Office 365 report PDF

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Office 365 report...

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OFFICE 365 REPORT NAME: Pham Quoc Khai

STUDENT ID: S3836559

DATE: 3rd May 2020

WORD COUNT: 1500

1. Introduction In the age of industrialization and modernization, all businesses around the world need to use a range of modern techniques and tools to run their companies. One of the most common tools that support people to do their businesses is Office 365. Microsoft Office 365 (frequently called Microsoft 365 or Office 365) is a Web-based adaptation of Microsoft's Office set-up of big business grade efficiency applications. Office 365 is conveyed to clients through the cloud and incorporates Exchange Online for email, SharePoint Online for cooperation, Lync Online for bound together interchanges, and Office Web Apps, a version that is based on the original Microsoft Office. There are numerous businesses applying Office 365 as the best productivity and solution to handle their businesses problem. Recently, the financial services industry has the highest rate of usage. Microsoft's focus on making its cloud services meet FISC and GDPR data protection requirements also make Office 365 a natural choice for an industry that regularly deals in the transaction of sensitive data (PGT, 2019). After the financial services industry, the manufacturing industry also has

relocated to utilizing Office 365. Particularly, One Drive for storage takes 26% of its consumers. So how is Office 365 being applied and used in the business area. According to Bitglass, in 2014, only 7.7% of global consumers used Office 365. However, after 4 years, this number increased to over 56% of global users in 2018. it means more and more people trust and utilize Office 365 for their business.

2. Analysis. There are plenty of benefits that Office 365 can bring to business. First of all, people can work anywhere if they have an internet connection. Because it’s based on the cloud entirely, people can get to their email, records and Office 365 programs ( Word, PowerPoint, Access). Especially, this is a useful tool for organizations with multiple places, remote employees or employees who travel frequently. Only with their phone or their laptop, they can work online while they are travelling. For example, in the end of 2019 and beginning of 2020, the covid-19 virus has spreaded over the world. Employees had to stay at home and work from home. With the support of Office 365, they can access their work that they have not completed in their companies. The second advantage of Office 365 is that it’s easy collaboration. Everyone needs to add to, edit and work on the same file and at the same time. Office 365 is the best choice because they can share a document for everyone and

they can access the document on many devices instead of having many copies. In addition, with multi-party HD video, colleagues can share schedules and group chat. Therefore, colleagues will consistently be in a state of harmony. For instance, students at RMIT have group projects or group assignments while they are studying online. They can not go outside to meet each other because of the corona pandemic, so the solution is they can use multi-party HD video in Office 365 to talk and see each other without hanging out and decide how their project works. Many people are concerned that is Office 365 a safe place to save their data? Office 365 has many security features combined to keep your data and business information safe. Typically message encryption. This mode allows no one to access the email you have sent except those you have granted access. Beside that, Office 365 also has advanced threat analysis (ATA) mode. This feature automatically analyzes and detects if there is any doubt for your device. If the email people receive has a malicious file attached, ATA will prevent the malicious file from accessing your device. You will still receive an email normally, but you will receive a message to explain why you did not receive that attachment. That is why Office 365 has high security. According to a survey about popular apps of Office 365 being used the most all over the world in 2016, three most commonly used applications of Office 365 are One Drive for Business, Skype for Business and SharePoint.

One Drive for Business took 69.19% of Office 365 users. It is a part of Microsoft cloud administration that associates people to their data. People can save and protect a huge amount of data, share them with others. They can access their files in One Drive from anyplace and anytime and from all devices such as Macs, laptops or their smart phones if they have an internet connection. In addition, people can work on the same document at the same time. One Drive for Business collaborates with Word, Excel and other apps in Office 365, therefore people who work on the same document can see changes to the record instantly by co-writing feature as well as a color that shows the part where their teammates changed. One Drive for Business also allows you to rebuild the record back to previous state which helps when their group has disagreements on the project or someone in the team erased information on the document accidentally. The second useful application is Skype for Business. It took nearly 68% of users who utilize Office 365. Skype for Business allows people to communicate with each other

no matter what the device they use. It means IOS, Windows, Android or Mac used by teammates doesn’t inhibit them from connecting to one another. With the cooperation between Skype for Business and Outlook, people can plan their gatherings and video their meetings into their normal workday. It also has a high security system. Skype for Business encrypts communication between users. Users can know if their colleagues are online to be ready to call and get in touch. The application only allows those who meet all security requirements to be able to access. With over 62% of consumers in Office 365, SharePoint is the third app that people use the most. The SharePoint designers discovered that this application is useful for data storage, document management and cooperation. The teammates can easily share information and data while they are connecting with others. SharePoint is designed to be simple and easy to use by anyone. Without deep coding knowledge needed, the developers have optimized the data management and collaboration platform for anyone to use. 3. Reflection. With many benefits that the report has mentioned, I believe that Office 365 is helpful for my study. Firstly, I can store many files and uncompleted assignments on One Drive and I can continue working on them anytime and anywhere. All I need is only my device with an internet connection. As a RMIT student, I have to write my reports and assignments on the form that the school specifies. For example, I always use Word for my academic writing. Arial font style, size 12 and double space are requirements when I begin my assignments. In addition, grammarly mode in Word helps me to detect my grammar mistakes and suggests me to fix them. Therefore, my academic writings are more organized and professional. If I have questions while

I am doing my assignments, I can contact my lecturer easily through Outlook. I do not have to come to school and meet face-to-face with my teacher. Especially, we are in the pandemic period, all schools and universities are closed, we also should refrain from going out. So how can I meet the lecturer? Using Outlook is the best way to solve this problem. Without going outside, the lecturer still can answer my questions. In my study process, I have many group assignments, Teams is a helpful app for my team to schedule meetings. Instead of talking with each person in the team, I can add them to a group on Teams to communicate with everyone in my team without hanging out. I can talk to my team anywhere and anytime and decide how the group project works. Despite Office 365 having plenty of advantages, it also has some drawbacks that the developers need to fix and improve. One of the main disadvantages is the limitations in Office 365. Office 365 limits how long people can keep and store older emails. It also limits the number of emails people can save in their history. This is a problem for many companies that need to receive and store a huge number of emails in a long time. The second drawback is that in Office 365, there are some apps that are difficult for people to work on them. For instance, Excel and Access require a certain amount of knowledge from users. It is not like One Drive, Outlook or Sharepoint. Without studying, people still can utilize these apps but for Excel and Access, people have to study how to use it step by step. 4. Conclusion. Although Office 365 has some drawbacks but It is still a good choice for companies to run and manage their business. If people compare disadvantages and advantages of Office 365, they can see that pros are more outstanding than cons. As the report mentioned above, Office 365 is not only helpful in business but also it is useful for

students' study. Of course it is not a perfect software, however, it has improved through year by year by the developers. 5. References. B, B., 2020. Microsoft Office 365 Is Being Adopted And Used At An Enormous Rate. [online] Blog.goptg.com. Available at: [Accessed 3 May 2020].

Blog.wurkhouse.com. 2020. Benefits Of Office 365 For Business. [online] Available at: [Accessed 3 May 2020].

MessageOps. 2020. Messageops – The Most Popular Office 365 Apps In Use Today: A Messageops Survey. [online] Available at: [Accessed 3 May 2020]....