How OneNote Can Streamline Team Collaboration (And Four Tips to Make the Most of This Program)
OneNote is a digital note-taking tool that comes with plenty of benefits for users. But what you may not have realized yet is how powerful this app can be for enhancing team collaboration.
This is an essential part of day-to-day operations for many business owners, managers, and teams. After all, people can’t rely on their memory alone to recall everything that gets talked about each day. Especially when it concerns important matters.
When it comes to note-taking, traditional methods such as pen and paper are effective but take too long. But modern-day businesses need something that allows them to work faster. That’s why they opt for digital solutions like OneNote.
OneNote is a productivity tool that leverages cloud and Microsoft technologies to make information capturing, storage, and sharing a breeze.
Think of OneNote as a hub for all notes that allows you to organize them in many ways. It even allows pinning multimedia documents next to simple text.
So, if you’re looking for a robust digital note-taking tool, OneNote may be the solution for you.
Keep reading to discover the numerous ways in which this tool can be helpful for you and your business.
Why Should You Rely on OneNote?
OneNote is not just a powerful tool for note-taking. It’s also a useful tool that allows you to perform various functions for easy information processing.
Some of its main benefits include:
Benefit #1. Promoting Real-Time Collaboration
OneNote is part of Microsoft’s fully-cloud based Office 365 suite. This means OneNote users can share files with other team members or clients in real-time. Multiple people can view and edit their notes simultaneously, allowing for a seamless collaboration anytime.
A great thing about real-time editing is that you can track all changes to the file. You can even restore the previous version of a document in case of accidents.
Businesses that run in multiple locations can benefit from this feature as well. It’s because people located across the country can work on the same project without affecting team collaboration.
Simply put, there’s no need to trade emails and waste time waiting for responses – managers can have an easy time collaborating with their team instantly without ever leaving the office.
Benefit #2. Securing Sensitive Information
Doing business online and sharing sensitive data comes with security risks. This is especially true for notebook software. Fortunately, OneNote comes with a set of security features that protect your data from being exposed to third parties.
For example, you can lock specific sections with passwords while having all your information secured with 3DES encryption at all times. And if your password-protected documents remain inactive for a long time, the software will automatically lock them to prevent data leaks.
Benefit #3. Integration With Other Software
Like other Office 365 suite apps, OneNote has great integration abilities. You can sync your OneNote with Outlook to send email information directly to the app and vice versa.
What’s more, you can integrate this software with non-Microsoft apps as well. Some notable plugins include Zapier, Slack, Trello, Evernote, Dropbox, Salesforce, and many others. And all your essential apps will be synchronized, allowing your team to be more productive each day.
Benefit #4. Project Management
OneNote has dozens of uses for general business. However, it’s especially suitable for project management.
Project managers often deal with issues such as team member misunderstandings, communication delays, or project bottlenecks. But thanks to Microsoft’s note-taking tool, many of these issues are quickly alleviated.
Project management can become more straightforward. It’s because OneNote makes it easy for the manager to track each team member’s achievements. They can update timelines, check off completed tasks, or assign new ones with ease.
Take OneNote to the Next Level
If you have never used OneNote before, you may be interested to learn about some tips to help you get the most out of the software.
Tip #1. Creating Quick Notes
Quick Note is a great feature that lets you write down a thought when you’re out having lunch or away from the office.
Imagine being in the store and remembering you haven’t responded to an important email. You can take your phone, open the One Note app, and create a Quick Note reminding you of this task.
The next time you open OneNote on your computer, you’ll see the message there.
This feature is similar to Sticky Notes, as it lets you jot down any idea or thought in a matter of seconds. All your notes will be saved in the “Unfiled Notes” section of your “Quick Notes” notebook, a place where all your notes are saved by default.
Tip #2. Searching Across All Notes
Searching for notes becomes more challenging as time passes. If you’re an active user, you can find yourself storing hundreds of notes in a matter of months. But don’t worry, as there are tons of options to organize your notes as well as search for it.
OneNote has a built-in search option to make note finding easier.
All you need to do is click on the magnifying glass or hit “Ctrl” (or “Command” for Mac) + “F” on your keyboard and look for a phrase or word. The software will go over all your typed, handwritten, and even picture notes.
You can further narrow the search by selecting the drop-down arrow and choosing the desired option. You’ll see all matching results highlighted in your notes.
As you find the note you needed, you can close the search by pressing “X” on the right-hand corner.
Tip #3. Using Pre-Made Templates
OneNote is designed to have a blank canvas for each new note. And it’s what gives users a whole lot of flexibility. However, you can find this approach to be too basic sometimes. So, why not add some style, structure, and color to the app?
Thankfully, there are tons of pre-made templates to choose from. You can download a template with decorative backgrounds, to-do lists, planners, and more.
Note that you can use the templates only on new OneNote files. The ones that already contain text won’t work since most designs require content to appear in a specific place on the page.
If you need to add a template to your existing note, simply create a new one, then copy the existing text over.
Tip #4. Scanning Documents from Your Smartphone
Do you need to take notes from a scanned document? That’s not an issue for OneNote. You can use the Microsoft Lens: PDF Scanner App (available for Android and iOS) to take high-quality scans of multiple documents using your phone and upload them to OneNote.
Become the Master of Note-Taking
Digital note-taking tools have helped thousands of workers and managers become more productive. OneNote is one such software that seems to have it all – abundant features, flexibility, and ease of use.
Whether you’re a business owner who wants to boost your team’s performance or a project manager that needs better tracking of the project timeline, OneNote has something in store for everyone.
If you’d like to learn more about how this powerful tool can help you make your business better, feel free to reach out to us. We can have a 10-15-minute chat about this topic.
Featured Image Credit
This Article has been Republished with Permission from The Technology Press.
Is Updating From Windows 10 to 11 Worth It? Here Are the New Features in the OS (And Some Missing Ones)
Getting used to Windows 11 shouldn’t be too challenging. On the contrary, the OS comes with several intuitive features to enhance productivity.
Microsoft recently introduced Windows 11 as the company’s latest operating system. And compared to Windows 10, this OS has various features that can increase your productivity and provide a better user experience.
As soon as you start using Windows 11, you’ll see a marked improvement over its predecessors.
For example, it has refined several household features, such as video conferencing and video management. You also get enhanced note-taking, data input, and a user-friendly interface that should help you complete your duties more efficiently.
Many other features can help boost your productivity, and this article will talk about them in detail. We’ll also look at some features Microsoft didn’t include in the new version.
Windows 11 – What’s New?
Feature #1. New Taskbar
Previous Windows versions feature an iconic taskbar, but it can sometimes get clunky. Windows 11 deals with the cruft and provides a streamlined solution.
The new taskbar is perfect for expediting work, as it can contain a list of recent cloud and local files. You can also pin various apps to improve access and utilize a search bar that allows for convenient web browsing.
Another highlight of the taskbar is clean lines and widgets that display essential information (e.g., weather, photos, and news).
This should be a tremendous upgrade from the busy display of Windows 10.
Feature #2. Windows Grouping and Snapping
The enhanced Snap Group and Snap Layout features allow you to resize and manage windows more easily. You also get to keep essential apps grouped to maintain high productivity.
Using the features is relatively straightforward: Just hover the mouse over the maximize button on the desired app to reveal your layout options. You can choose between several arrangements, such as four-app grids and side-by-side layouts.
And if your team needs to perform basic window management, they can still grab and pull windows to the edge of their screen.
This feature improves desktop organization, which is especially useful for people working with two or more monitors. They can reduce clutter rapidly, enabling them to focus on their tasks.
Feature #3. Improved Accessibility Options
Windows 11 follows in the footsteps of many smartphones to simplify setting changes and make them easily accessible. Pulling up your control panel now only requires one tap or click in the taskbar coroner, replicating Apple’s Control Centre.
Furthermore, Windows 11 apps feature aesthetic, curved corners, and your Settings incorporate more options you can tweak. For instance, blind or vision impaired users can take advantage of cutting-edge audio cues. There are also desktop themes to help reduce eye strain, which is essential if you work long hours.
On top of that, the new operating system has revamped voice typing. You can activate this with a simple keyboard shortcut. This feature supports most major languages, including English, German, Italian, French, Spanish, Simplified Chinese, and Portuguese.
Windows 11’s better accessibility means your team will no longer have to keep relying on your IT service provider to set things up for them.
Feature #4. Better App Store
Many apps can enhance workplace productivity, but you’ll first need to find them on your PC’s app store. Fortunately, Windows 11 came up with an organized and coherent platform to make the search easier.
Besides universal apps, you can check out the applications compatible with your devices. The platform can also handle programs from third-party stores and manage app installation on the internet.
Feature #5. Smooth Notetaking
If you’re using a touchscreen device, taking notes in Windows 11 should now be highly satisfying. This feature offers haptic feedback to generate physical sensations when drawing lines on the screen or checking boxes with your pen.
Moreover, the Ink Workspace allows you to add preferred apps instead of using the standard snipping tool and Whiteboard. It gives you easy access to creativity tools the moment you pull out your pen.
Which Features Were Left Behind?
Overall, Windows 11 should work great for your business. But bear in mind that Microsoft left out some features that were a staple in previous versions:
Excluded Feature #1. Taskbar Customisation
Windows 10 users can move their taskbar from the horizontal position to the left, right, or upper part of their screen. In contrast, the Windows 11 taskbar is fixed at the bottom of the display, and you can’t customize the dimensions.
The taskbar customization feature would have been helpful because it would let you use space more efficiently.
Another significant change is that you can no longer move the Time and Date on your taskbar. Windows 10 didn’t have this problem since you could toggle off the Clock feature in your Settings.
The default taskbar layout might be fine, but some users prefer higher customizability than what Windows 11 offers.
Excluded Feature #2. Drag-and-Drop Features
Windows 10 and some earlier versions allowed you to drag several items to change their position. For example, you could drag a Word document onto your Word icon on the taskbar to open it.
This function is disabled in Windows 11. There’s no way to drag and drop or save any program or file onto your taskbar.
Excluded Feature #3. Cortana
Cortana is a voice assistant counterpart of Siri, Alexa, and Google Assistant. Many people are used to it and may be disappointed to hear that it’s not a part of the Windows 11 system setup. You can’t even locate it in your start menu.
The good news is that the Cortana application can still be found – it’s just hidden away. And you can enable it by visiting Settings and navigating to Apps & Features.
A Wise Investment
While Windows 11 isn’t perfect since it removed many valuable features, it’s still an excellent platform to help increase your productivity.
Whether you need to organize your desktop more conveniently or take enjoyable notes, the OS won’t let you down. Plus, you get a revamped taskbar and powerful Voice Typing compatible with most major languages.
Overall, Windows 11 can be a terrific asset for your business.
If you want to find out more about incorporating this new OS to boost productivity in your organization, contact us today. We can have a 10-15-minute chat to help you address key productivity issues in your company with the help of Windows 11. Give us a call at 731.422.3090! Tailored Networks is locally owned in Jackson TN!
Featured Image Credit
This Article has been Republished with Permission from The Technology Press.
It’s No Internet Explorer – 7 Features of Microsoft Edge That Make the App a Productivity Powerhouse
Many business owners shy away from Microsoft Edge, thinking it’ll slow down their operations. However, the browser has been massively upgraded and can help boost productivity.
Microsoft has made great strides since the introduction of Internet Explorer. The company now offers Microsoft Edge, a refined version that arguably provides the best web experience for business users.
Unlike the old Internet Explorer, this browser now relies on Google’s Chromium engine to provide faster loading, better compatibility, and enhanced support. Plus, Microsoft releases regular updates to tweak various features of the browser.
With Microsoft Edge, you can now surf the internet more privately, optimize performance, enable cross-device support, and enjoy many other neat functions.
Best of all, these features have been introduced conveniently. They don’t clutter the interface and are easy to find. They’re also user-friendly, which means your team won’t have to rely on your IT service provider for help with simple tasks involving the browser.
Overall, Microsoft Edge has come a long way since its release and boasts several features you can use to boost productivity. This article will list the seven main ones.
Feature #1 Wireless Sharing
One of the most attractive features of Edge is Share. It allows you to transfer browser content to nearby devices without leaving the website you’re viewing.
The Share feature is simple and clean. It works like social-sharing buttons but contains more customization options and controls.
Wi-Fi sharing might be the most practical option, but you can also choose between other services, such as OneNote and Mail.
Feature #2 Multiple Profiles
Microsoft Edge provides another convenient feature – setting up multiple profiles.
This well-designed function lets you share your browser with other team members without disclosing your preferences or information. Such a feature makes the browser a practical tool for separating your work and personal stuff.
To make this work, you won’t even have to ask your IT service provider to do the task.
When adding a new profile to Edge, you do it by simply linking to a different Microsoft account. This newly-linked account has a unique history, favorites, and other relevant settings compared to other profiles on the same browser.
There’s also the option to switch between connected profiles automatically. To do that, the browser will prompt you to use the correct profile when launching a page.
Users save time and increase productivity as a result.
Feature #3 Website Pinning
Most browsers have the Pin feature to help users access their favourite websites quickly. They need only to launch the program to load the pages automatically.
However, this function can be problematic.
If you close the window with pinned sites before closing the remaining windows, the pinned sites are lost. This can be a massive problem for your workers, especially when working on a critical project. Their productivity suffers since they often need to re-pin sites.
Microsoft Edge solves this issue with the Pin to Taskbar option.
As the name suggests, it lets you pin sites to your computer’s taskbar. Once you open the desired page, click this feature in the ‘More’ menu. So the next time you need to access the website, clicking the icon on the taskbar should do the trick.
Feature #4 Privacy Control
Tracking Prevention is a Microsoft Edge feature that helps prevent social media, advertisers, and other trackers from tracking your online activity. It can protect your privacy and make your browsing less personalized, which is essential for any professional environment.
This feature consists of three privacy levels:
- Basic – This level permits most trackers. Therefore, ads and content are personalized based on your team’s activity, but known harmful trackers are blocked.
- Balanced – The second level blocks trackers from unopened websites, leading to fewer ads and less personalisation. Like the first level, this one also blocks known trackers.
- Strict – The final level promises the most privacy. There will be minimal personalisation, with some parts of websites disabled to fend off threatening trackers.
Feature #5 Reading List
Your team often marks articles for later revisiting but end up cluttering their bookmarks. Fortunately, Microsoft Edge has a powerful feature to overcome this obstacle:
The Reading List.
This feature allows you to save articles and synchronize the saved list with other devices. More importantly, it doesn’t mess up the Favourites or Bookmarks tab, allowing your team to get back to them in no time.
If they come across an interesting webpage, they need only strike the Star symbol in the address bar, choose the Reading List and press Add.
There’s also a convenient Reading Mode that helps remove any clutter to further improve workplace efficiency.
Feature #6 Tab Preview
You and your team probably perform a lot of research daily. This means you often need to use a bunch of tabs, and the number can quickly get overwhelming. As a result, you get lost in all the clutter, hindering your progress.
Microsoft Edge lets you avoid this scenario through the Tab Preview feature. It shows a preview of any open tab through a panel located at the top of your screen.
Launched after the Creators Update, it can be activated by clicking the chevron icon. Once you locate your tab, tap on your chevron icon to make the panel disappear.
You’ll hardly find a simpler yet more effective tool.
Feature #7 Mute Tabs
You may enjoy listening to music to improve your focus. But as you’re invested in your work, a newly opened tab can start playing a high-pitched dialogue, breaking your concentration.
Luckily, you can get back on track by enabling the Mute Tabs feature on Microsoft Edge.
Just find and right-click the annoying tab to reveal the function. Activating it allows you to work without noisy distractions and maintain high productivity.
Stick to Microsoft Edge, and You Won’t Look Back
One of your primary duties as a business owner is to ensure productivity across the entire team. If your employees underperform, customer satisfaction may plummet, and the competition may grab your clients.
We’ve listed seven key Microsoft Edge features to help you boost productivity, but this browser has a lot more to offer.
And there’s no need to think you’ll face the same issue as Internet Explorer users. This program is a massive upgrade designed to streamline your experience and help your team conduct their duties more efficiently.
If you’re looking for more tips to take your productivity to the next level, give us a call today. We can arrange a 15-minute obligation-free chat to determine how to improve your business.
Featured Image Credit
This Article has been Republished with Permission from The Technology Press.