Understanding Microsoft Office 365


365 Exchange Email is for Controlled Communication

Email is today’s main platform of communicating and collaborating. It could easily be overwhelming or abused and it can turn to be a fallback to our daily work.

Consider Email for:

  • Controlling the communication to a limited distribution
  • Communicating with people outside of your organization
  • Communicating confidentially  because email is easier to specify who gets the information. 
  • Tip: We all get an enormous amount of emails so if you have a very important email to send to a very busy person, try sending that email at 7am.  This will get in the top of that person’s email queue.  Or you can schedule the email to be sent at that time.

OneDrive for Business is Active Working Documents

OneDrive for Business should be the hub to get to your personal documents, or documents that are shared with your colleagues. It is also the place to navigate into the document libraries within SharePoint Sites you follow i.e Company policies.

Consider OneDrive for Business for:

  • Any documents that you would normally store in your “My Documents” desktop folder
  • Active documents that are work in progress before permanently storing them in your company file server or SharePoint. 
  • Active documents you own but don’t have to be store in your company file server or SharePoint.
  • Active documents you need to access remotely.

Skype for Business (was Lync) is for Real-time Communication

Skype for Business is a great tool to have for real-time communication. It can start as IM and then change to a phone call, a web conference or scheduled appointment.

Consider Skype for Business for:

  • Communicating with a timely turnaround
  • Having concurrent conversations
  • Communicating with the need of web conferencing so you can share your desktop and/or bringing multiple people into a voice conversation

Yammer is for Open Communication

Use Yammer as your company’s private social network for open communications.  You can start conversations, collaborate on files, and organize around projects. 

Consider Yammer for:

  • Sharing voluntary information, short term group decisions
  • Getting company or groups attention (i.e. Event update or Halloween dress code)
  • Asking questions that would benefit from the collective knowledge of the company or group
  • Tip: If the knowledge gained from feedback is for long term use, it should be stored into the appropriate SharePoint Site
  • Raising awareness of your company’s knowledge assets (i.e. Warning about dangerous websites, fraudulent email warning, reminder about company policies
  • Tip: company policies should be stored in SharePoint and shared in Yammer.
  • Tip: If you want to acknowledge a person or make sure a person is aware of something on Yammer, you can mention name with @username.  It will send them an email.

SharePoint Sites is for Records

SharePoint is the best place to securely store, organize, share and access content that needs to be readily available for reference or updates over time. 

Consider SharePoint Sites for:

  • Content that can be revisited or accessed frequently (i.e. company policy documents, meeting notes, how-to, support documents etc.…)
  • Anything from documents, calendars, pictures or discussion boards.  And in some cases collaborate with external partners, vendors etc.


Useful Links:

Explore Excel 2016

Explore Word 2016

Explore Outlook 2016 

Explore OneNote 2016 

Explore OneDrive Business 2016

Office 2016 help and training center