Many small to medium sized New Zealand business are seeing the advantages of migrating to Microsoft 365. Microsoft offers a cloud-based service that includes Exchange Online, Office Web Apps, SharePoint, and Skype for Business. Migrating to Microsoft 365 for business to the cloud can take careful planning. However it can offer a number of benefits while increasing accessibility for workers.

This blog post covers some of the benefits your business can expect from a migration to Microsoft 365. It also answers the question of why someone would move from the standalone desktop version to the cloud-based platform.

All of your important files can be saved to the cloud with OneDrive.

OneDrive is a cloud-based storage destination for all your important work files. Businesses can provide their users with storage space to save their files automatically without disrupting their work. OneDrive can be set up with Windows 10 to automatically make a copy of the documents on a users machine and back them up. This means staff can access their documents on a tablet or phone on the go if they need to. It also means if their computer breaks or is damaged all of their important files are not lost.

Microsoft 365 for business – Web based office applications.

Your staff don’t need to have downloaded Office to have the ability to edit their files on the go. Staff can modify their Word documents. Also access and play their slideshows and modify their spreadsheets on any device at any time with a subscription to Microsoft 365. This can be useful when staff receive emails on tablets or phones with business attachments that need to be modified and sent on quickly, cutting out the need for computer access.

Businesses moving to cloud computing with a Microsoft 365 package can also expect increased flexibility in the workplace.

Always have the most up to date versions of Microsoft Office Programs.

When you use Microsoft 365, your Office applications automatically update to the latest available version. This makes sure that your programs are not out of date and vulnerable to potential security issues. This can offer greater security especially around your emails with Outlook constantly updating. Furthermore it will minimise your vulnerability to malicious email content.

Microsoft 365 for business Synchronises your calendar with your emails.

When you use Exchange online through Microsoft 365, your calendar items in outlook will be synchronised to your email address. This can be especially useful in viewing your appointments and meetings on your phone. Also on multiple computers. A feature of the Outlook calendar is creating appointments. These appointments are automatically are added to your calendar. Then your calendars can be shared with your employees which helps businesses plan meetings, flights and everything else without having to ask when a staff member is next available.

Microsoft 365 for business allows for greater productivity and collaboration

Last but not least, migrating to Microsoft 365 helps employees collaborate. This gives them new ways to access information and work together on projects. With everything accessible in one place from the cloud, your entire organisation can have instant access to email, calendars, and all office applications.  You’ll also benefit from OneDrive for sharing files and working on projects together, and Skype for Business when you need to talk with clients overseas or remote workers.

Geeks on Wheels, being a mobile business in many aspects, knows the value of access to information from anywhere while providing expert computer help. Our team can help with any email issues including Outlook help, and assistance on migrating your business to the cloud. Contact Geeks on Wheels to learn more about Microsoft 365 in your business today, We can help you set up email, calendars and other productivity tools to best optimise your business.

The popularity of cloud based storage has grown quickly in recent years thanks to user friendly applications like Dropbox, Apple iCloud, Google Drive, and New Zealand success story Xero.

Cloud based services are on the rise, and many businesses are starting to replace traditional data and file storage methods with cloud based solutions. It’s predicted that by 2017 nearly two thirds of all work will be conducted in the cloud.

What is the cloud?

Basically the cloud is a place to store information and data (documents, photos, videos) in a way that’s going to be easily accessible from a variety of locations (home, work, overseas) and devices (mobile, tablet, computer). The cloud isn’t in one geographic location, rather it’s multiple buildings across the world that house massive computers to store all the information you have saved. You can access your files via a network, and there are a range of security measures protecting your files depending on the service you’ve used to save them to the cloud.

Why you should consider cloud computing

Traditionally we’ve always saved documents direct to the hard drive of our computer. When that computer dies or repair isn’t an option, we’re left without our precious photos and documents. This is why a physical backup is an essential part of keeping your files safe.

A cloud based backup solution is a great secondary option for storage, and it protects you from burglary. As long as you have an Internet connection, you are going to be able to access your files from anywhere.

The cloud is great for collaborative work, whether it’s planning a presentation or updating training materials, all the members of your team can access the same documents from different computers because the information is synchronised across all those computers you’ve shared the file with. This mobility is also true for accessing your files across a range of devices and update them all simultaneously.

Kiwis are already using the cloud

If you use Spotify, Facebook, Twitter, Skype, Linkedin, or pretty much any other social network then you’re already using the cloud. These services store most of their information on a cloud server, giving them easy storage space.

Recommended cloud services for Kiwi homes and businesses

There are many cloud based services that can help you manage your home or business life.  Kiwi families are connecting with each other all over the world using cloud based services like Skype, Viber, and Facetime.

Many small businesses use the cloud to pay their staff – a Wellington business owner could be travelling through Europe and approve a pay run with a few taps of their smartphone.

Plus, many of these cloud services are free! Free doesn’t always mean low quality or unsecured either.

Dropbox

Dropbox is a free service that lets you easily share documents across devices. You can synchronise your private Dropbox across your home computer, work computer, smartphone, and tablet devices; meaning you can access your most up to date files and photos on the go. Dropbox is great for when you’re working from more than one location and don’t want to worry about saving things to multiple USBs or emailing things to yourself so you don’t lose the most up to date version. It’s also great for working on documents with other people. You can choose to share a specific file or folder with another person by emailing them a shared access link, whilst keeping all your other documents private. Dropbox is also great for data recovery because it lets you view files you’ve deleted from your Dropbox. If you’ve accidentally deleted something or want to see an earlier version of a file, Dropbox lets you do it.

Apple iCloud

If you have an iPhone, iPod, iPad, or any other Apple device, chances are you have an Apple ID. You need an Apple ID to download apps to your device, and to download music from the iTunes Store. Synchronising your devices to have the same music, for example, can often be confusing and using the iCloud to synchronise your devices is usually the easiest way to do this.

By using the iCloud you can also enable applications like Find My iPhone, which can help you track and find a lost iPhone, iPad, or other Apple device.

Spotify

Spotify is a music streaming service that has both a free user plan and a premium paid user plan. Once you’ve made a user account you can sign in to that account across multiple devices. After you’ve saved a playlist to your account you can then see it on all your devices, meaning you don’t have to create it more than once. With the premium account you can save playlists to your device so that they work offline, and save you from spending your valuable mobile data. One of the best things about Spotify is that you can add music from your home computer or laptop to your Spotify library and take it everywhere you go.

Do I need to use the cloud?

Not if you don’t want to. There is plenty of desktop photo storage software out there, and you can go back to listening to music on your radio – but it is getting increasingly harder to avoid interacting with the cloud.

If you’re not so keen on using a cloud based email client (e.g. Gmail or Hotmail) and prefer to use a traditional desktop email provider (e.g. Microsoft Outlook or Apple Mail) then Geeks On Wheels can help you set it up, and avoid you using the cloud altogether.

If you’re worried about not having enough storage for all your photos or documents then we can help you set up and install portable or external storage to store your memories or important documents. Using an encrypted USB drive is just one way to do this.

Geeks on Wheels: using the cloud to make your life easier

Cloud based solutions and applications have some great benefits and our experts can show you how to make the most of this technology. Whether it’s setting up a cloud-based backup, setting up a synchronising service (like Dropbox or Apple iCloud), or showing you how to improve productivity through a collaborative work application. In 2015 a wireless, online based storage solution really is easier than ever.

Keen to learn about how cloud computing could help you or your home business? Then let’s talk! Geeks On Wheels have been shifting Kiwis’ computer usage to the cloud since cloud computing was a thing!