you have an on-premises setup like Microsoft’s Azure Active Directory. But what if you’re using Office 365? Well, you’re still in luck. In this article, we’ll take a comprehensive look at how Office 365 multi-factor authentication helps protect your data.

What is multi-factor authentication?

Multi-factor authentication is a simple way of protecting user profiles by requiring users to provide more than just their username and password when attempting to log in.
In Office 365, multi-factor authentication adds a second layer of protection that requires users to provide proof of their identity before they are granted access to a profile.
For example, if someone managed to crack or steal your password but doesn’t have the device you associated with your profile, they won’t be allowed to log in. So that second factor—the mobile or office phone—will protect your account from unauthorized logins.

Licensing

The best part is that multi-factor authentication is free with an Office 365 subscription. Though Office 365 multi-factor authentication is part of Azure, you don’t need any additional license to use it for your Office 365 tenant. You only need an Azure AD Premium license in case you want to use advanced features of Azure multi-factor authentication.

How multi-factor authentication works in Office 365

Microsoft offers three different ways you can use multi-factor authentication to prove your identity from your phone:
  1. Use the Microsoft Authenticator app. This app provides you with a one-time password (OTP) or a push notification. You can either use that device as a software token that provides OTP or you can use it as a push notification hub that will get notifications from the central multi-factor authentication service.
  2. Receive a phone call on your registered number. If you select this option, you’ll receive a call on either your mobile or landline phone and will be asked to press the pound sign (#) to confirm your identity.
  3. Receive a text message at your registered number. You’ll receive an OTP through a text message sent to your mobile. You then simply enter the OTP on the screen where you’re trying to log in.
You can either use one of these options or configure multiple options for multi-factor authentication.
Below are the options that an Office 365 global admin sees when enabling multi-factor authentication for Office 365 users in their organization:
How multi-factor authentication works in Office 365 1
When users complete their multi-factor authentication registration, they can also choose default and secondary options from the ones enabled by their global admin. Users will see the following screen:
How multi-factor authentication works in Office 365 2

How to set up multi-factor authentication in Office 365

It’s important to note that you need to be a global administrator to enable multi-factor authentication in Office 365. Once you’re signed in, simply follow these steps:
  1. Go to https://portal.office.com and visit the Admin Center (https://portal.office.com/adminportal/home)
  2. On the left navigation pane, expand Users and click Active Users.
  3. In the Active Users window, click the dropdown arrow next to More and select Setup Azure multi-factor auth.
  4. Select the user account(s) on which you want to enable multi-factor authentication. You can select all users by clicking on the checkbox next to Display Name at the top of the page.
    How to set up multi-factor authentication in Office 365 1
  5. You should be able to see the multi-factor authentication status for a user in the column titled Multi-Factor Auth Status.
  6. After selecting the required users, click on Enable.
    How to set up multi-factor authentication in Office 365 2
  7. You can also enforce multi-factor authentication on a user account in Office 365 even if they have not completed registration or chosen their second verification method
    How to set up multi-factor authentication in Office 365 3
  8. There are three different states of multi-factor authentication that can be applied to user accounts:
         a. Disabled
This is the default state for a new user who has not been activated for multi-factor authentication by an Office 365 administrator.
         b. Enabled
The user has been enabled for multi-factor authentication by the administrator but has not completed the registration process. They will be prompted to complete the process the next time               they sign in.
         c. Enforced
The users have completed registration and are using multi-factor authentication.

Signing in with multi-factor authentication

  1. Users will go to their Office 365 portal (https://portal.office.com) and enter their username, then click Next.Signing in with multi-factor authentication 1
  2. The user will enter their password and click Sign in.Signing in with multi-factor authentication 2
  3. On this page, the user will be prompted to register for multi-factor authentication and set up two-factor or additional verification in Office 365.Signing in with multi-factor authentication 3
  4. The user will be taken to the Additional security verification page, where they’ll choose their preferred contact method.Signing in with multi-factor authentication 4Signing in with multi-factor authentication 5
  5. After completing registration, the user will be taken to the app password section of the Additional security verificationpage. From here, they can copy the app password that would be required to sign in to non-browser-based apps (rich clients) like Skype for Business. (This page will appear only if an administrator has enabled the creation of app passwords.)
    Signing in with multi-factor authentication 6
  6. After clicking Done, the user will be successfully signed in to their Office 365 portal.

App passwords

App passwords are used by older client applications, specifically rich client applications, that don’t rely on browsers and thus cannot redirect you when performing multi-factor authentication. In those cases, users create an app password from their Office 365 portal and use that to sign in to those applications.
The app password is a 16-character password that is randomly generated by Office 365. You can view this password only once—when you initially create it.

Manually creating an app password from the Office 365 portal

  1. Sign in to your Office 365 portal. In the top right, click on the Settings icon and select Office 365 under Your app settings.Multi-factor authentication Manually creating an app password from the Office 365 portal 1
  2. On the Settings page, select Security & privacy.Multi-factor authentication Manually creating an app password from the Office 365 portal 2
  3. Under the Additional security verification option, click on Add or change your security verification settings.Multi-factor authentication Manually creating an app password from the Office 365 portal 3
  4. On the Security & privacy page, select Create and manage app passwords.Multi-factor authentication manually creating an app password from the Office 365 portal 4
  5. On the next window, select App Passwords. You can either create a new app password or delete an existing app password on this page. However, you can neither change an existing app password nor view the password once it has been created. You can only view the app password once, at the time of creating it.Multi-factor authentcation Manually creating an app password from the Office 365 portal 5

Changing your preferred device or multi-factor authentication option

Steps 1–4 will be the same as above. Your next steps will be as follows:
  1. Select the Update your phone numbers used for account security option.
    Changing your preferred device or multi-factor authentication option 1
  2. On the Additional security verification page, you can change your phone number as well as the default method of authentication. You can also configure the Authenticator app from this      window.Changing your preferred device or multi-factor authentication option 2
Here’s the list of available options to choose from:
Changing your preferred device or multi-factor authentication option 3

Configuring the Authenticator app

  1. On the Additional security verification page, check the box for Authenticator app and click Configure.
    Multi-factor authentication Configuring the Authenticator app 1
  2. Download the Microsoft Authenticator app on your smart phone. In the app, choose Add an account and select Work or School account. Then, scan the image provided on the current window (see below) with your smart phone. When you’re finished, click Next.
    Multi-factor authentication Configuring the Authenticator app 2
    Multi-factor authentication Configuring the Authenticator app 3
  3. Once the app is configured, click Save. That’s it! You’re all set to use the Authenticator app for push notifications or OTP.
    Multi-factor authentication Configuring the Authenticator app 4
    Multi-factor authentication Configuring the Authenticator app 5

Logging in with multi-factor authentication enabled

  1. The user will visit the Office 365 portal (https://portal.office.com), enter their email, and click Next.
    Logging in with multi-factor authentication enabled 1
  2. The user will enter their password and click Sign in.
    Logging in with multi-factor authentication enabled 2
  3. The user will be prompted to complete the second factor for authentication.
    Logging in with multi-factor authentication enabled 3Logging in with multi-factor authentication enabled 4Logging in with multi-factor authentication enabled 5Logging in with multi-factor authentication enabled 6
  4. After the user completes this step, they will be allowed to sign in to Office 365 or any of its services.
    Logging in with multi-factor authentication enabled 7
As you can see, multi-factor authentication is a simple but powerful way of protecting your user accounts in case their credentials are stolen. And setting it up is so easy that there’s no reason not to!

Why the Healthcare Industry Needs Office 365


Healthcare management has always emphasized communication. And with modern payment models and demands, secure communication is becoming increasingly complex—healthcare providers must communicate inside and outside their organization’s walls, but this can be difficult without the right tools. E-mail and messaging apps are notoriously insecure, and many don’t meet HIPAA compliance standards.
Finding a balance between accessibility, good communication, and security is the key to success in the healthcare industry. And this is where Microsoft Office 365 excels. Here are some reasons why the healthcare industry needs to adopt Microsoft Office 365.

Ensure HIPAA compliance and security

Sharing information between healthcare professionals can be problematic—medical information is highly personal, sensitive, and vulnerable to theft. There isn’t any question that patients want to keep their healthcare records protected.
From 1996 onward, HIPAA (Health Insurance Portability and Accountability Act) compliance has been enforced by federal law. The act was put in place to regulate and protect confidential patient health information. Simply put, HIPAA gives patients more control over their health data and enforces penalties for healthcare professionals who fail to comply.
If a healthcare provider violates HIPAA, the fines can range from $100 to $50,000 per violation, per year. As a result, healthcare providers must securely store, update, access, and transmit data. The good news is that the cloud has helped ease some of the burden of compliance.
Physical theft of patient records has dramatically decreased as more healthcare providers have moved to the cloud. Now more than ever, it’s critical to work with a cloud-based service provider like Microsoft to ensure HIPAA compliance.
Microsoft’s Office 365 takes care of both your communication and compliance needs. When you set up the new system, all you need to do is activate the Business Associate Agreement (BAA), and you’re all set. Once you configure Office 365 to meet your compliance needs, you can safely transmit sensitive patient data such as names, e-mail addresses, documents, and more within and outside your organization in accordance with local, state, and federal laws. Microsoft has prepared user guides on how to set up HIPAA compliance in Office 365.
In brief, follow these steps to create HIPAA-related policies in Office 365:
1. Launch Office 365
2. Visit the Exchange Admin Center
3. Click on Compliance Management
4. Select Data Loss Prevention
5. Click on the “+” sign
6. Select “New DLP policy from template”
7. Choose “U.S. Health Insurance Act (HIPAA)”
You can also learn more about how to use a DLP policy.
To take security even further, Office 365 uses Exchange Online Protection (EOP), a cloud-based email filtering service that protects your organization from messaging policy violations. Office 365 meets the requirements of HIPAA, EU Model Clauses, and ISO 27001.

Implement a valuable communication tool

Communication is critical to providing your patients with timely service. Microsoft Office 365 comes with apps like Skype that staff members can use to communicate effectively and easily.
This alone has the potential to strategically improve and streamline the services offered. In many cases, service producers operate across multiple locations. Getting different team members, doctors, and even off-site specialists together to discuss a particular case is easy with Office 365, as you no longer need to hold face-to-face meetings.
On any device, Skype is both secure and user-friendly. You can use video calls for meetings and instant messaging (IM) when you need quick communication. You can even use these features to manage appointments and calendars.
And there’s more—you also get access to HD videoconferencing, email, calendar, and enterprise social networking across multiple devices.

Enjoy an agile cloud-based system

The good news is that Office 365 is a cloud-based service, which means you can access important documents stored on the cloud from anywhere. In terms of sharing and access, the cloud can’t be beat, as you can designate user permissions based on document sensitivity and user seniority.
With the cloud, sharing information becomes effortless—you can quickly and securely share information with patients and colleagues. And even though the cloud is online, you can work offline and sync your data later, which is helpful if you’re not always connected to every system or computer in your organization.
Cloud storage for patient information is far more secure than paper records or local servers. When you use a HIPAA-compliant cloud storage solution such as Office 365, you feel more confident in your ability to maintain and share secure records with your patients and partners because you no longer have to worry about violating the law.
Software updates are also more consistent with the cloud because they get applied as soon as they’re available. So rather than having to manually update every center and computer in your organization, you can simply sit back and let Office 365 take care of things for you. In light of the recent ransomware attack on the NHS in the UK (mostly due to old computers using outdated software), you can instantly appreciate the benefits of the cloud.

Significantly reduce costs

Many healthcare providers devote significant resources to sharing test results with the appropriate caregivers. All of this is generally managed through tired, expensive, slow systems.
Let’s consider how you make and manage appointments. For the most part, this occurs through emailing and phone calls. Improving these areas will save money and precious time—from sending secure emails to meeting online. Some cost savings include:
• Eliminating the need to purchase on-premise servers and licenses
• Reduction in utility costs for heating and cooling of servers
• No need to purchase disk storage
• Decreased need to purchase or rely on antivirus applications
• Time saved during service patches and update installations

Embrace the future


Innovation is the currency of business – and an increasing number of healthcare providers are adopting new technologies, utilizing emerging tools to turn slow, inefficient processes into fast, robust systems. In healthcare, communication and data are essential to every aspect of the services you offer, and Microsoft Office 365 addresses the most fundamental issues you’ll come across.

Office 365 Nonprofit: How It Can Help Your Organization


Not all organizations aim to earn a profit—some work selflessly to help people or communities that are in dire need. However, nonprofits often lack adequate resources to cover operational and IT costs. In particular, they have a limited budget to maintain staff, buy devices/equipment, and install and upgrade software. If you’re a non-profit (NPO) or a non-governmental organization (NGO), there’s some good news: Microsoft offers many donated and discounted products like Office 365 Nonprofit, Azure, and Dynamics 365 to help you expand your work. In fact, over the years, Microsoft has donated its products and services to various organizations in 236 countries and territories.
Let’s look at why non-profit organizations should consider using Office 365 Nonprofit for their work.

Reduced Costs

Budgeting for nonprofits is not an easy job, so investing in IT infrastructure, subscriptions, and upgrades may prove difficult. Fortunately, Microsoft provides Office 365 Nonprofit and a host of other products to nonprofits as a donation and at discounted prices. The size of your nonprofit and the tools you regularly use will determine the plan that is suitable for you. You can then buy other important products and services at a nominal fee.
Office 365 Nonprofit can be used by both paid and unpaid nonprofit employees who are involved in the day-to-day functions of your organization. These subscriptions cannot be used by organization members, trustees, volunteers, etc. For these people, your nonprofit will have to purchase other subscriptions at discounted rates.
The two free donated plans that are available are:
  • Office 365 Nonprofit Business Essentials (maximum 300 users)
  • Office 365 Nonprofit E1 (unlimited users)
Many Bundled Benefits
Even if you’re a non-profit organization, it is imperative that you have an online presence. Usually, when starting an organization, you’d buy a domain name, online storage, design a website, and create email accounts. But this is far too much work if the services you use come from different vendors (and at exorbitant prices). Office 365 Nonprofit lets you design and host your website as well as create email accounts for that domain.
There are a host of other services that you can choose to include when selecting a suitable Office 365 plan, such as Microsoft Exchange and Lync. All versions of Office 365 Nonprofit include useful apps like Yammer that can be used by members and volunteers of your organization to stay in touch, update events, share information, conduct polls, and so much more.
If your organization needs to create and share lots of training materials or documentary videos, you can use Office 365’s Microsoft Stream app; it comes with some very useful features for audio transcription, face detection, closed captions, and smart search options.

Mobility and Scalability

Office 365 Nonprofit gives you and your organization the mobility you need to stay connected and work productively. Your organization members can be in different locations and using different devices to access files, but they will all be connected through Office 365 Nonprofit products. Even if you forget to carry certain documents on your devices, you can still access them through cloud storage services like OneDrive Pro, work on them, and then share them with others.
Another big advantage of Office 365 Nonprofit is scalability. When the need arises, you can increase the number of subscriptions and storage space your organization uses to meet your requirements. You can also subscribe to additional resources on the go. This helps you operate within your budget, since you likely have a fixed amount set aside for licensing.

Ease of Collaboration

A non-profit organization functions by networking and collaborating with its staff, members, and volunteers. Thus, tools that facilitate collaboration are essential to productivity. Office 365 Nonprofit comes with Skype for Business, a great app for engaging in voice and video calls, web conferencing, and instant messaging. Office 365 Nonprofit also lets you share data remotely. For example, SharePoint allows you to create an intranet to make sharing easy and store all reports, videos, charts, documents, and files in one place.
Since a non-profit organization has many things going on at once, it’s important to have tools that can help you keep track of everything you need to get done, be it projects or daily tasks. In this department, Office 365 Nonprofit can help you:
  • Track meetings and events through individual and group calendars
  • Organize projects and work across your organization with Microsoft Teams
  • Create individual and group email alerts and notifications
  • Create business workflows to meet sensitive deadlines
  • Take notes during (and after) conference calls
  • Consolidate shared data to save time

User Rights and Security

Since data is important to every organization, even nonprofits need to implement permission and security controls to protect against accidental data loss. You can use the web-based admin center of Office 365 Nonprofit to assign user-level permissions to your staff; this lets you control who can view or edit certain documents, web pages, and libraries. Office 365 email accounts also come with built-in malware and spam protection.
Also, you can rest assured that your data is safe in the cloud, as Microsoft is considered one of the most secure cloud platforms. Microsoft provides features like records management, legal compliance, improved threat protection, tracking of unusual activities, and information rights management.

Training and 24/7 Support

Microsoft holds trainings in its local offices to teach non-profit staff how to use Office 365. Microsoft does so in association with TechSoup, an organization involved with 65 other partners in helping fund and train NPOs and NGOs all over the world. Once you fulfill certain eligibility criteria, Microsoft’s non-profit partners like TechSoup can help you access and migrate to Microsoft products, as well as train your staff to use them.

Office 365 Nonprofit Eligibility Criteria

Let’s now understand the Office 365 Nonprofit eligibility criteria. Your organization needs to fulfill all five criteria listed below:

  1. You must be a recognized non-profit (NPO) or a non-governmental organization (NGO) in the country in which you operate.
  2. Your organization must work to provide education to the needy, help the poor, fight for preserving human rights, protect and improve the environment, promote your culture, and enhance social welfare.
  3. You will use Office 365 Nonprofit subscriptions for both paid and unpaid nonprofit employees who are involved in the day-to-day functioning of your organization. You will need to purchase additional discounted subscriptions for volunteers and members.
  4. You cannot share, resell or transfer these subscriptions to your independent sister organizations or other non-profit partners. You can only share your subscriptions with your umbrella or subsidiary organizations that have shared or centralized IT systems with you.
  5. Your organization cannot participate in this donation and discount program if it has the policy of discrimination in hiring, compensation, access to training or services, promotion, termination, and/or retirement based on race, color, sex, national origin, religion, age, disability, gender identity or expression, marital status, pregnancy, sexual orientation, political affiliation, union membership, or veteran status. If your organization is a religious one that is exempt by law for such discrimination in the country of operation, you are eligible for it.