Introduction to Microsoft 365

Introduction to Microsoft 365

Hello uh just want to give everybody a big thank you for coming in today you can see we have about 25 people here so that's fantastic um this will be my very first stream uh hosting a webinar online so I do apologize if there's anything awkward or any sort of pauses or anything like that going on but um I'm gonna do my best and uh yeah hopefully we have a good stream today so um again thank you everyone for coming out uh really means a lot

To me I appreciate the support and I hope we all learned something today so without any further ado um I think it's best for me to just kind of dive in and get started here um just to get started I think if anybody does have any questions as things are ongoing I will be keeping an eye out on the chat so if you do have any questions please feel free to throw them up into the live chat there and I'll be able to answer those questions

The best of my ability and then at the end of the session we will go ahead and have a q a session so my goal today is to keep this to an hour we might go a little bit over and this is going to be recorded on YouTube permanently so please feel free to come back and take a look at this if you need to reference anything if you want to share this with people this will be up permanently so if you have to run after

10 to 15 minutes please feel free to come back later and watch it there so yeah so uh today we're going to be covering Microsoft 365. so up until a couple of weeks ago this was called Office 365 and Microsoft has done a branding change and now calls it Microsoft 365. so some of the topics that we're going to be covering today are what is Microsoft 365 we're going to be covering a cost benefit analysis of Microsoft 365 that was uh provided to us by forrester

Group um fantastic group of people I've done webinars on G Suite or actually presentations on G Suite in the past and uh they did a lot of data that they put out to the public that I was able to use for that presentation as well and I'll be doing a webinar on G Suite in the coming weeks as well here as well as a social engineering webinar which is going to be live next week so other than the cost benefit analysis of Microsoft 365 we're also

Going to be covering best practices for Microsoft 365. uh we're going to be talking about how to prepare your organization in case you're moving over to Microsoft 365 and we're going to be doing a little bit of a Microsoft 365 application overview and demo so if you're not familiar with Microsoft 365 or if you're a light user and you do want to just learn how to use these applications and get some tips and tricks uh we will be going through them and highlighting some of the

More used features that our clients are constantly asking about or struggle with a little bit or just use day-to-day and find very very useful so uh that'd be the main goal for me today after we finish our overview and demo of the applications we're going to move on to a security checklist and the security checklist I hope provides a lot of value for folks this is going to be four main ways that Microsoft 365 can be targeted by malicious actors or your data can be compromised

In some way or another and I'm going to give you guys a little bit of a checklist to make sure that your data remains secure because although Microsoft 365 is a fantastic program it does allow your data to be available in more places the downside there is that it allows your data to be available in more places which means that it's going to be liable to more threats so I want to make sure everyone stays safe and then the final thing we're going to be doing

Before the q a session is the backup checklist so we're going to be reviewing a checklist that just goes over different things you should consider while picking a backup solution for your Microsoft 365 instance or if you have a server in your office or if you have a computer that you'd like to see backed up or you just want to have a basic file backup if you're still using programs like Dropbox or anything like that we're going to go over a little backup checklist for you

So yeah we can dive right into it here and we'll get started with

What is Microsoft 365?

What is Microsoft 365 so as you can see Microsoft 365 is a collection of cloud-based productivity and collaboration tools created by Microsoft so what Microsoft did was they've been giving people office applications for well over two decades now and they've finally managed to kind of get this up on the cloud and empower these programs uh with more connectivity more collaboration more instant communication and a lot of other benefits so now that they've kind of tuned this up a little bit over the last about eight years

Or so since they've released uh Office 365 I'm now very confident in this program it's become a lot more stable they've smoothed out a lot of the bugs about five years ago we tried to use OneDrive and it was just absolutely horrible but as I've mentioned they've dramatically improved this they noticed how well G Suite was doing and they gave it a two billion dollar cash injection for development over the last couple of years and it really shows it's becoming very very easy to use intuitive

Program it's definitely still a Microsoft program you can get lost in the weeds if you need to but if you're a small business if you're a non-profit and you use these tools every day you're not going to have a difficult time using these tools so um that's my main goal today is to walk you guys through these and make sure that people are getting benefits out of them so the first thing we're gonna be covering

Connect

Is the connect section here so underneath connect you can see we've got bookings so Microsoft bookings is an online and mobile application for small businesses who provide services to customers on an appointment basis so if you're a nail salon if you're a hair salon if you're a computer repair shop if you're a financial advisory firm if you're having people come into your business and you're scheduling appointments with people you're going to be able to use this program to allow your customers to see your availability to

Book times to come in get text notifications cancel appointments online and start booking appointments with you and your team very very easily online the next program we're going to be covering is Microsoft forms so Microsoft forms is a great application for collecting data and surveying people so if you're a non-profit uh such as the firefighters or if you're helping uh children out or any sort of non-profit you're gonna be able to get in touch with your donors you're gonna be able to get in touch with

People that you're hosting events for um and you're gonna be able to collect data and click one button and export that data over to excel and analyze that using the new artificial intelligence tools built into excel so Microsoft forms is a great way in summary to collect data and survey people to get feedback so the next program we're gonna be focusing on is everyone's least favorite or most favorite Microsoft program Microsoft Outlook um so we're just gonna be skimming through there there's nothing revolutionary about it

But they have made some good improvements so we'll be going over the new Outlook interface and I'll be going over some basic tips and tricks there but for the most part it's still Outlook it's still a personal information manager it still lets you look at your emails it still lets you manage contacts it still lets you look at your calendar it's Outlook so the next thing we're going to be looking at is Microsoft planner I know a lot of people don't know that this program exists

As an I.t manager this program is invaluable to me so if you are someone that manages projects or you manage a team and you want to be able to make sure things stay organized you want to hold people accountable you want to make sure things stay on deadlines you want to be able to click a button and look at all the analytics you're going to be able to do that with Microsoft planner it really is a great free program that's included inside of Microsoft 365 that

Not enough people use in my opinion very intuitive and very simple to use the next program we're going to be looking at is Microsoft teams so I will be doing another webinar at a later date about teams it is a very very very robust application now it's absorbing skype for business so if you're a skype for business user you should be making a transition plan over to Microsoft teams it it's going to be changing the game very very soon here um you're able to do a

Ton of things inside of Microsoft teams at its core it is a communication and collaboration platform that allows you to do video chats voice chats and instant messaging but they've also built in the ability to tie in other applications so I'll be showing you how to do that for example Microsoft planner does not have a mac or windows application you have to go into the web so what I like to do is I've actually pinned Microsoft planner into different channels and chats that I have so

I'm able to click a button and open up my Microsoft planner app inside of teams I'm able to click a button and open up a website inside of teams I'm able to click a button and access all of my files through teams so teams is kind of becoming that uh single pane of glass that you just need to access all of your organizations data and so I will be doing a brief overview of teams but at a later date we will be going more in depth

For those interested so uh the final part of connect that we're going to be reviewing is Microsoft to do so Microsoft to do is what it sounds like it is a to-do list it is a task managing program I recommend every one of my staff use this as a personal task manager we do share some things with it but honestly most of that defaults over to planner for the most part people get by by using Microsoft to do next part that we're going to be

Create

Focusing on is create so these are the tools allow you to create things inside of your office such as onenote excel powerpoint and words so onenote for those that don't know is a freeform information gathering and multi-user collaboration tool don't know what that is there we go and Microsoft excel is going to allow us to make excel sheets it's a spreadsheet program you're going to be able to analyze the data you put in there you're going to be able to use graphing tools macros all the

Usual stuff that excel people love or hate depending on how your day is going and then we're going to be talking about powerpoint Microsoft powerpoint is just a basic presentation program as everyone's aware of again excel powerpoint word not really revolutionized inside of Microsoft 365 but the collaboration the communication tools those make this these programs much much easier to use nowadays I know a lot of people struggle with things like having multiple versions of a document sent around via email and tracking the changes and making

Sure that you've sent something off and you're following up with someone to get that copy back that they've edited and all these kind of things those program those problems don't exist anymore now with Microsoft 365 and with programs like G Suite you're able to share something using OneDrive or SharePoint you'll get a notification when the excel document or the word document or the powerpoint presentation has been edited and it makes collaboration much much easier nowadays so we'll really be focusing more on the communication and collaboration

Standpoint of those three programs more so than the functionality I'm not interested in teaching macros today I'm much more interested in just reviewing how you can use these tools with their new online versions and with their new cloud connected versions to improve the productivity of your team

Access

So moving on to access these are the tools we're going to be using to access these new programs so bookings forms planner as I mentioned these are online only tools so we will need to use a web browser to access these tools so what Microsoft has done is they've actually created a new web browser called Microsoft edge so Microsoft edge is very similar to Google Chrome they use the same base engine called chromium uh so if you use Microsoft edge which we will be demoing you'll

Notice it looks very similar to Google Chrome it's essentially the same program they work with the same add-ins so if you like to use a pop-up blocker if you like using honey when you're shopping online if you like having Hangouts built into it or any other application or add-on that you have for Google Chrome it will work inside of Microsoft edge also we're going to be talking about Microsoft OneDrive we're going to be looking at the online version but the local version will also be covered

Very very briefly so we can show you how to access local files on your machine and we're going to be doing the same thing with Microsoft SharePoint so just so we're clear OneDrive is a competitor to Google drive to Dropbox and to box and other programs like that so at the end of the day it is an online and local sync storage solution you're able to put your files into your OneDrive folder they get backed up to a cloud location and then that gets dispersed to

Any devices that you have synced to your cloud account so if you want to be able to share your OneDrive account information maybe you have a spreadsheet you want to share with someone maybe you just want to back up your information to many devices at once you're going to be able to upload those devices to OneDrive and then if you're doing a walk down the street and you need to edit a word document if you're on a ferry and you forgot to do a last minute

Adjustment to a presentation you're going to be able to sign into your OneDrive account on any device and you're going to be able to edit the information inside of there and SharePoint is a collaboration and communication hub it's essentially a web-based intranet so you're going to be able to have things like communication posts you're going to share files up there you're going to be able to have web pages up there SharePoint has a ton of features but today we're going to be focusing on the communication

And collaboration standpoint of it and we're going to be focusing on file management inside of SharePoint um again I want to make sure that this is a brief presentation where we're not going too in depth with things I'm very well aware that I like to ramble so I do apologize about that but when we get into the actual demo of things I want to make sure this is very easy to understand and I'm going to be avoiding a lot of the overly technical stuff if you

Do have any follow-up questions with us about the technical side if you want to learn how to get this stuff set up um please feel free to send an email to tech tips at umbrellaitservices.ca or throw a message up in the chat and we can get in touch but for today we're just going to be doing a brief overview of these programs I don't really want to get super in depth and get overwhelming with that kind of stuff so without any further ado we're going to

Cost-Benefit Analysis of Microsoft 365

Jump over to the cost benefit analysis of Microsoft 365. uh this is the driest part of the presentation I think but I think it's important that people understand what kind of benefits you can really get from Microsoft 365. so um as you can see here 162 return on investment for an average of 63 companies so again forester did a really good job here they interviewed 63 independent organizations uh ranging from 500 staff all the way up to 60 000 staff and the average return on investment

That they found was 162 so if you this is one of the best investments you can make in your business um it doesn't matter how big you are or how small you are obviously if you're a three-person team you're not going to see as big of a benefit as you would if you were a 100 person or 500 person business but you will see a dramatic increase in productivity and an ease of communication if you use these tools so looking at the return on investment side

Of things um you can see again 162 return looking at the internal rate of return we've got a 468 uh markup there and the net present value per user is 1348 so essentially over the course of a year every company that instituted this saw an average return of and forty eight dollars per staff member so you're paying as little as five dollars a month for each account of these people that's sixty dollars a year and you're seeing a return of thirteen hundred and forty eight dollars

On average that again one of the best investments that you can make here so a very quick breakdown you can see over here we've got reduced licensing costs so fifty three thousand six hundred and eleven dollars so this would be things like not having to spend 250 or 500 on Microsoft office for every staff member that's included in a 15 a month subscription if you wanted to look over here at the reduced control and compliance costs a lot of the work that a company like mine

Does where we're constantly maintaining things or making things are secure we're keeping things updated a lot of that stuff is done automatically now by Microsoft on their end so looking at the reduced control and compliance cost that's 78 000 coming out of my pocket going over to Microsoft so again they're doing a very very good job here um making sure that you're going to see a lot of benefits from these these applications we've also got the 197 000 reduction in eliminated communication technologies so I know

A lot of people are using zoom I a lot of my friends and family and people that work with me have unfortunately heard me do some rants about zoom uh it is a privacy stealing very it's not a good program a lot of people are spending a lot of money on programs like zoom they're spending a lot of money on other communication platforms like slack you simply don't need to use these programs anymore they do have slight edges in terms of the communication standard that zoom

Uses I know you can have more people in a room it's much easier to mute people and the the automatic the uh artificial intelligence there is much better at detecting background noise and filtering it um but again Microsoft is a giant behemoth they're pouring money into programs like teams and I don't I wouldn't be shocked if they leap frog zoom very very shortly as well as slack so um 197 000 in the eliminated communication technologies costs I've also got 248 000 in reduced implementation effort so

Again this is more I.t more hr a lot of training time going into these different programs um so you're going to save 248 000 in cost on average um if you're constantly focusing on implementing new technologies again this these these programs are very intuitive very easy to use we've also noticed a 593 000 uh reduction in back-end hardware costs so again you're using web-based applications you're using things in the cloud you don't need a file server anymore you don't need to spend 50 000 on a

File server to last you five to seven years you can just put your files into SharePoint or OneDrive and have a good backup solution and you've got pretty much all the functionality that you would normally get from a file server and then some again for as little as five dollars a month so you can do the math on that and see if you have an organization with 20 people inside of there you're going to be spending a significantly less smaller amount of money for a wide

Range of products that are going to be able to do the same thing that a fifty thousand forty thousand dollar file server would offer also looking again here at the reduced I t support effort of one point one million dollars again this is more money going to Microsoft well it's not just going anywhere staying in your business um that most folks would have been spending on it support so instead of people having to troubleshoot different apps and programs again file servers maybe Microsoft word the local

Versions having issues etc you're going to be able to just not worry about those it support issues because again your staff are going to be using these intuitive online or local programs and you don't need to worry about having things like server upkeep or having a redundant line into your business for internet it's a lot of cost you can reduce by implementing these programs into your business one of the biggest things that I like to talk about here you can see the two largest items on

This list 2.5 million 2.2 million increased mobile worker productivity I can't tell you how many times I've been driving to a client or back from my clients and I've had to pull over quickly and make a couple of adjustments or update a document or make a quick teams call or anything like that your office is wherever you are now and this is fantastic if you can hook your team up with an ipad or they just have a laptop or even a smartphone you're able to get

Ninety percent of what you need to get done on a computer on the go now so if you have a business that's a trades business if you have a business where your staff are out and about a consulting business anything like that um they are going to be able to do their jobs remotely so obviously right now with all this uh zombie apocalypse stuff that's going on um it's a very good time to start considering cloud solutions like Microsoft 365 or G Suite for your small

Business because if you have staff working from home they're going to be able to hop on to a computer and just get to work right away you can notice here as well reduced capital expenditures and operating expenditures so this is huge in terms of the amount of time that people spend oh sorry about that my uh assistant here has uh hit the keyboard let me get this presentation screen back up here this is one of the uh little quirks that I'm not quite used to yet

Here all right so in terms of reduced capital expenditures and operating expenditures um a lot of people spend a lot of time waiting to get messages back they waste a lot of time tracking down different copies of emails as I mentioned previously there's a lot of time when people are working where they're not really working they're waiting to hear from people so being able to hop on a team's chat share your screen and immediately get in touch with people is a very very important benefit for

A lot of different businesses so again 2.5 million dollars is the average reduced cost here for a lot of these businesses from implementing these tools final thing I want to talk about is that over the course of seven months that is the amount of time that it takes for the average business to get the full return on investment going here um so after about seven months you can see here they get their initial investment of 113 000 back so again I don't expect this to cost

113 000 for the average business to implement that's watching this video um it's very very inexpensive to get this done maybe a couple of thousand dollars if you're a 15 person uh 10 person business it's not that expensive Microsoft has support tools to do this there's a ton of companies like mine that can help you migrate over very very easily it's a very very simple process to get started with Microsoft 365 and you can break this down into different uh segments while you're doing the migration

Benefits of Microsoft 365

So I'm going to move on now to the benefits of Microsoft 365. so looking at the benefits of Microsoft 365. very very I can see over here that we have the savings section we have accessibility flexibility security organization collaboration reports and productivity so in terms of

Savings

Savings most businesses reduce the cost of operations by 36 by implementing this tool that again comes from forester but a reduction of 36 percent most staff in your association will save 36 percent of their time when people started implementing these we've worked with the firefighters on implementing these tools we've worked with a large number of small businesses to implement these tools the staff love the benefits of these programs because it is so easy and simple to use this and it makes their jobs easier you don't

Have people grinding away on things that don't benefit them they're going to be able to hop right into this and start you're going to save money as a business owner and the staff are going to be able to save time so it's a win-win for everybody in

Accessibility

Terms of the accessibility like I mentioned if you're on a ferry if you're at home if you're at the office if you're driving whatever you're going to be able to access your data anywhere anytime which is fantastic

Flexibility

Flexibility ties into the accessibility if you have people who are working usually random hours I'm going to use a firefighter as an example again because I have a lot of experience with them in cloud services you have a firefighter working a day shift he comes home at five six seven o'clock at night he's got to see his kids for a couple hours and then he's got to actually do his union job and start working he's going to be able to start working at nine o'clock at

Night and get whatever it is that he needs to get done and he's going to be able to notify his team members who will get little notifications depending on their availability and they'll be able to hop on audit his work see the changes he made and get to work and start working collaboratively doesn't matter if it's 11 o'clock at night six o'clock in the morning or two o'clock in the afternoon um the flexibility of these tools is huge in terms of security Microsoft has a

Security

Team I believe of 10 000 engineers uh that are working on their own encryption standards um they're constantly working on making sure that every file you upload into OneDrive is individually encrypted um it's a very secure platform uh next week we will be talking about social engineering because that is the number one way over 91 of attacks on OneDrive and small businesses nowadays come from social engineering that's where people hack people instead of hacking systems so again the security aspect here means you have to spend

Less money on security but you do have to be more aware as you're using these tools next thing is the organization so I'm

Organizations

Going to be going over that very briefly but a lot of folks don't have a proper org chart for their business they don't have the employees roles defined they don't know what resources their employees need to get their job done so being able to organize your business and develop a proactive systemic approach to Microsoft 365 and organizing your association into resources workflows and users really does provide a lot of benefits for most small businesses the next thing that we're going to be

Collaboration

Talking about is the collaboration standpoint so you're going to be able to share anything inside of Microsoft 365 such as OneDrive with anyone inside or outside of your organization instantly and you're going to be able to crap collaborate live with anyone on any file inside of Microsoft teams which again is great then we've got the reports standpoint here so we're not going to really be going into this too much today I've kind of added it into the end of the presentation where we can look at

Workspace analytics and my analytics uh delve is another great program but we're really not going to be focusing on that today that's more of an administrative side so today we're just going to be focusing on the reports inside of SharePoint and OneDrive and very small uh basic things like that but the reports are going to be able to let you keep oversight on user activity critical events and other things like that and the

Productivity

Final benefit that most folks notice is productivity so uh you're gonna be able to automate tasks using power apps which again is something we're gonna cover in a different presentation and you're gonna be able to reduce downtime and simplify workflows uh if you are organizing things and implementing Microsoft 365 into your organization so we can move on to the next slide here

Best Practices, Policies and Guidelines

And I'm going to be talking about the best practices policies and guidelines inside of Microsoft 365. so I want to talk about this stuff because it's really important to make sure that you have a solid ground floor to build this off of I've seen a lot of organizations that we come in to help they've kind of created a half-baked solution where they've implemented these tools into their business and it's not working for them and they don't know why it's not working for them and they're frustrated

And they're turned off of it we did an assessment with the company about 75 staff and uh they implemented this in a way where it took them over two minutes to receive an email with Office 365. their their backend mx records weren't configured properly their staff didn't have a data management policy so people were just sharing things all over the place things were going to the wrong people um people were using their own devices for work and they would be doing meetings and people would be

In the bathroom or looking at stuff they shouldn't be looking at and it's really important to make sure you've defined these things in your business with your staff if you're a small business you have a benefit where you can have a nice tight meeting and everyone can kind of get acquainted with these rules but having a data

Policies

Management policy for example it's very very important for people to understand that if they're going to be sharing things they shouldn't be sharing things externally with other sources if people are going to be bringing their own device into work they need to understand what acceptable use is they need to understand that they should have a work profile they need to have certain amounts of antivirus and other protection on there for them if you if they're going to be doing things like implementing one drive instead of

Having a file server you should still have a business continuity plan so what that means is if you have a small business where you are keeping 15 years of your accounting records on a cloud platform you are building your house on Microsoft yard you should back that data up using the 321 backup policy which is a policy that I learned over the years which means your data is in three different places at all times your data is backed up on two different platforms and one of

Those platforms is a cold storage location which means it's not in use it is completely separate from the rest of your association it's very important to make sure that if your staff spills coffee on their laptop they understand what the policy is to get themselves back up and running without any increased amount of downtime same thing with the security response plan if someone gets an email from somebody and it looks legitimate and they click the link and all of a sudden their computer has ransomware on

It and they can't turn it on and it says you've got to send a thousand bitcoin to this address they should understand what the security response plan is I got a call I t I got a call hr I got to do this thing on my computer myself whatever the response is that you develop inside your business that should be known with all of your employees especially again if they're going to be working from home during a situation like this password guidelines is also very important

Not so much anymore but a good example of a password guideline that we mandate across all of our clients is multi-factor authentication if I type in a password to get into one of my accounts online I have a little app on my phone it pops up it's got a six digit code I enter that six digit code I'm able to get into my application every single account that you have should be using multi-factor authentication in the year 2020.

Best Practices

Looking at the best practices again as I mentioned a lot of this stuff the most of the security concerns that come up nowadays do come in through social engineering instead of coming in from technical attacks you don't have a lot of worms running around nowadays crashing systems um you do have a lot of people calling in saying hey uh I'm a hacker I just looked at your business's website I looked at your it provider's website I know your I.t provider's name I'm going to pretend to

Be your I.t provider hi this is steve or Jake from umbrella I.t services I need you to tell me your password I'm trying to get into your account you should have a verification method or you should know that your I.t provider is never going to call in and ask for a password you need to be wary of phishing scams all the time we have one of our clients they worked very closely with an mri clinic this mri clinic was hacked the hackers got into their emails

And instead of taking down the business what the hackers did was they emailed everyone that the mri clinic had been in contact with and they were pretending to be this law firm saying hey I really appreciate this word document you just sent me here's my thoughts on it with an attached document if you receive an email from somebody that you were just talking to with a document they say hey looks good here's my revisions on it what do you think I would click on that a

Lot of people would click on that and what happened was this client of ours clicked on this email from an mri clinic and the team that was targeted all three people inside of the team clicked on the link and uh it was only because of our ai based antivirus that this piece of ransomware didn't get out and get all over the place but a lot of the times these people will be targeting you with stuff like that so even if you're receiving emails from familiar sources

You shouldn't be accepting stuff like that so again back to the best practices here you never want to leave your devices unattended unlocked again if you're going to have multiple devices like a smartphone home computer laptop etc connected to your Microsoft 365 cloud solution you have to make sure you have separate accounts set up you have to make sure you're not gonna go uh leave this uh if you're gonna go take this to the beach and work on your laptop at the beach you don't wanna

Just leave your laptop there and not not plug that in if you're in university you don't want to have your laptop here and get up and go talk to somebody else or if you're working in a shared space it's very important to make sure that you're locking your devices before you walk away from them you also want to reject unsolicited unsolicited offers for help via text email or phone I've had a lot of people call in and say hey Microsoft's on the other line they said

My computer has a virus and they need to log into it should I let them in or not and the answer to that is always no it's no one from Microsoft is ever going to call you no one from my company is ever going to call you and offer you help on your computer we just need remote access you're always getting scammed if that's the case the other issue is the reporting irregularities malfunctions or other problems to it if you click on a link or something

Like that and it flickers and you see a little code box come up and then it disappears right away don't ignore that always make sure you're talking I t you're talking hr whatever your security response plan is make sure you're following it if you notice anything irregular happening on your computer or your smartphone or your tablet or your desktop make sure you're following up with the appropriate people there never give out your personal information via email or phone another good example of this that I like

To do is for vacation responders I don't set up a vacation responder that says I'm going to be away from this state to this date because a lot of hackers use that as an opportunity to email other people saying oh um I got this email from whatever Jake's email and said he's in mexico for two weeks what they then do is they can spoof my email and send an email to my contacts saying I'm stuck in mexico I need you to send me a thousand bucks

For a plane ticket home and meanwhile I'm disconnected I'm in mexico and my staff are panicking that the boss is stuck in mexico or maybe they're happy and they're gonna potentially email me that thousand dollars so again it's very important that you're not giving people your phone number don't give people addresses don't give out sensitive information that you wouldn't share normally with other people um it's not a good idea unless you've verified people first you know if you're talking to someone on the phone oh how's

The wife and kids well whatever and they can verify themselves in a way that's casual um you don't come off as a tin foil hat wearing paranoid person then that's going to be best for everybody same thing here don't give out your passwords email text or phone I hope I don't have to get into that one too much um and then

Training

Finally the training I think it's really important that people receive security awareness training so we're going to be covering that next week same thing with social engineering training and productivity training so again today is going to be a very brief introduction we're not going to be doing a lot of training um but I do think it's very important that people receive those three different types of training as a mandate from your organization you'll benefit a lot from it you'll benefit a lot from not experiencing downtime

From having your business hacked you want to make sure that the integrity availability the uh confidentiality of your data remains intact and you don't want to have problems inside your business you don't want files going missing you don't want multiple copies of data you don't want hackers or competitors getting access to your ip so it's very important to make sure your staff are trained and aware of all the different threats that are out there nowadays so I'm going to move on to the next little section

Here

Getting Organized

Which is getting organized so we're going to dive into the actual demo immediately after this we're just going to go over one more little bit of prep work here and this is just me main two uh I want to make sure people understand what it means to get organized and how you can structure your organization and association to properly leverage these tools to accomplish your organization's goals so it's very important to organize your

Users

Team because you're going to be improving productivity you're going to be boosting morale and you're gonna be expediting the growth and scaling of your association so um as part of every employment agreement that I send out I make sure that my staff understand these three things here I want them to understand their responsibilities their expectations and their deliverables that's very important because at the end of the week we're able to have a team meeting and we're able to go over those three categories and make sure

That they're on track with their goals making sure that people understand what their responsibilities are is very very simple and it makes sure that you have a bird's eye view of your organization and you're going to be able to kind of direct your team and manage them in a simpler way so really important to define responsibilities I define that as just day-to-day tasks what's your responsibility for the day if the phone rings you've got to pick it up if a ticket comes in you got to

Deal with it if you have if we have maintenance we need to do on on our windows server or on our phone servers whatever that's your responsibility expectations would be something that's kind of a the cultural side of your business so expectation is you're coming in hygienic you want to make sure you're showing up five minutes early for every appointment etc etc and deliverables would be the long-term effects of them following the expectations and responsibilities so if you have a deliverable of as a sales guy

You've got to bring in 250 000 a year in sales that gets broken down into your responsibilities and expectations but you can look at this in a quarterly or monthly or bi-weekly basis with your staff and you can go over the deliverables that you have and say okay you've got a 250 000 sales quota we're three months in we've only done 10 000 or we've done 125 000 that's fantastic you're on you're on uh on the right path here so making sure those three things are

Defined it's really good to have that because your staff are going to be able to know they're doing a good job they know what's expected of them and you're going to have that peace of mind knowing that all of the different aspects of your business are being taken care of and the way I like to sort staff out is by individuals organizational units and groups so when you're lining things up you want to make sure that you are organizing people and you're not just having like

Somebody for example who can get overwhelmed if all of a sudden they're doing a little bit of marketing they're doing a little bit of sales they're doing a little bit of technical work they're doing a little bit of client relations they're doing office management it can get out of hand if you have one individual have to wear all those different hats so what I like to do is sort things out by organizational units so I have a flow chart here that kind of came up earlier

Um and we'll get into that but in terms of an organizational unit you would as a standard template for most small businesses or non-profits you have accounting you have the technical work the actual goods that you're delivering to your clients you have marketing you have sales you have legal you have hr you have these standard uh organizational units that you can then derive groups from so if you have a marketer for example maybe you have a social media marketer maybe you have a traditional marketer maybe

You have an event coordinator etc so it's very important to make sure you have that kind of pyramid built out where you say okay yeah we've got a organizational unit of marketing we've got a social media marketer and that falls down to susan or steve who's going to be handling the responsibilities expectations and deliverables of that specific role when you get that stuff to find out in terms of Microsoft 365 and G Suite you're actually able to add people into groups and organizational units and they'll

Inherit permissions so that

Resources

Goes into the resources and processes side over here so let's say you have a marketer and you add in susan or stephen into the social media marketing role group inside your business they're going to automatically get access to the calendars they need access to the files they need access to they're going to be able to get access to anything that they need all the teams channels all of the templates inside of Microsoft word that you've built all of the powerpoint presentation templates they've built etc etc

So they're going to inherit all of the different permissions that they need because you place them inside of the correct organizational unit and group so it's a really really good system to have in place the next thing that we're going to talk about really quickly is the resources so again looking at the individuals organizational units and groups you're going to need specific shared resources for those three categories you're going to need private resources for those three categories you're going to need files for those three categories

They're going to need specific devices they're going to need access to applications they're going to need access to contact directories they're going to need to follow specific workflows to accomplish the responsibilities and deliverables so it's really important that you look at these individuals organizational units and groups and make sure you're setting your team up for success if you have someone again as a salesperson that you need to reach a certain goal you need to make sure they have all the resources they need to get their

Job done do they have access to your calendar if they need to book a meeting do they have access to their own calendar do they have access to different resources they may need like file templates etc do they have a laptop to work off of do they have a tablet what are they doing how are they getting this work done what applications do they need access to do they need a crm do they need Microsoft 365 do they need to have maybe they need to have

Salesforce etc um what directory do they need access to are you going to be giving them access to all of your contacts do they have their own contacts what type of workflows are they going to be going through day to day do they have proper sheets that they can say okay I've completed this many calls etc it's very important to make sure that you've considered this stuff before you move into Microsoft 365. you can like I said earlier make it a migration in segments so you

Don't need to worry about all this stuff at once but it is really really important to make sure that as you're trying to grow and scale your business you've considered this stuff because it makes things so much easier when you've got this stuff outlined

Processes

Underneath the processes task here we can see individual tasks repetitive tasks scheduled tasks projects and ppdio so looking at the individual tasks again I'm going to fall back to the individuals organizational units and groups you've got things like individual tasks that people are going to have to do maybe it's just hey steve from I.t the printer's broken and then he goes and fixes the printer and it's done or maybe it's hey steve it's three months you gotta make sure the printer heads are clean and that's

A repetitive task and then you have things like schedule tasks where maybe once a quarter I meet with my clients that's another task that will come up and I have to think of all the resources that I would need for those tasks and who's going to be responsible in my organization to take care of those tasks and then the final part of the the thing here is projects so if I have a project that's coming up I need to again think of the users and resources

That I need to take care of those projects but in my experience the overwhelming majority of businesses out there do need to do these same tasks all the time most businesses revolve around a small percentage of tasks I like to follow the pareto principle with this 80 percent of your business's revenue comes from 20 percent of the work you do if you can identify what that 20 percent is you can focus on it you can make very strict processes to make sure that gets done and

You can use ppdi which is prepare plan deliver design implement operate and optimize so prepare you need to make sure that what you've done is you've prepared everything you need to do to get started you've made a plan you've outlined what's going to be done to get this project done you're going to design a solution you're going to implement that solution you're going to operate whatever it is that you're doing and then you're going to optimize it so if you're a nail technician or a lash

Technician again you've got a full plan laid out your staff understands what steps they need to do to do the nail or the lash thing um I should have picked another topic but anyways they know how to implement the solution they know how to go ahead and operate they can go through it and they can make notes and say you know what I was sloppy here I messed up someone's blind now I can optimize this and make sure no one goes blind next time they sit

In my chair so it's very important to make sure that you're optimizing your business by looking again at the 20 of procedures that your business is doing that's bringing in 80 of the revenue and then creating a plan and making sure people know what their role is inside of the organization related to those tasks and making sure they have the resources that they need to accomplish those tasks because if people feel set up for success you're gonna be in a lot better place so when you're

Finished you'll have a rough

Organization Chart

Version of this this is something that's very very light this isn't complete this is just something I built for this very quickly but for example here using Umbrella IT Services you can see here we've got contractors on the far left so I've got roles they are a user inside of Microsoft 365. they would be under the contractors

Contactors

Group and they're going to get these permissions assigned to them they are going to need different applications they're going to need different calendars they're going to need different templates they're going to need different internal resources such as files etc um they're going to need different mailing lists so if they need to get in contact with anybody they're going to be able to just type out an email to suppliers at umbrellaitservices.ca or financial clients at umbrellaitservices.ca and it's going to be able to send off a mailing

List if they're going to be able to need access to the different Microsoft planner projects that they have which are going to be automatically assigned to them because they are a contractor same thing

Human Resources

Happens with human resources technicians and sales any role that I assign an individual to they automatically inherit each of these sections and they also inherit these restrictions and these permissions so for example contractors if I give someone an umbrella I.t services email and they're just a contractor I don't want them to be able to delete their emails it's the same thing if they're a charitable event coordinator or anyone that's interacting externally with people I usually don't allow them to delete emails because as a as an

Owner I want to be able to let's say there's an incident that comes up I want to be able to go into that email and audit it and see okay this is what actually happened I can see what's going on here no one's deleting emails nothing fishy's happening here no no communications are going out that shouldn't be happening through an umbrella I.t services email account you can see here also with contractors I actually restrict them from sending external emails um maybe I don't want them to

Maybe I've white listed a very specific number of domains that they're able to contact sending external teams invites I don't want a contractor to be coming into my business doing a teams video chat screen sharing and showing all of our ip with somebody I can't really prevent them from doing that I have a lot of trust with the people that I hire but it doesn't hurt for me to have that technical limitation in place same thing with downloading files locally if they need to access something

They can log into the web where I can audit all of their activity they don't have the ability to go in and download my entire ip or all of my marketing folders or any folders that have been applied to them they have to access them through the web I can also restrict them from editing files inside of SharePoint or OneDrive that means that if they go in and they start messing with a password sheet or something like that they can only make comments they can't actually

Change the final version now with OneDrive as we're about to get into you can actually roll that back and look at version history and undo any trouble they do but I don't want to have to deal with that headache so contractors are only allowed to make comments they're not allowed to do final edits I've also got it set up here where they're allowed to access data outside of the edge browser they're not allowed to do that as a contractor if they want to access my company's

Files they've got to go into a web browser that I control into a piece of software that I control and I have total oversight over everything they're doing and you can see much lots of restrictions here for human resources and technicians and sales so maybe for technicians I don't want them to access billing information maybe I don't want them to be able to share specific files externally

Sales

Maybe I don't want people to be able to delete emails as part of sales or share specific files externally or they're not allowed to access OneDrive from specific applications now the reason why that would be there on sales is a really big problem in terms of security is insecure apps so I don't want to have a sales guy going oh I found this great sales program I was on a facebook ad and now I'm going to add it to my OneDrive and it's going to be

Able to scan everything and get full access to all of my company's files and all of my company's calendars I don't want salespeople to be able to do that and put the rest of the organization at risk so um to summarize the organization section as I as I mentioned earlier I do have a tendency to rant especially when no one is around to tell me to shut up so I apologize but in summation uh it's very important to make sure that your organization is defined into

These categories users resources and processes you have to make sure that your staff understand the responsibilities expectations and deliverables that comes with their role you have to make sure they understand what roles they're a part of you have to make sure you've clearly defined the permissions and resources they need to be able to follow through on that role and then you need to make sure that the processes that that role is responsible for are very clearly outlined for your staff if you can get those things

Done you'll go from a five person business to a fifty person business much quicker with much less of a headache and a lot more hair and a lot less grays so it's very important to make sure that before you're using a tool like Microsoft 365 or if you're focusing on growth I highly recommend getting these three categories outlined and defined so without any further ado we can now get started with the Microsoft stuff so again I'm very excited to be able to share this with you

Guys today we're going to get into the demo side of things now so this is where the ball will really get rolling so again thank you for your patience so far now this is what everybody kind of signed up for so I'm focusing first here we've got access so we've got Microsoft search and storage applications making your data accessible making accessing your data easier than ever sorry

Edge

So looking at Microsoft edge what is it it's a web browser it allows you to do Microsoft search it allows you to sync data across different devices it allows you to have different profiles and accounts it has chromecast support because again it's built the same way as Google Chrome and it has a lot of extension support the same way that Google Chrome does so I'm just going to jump on over here to Microsoft edge and we can take a look at this web browser so looking

At the web browser here you can see it looks very similar to Google Chrome we've got some folders that we bookmarked up here we've got the ability to refresh go back and forward we've got our secure location thing here you can see I've got access to my SharePoint I've got the ability to favorite or unfavorite different pages we've got the ability to open different tabs and access our favorites we've got our profile up here so if I wanted to right now I have my demo at

Umbrellaitservices.ca without the ability to sync data if I wanted to I could add a profile click add again and now I'm going to be able to sign in maybe I want to sign in with my personal account maybe I want to sign in with Jake umbrella itservices.ca or whatever account that I want to access with being able to have different profiles means that I'm going to be able to segment my data and be able to keep all of that stuff private and secure so if I

Want to have my marketing and umbrella or tech tips at umbrella et cetera I'm gonna be able to sync all the bookmarks and the resources that come with that so if I assign a new staff member to marketing and umbrella they're gonna automatically get all the bookmarks that they need to get from the marketing at umbrella t ca edge account if that makes sense also looking over here we've got the ability to create a new tab new window new in private window we can zoom in

We can zoom out we'll zoom in a little bit because some people might be on other screens the ability to look at our favorites the ability to look at history downloads applications that we've synced with Microsoft edge different extensions the ability to print collections of applications ability to read a website loud in case we have some accessibility issues the ability to cast media to a device so if I wanted to do a presentation live I could click this button and have this show up on the

Big screen and I can also go into settings here so looking in settings again very familiar to Google Chrome my favorite thing to do is just you go into appearances here and you change it to the dark setting it's easier on the eyes I don't like the light setting it's very very bright so I usually keep it dark you can have your default zoom settings all that kind of stuff so I do recommend that you take a little bit of time and go through this setting

But other than that it's Microsoft edge it's a web browser it does what it need what you need it to do you can go here open up a new tab you'll get your home page what's really nice about Microsoft edge we talked about the Microsoft search function very shortly Microsoft search means that I can search Umbrella IT Services and the web so if I want to look up for example G Suite it's going to bring up all of the stuff in here so if I wanted

To search my files I've got a search for G Suite going on here so G Suite email gc collaboration all this kind of stuff if I search my files I can see here we've got different demos we've got a collaborative document one of my employees page names etc so I'm actually searching inside of my OneDrive and SharePoint files right now I can search my calendar I can search an overview I can search organizations I can search for whatever I want and it's all going to be

Able to come up through here so it's very handy being able to use that as a one search tool and find either information online or search through my organization by using the Microsoft edge web browser and again what's really nice is I'm going to be able to open up this web browser and it's got just my work stuff on it I don't have to worry about information coming in from like personal stuff maybe I've got a YouTube channel or maybe I've got drone videos or whatever

I don't have to worry about any of that I open up Microsoft edge and it's just my work content I don't have to worry about anything else very nice having centralized location to access all of my data

OneDrive

Now the next thing I want to talk about really briefly is OneDrive so I've got one drive open here the way that I recommend people access things is by going to portal.office.com and that's going to give you access to all of your applications here so if I click on all apps I can see these are all of the tools that are included inside of office 3 Microsoft 365. so again as I mentioned we are going to be skipping some of these today um I can do

Separate videos on these if people are interested uh much more succinct videos um but focusing on Microsoft dell for example this is a great way to look at what people are doing inside of your organization I'm not going to do that today I'll just hop on over to OneDrive and now I can see inside of my OneDrive I've got applications demo notes demo demo demo over on the left hand side here I've got my files I've got files I recently worked on I've got ship files

That are shared with me I've got a recycle bin and I've got my different shared libraries here so these would be shared SharePoint libraries that we're going to talk about later I've got the ability up here to create a new folder new word document an excel workbook powerpoint presentation onenote forms etc I can upload files I can upload folders for my computer if I wanted to sync the directory that I'm looking at right now if I wanted to have this data accessible on my computer locally

I can click sync and it's going to open up one drive on my computer and it's going to create a folder that contains all these files that syncs with the cloud so if I just want to work on my computer and have that data automatically get backed up and synced to the cloud so that if I need to go somewhere else and bring my laptop I'm going to be able to work on the laptop and not have to worry about keeping my data in multiple different

Places OneDrive is going to be that centralized location that hosts all of my data so I can access it on my phone I can access it on my laptop and I can access it on my desktop and finally we've got automate so this is another tool that I mentioned we're going to get into another presentation it's too much to cover once but you are able to automate a number of workflows and tasks for example if I had an accounting folder anything I put in there could

Automatically get printed it could automatically have a pdf version created and put into another folder there are a lot of options that I could do I could have a shared folder with somebody anytime something gets added or changed inside of that folder we both get an email about it etc it's it's all about again going back to defining the resources and the workflows that your business and your staff need to know about because then you can automate a lot of this stuff again 36 percent reduction

In labor by implementing these tools that cost five dollars a month per person you're going to be able to automate 36 percent on average of what your staff and what your job is every day so if your boss doesn't want to talk about they don't want to know about this stuff you can automate 36 percent of your job and still get 100 of the pay and if you're the boss you can automate 30 percent 36 percent of the mundane tasks your staff hate to do and

Have them focus on doing other things and grow your business faster so again it's a win-win for everybody so really quickly just on managing files inside of here you can see when I hover over a different file or a folder I get different options here so there's a little three button menu and there's a little share button so if I click share this is a very good way to send secure information this was asked me very recently if you want to share information with people in

A very secure easy way you can click that and I can see here share with anyone with the link with people inside of my organization people with existing access or specific people do I want to allow editing do I want to set an expiration date and do I want to set a password so let's say that I was going to be sharing this with somebody and I wanted to make sure that it was going to be someone where I'll do the anyone with the link if

I wanted to share this with somebody let's say it's a very let's say it's a it's a mortgage application I've got a lot of my mortgage information in here I've got my social insurance number I've got a couple years worth of financials and I want to share that information with somebody a lot of people that I know a lot of mortgage brokers they just send stuff over email and again that is not secure you're creating a second copy of a file if your mortgage brokerage gets

Hacked all of a sudden you've got 100 200 000 different clients of yours all of their financial records all of their personal information is now in the hand of these hackers and your company is now liable that is not a good time it's a lot easier to go anyone with the link set an expiration date two days set a password apply that type in the email address of the person you're sharing it with you're done alternatively if you wanted to share it with specific people you

Click specific people you type in the email address you click send you're done nice and easy then what's really nice about this is you're going to be able to work on things at the same time you can see here if I hover over those three dots I can see here that I've shared this file with myself I've edited it well technically demo shared it with Jake and Jake edited it Jake added a comment and drew has has uh come in here and made a couple comments

I viewed it there's been five views total gives you a lot of information so if you share this again let's say you're a mortgage broker and you're sharing this with your different vendors or if you're somebody who's sharing that information with a mortgage broker they're going to be able to see my mortgage broker has viewed this my mortgage broker has shared this information my mortgage broker has edited it they've left comments for me and they're going to get notifications as you make those changes they don't

Have to sit around all day and go when is steve going to email me I really need to get that that copy of that email and it just shows up for them they don't need to worry about any of that stuff so it makes collaborating much much easier so we'll do this right now we'll click on this so three dots here gives me the option to open it in the browser or in the app so what I'm going to do is I'm going to open this

In the browser in a second and then I'm going to work on this with my Jake account and you guys will get a kind of an idea of how the collaboration works so we can also preview the file if I click on that you can see here it gives me the option to view it it's very very easy hop off of this I can go over to share we went over that previously I can copy the link to send to somebody I can manage access so

Again it's very similar to sharing but what I'm doing is I'm telling people in my organization that they can access that sharing is external usually and managing access is internal usually this falls back again to going through the different procedures that your staff are going to do a very repetitive process that staff are going to do is sharing and managing information they should understand how to share and manage information in a uniform way as part of their initial onboarding which again you could have internal staff

As soon as you put them into a role they get a pdf that covers all this stuff it's all automated you don't have to spend two hours sitting over their shoulder going this is how you share this is how you do this so you do that you have a pdf they sign up for your organization they automatically get that pdf delivered to them they can automatically follow that stuff and they go oh yeah how do I share files again and they open up the SharePoint site

That says newbies or it says new staff they click on it has all the instructions that they need on how to share information it's very very easy to do once it's set up takes a while to get it set up most companies take about a year to implement all this stuff against companies uh 63 companies ranging from 60 or sorry 50 to 60 000 staff members the average cost of implementation was 113 000 so you will spend some time getting these automations in place but when

They're done again you're gonna save 36 percent on average of your staff that means half of your staff are going to save more than 36 percent of their day it's crazy how much time you can save by implementing these automations you can also download the file delete the file move the file copy the file rename it again we've got this automate button down here so if I wanted to I could copy the file as a pdf I could request sign off and I can even create

Other power flows for this so again if you're interested please let me know if you have other questions please let me know and we can go into them but you are able to automate an absurd amount of stuff nowadays using these tools which are included in your five dollar a month subscription I can also look at version history which is awesome and we're going to look at that in just a second so I can also click on details and see details about this so I click

On details here you can see I've got the ability to look at demo if this is a preview who has access to this file what activity has happened who created it where is it located etc so I can close out of this now before we dive into the actual programs in the different applications I want to finish looking around here so we've noticed on the left hand side here we've got our SharePoint sites we've got the recycle bin we've got shared stuff we've got recent stuff

We've got my files we've got different options and actions up here now over on the right hand side we've got three options so we can sort things it's not very exciting we can look at the way we want to look at things compact list tiles list whatever you prefer I'm fine with this and this is the activity tab now I also call this the babysitting tab but what this does is you're able to open up your activity tab and you can see what activity has happened

So you can see that my demo account I was setting all this stuff up yesterday just making sure we had all the recent files all this kind of stuff set up and today I did a couple of things that I'm going to show you guys in a second so what this means is that if you've got a staff member and they were supposed to get a project done on monday and it's the friday prior to that monday and you said how far along are you in

Your project steve and he goes oh I'm almost done I've been working every day till three in the morning and you go check the activity tab and you see steve hasn't done anything you're gonna be able to go okay that's fine that's totally cool you let him know that you've seen that he hasn't done anything and then you come in monday morning and you look at what he's done all of a sudden he's crammed everything in and you can see he was working for 18 hours

Each day on the weekend to get the presentation done and then you can adjust that behavior and make sure it doesn't happen again create a healthier work life balance that's going to be beneficial for everybody again having that amount of oversight is very beneficial this can be used for babysitting it can also be used productively so a better example this would be if you're a manager of a team you've got five people underneath you you've got to make sure everyone's staying on track instead of going

To each of those staff and saying hey let me take you away for half an hour throw you off your flow and bother you at 2 o'clock in the afternoon I'm going to just go into the activity tab look at what you're doing and see you've been working on all these projects let's say I want to see what I was doing here I can click on this and I can see here while I while I was away changes were made by Jake van bushback that's pretty

Interesting what did he do I can see here he's made this is not a test instead of this is a test he added this is not a drill and I can see let me know your thoughts so now what I can do I can see over here I'm reviewing things I can edit them review or view I can go over to the review tab and I'm going to be able to go over and track the changes I can see what everyone's done I can approve changes

So for example let's say that this is a test this is not a test I've changed it to say this is not a test if I want to go back and I don't agree with this change this is a test if I want to go over to this is not a drill I can either accept or reject the changes so I'm going to go ahead and reject the changes and I will approve let me know your thoughts and then if I wanted to I could go

Ahead and show a comment or add a new comment so I could say thank you for your changes send this off and now Jake is going to get a notification so up in the top right corner here I can see Jake bushback has this document open so let me go see this here and now I'm in the Jake account so if I click here you can see jb has shown up if I hit enter twice you can see my cursor moves now I say hello immediately

Shows up even though I'm typing on a laptop if I go over here I can click on this and again I can accept or reject and go under here and say hello again that's on the laptop or and go over here and type hello on my computer and now as Jake I don't have ownership of this document so I'm not able to approve or reject these things if it was shared to me in that way then I would be able to hop in and approve or

Disregard these changes so again being able to collaborate with someone in real time is fantastic using this I can just click out of this here and I have full access on the web to access everything that I need to I can do the exact same thing inside of a word processor it's the exact same look everything functions the exact same way but the review tab and the home tab are where people are going to be spending a lot of their time nowadays because it's so easy

To do this with people now the other side of this coin is if I open up Microsoft teams I can actually go ahead I'm just going to zip over there I can actually bring Microsoft teams up and I can do a screen share or I can do a phone call or a video chat and we're going to get into this in a minute but just for the sake of being consistent here I'm going to go ahead and share my screen with myself here so I've got

Demo account I'm going to share my screen I want to share this demo doc that's connecting I'm going to get a phone call here in two seconds I can see here I've got a little notification coming up I can click on accept screen share and now I've got my screen share going so I can be working on this on my laptop while I'm working on this inside of my web browser so I can be on the phone with someone I can be having a video chat

With somebody and we can be working on the same document and I can have them face to face with me I can have them sharing their screen with me anything that I need and I'm going to be able to access all of this stuff directly from the web browser it really is very very simple and very very easy to collaborate with people nowadays because of this system you don't need to worry about sharing things anymore and getting people to respond your emails you can just hop

On a quick phone call see each other working at the same time on a document or an excel sheet or anything like that and get things done much much faster so that's one of the benefits to working inside of OneDrive so yeah I think we've covered a lot of stuff inside of OneDrive here so I will move on to SharePoint but again to be clear do a quick summary we've got access to all the different locations for our information on the left hand side here we've

Got action items on the top we've got different activity and babysitting tabs on the right and we've got the ability to very securely share information we've got the ability to copy stuff and manage our content this way and if we want to collaborate with people all we have to do is click this button click share or manage access and we're instantly going to be able to work with people inside or outside of our organization together and collaborate in real time it really is beneficial making sure

That your files are stored inside of OneDrive because you're going to be able to access everything you need and everything is going to be synced in real time to your computer so I really hope that you guys find OneDrive beneficial

SharePoint

So we're gonna move on to SharePoint and inside of SharePoint here you can see we've got the ability to create a site create a news post we've got the following so these are the sites that we're following and it when we've got recent sites that we've been accessing so again a SharePoint site is essentially a place for you to store files online it's the ability for you to communicate and collaborate with select group of people you're able to create manage and share uh information up there

Or content and you've also got the same babysitting tab as before so if I hop on over to our demo site I can see here we've got a ton of information I'm just going to zoom in again because I know that uh some folks in the resolution on YouTube again this is my first YouTube webinar so I apologize if there's any technical glitches I'll watch this back and make sure that I do solve anything for our next week's uh social engineering uh presentation which I think

People will find a lot more engaging so again I do apologize for the rantiness and the roughness of this but I hope people are finding this beneficial so anyways looking at SharePoint now inside of a SharePoint site here I can see it's a public group I can go ahead and create new information I create a new list a new document library new page news post link plan app so you can imagine how beneficial this would be if I had sorted my organization out by organizational units

And I'd created a accounting site and a technical site and a hr site and all these other sort of things maybe I have a events sites for for every friday maybe your team gets together go for a drink you can have people posting things saying oh we got to go here today oh I saw a really good caesar here oh we gotta go check this out so again possibilities are limitless but once you organize your association you're gonna be able to go ahead and create different

Sites and resources for people that's gonna be really beneficial for them so right now we'll just focus on a couple brief things here I can see it's been published I can see up in the top right corner I'm following the site there's three members in this site I have the ability to edit this site I can look at the page details of this site and again I have my different locations on the left hand side here underneath news there's nothing added in here if I wanted

To add something I could add a news post and again it gives you some different options here and that way I could let everybody know that that site has been created there we go I can also look at the activity tab down here so I can see that the test folder was edited I can see a demo site group is ready I can see all these other options here so again very intuitive I do recommend everyone take maybe 15 minutes a half hour and go through

Every one of these applications and just kind of click around get lost in it you won't notice a lot of stuff that may be more beneficial for you so what I'm going to do is go over to the document side of things I can see here we've got a test folder we've got more action items up here so the ability to create new information the ability to upload information do a quick edit sync this location to my computer export this to excel use the powerapps and

Automate some things and I've got the ability to get alerts if anything happens on the site and then I can manage the alerts that I have set up so like I mentioned previously if you're a manager this is fantastic you have an email rule set up in Outlook people are working on documents at the end of your day you log in that's one of your repetitive or scheduled tasks so at the end of your workday you know to go into SharePoint audit things see what your

Team was doing log into what they were doing make comments on what they were doing they immediately receive a notification they go okay I gotta fix that thing that bob was telling me to do or that sally was telling me to do and then they're gonna be able to go ahead and work without anyone being pulled off of their workday I'm sure everybody hates it when you're in the middle of working on something for an hour and a half and you get hey a quick question

Um this could have been an email but I'm going to stand in your office door and talk to you for five minutes about something you don't care about and um yeah anyways thanks for uh answering this question I'm gonna keep wasting some of your time by making a stupid joke and then I'm gonna go sit back my desk and come back in another minute and a half because I forgot what I was actually supposed to ask you about um so anyways yeah thanks bye instead you

Can just have people send you a little comment or a note it's way less disruptive you can audit everybody's activity immediately and you don't have these disruptions happening and again if people are working from home and they don't have the ability to come off knock on your office door and waste your time then you're able to just do all this stuff remotely without calling somebody and hearing kids screaming in the background or the dogs going nuts or cats walking on the keyboard screwing up a presentation

It makes things a lot easier to be able to just share things that way and if you do want to have that face-to-face contact you can use Microsoft teams to call them screen share video chat whatever makes things very very easy so going inside of this test folder I'm able to see here I've got a collaborative document inside of SharePoint I can see who has access to it through the babysitting tab I can click on this collaborative document I can come in here and I can

See that Jake wrote some stuff I can see that some edits were made by andrew and again it's the same thing we looked at before I can go over to review I can make some changes if I want to click on track changes for everyone I can go over to reviewing I can make editing I can do reviewing or I can just view the file I can use this little ai assistant guy here tell it what I want to do with this maybe I want to

Translate so I could translate a selection let's say I go here and it's going to ask me what language I want to translate it to so we'll choose dutch and there you go if I want to do spanish makes things very very easy thanks to these new ai changes that they've made so again I highly recommend that everyone just take a little bit of time and play around with this stuff they've also got a great new dictation option I know a lot of people like being

Able to dictate stuff but we'll get into the Microsoft word stuff later for now I just want to focus on SharePoint so I hope this kind of clears up SharePoint for everybody again there's tons of ways to get lost in SharePoint the way I recommend people use it is as a communication hub you throw new stuff up there for specific organizational units and you have document libraries for those specific organizational units that you have applied so when you have a new marketer join your team they

Jump in here underneath news they've got welcome to company x's marketing department here's everything you need to know here's your responsibilities here's the resources we use here's the processes you're expected to complete etc etc so if we go over to site contents on SharePoint we can also go over to site usage so again this is for the administrators this is for the managers this is for the bosses if you want to make sure you know what people are doing the activity tab is good it gives

You that day-to-day stuff but if you want to come in at a month end and you want to see what people are really doing you can click on site usage so you go again left hand tab you go site contents up there you go site usage this site basically dead nothing really defined in here but I can look at the last seven days and it tells me what's been going on here I'm actually going to jump out of this and we're going to go to our

Internal files I can go to site contents and I go to site usage and you can see we got a lot more stuff here so we've got four unique viewers eight lifetime unique viewers 33 upgrade and usage since last week 80 uses since last week so this explains why everyone's telling me we're so busy I can go look at the site traffic and I can see most people are doing their jobs as they should anywhere between 8 am and 5 pm and you can see when

I actually get things done and then if we go ahead and look at the popular platforms I can see everyone for the most part is getting things done on desktop which is again very nice to see that happening but I could also see who's doing things on the web who's doing a thing on a mobile application who's working off the tablet and who's working off of their smartphone so again very very handy to be able to log in here and then I can do some large

Metric tracking and I can see over the last 90 days what's going on so again very handy to be able to sign in here and just see what's going on inside of your association and see what's really going on with your data so they give you a lot of different insights as you use these tools so I'll hop back over here so I think that pretty much completes the access part of this presentation so

Create

I'm going to move on to the create side of this presentation so I'm going to kind of skim through these um again like I said these aren't revolutionary changes that Microsoft has made um I think the next step here uh where we look at the connect side this is going to be the stuff that a lot of people haven't seen before that's going to be very interesting so inside of this create thing we're just kind of going to skip through this but one note

OneNote

It's an online notebook it's a free form information gathering application you can capture notes you can write them out on pen on your Microsoft surface or on your ipad or on your phone you can do drawings again ipad surface phone whatever touch screen computer um you can do screen clippings so if you're working on something you can just take a screenshot throw it in there if someone's doing a presentation you can click the record button and it'll either transcribe or just record the audio for you

In a note and you can do a bunch of other stuff inside of onenote so we'll get into that in a second

Excel

Next program we're going to look at is Microsoft excel so looking at Microsoft excel it's a spreadsheet program just excel does what it does um the main changes that they've made now is you have version history which we're going to go over in a second templates I'm also going to go over that in a second and ai powered queries so those are three main things we're going to be focusing on in excel powerpoint word nothing else has really changed they've made it more colorful they've changed

The ui a little bit again we've been using these programs for as long as I've been alive and they're still their same core programs at the end of the day but now that they're connected to the cloud we've got a lot of different collaboration opportunities so looking at onenote we'll bring this up here or not there we go so if I want to look at onenote as soon as I open it up I can see here on the left hand side I'm just going to do

A quick ui overview I can see this is the demo account account I can see that it's connected to OneDrive and SharePoint I can see I've got my recent options here I can search for things here I've got my different notes here I've got my notebook for demo I've got the home page got the ability to insert things I've got the draw option view option and more so again nothing really crazy going on here it's still one note what I'm going to focus on is just

Kind of giving you guys a brief overview of what the software does how it works how you should use it and then we'll move over to excel so in onenote I see a lot of people create wikis for their business here I see a lot of people create vendor lists I see a lot of people use this to store information that they need to reference um sometimes it's public sometimes the entire organization has a wiki of their vendors in here they have all their information other

Times it's private you have a secretary or you have a technical manager or you have a project manager and they just want to keep their day-to-day activity in here they have everything sorted out by different departments again this is a giant reason why you should have different organizational units set up because you can have a notebook for accounting you can have a notebook for hr you can have a notebook for technicians etc and each of those different notebooks can have its own information inside of there

And in case you ever have some turnover in your company or in case you're training somebody as a junior they can just go into this onenote file and they can look at everything they need to look at if they're a technician they don't have access to accounting if they're a salesperson they don't have access to um hr but maybe they need to have access to marketing so you can have a lot of these um synergists sharing permissions kind of go on and as the owner you

Can control someone like myself to set up those automations for you so it makes things very very easy so looking inside of my demo notes here this would be a demo notes is the uh or overarching thing here so I could have just actually changed this notebook and called it uh marketer or presentation or educator or whatever the role is and I've got my webinars here and I've got some notes that I've taken as you can see I'm a very in-depth note taker um and I'm

Able to go over to introduction to Microsoft 101 if I wanted to write out a to-do list in here I could say go live on YouTube or I can complete that and then it's done I can mark things as important if I need to okay so I can make sure to keep the cat away from the keyboard as I go live and maybe I want to draw something or maybe I want to insert a photo or a document or whatever maybe I want to do an

Audio recording save that in there maybe I want to do a transcription etc I'm able to do anything I want to do keep my data in here make sure it's searchable tag people tag topics make sure everything is accessible so again it's one note it's a note taking application uh the main thing is organizing your association making sure you've outlined how you're gonna be storing information in here or if you're going to be storing it in SharePoint depends again on how you plan on your pvd

Io and then you can use this tool and leverage it however your association thinks will be the most beneficial for it so um yeah I hope that kind of explains it onenote is one of these uh programs where I was thinking I should do a whole presentation about it because it is so complex and I've seen people build like complete mind webs and just absolutely ridiculous libraries with it and I could kind of showcase that and break that down um if you're interested in that again

Just leave a comment I can get to that I'm going to be highlighting social engineering first we're going to be doing G Suite after that and then I'll be taking anything that people leave comments on I'll be preparing presentations so we can get those done as well but I think onenote teams power automate delve Microsoft analytics those would all be tools that be very useful but I think that it's too much for a presentation like this as you can kind of see I'm already going over

Time and rambling a bit too much so try to tighten things up here looking at the version history inside of excel we'll jump over that now so if I open up Microsoft excel I can see here it's got demo so these are the things that I was working on recently inside of SharePoint and OneDrive I've got my templates up here this is very important and I've got my recommended options so I'm going to just full screen this here for everybody so I want to talk about

Templates really quickly because I see so many people and uh organizations and these kind of things and they struggle with this a lot they have a folder somewhere inside of their server and that folder has a file that they copy and then they fill out whatever they need to do inside of the copy and then they send it off to someone and they call it a day you can have templates created from those files upload them here and then just access them directly from here it

Creates a copy for you you choose where to save it inside of OneDrive if it's a project file if it's a client file whatever and they're going to be able to automatically do that you can delete all of these if I don't want these I can get rid of these templates that exist right now accidentally double click that I can get rid of those templates and I can replace them with ones that I care about so if I have a client budget if I have a

Issue if I have a tracking excel sheet if I have other templates that I need to have saved I can just keep them here double click it and it's going to open up for me automatically if I have a what is the cost of my ac what is the actual cost of labor if I'm paying somebody 50 an hour what does that actually look like in terms of taxes etc if I have an excel sheet that's just a time tracker maybe I want to keep that

So all of my employees as they get onboarded can get access to that again whatever resources the individuals inside of the organizational units inside of your association need you can create the templates here or you can have your individual department managers create them depending on how big your business is or your nonprofit is and you can have all of this stuff written out and automated and prepared for you automatically so you need to create something all you're going to do is double click on a template

It's going to come up and you're going to be able to get to work inside of that template automatically and you can do that with excel you can do that with word you can do that with powerpoint makes things much much easier so going ahead and looking at this it's still excel as everyone can see it's just as exciting as it's ever been um I can go over and click this little guy and I can insert a table I can do whatever I want to do

This little artificial intelligence guy makes things very very easy to do um you can just tell it what you want it to do and it will give you suggestions here you don't have to be an excel expert anymore obviously it's still very easy to do that uh I'm sorry not easy it's still very beneficial if you're going to be an excel expert but you can now type in keywords and it'll help you the suggestions so you can kind of get around without having to take a

One year course in excel and become a cpa and all that fun stuff um other than that really again you can make reviews I can put in comments here to see if people are editing things I'll jump over to a shared document and we'll get into how to save things but if I jump over to demo so I'm going to jump over to my laptop again here and I've got this demo unit open here so I can see here I'm going to zoom in for everybody

Again because it's a little bit big okay so I hope everyone can see that but up in the top left corner here I can see Jake van bushback is signed in and he's highlighted that now if I go down I can see he's now selecting is and if I go over again I click on test and I can see again he's highlighting tests so again makes it very interesting very easy to be able to collaborate with people so if I go over here I can right

Click and I can see I get a bunch of different options smart lookup is new so source is new a couple of new options here but nothing crazy I'm going to be able to work with someone inside of excel and operate that way I can go over here and click share and this is going to allow me to add other people I can see right next to that these are the people that are already inside of here if he's saying no no I'm inside of sheet

Six on on cell six and row column row five and column b then I'm going to be able to go over and click on go to wherever Jake is now I'm selecting a1 just like he's on if I want to send an email or if I want to open his contact card I can do that as well if I want to go over to review again as I mentioned previously I can show all the comments I can do new comments I can make notes and changes

There and it's going to allow me to look at all that stuff so yeah that's about that if I want to look at the version history so version history is another huge game changer for people I really recommend everyone do this you can click on the name up here you can see I'm clicking on last modified just now and then browse version history if I click on browse version history again I wish I could make this a little bit bigger for everybody so I do apologize

But it says current version modified by Jake van bushback and modified by demo account 1105 am 11 15 am 8 23 pm 7 25 pm so if I want to open up this 8 23 pm version it actually brings me I'm going to open up the 7 25 pm version it actually brings me a different version of the document from 7 25 pm that's read only so I can see here it says this is a test and I'm going to zoom in again for everyone this

Is not a test is the 725 version so if I wanted to I could restore this by clicking the restore button right here and it's going to replace the old version so like I mentioned earlier if you share something with someone who shouldn't be shared with they mess it up you're actually able to go ahead and click on restore and I will have to close out of the original but if I click on restore it's going to restore the information to this old version so again

Very very handy if you're working on multiple versions of a document with people it's going to make things very easy for you so the next thing we're going to move over to is going to be

PowerPoint

Powerpoint and word I'm going to just really quickly jump through these because again there's not a lot of new stuff it's the same thing you click the top you get version history you can review comments etc so I'll open up the this is mac problems I'll open up the powerpoint option here and I'll show you guys a couple of different interface things again these are consistent across all three of the applications up in the top left corner auto save I don't know how many times I've

Had uh different professionals um engineers lawyers etc uh that have been working on a document or they've been or movie movie executives as well this has happened with um they've been working on a document for seven hours and then their computer crashes and then they lose everything and then one of my employees gets murdered um so a way to prevent that and save life is making sure that auto save is turned on and that you're saving this to one drive always make sure you're saving stuff

To OneDrive you can have one drive automatically back up your desktop back up your documents folder we set that up for most folks now by default to prevent people from losing data talk to your it administrator or give us a shout if you need help getting that set up but auto save is incredibly important and you need to make sure that's turned on all the time so you don't lose data up in the top here again I can see what the application is named I can

See where it's saved or I can browse the version history choose what version I want to restore and then get to work on that copy that I've restored again same thing if I go to review I'm able to leave comments show comments etc if I want to share this document I can click share in the top right corner and it's going to let me do that so again not a whole lot of stuff to cover with powerpoint

MS Word

Word is the same thing we'll just jump in there just for the sake of consistency here I can see I've got the recent files I've worked on I've got pinned information so if I wanted to pin a document let's say this demo thing is really important I work on it every day maybe it's an accounting sheet maybe it's a time sheet maybe it's just something that I work on every day or it's a pro it's a project that I'm working on currently I can go over

Pin it by clicking the little pin button and it's going to show up over here if I want to look at files that are shared with me they would show up here if anyone shared anything with a demo account which they did not and if I want to go ahead and manage this information again I'm able to open it unpin it share it copy the path remove it from recent or delete so let's open it up and again we've got all of our templates up there

As well so really really important to make sure that you've defined the resources that your organizational units and groups need so they have the templates that they need access to so that they're going to be able to jump in and start working on your letterhead for example if you've got a letterhead template everyone in your organization should have access to a letterhead template maybe your marketers need access to marketing budget templates etc so we'll full screen this and as you can see here as we were

Working on earlier we've got the changes that we made and approved I can go over review I've got tracking changes turned on if this isn't turned on on the document you're not gonna be able to do any of this and I've got it set to reviewing and I can accept or reject changes so again if anyone has any questions about these reach out in the comments send me an email tech tips at umbrella itunes.ca and we will be able to answer any of your questions that

You have immediately so I'm going to move on so we're going to move on from create again I know we're going really brief here but I want to catch up from the time we had earlier uh over to connect so we're going to go

Connect

Through connect and then we're going to go into uh security really quickly security and backup we're going to spend five minutes it's just a couple checklists I want to make sure everybody has access to in terms of connect we're going to be looking at bookings forms planner to do Outlook and team so I'm going to spend a good chunk of time on teams probably 10 minutes maybe 15 minutes we're going to breeze through bookings forms planner to do and then we'll again breeze through Outlook because

It's very similar to word and excel and all these kind of things so

Bookings

Looking at bookings this is something that's new I know a lot of people don't use it um a lot of folks are unaware of it and I've shown it to a couple clients and it's changed their game they've been able to save a lot of money by spending money on other calendaring programs it integrates with Outlook automatically it allows them to automatically schedule appointments inside of Office 365 and give access to their customers and clients to be able to book their own appointments you don't need

To again have someone calling in you can just have this up on your website and people will be able to go ahead and automatically schedule appointments a lot of people as well have this as part of their signature and Outlook every time they send an email people are able to go ahead and click on that link it says want to book a time with me click here and see my availability they click on it it shows the person's availability they can book a half hour session

They can book an hour session they can do whatever they want to do with that representative and book their own time time slot for a time to have a teams video chat or to come into the office or whatever they need to do once people sign up they're also going to be able to get automated email confirmations which is really nice it's a good feature to have they get automatic calendar updates so if one person is trying to book an 11 30 slot and they book

It the next guy trying to get that 11 30 slot is going to be told sorry the slot was taken but this availability is also available and then we've got automatic contact creation so if someone wants to sign up and book an appointment they get automatically added to your directory and if you've got your organization set up the way that we recommend that means that anyone else inside of that person's organizational unit or group will automatically get access to that contact information as well so in

Case susan is sick or billy is sick the person in their department is going to be able to follow up with that person because they have access to their directory and people can also go ahead and cancel bookings and they can get online appointments booked if they need to as well so we will jump into bookings and take a quick look around here so as you can see here we've got the good afternoon demo account we've got the option to add our calendar and sync that

We can add a buffer time so if you want to be able to book let's say again I'll go with the na the nail salon or the lash technician or the haircut barber you're going to be able to say I can do a haircut in 45 minutes or half an hour but then I need 15 minutes to clean up and prepare for the next client that's the buffer time that I need this also integrates with facebook which is great you can customize your booking page you

Can set your business hours you can create your first booking as a test to go through the experience publish a booking website and add your different services so you can actually take payment from this site you can actually go ahead and say if you want to book this it's again caught in color is this much or just a straight men's cut is this much or if you need to come in for a consultation it's this much and anything you're booking you're gonna be able to add

That in with a predetermined price predetermined time slot and people are gonna be able to just go onto your website see a nice pretty easy to use website get to work on it and again this is included the same way that email is included one drive is included and a lot of other features are included for as little as five bucks a month so you may have to spend fifteen dollars a month per person to get access to this kind of stuff but it beats the

Hell out of paying another program hundred dollars a month per user when you have all this stuff baked in it's in one program it's all tied together the only real challenge here is sitting down and making sure that you've organized your business the way I recommended previously so that you're going to be able to automate this stuff and integrate this stuff in a way that makes sense for the lowest cost for your business so looking on the left hand side here I can see the business

That I've got so this again supports multiple businesses I create a new instance if I wanted maybe I've got a second location I can go over to calendar and it shows my calendar I can do a new booking if I want I can take time off I go over to the booking page this is the website again put this in your signature you can change the theme of what people will see I can require a Microsoft office of 365 account from my organization so again if

You had an internal SharePoint site and you're the big dog you can go ahead and put this up and then people can sign up to book a time with you and say hey I really need to talk to you um this whole cover thing that I need time off whatever um people are gonna be able to book a time with you that way you can also disable direct search ended search engine indexing so if you don't want the public to be able to see this you

Can check that box and Google will not show this website and you can also say show a personal data collection and usage consent tool so if you are someone that is doing something where you don't want you want to be able to give your clients the ability to opt out of having their data collected so that you can analyze it which is another great part of this stuff and like I was talking about we're going to look at my analytics and workspace analytics on a later

Date um you will be able to see the age demographic location etc of the people coming in here so I'm going to keep going back to hair salon because it's so easy with this um you know I'll use computer repair because that's even easier for me so if your computer repair shop and you've got a ton of people coming in from white rock you've got a ton of people coming in from the north shore I'm gonna be able to see that and I'm gonna say okay

So I've got a lot of 35 to 55 year old men in white rock and I've got a lot of 40 to 50 year old women on the north shore I'm gonna go ahead and run some facebook ads to target that demographic in those areas and also swap it around and hit those other the same demographics in different geographical locations and I'm going to be able to benefit a lot from that I'm going to look at the analytics that I get provided from the ad company

That I use reference the information that's coming in from bookings and again you're going to be able to really optimize the way your business runs and focus on improving the efficiency of your business which will inherently increase the um profitability of it and allow you to scale more looking at staff here again I can add different staff in I can add different services in I can add different information in so you can hear my phone number if anyone wants to give us a call and then

I've got different customers that I can add in as well and again I can import customers I can add them in here I can set up a flow automate uh sorry they call power automate now where I can automatically have any customer added in there automatically gets added to a directory inside of dynamics so you have a database that gets added to or I could have it get added to a delegated contact list instead of Outlook so our sales people know to follow up with them

Etc makes things very very easy so in summation Microsoft bookings very great program if you're a computer repair shop if you're an appointment based business you should be using this tool uh in my opinion so the next thing that

Forms

We're going to jump over to is Microsoft forms so this is huge for charitable organizations for ngos um this is big for any sort of event company um any anyone who wants to gather large amounts of information from the public and then leverage that information and use the analytics that you gather to be able to run more efficiently looking at this I can see we've got a data collection tool we've got the ability to create forms quizzes or surveys so again teachers may be able to

Benefit from this as well maybe you're doing a health and safety exam for your staff and everyone needs to be up to date on whmis then you can create a whmis test distribute it to your technicians distribute it to your office staff make sure everyone understands the little skull and crossbones mean pose means poison and make sure that people are going to be up to date with this you can review who's filtered what who's answered what how long it took them to answer it and you're

Going to be able to do internal safety you're going to be able to do external charitable events sign ups um lots and lots of possibilities with this so we'll jump over to forms that is bookings and looking at forms here I can see again very simple a lot of these programs very intuitive very easy to use so I really recommend people uh spend a little bit of time playing around with this stuff later on I've got the shared with me tab and I've got grouped forms

So I can go to the demo form that I created and I can see here this is a demo form to create collect data and question number one do I have an Android or an iphone and people are going to be able to go ahead and click on these what kind of phone do you have and they can write out an answer how dependent are you on a smartphone they can go one to five what date does your phone contract expire and they can input a

Date and time and please rank the following phones your preference and they can click and drag the phones around and please upload a file and they can upload a file there if I want to click on add new here you can see I've got most of the options already set up and outlined but I'm going to zoom in here a little bit because again I'm concerned about the uh resolution so if I click the little plus button down there I can go choice text rating date

Ranking likert file upload net promoter score and section so let's say I want to add a multiple choice thing in here I can say how likely are you to answer this question and then it gives me suggested options at all very likely some unlikely neither likely someone unlikely very like a lot all of them and now we've got this new question here so if I go over to the theme I can choose what theme I want to have for this test I can go over to

Preview and if I got sent this link and it was from my boss and they said you need to go through this safety quiz or if it was from somebody saying thank you for signing up for our charitable event how likely you to donate what can we do to make the event better blah blah blah you can do a lot of surveys and stuff like that with this program I can go ahead and say I have an Android or an iphone I have both so I'll

Say Android what kind of phone do I have I can throw that in how dependent am I like probably five um I don't know when it expires I'll just choose a date I prefer the Android iphone actually nokia is the best last three weeks you can use it as a hammer as well please upload a file I can choose a file that I want to upload and it'll let me do that and I am very unlikely to answer this question and I can submit it so

I can now see that the response was submitted in the settings I can set it up so that people are only able to submit one response per person they have to sign into an email account you're best off to just leave it open in my opinion if you set up barriers to entry for people they're not really going to answer too many things I can also see up here computer and mobile so if I go over to mobile I can see here this is what it'll

Look like for people answering on their smartphone so again very intuitive very easy make sure it's user friendly looks good so if we go back I can now see there's been one response to this form so it takes the average person 48 seconds to to complete this quick survey which is good you don't want anything that's taking more than five minutes I can see here I can delete the responses I can print the summary I can view the results individually and then I can look down

Here and see what the summation is now what I really like about this is I can go here and click open in excel you can see just downloaded something called demo form now look at this this is absolutely fantastic if you combine this with the new artificial intelligence inside of this you are able to basically operate the same way that facebook and amazon are again you're not going to be a big data person overnight but you will there we go okay but you will be able

To look at a tremendous amount of information like let's say that you were trying to figure out what the average donation was or you were trying to figure out where people lived et cetera um this is going to tell you the average age this is going to tell you anything that you asked questions about you're going to be able to see what the most common responses are imagine if this was a survey following up on a charitable event and people were saying what do they want

To see next or what did they like most about the event um you're going to be able to see a ton of information and just look at it all and say okay 100 responses um we need to focus on these 20 of services at the next charitable event it's very important to do that so yeah again I think that a lot of these tools um the most beneficial part of them is being able to figure out what that 20 percent of the 20 of the services

You offer bringing 80 percent of your profit etc so if you can figure out what that 20 is what that most valuable segment of your business is you're really going to be able to benefit from it and these tools really really help with that so being able to export a survey form with one click like that into excel really is beneficial so I hope people end up using this tool I hope they like Microsoft forms if you guys have any questions about it please let me

Know so just about finished up here we're going to jump into planner we're going to jump into to do and then we're going to zip through Outlook zip through teams and then we're pretty much finished up so I'm going to jump over to planner right

Planner

Now this is one of my all-time favorite applications I absolutely love this I could not run my business without this program um it is fantastic so there is a smartphone app for it there's not a windows desktop app there's not a mac app however it does integrate with teams which I'll show you later so you are able to access this through the web or through teams on your computer so what we're going to do is take the usual tour so over on the left hand side

We've got some action items new plan planner hub my tasks favorites demo project different things that I've been working on I can see recent plans and I can see all plans so I'll go ahead and click on demo project and I see a couple of things here so on the left hand side I've got one bucket called to do I can create a new bucket called webinars and I can see up in the top right here who has access to this plan I can filter things

Out however I want I can group it by bucket and I can go ahead and create tasks or manage existing tasks so let's say that I wanted to favorite this project so that it shows up all the time and let's say I wanted to create a task underneath webinars I could say go live on YouTube and I'm going to be able to set a due date of today I'm going to assign this to me and I'm going to add this task so now that I've created

This task I can go in here I can see the start date is today the due date is today I can put a note and say make sure to keep the that away from the keyboard and I can show that on the card so that would be this little task thing over here on the left hand side a little preview and I can add checklists so I can say open obs and I can say check av on YouTube live I can add an attachment if I

Wanted to and I could say remind andrew to follow up on item x whatever I need to do and I can send this out so you can see this is pretty comprehensive I can also choose if this is in progress or started so it's completed I've already gone live on YouTube I could also just say not started it's a pretty important thing to do so I can go ahead and say I opened obs I checked audio video on YouTube live I hope it's working uh then

I can click on go live on YouTube and it's done so you can see now I've got my completed tasks down here I can review it now imagine this in terms of collaboration right I would assign this to a staff member they would go through the project I can go in and see things as they're being done they're checking things off on the checklist they're leaving notes for me they're marking things down they're assigning tasks to other people maybe they've color-coded things it makes things much

Much easier to follow up on so again main benefit of this is being able to organize a lot of projects at once and being able to follow up on them and keeping staff accountable so if I want to go look at the charts view now this is another really good way if you're a manager you can see what status has been completed what buckets people are working in the priority of these things if I want to look at a schedule view I can see the demo

Task is due tomorrow and I can see that I have completed a couple things so again very very intuitive project planning app um doesn't need a lot you don't need 20 hours of training like some of these other programs like Microsoft projects etc it's a very easy way to outline tasks and make sure that your business is staying organized and if you have small projects or things you need to take care of this is a very easy way to do them as a group so yeah

I hope people find this application beneficial so again if you have any questions about this please leave a comment below or send us an email

ToDo

I'm going to jump over now to Microsoft to do which is a task managing software so task oh you know what I will also open planner one more time so again we've assigned tasks there so looking at Microsoft to do there's the web version which is fine and there's also the application so it's a smartphone app works on your mac works on your pc works on everything so I can see here underneath my day this is uh where I can say okay today I got I

Checked all my emails I saw my action items I need to make sure that I go live on YouTube today you guys can see I'm not very creative live um and I need to keep the cat away from the keyboard so I did not do this I failed this task so I can remind myself later today actually you know what I will remind myself next week and that means that next week before I go live this will pop up and it'll tell me to keep the

Cat away from the keyboard and I can repeat this weekly because we're going to be doing weekly webinars moving forward so if I need to add a file in here I can do that if I need to add a step to this I can do that uh and that's that's essentially it I can also add notes if I want to look at things that are important these would be tasks that I've noted for myself to be important if I go over to plan these are things

That I've scheduled out so if I have any tasks that I've assigned to myself that are on a schedule they'll show up underneath planned and then underneath assigned to you this is very cool this integrates with planner so people are using planner and they're assigning tasks to me just like I did earlier over here and I'll assign this to demo now that will it might take a second to sync but it will show up inside of here so if people are working inside a planner and

I'm just focusing on myself right now what I need to do in my day those planner tasks will actually show up here it's very handy and now I can see a total summation of my tasks I can see a demo list that I've created if I need to add a task I can type it out here comes up and just like before we have the option to add all these different sections I can create new lists so if I wanted to have again what I like

To do is create different groups for the organizational units that I have so I would have maybe an hr task list and I can write that out and give them what they need to do and I can create new groups with this button here so yeah things are very very intuitive it's very easy to use let's say I needed to share this hr task list I can invite people via email messages airdrop whatever I want to do um again very very easy to be able to

Share my task list with other people that I'm accountable to or people that I'm collaborating with so yeah big big improvement here from Microsoft and I love having this app on my phone makes it very easy to stay organized make sure I'm on top of all the action items that I have for the day and I'm gonna be able to get things done so yeah I think that basically covers to do um it integrates with planner you can create public or private lists and you can

Assign things based on schedules or locations so very very handy next thing that we're going to focus on really quickly

Outlook

Is Outlook so again not a lot of stuff to change here it's still Outlook um still can manage your contacts you can still manage your calendars you can still manage everything you need to with it so that noise is in my nightmares I hear it every day you can go over to calendar you can go over to contacts you can go ahead and share contacts with people if you need to you can look at your task lists again synchronizes with to do which is just fantastic

And I can go over to notes and this would sync with my onenote if I wanted so looking at one looking at Outlook in the top top task bar here we can see new new email new appointment group contact task note folder whenever I want to create no if I want to have an action item those are all here if I want to schedule a meeting if I want to reply to all reply to someone forward stuff do attachments turn the background darker light move things

Around junk stuff categorize things follow up on emails um it's still Outlook as I mentioned um it does have integrations now where I can send things to onenote if I want to keep things organized I can have a focused inbox or do not have a focused inbox I recommend everybody going to organize and turn off the focused inbox if it's on for you I don't need a computer sorting out my email for me and saying this isn't important um I had that set up by default

And left it for a little while and they got me yelled at a couple times so that is now gone uh you can have a conversation view if you'd like folder permissions etc again it's still Outlook nothing crazy going on with it if we take a quick look at the calendar because this is Office 365 I'm going to be able to go to sharing permissions and share this again with groups organizational units or individuals so very important you have all this stuff set up because if

You are somebody who's going to be sharing calendars and and having things like that even if it's just a vacation calendar or a public calendar with your staff it's really important that people are going to be able to hop into that calendar and see that everyone is going to this location on friday at 3 p.m for a barbecue or whatever it is that's going on people need to be able to see that stuff so it's really important to make sure that you don't have to worry

About hiring someone and then assigning them a calendar and signing them a file folder and signing them a planner list and assigning them a to-do list assigning them all these things individually if you just add them to your sales folder they're going to automatically get access to all of the calendars to-do lists planners everything we've reviewed today automatically you don't need to do anything all you need to do is set it up one time and add people to different groups and your job is done makes

It very easy so that's it with calendars contacts is the same thing so if I go into my contacts here I can see steve french cool cat I can go ahead and right click I can forward it as a v card or I can actually share this list I can delegate my contact list so if I had a group or a different contact list I can delegate that so again if you're a ceo you have an office manager they need access to your calendar you're gonna

Be able to do all that and then you've got your tasks which syncs with to do you can operate in here you can share things you can do whatever you need to do again it's very very much Outlook still so um yeah we'll go ahead and hop off of that and we will jump on to teams so

Teams

Teams is something again I'm gonna do a brief overview of it today um it's something that I should do a deeper dive on because it it really is like a very um robust application they've done a lot of stuff with it it's a communication and collaboration hub it allows for audio and video chat you can set up different chat rooms you can set up different team channels you can have file sharing and storing happening inside of it you can have shift scheduling you have a shift

Calendar inside of it you can have a full-on calendar inside of it you can have websites inside of it you can integrate like hundreds of different applications with it um so I'd really like to know people's feedback um and what what what they'd like to see with with teams so we have one client already that's going to be sending us a list really shortly um that's going to be related to automation so when they hire a new staff member they want them to be able to

Automatically receive all of their onboarding documentation they want to have them do a quick safety checkup do it do a quick safety quiz um they want them to get a notification saying here's all your access to all these resources that you need access to here's your team partners here's the people you need to get in touch with in order to do your job etc so we're going to be doing a little bit of a demo on that but if you have something that you'd like us

To highlight please let me know looking over here you can see I'm in the chat window here I wish I could make this a little bit bigger but on the top we've got activity with the ability to go from feed to my activity so activity is basically where your notifications are going to come in if people are calling you it's going to go there people are liking your comments they're going to go there etc if I go over to chat I can see here these are

People that I have a chat with so I've got my chat got a hello here I can do a reaction I can save the message edit the message mark it as unread share it to Outlook go into immersive reader mode if I want to have a different viewing I can do a video conference I can do a phone call I can do a screen share so if I click on video this is something that I always like to show people I'll go ahead and answer this

On my [Music] laptop so I can go ahead and allow video so I'm right here but what I really like about this is a goofy thing you can go over to more actions and you can click on any one of these things so what I really like is show background effects so what I'm going to do is that on my laptop I'm going to go here show background effects and I'm going to go blurry so this is nice if you're in an environment where you don't

Want people to see stuff you're able to do this if you wanted to have the beach behind you and pretend that we're not in the middle of a zombie apocalypse I'm now in mexico and if you wanted to be invisible you can also become invisible so um very handy being able to do that but it is nice honestly for the sake of privacy um if you wanted to just blur your background out it makes things a lot easier for people and again being able to share

Stuff like this is really nice I can also go over to chat and it'll show the chat between us that's happening if I want to go over to share my screen you can see here I have the option to do screen number two so to share teams share my presentation screens share my live streaming my demo anything I want to share with people it's gonna be able to do that I can transfer this call I can hold it I can consult with someone and then transfer

The call I can do keypads I can record the call which is really valuable and I can turn off incoming video and show my device settings there's a lot of options inside of teams so when you're doing video chats again I do recommend going over to more actions doing a background effect just for privacy sake so something worth considering I'm gonna go ahead and hang up on this person so if I go over here now I'm still in this chat with Jake so if I go

Over to files this is going to show all the files that we've shared with each other and it's going to allow me to share other files via OneDrive SharePoint whatever if I go over to organization this is going to show me all of the information about Jake inside of our organization so if I have a contact card if I have any sort of of a major overarching information now my organization is a small organization we have less than 10 people so I don't have our organization

Stuff set up yet as I mentioned previously you want to go through and prioritize what's important and as you're migrating over you want to do it in segments I don't feel like I need to write out every one of my employees organizational information until I hit 10 employees so I'm not doing that for now if I go over to activity this is going to show any activity that Jake has been doing that I have access to again as a manager very beneficial now here's my favorite

Part going able to add a tab so this is stuff between Jake and I that I'm going to be able to share let's say I want to share a website I'm going to be able to go over here and call this umbrella website I'm going to be able to go type in our website post a chat about this tab save it and now my website loads inside of my teams chat which is great if I want to go in here and add another application maybe I

Want to do power automate maybe I want to share pdfs maybe I want to do stream which is like a video presentation kind of thing it's where all your shared teams videos go again it's another app we can get into later 99 of people don't use it um if you have evernote it'll sync with evernote uh powerapps gen server Dropbox so many applications sync with this so you can do all that stuff you can see here I click on more apps and we've got rike we've

Got up wave planner so we'll do planner for now I'm gonna go ahead and click open there's so many you can do bots tons of applications I really recommend you spend a little bit of wine or beer time just going through those apps and seeing what you think would be beneficial but as I mentioned previously that planner does not have a desktop app now it does I can just click on the planner tab inside of teams and I've got access to my planner stuff which is

Again so handy being able to just go in here and access stuff inside a planner and get to work right inside of teams a lot of people think teams is just for sending in some messages and gifs and this kind of stuff but it does a lot of other things so again highly recommend people go in here and do this if you click down here as well these little three dots you can also add in a shift calendar which is crazy um so you can have

People add in their own schedule so again this is for the teams channel that I've created um I've already shown you guys the chat option here where you're able to add in different applications to the different chat that you're having with someone this is just a direct one to one or maybe you have a group one to one thing going on it's not very formal what you want to do if you're organizing this stuff again this is where the organizational stuff comes in I'm going to

Keep referencing that you would have a teams channel for sales that only sales has access to which is why mine doesn't show up here you would have a technician's channel which only shows up for them and inside of those technicians channel this is what's really cool is you're able to add different things so for example if I wanted to have a deliveries option I can go ahead and add that and it's going to go ahead and create a channel for me and now underneath demo teams

Channel we have a delivery section so again if you have a marketing one you can have different chats for them so maybe marketing underneath marketing you have social media and then you have traditional media you have events and all these other things maybe under hr you have public outings and public events that you and the team are going to go do so being able to go in here and open up deliveries and saying hey person so I'll do hey Jake your parcel just arrived I can

Send that off I'm going to get a notification on my other devices inside of this channel and I'm going to be able to respond to that um but again assigning different organizational units to different channels and then creating different sub channels for those staff to be able to communicate under huge benefit for a lot of people so highly recommend doing that so again chat quick off off the cuff communications quick video call quick chat whatever you're doing teams channels a lot more focused a lot more

Organized I would recommend creating different channels creating different sub channels adding in the different resources and the different applications those sub channels need and you're going to notice a huge increase in productivity that way also looking at the calendar you can see again your Outlook calendar syncs with this your Microsoft to do syncs with this your planner syncs with this so if you're going in here and you're looking at the different notifications that you have set up you're going to have all of these things come

Up again which is fantastic and you don't have to jump between Outlook and you don't have to go open planner you don't have to go open to do you can just work inside of teams and access everything you need to access including Microsoft word and Microsoft excel so again this is the one program I think that has the potential it's Microsoft so they're probably going to screw it up but it has the potential to be the number one most used application in offices across Canada and

America so I'm very excited about the potential of this um right now it's very intuitive it's very simple I recommend everybody check it out it has the potential to become a bloated mess it's still Microsoft so we'll see how they do but for the time being um I think it's really important that people start using this application because sharing information is very simple staying organized is very simple and staying in contact with your team and being able to access the tools that you need when you

Need them is very very easy to do I think that's about it I'll show you guys the command bar really quickly if you do command period this will bring up so the command key or the windows key on a mac and period brings up all the shortcuts you can do so again personally I have a couple of these that I like like starting a video call et cetera some people might be constantly doing video calls that we can just do shift u it's a lot of

Different options so command period or windows key period and you're going to be able to see all the different shortcuts that you can do inside of teams alternatively as well if I click on the command or search bar at the top I can just hit the forward slash and I now get the access to all these different commands that I can do so if I want to say I'm available I can click on available and it'll change my status if I want to say I'm away

All of a sudden now my status is away and no one's going to be able to call me I can say brb busy call chat do not disturb etc um so again really cool being able to just hit that one little key and get access to all these different commands it's not overwhelming it's there you just have to have the muscle memory to use it um a lot of other applications are starting to get bloated as they grow in time so um I think that's it

For now with teams uh down at the bottom bar you can draw stuff you can do proper formatted messages so if I want to say um so I said hello I need you to take a look at these action items and through colon I can add in bullet points and I can say action item one uh keep the cat away from the keyboard action item two is gonna be go live on YouTube I can then send that off to Jake and he'll get that if I

Wanted to bold items I could do that if I wanted to highlight items I can do that tons of options if you want to do an urgent message so this is something that's going to remind people every two minutes for 20 minutes um I'm not going to send that because we'll get dinged a lot but if I send that um every two minutes Jake is going to get a notification about these messages um so if you do need someone's attention very urgently maybe there's a billing

Problem maybe someone's having a health emergency um you can you can send this I recommend you don't use this option unless you absolutely need to you can also mark it as important which just means it's going to be a little bit louder nothing crazy you can attach items you can send smiley faces and emojis you can use gifs and um yeah you can add calendar events add stream you can praise people so if you wanted to give people a job well done you can do that

That's about it again it is a very very easy to use program with a lot of potential um we will be doing a more in-depth dive into teams at a later date um and again I want to make sure that we're covering things that people care about so um as I mentioned previously the next session is going to be about social engineering session after that it's going to be about G Suite and I have a bunch of other items lined up but I am very interested

In getting people's feedback and knowing what it is that they would like to get information on um I'm more than happy to do a 15-minute session on one application I'm also happy to ramble for nearly two hours so um again whatever people prefer I'm happy to do it please leave a comment below send us an email at tech tips at umbrellaitservices.ca we can get to work for you guys and create content that's going to be beneficial for everybody um I do like to do this stuff

In person quite a bit more there's a lot more engagement um but again given the situation in the zombie apocalypse that's going on I think this is the way things are going to be for the near to long-term future so I'd much rather get this information out to people um so again if there's anything you would like to know about please let me know

Security Threats

Final part here in the last five minutes of it if you made it this far thank you very much I appreciate it hopefully you found it valuable I'm just gonna really quickly now go over four different threats that that pertain specifically to cloud services and then I'm gonna show you a quick checklist very good checklist on how to protect your infrastructure and then I'm going to show you guys what to look at for backups because we already went over how to prepare for when you move

Over to Office 365. now I want to show you what to do while you're operating inside of it again ppdio the prepare plan deliver implement operate and optimize it's very important to never forget about the optimize doesn't matter how good your system is how good you think it is 20 of it's carrying 80 of its weight always focus on improving that other 20 and making sure that 80 is being reduced

Security Breaches

So in terms of security threats for your business the main things to be concerned about are security breaches there are hundreds of basements of 14 year old ukrainian kids with laptops with skulls on them targeting businesses all the time 57 percent of businesses that were attacked last year faced the average ransomware of a hundred and thirteen thousand dollars and then I think it was 60 something percent of them I have a whole presentation we're going to go over next week 60 something percent of them thought

They were too small to be targeted doesn't matter if you're a two-person shop with 10 employees or if you're a 150 person company these are robots and these are automated programs digging in looking for exploits in your system and alerting hackers that they found in and then a hacker will get into your system they will cause damage to your data they will cause data loss they will cause fraud they will cause liability issues as I mentioned previously if you're a mortgage broker and you're sharing things

With your clients via email and one of your guys accidentally gives out his password to somebody and causes a security breach because he thought it was the it guy or he thought he won a million dollars because he was the 500th visitor to a website or if he clicked on an email that he got from someone else that he just responded to and it looked like it was legitimate but in reality that person had been hacked now all of a sudden you've got a multi-million dollar

Lawsuit potentially on your hands because that employee just gave away all of the emails inside of your institution to a malicious hacker who is now ransoming your information and giving out your clients personal information online or worse perpetuating fraud in their behalf so security breaches are very common ninety one percent of these breaches happen through social engineering and that's where people hackers hack people instead of hacking systems so very important to be aware that you are not causing a security breach you're not leaving your laptop

Out unlocked you're not going ahead and and sharing information with people that shouldn't have it that kind of stuff um that's what a security breach is someone get someone compromising the confidentiality the integrity the availability or the accountability of your data you need to make sure that those four things remain intact in order to call your data secure that's confidentiality integrity accessibility and accountability those four things are very very

Denial of Service

Important a denial of service this is something that could happen in case someone is targeting your business trying to make sure that you can't reach Microsoft so that's why I'm talking about backups in a minute here because it's important to make sure that you're not building your house on Microsoft's lawn if you're going to use these tools that's fantastic but you really need to have an off-site backup and we're going to talk about backups in a second but you need to have an off-site backup where

In case Microsoft gets taken out or someone breaks the connection between you and Microsoft or your internet goes down or anything like that happens where you can't access these services you can just go okay gotta work gotta work old school I a break on my laptop and work on the files that are saved on there or I've got to go ahead and restore from our backup and follow the backup response plan that we recommended to have earlier and then you're going to be able to get

Back to work in an expedited fashion until this service comes back up now Microsoft has an over 99 uptime so I don't see that happening but it is still uh quite possible that that would happen

Data Loss

Next thing I want to talk about is data loss so again someone could come into your organization and accidentally delete things happens all the time where I get panic calls from people and they say oh my god we just lost our entire accounting folder we're getting an audit what the hell is going to happen to us how screwed are we please help us and I just go into the babysitting tab and I say oh no person x moved it into this folder here it is and

I restore it um very easy to do that so you want to make sure the data loss is something you're accounting for as well

Non-secure Applications

And non-secure applications so I see a ton of people who are constantly downloading different applications and adding things onto their phone and they're giving these programs access to their files so a good example is in Google in G Suite there's an application that you can add to Gmail to make it look a little different like you can do different themes you can change the reading pane around and you can add different conditional formatting to it and that program was hacked recently and I'm not going to

Throw anybody on the bus but that program was hacked recently in like 600 000 Gmail accounts all the emails they've been receiving over the last three years were distributed to these hackers so if you don't need to give other developers access to your data do you really need to have your calendar event icon show up as little cat heads like I don't think that's necessary and it's not worth the risk of giving your data out to these hackers so make sure that you're you're being aware

When you're sharing information online make sure that you're got a backup plan in case you get hit by a denial of service make sure that you've got redundancy in place in case you get hit with data loss and make sure you're not giving all these random applications access to your data

Security Checklist

Here is our security checklist that everyone please feel free to take a screenshot of this right now everyone should be following this security checklist to secure your organization if you have an I.t company or you have an individual I t guy or you have an in-house it company um and they are not providing the over if they're not providing these services or more they need to have a good reason for why they're not providing these services to you otherwise you are not secure

Devices

If you don't have critical event alerting so what that would mean is susie's hard drive is failing your I t department should be messaging you saying hey we got smart disk failures on your laptop it's going to go put in about two to three weeks uh we need to do a hard drive swap very important to have that or maybe someone just downloaded one of those add-ons that I talked about they need to be able to go to you and say hey so-and-so is downloading pokemon

On their laptop that's not appropriate for work we need to make sure this is dealt with and then you can have a one-to-one with that employee and make sure they understand the the um accessible use on their personal device or on their work devices talking about install installing anti-malware software it's very important to make sure that you're using proper antivirus and anti-malware especially nowadays macs are more likely to catch viruses than pcs macs are more likely to catch viruses than pcs if you have a mac

And you don't use antivirus it's time to get one because again more viruses nowadays target max it's unfortunate but what's the way things are you need to utilize full disk encryption if your laptop gets stolen or your desktop your office gets broken into and your desktop gets stolen I can get probably 95 of people's computers that that work with us our clients either accept this so don't accept this we don't do it but I can get access to your laptop take out four screws pull a

Hard drive out put it into a linux computer and get access to all of your files it doesn't matter if you've got a password on it it doesn't matter what you've done unless you've you're using full disk encryption so with windows they've got their own built-in solution with mac they have file vault now so those do resolve this issue most of the time but I recommend using a free program called veracrypt you can Google v-e-r-a-c-r-y-p-t um if you're interested in that you're one of our clients

Let us know we can apply to your machine but most likely it's already been discussed with your administrative team it's either been rolled out or it has not been rolled out for specific reasons um but you need to make sure that you're doing that especially if you have laptops on the go you don't want to have somebody forget a laptop somewhere and then have all of this information get uh get into trouble you can kind of get away without having utilizing full disc encryption if you

Have a mobile device management system put in place so what that means is that through Microsoft 365 I can set up mobile device management which means that if you have a lawyer that goes and and breaks off from the firm and tries to do his own thing or her own thing or if you have um a staff member threatened to use your own ip against you or if you just lose a device whatever it doesn't have to have drama involved with it you can just click

A button on Microsoft 365 as an administrator and we can remotely wipe the device um and you can also track to see what devices are being used you can set certain permissions and stuff like this on the different devices so maybe I want the contractor who has my laptop to not be able to download things as I mentioned earlier I can set all that up through mobile device management event and audit logging is also very important I want to make sure that as things are going

On the machines I talked about it earlier confidentiality integrity accessibility and accountability a lot of people don't think about accountability when they're talking about security accountability means that when you have your data get compromised you need to be able to look back at that event and say how did this happen if a house burns down firefighters don't just show up and go okay fire anyways um we put it out no one died I don't really care how this happened we'll see you guys later they dig

Through the rubble and they're like oh here's an oily rag here's here's a here's a whatever they find out what caused the fire there was maybe a bad plug or something and then they say this is what happened this is what you can do to fix it in the future you need to have event and audit logging on your devices to make sure that when things happen you know what user it came from what device it started on and what the source of the uh liability

Was otherwise it's just going to repeat itself

Networks

Underneath networks it's very important to make sure again critical event alerting you want to make sure that you're using cloud managed infrastructure if you can what that means is that there's a central control panel somewhere controlling your network if a piece of hardware dies you can just swap in a new one connect it to the cloud infrastructure and it'll automatically sync it's kind of similar to OneDrive it's just an actual layer of security updates are done automatically this kind of stuff makes things much much more

Secure um you want to have a hardware firewall on your business again there's absolutely no reason to not have a hardware firewall doesn't matter if you're a five-person business one-person business or a hundred-person business you can get a unify security gateway and they are I think like 189 bucks or 250 bucks and you can plug it in have all your network traffic run through that and you're going to be using a secure network you can also go to cisco and pay them seventy five thousand dollars

And pay them for two to three year licenses that cost twelve thousand dollars each to get a firewall set up so I recommend going to unifi way if you're a small business and if you're an enterprise you have to go to cisco way and be more secure again it's a balance of cost and security so make sure you have a hardware firewall if you're a small business or a non-profit again unify or if you go with shaw smart security or telus smart security they have different

Options for you with this as well but you need to have a public wi-fi set up that is completely segregated and isolated from the rest of your network you don't want to have one wi-fi network that you give out to guests and you give out to the wife and you go to the husband and you have all these people that have access to it and then some guy sitting in your parking lot that came in there one time to get a glass of water and got

Your wi-fi password somehow because it was written down on the secretary's desk you want to make sure that he can't sit in your parking lot and get access to your internal file server or get access to your computer I did a demo of this uh when I went to the western conference for the bc firefighters this year and I did a quick network scan and we ended up looking at 400 something different computers that were all on the same wi-fi network at the hotel and I

Was actually able to get into a couple of these machines because they didn't have proper passwords on them so again very very important to make sure that you're using a secure network and that you've secured your device next thing I want to talk about is warranty and support this is for networks and devices make sure that you're giving lenovo 29 for three years so that if you spill coffee on your machine the guy shows up within 24 hours he swaps it out for you it's worth

It

Online Accounts

Um in terms of online accounts this is what we talked about earlier make sure you have an offsite backup of all your data so in case you have an account that gets deleted or files go missing anything like that your stuff is backed up off site critical event alerting if someone's changing passwords if accounts are getting deleted you should know what's going on as the business owner or as an individual employee that's responsible for this stuff again you outline your organization determine who's responsible for it

Then that person will get critical event alerts all of a sudden 15 people in your organization just change their password probably something funky is going on so it's good to get notifications about that stuff you also need to make sure you have multi-factor authentication set up in case someone is able to get your password somehow and they try to log into your account it's very important to have that application on your smartphone or tablet at home where it has that extra six digit code then people

Aren't going to be able to get in and access your account I talked about that when I was on ctv a couple months ago um a lot of people don't know that there are free applications like Microsoft authenticator Google authenticator authy many many other programs you sign into your account once you sign in on the device you're connected you don't need that code if you sign in on a new device you need your password as well as that that six digit code so very important to

Have that second layer of security there are so many computers out there nowadays that are able to brute force passwords it's very important to make sure that you're using multi-factor authentication

Users

And finally I want to make sure that everyone is helping their staff with data management policies they're helping their staff with security awareness policies and they're helping with staff with social engineering training so as I mentioned we're going to be doing some social engineering training next week again feel free to tune in if you like the stream you can skip through it when it's over you can come watch it live it's gonna be much shorter next week um this one kind of got away from me

But um we'll keep the next stream down to an hour and you'll be able to review that as you see fit and maybe share it with your staff if you think it's beneficial um and same thing with security awareness people need to be aware of

Backup & Disaster Recovery Checklist

What's going on final thing I want to talk about and then we are done and we'll do the q a if anyone does have any questions um backup and disaster recovery checklist backups everyone knows what a backup is you're backing up your data you're replicating it you're putting it somewhere disaster recovery and business continuity are two new phrases that a lot of it people are now starting to use disaster recovery means that you are able to recover from disaster so if again I spill coffee on

Your laptop you're going to be able to immediately recover from that disaster by going into your server and recovering the latest clone of the laptop and putting it onto a new machine that way you're not down for 40 hours while you wait for your it guy to go to best buy then he has to set up the computer and then he forgot the thing and then he needed to add your email signature all these other little things happen um this way he just goes okay here's

The clone I've got the security response the backup response protocol set up I'm gonna go ahead and take this back up restore it to this machine and it's been an hour and a half because I still have to go to the store but all I had to do was restore it here you go that this disaster recovery stuff works for online accounts it works for workstations it works for laptops it works for servers works for a ton of stuff so really important to make sure you

Have a disaster recovery checklist in place so when you're considering a backup and disaster recovery checklist these are the things you need to look at

Data Storage

Data storage what is the amount of critical data that you are backing up what is the amount of non-critical data that you're backing up how frequently do you care about backups what is your data retention policy what is the location of your backups are you a financial advisor if you're a financial advisor you need to keep your stuff in Canada if you're a lawyer you cannot be using Google for your backups you can't be using these cheap options you are actually breaking the law you are

Violating your clients privacy and your employees privacy if you're keeping their data in america um so what you need to do is consider data storage how much critical data do you have two gigabytes two terabytes 200 terabytes you got to figure that out you also need to figure out how much non-critical data you have that way if your it provider comes to you and he says look we can give you a backup but in order to back up this critical data where we can restore you

Within five minutes that's going to be 100 bucks a month for every terabyte or 100 terabytes we have to store let's say it's six dollars a terabyte and you can say okay we've got two terabytes of critical information that I need access to all the time if that goes down I'm gonna lose twelve thousand dollars an hour because my 75 person uh business is going to grind to a halt keep that data in the and the readily accessible stuff for six dollars a terabyte a month

Okay cool the non-critical data we've got 100 terabytes of video and stuff like that that I don't need to access and if the server explodes then we can go ahead and restore that stuff I don't care if it takes a week we'll pay 0.01 cents for that terabyte of data because it's going to be it's gonna take a week to get back instead of five minutes so if you can identify that you're gonna reduce costs a lot frequency of backups means are you paying people to

Back things up every day is it five times a day is it once a week what's the frequency of your backups are you going to be upset if you tell someone I need my document from three months ago at 2 12 p.m that was deleted and they go sorry we do once a month backups that's our retention policy your backup's gone we don't have that document is is it worth it for you to pay that extra bit of money to get a more frequent backup with

A longer retention policy setup

Method of Backup

The other thing you need to consider is the method of backups so are you doing an on-site backup because that's not going to be very helpful if you have a break-in or a fat or a fire or if you have an earthquake or if you have somebody come in and hack all of your systems and everything is physically plugged in together you're not going to be able to rely on that backup I've seen that more in a few times if you use an off-site solution again

Where is it being stored is it in Canada is it outside of Canada are you storing it in a place like amazon or Google where they're going to be going through your data or you're using something where it's more secure are you doing file backups are you going to just need access to your Dropbox when things go down or you need or do you need to have a full system backup like I mentioned earlier do you want to just have your Dropbox stuff backed up and

You gotta wait two hours for someone to set up your computer or do you wanna have a full system backup which is gonna cost a little bit more but they're gonna be able to restore your stuff in five or ten minutes again you have to figure out what is your downtime tolerance and that's going to be able to help you answer a lot of these questions again feel free to take a screenshot of this and you're going to be able to review this with your I.t

Providers and make sure that you have a solution that fits your business

Policies

And then policies three two one policy the three two one policy means you have to have your data in all times at three different locations if it's not in three different locations your data doesn't exist that's the best way to look at it if you don't have your data in three different places you don't have your data if two pla so of those three places two of them need to be independent of each other so either it's on your computer and it's on Microsoft but if

There's a one drive sync there that's not independent so you also need to have backblaze or you need to have jungle disk or something like that set up and then one means one of those instances needs to be archived and away from what you're doing so again maybe a jungle disk instance spins up it takes your data it backs it up in a completely separate location once a week that way if your OneDrive and computers get hit by ransomware and you just lost everything you have

That off-site backup that's a cold archive that you're gonna go okay we lost two days of work instead of the last 25 years of my life we're gonna be okay so it's important to have the three to one policy you also need to assign responsibility whether that's to a contracted it provider like us or an internal staff member or an internal I.t provider or an internal I.t department because whenever things go wrong and I see this all the time people go like that I go okay

The ceo's computer just got shot he was having a drink he spilled his coffee on it it's fried uh where's the backup and people go oh I don't know I haven't checked on the backups in three months and then you refer to your org chart you say but you're responsible for this because it's a lot more difficult for people to go uh it's actually their fault when you've assigned responsibility very clearly to people so make sure you're responding assigning responsibility determine unique threats to your industry

So again your financial advisor you're going to have different threats than if you're a law firm you're going to have different threats and if you're a computer repair shop or a nail salon also identify critical data and resources what do you need to back up do you need to have the 16 year old computer that's been handed down to you since you bought the business 10 years ago backed up or is that thing going to keep running fine and it's going to keep opening internet explorer

And running spotify for your gym you know I mean you don't need to back those up but you do need to back up the ceo's laptop which has all of his information and appointments on it you need to specify your backup solution as I mentioned previously and schedule recovery from backup so again whoever's responsible for your backups they need to be logging in and going oh okay it's wednesday again it's the third wednesday of the month let me do a test recovery of these backups because

If you're not testing the recovery of your backups you don't have backups if you haven't tested a backup you don't have a backup um and then finally regularly review the procedures for recovery your staff it's the same thing if you're doing a fire drill and the building catches on fire and no one has done a fire drill since like four years ago people don't know how it works it doesn't help you so it's important to regularly review your recovery procedure to make sure that it stays

Fresh in people's minds so that's about it um again I do apologize for going a little bit over time and rambling a little bit I'm going to try to keep the next webinar a little tighter I'm going to review this to see if we had any technical difficulties during this session please let me know in the comments down here or the live chat if we are having any issues um or if people have any questions um I'm just going to quickly hop in here and see

If I am missing anything I can see matthew said thank you for the presentation thank you very much matthew it was my pleasure I hope everyone found it valuable again if you do have any questions or concerns please let me know and I will hop on in there and take a look um and just send me an email as well if you guys have any questions in the future I'll give it a minute or so here before I call it and again thank you very much

The eight folks that stuck around again I'm sure it was a little bit longer than expected okay cool looks like we do not have any questions so again I'd like to thank everybody for tuning in um I will be updating this description with different timestamps so you can just click through um instead of having to listen to me ramble for two and a half hours to see what's going on um and that's about it so again thank everyone I'd like to thank everyone very much for

Tuning in um next week's session is already in the description so um if you want to sign up for that and get a reminder you can subscribe uh and hit the little bell notification for uh future reminders and um yeah I hope you found it valuable please let me know via email or via the comment section if you'd like to see anything explained in more depth or if there's anything that was not good you can give me some critical feedback as well and I'm very much

Excited to begin doing these webinars and I hope I can improve and provide real value to you guys in the future so thank you very very much for your time and I hope everybody have a great weekend and stay safe and healthy during this ongoing zombie apocalypse thank you very much have a great day everybody