Data entry can be a real drag for salespeople. The time they spend on administrative tasks is time away from customer interactions. But that data is vital.
It’s important to capture customer orders, quotes, needs, and more. Lead and sales reporting help sales managers know where to direct their attention. Analytics also help drive more efficient ways of closing the deal.
Microsoft has taken up the mantle of this challenge. It is about to launch a new digital experience for sales teams. Microsoft Viva Sales is part of the “Viva” line of applications. These include things like Viva Insights for improved staff wellbeing. As well as Viva Learning for staff development.
The Viva apps natively integrate with MS Teams and the Microsoft 365 ecosystem. They include automation designed to eliminate boring tasks and enable more work engagement.
Viva Sales is a “CRM helper” application. We’ll go through some of the most asked questions about the app, its features, and when you can get it.
What Is Microsoft Viva Sales?
Viva Sales is an application that will provide sales and lead insights. These insights populate throughout Office 365 and Microsoft Teams. The focus of the app is to cut unnecessary manual entry to give sellers more time to sell.
How Does Viva Sales Work? Is It a CRM?
Viva Sales is NOT going to replace your normal CRM platform. Instead, it connects to your CRM and other sales-related apps. It leverages the data from these connections. This makes it easier for salespeople to get the prospect data they need to enable their work.
Salespeople spend approximately 34% of their time on administrative tasks.
Viva Sales Basics
Some of the core advantages of Viva Sales are:
Eliminate Forms: Data entry for sales professionals is greatly reduced. This frees them up for more customer relationship building.
Powerful Data Leveraging: Viva Sales connects to several platforms. This includes non-Microsoft programs and CRMs. The integration allows salespeople to cross-reference data points and gain valuable insights.
AI-Driven Help: Salespeople will get prompts that are AI-driven. These suggestions and reminders help them along in the sales process with a lead.
Interconnected Interface
Microsoft Viva Sales provides sales-specific insights throughout the various M365 applications. Salespeople natively see important customer details, wherever they are. Including in their Outlook Calendar or when in their Microsoft or non-Microsoft CRM.
Tagging is also known as using someone’s “@name” to get their attention. Tagging is a popular software integration used throughout many cloud-based apps. It’s also used within Microsoft 365.
Salespeople can use the familiar tagging function. They can use it to capture data from another M365 application for a prospect or customer. This includes adding someone to a list of customers by using a tag for their Viva Sales name. The system will capture the contextual information on the lead or customer.
Collaborate
Viva Sales makes it easier than ever to collaborate with your team on a sales prospect or customer. You don’t have to chase down information to copy/paste into a message. Use that tagging function to populate lead information from Viva Sales in seconds.
You can also easily edit or open a lead/customer record. No need to look for and open another app. The process gets you where you need to go in as few clicks as possible.
Call Summaries & Integrated Data
One thing that customers and salespeople hate is a lack of understanding. For example, when a salesperson doesn’t know about a recent customer interaction.
This can happen when company communication systems store data from different sources separately. Such as phone call messages being in one place and a customer’s website chat session being in another.
Viva Sales brings all that customer engagement data together into a single view. This allows the salesperson to see call summaries and capture call action items.
Download & Customize
Salespeople that prefer an Excel view of their contact list can get this from Viva Sales. Download lead and customer lists. Customize the application per the organization’s needs.
When Will Viva Sales Be Available?
Microsoft has announced that Viva Sales will be “coming in Q4 2022.” There is no exact date for the launch yet, but you can be sure that we will keep an eye on this!
In the meantime, you can watch a video explaining the application on Microsoft’s site here.
Take Advantage of Microsoft Viva Automation
Microsoft built the Viva suite of digital experience apps for productivity. These apps help employees find information faster, feel more connected, and work more productively.
Now is the perfect time to explore those that have already launched and get ready for Viva Sales.
Contact us today for a free consultation to improve your team’s digital experience.
Microsoft 365 is the most popular of all major office productivity software. It has 48.8% of the global market share, just edging out Google’s apps, by a couple of percentage points.
It’s used by individuals, small & mid-sized businesses, and larger enterprise organizations. It does everything a modern office needs. Including from word processing and spreadsheet work to cloud storage and video conferencing.
Because Microsoft 365 is such a vast platform, with over 20 apps in total, it can be easy to miss helpful features. People tend to stick with what’s familiar. But this often causes them to miss out on time and money-saving bonuses in M365, beyond the core apps.
Some of the many apps you get, depending on your subscription plan, include:
Excel
Word
Powerpoint
Outlook
To Do
OneDrive
Teams
Forms
Defender
SharePoint
Yammer
Lists
Access
Bookings
Intune
Planner
Visio
And more
Want to get more value from your subscription? We’ll go through some of the most helpful apps and features in Microsoft 365 that you may now know about.
Get More Out of M365 With These Tips
1. Skip the Menu Bar by Using Search to Find Functions
We’ve all been there at one time or another. You know there is a way to do something in an app, but you can’t find it in the menu. For example, trying to change your margins in Microsoft Word to give you more space on the page.
You can stop wasting time clicking through one tab after another, and instead, use the search box at the top. It’s not just for searching for help topics. You can use a search to quickly jump to settings like margins, page orientation, and many more.
2. Leverage the Free Stock Images, Icons & Videos
Most businesses need to have nice-looking images from time to time. They’re used on websites, brochures, and presentations. But finding good business images can be expensive.
You can’t just do a Google search to find them because they may be copyrighted. You need to have images that you can use commercially without any problems.
Inside Word, Excel, and PowerPoint you have a treasure trove of images. These are free to use in your marketing. You also have videos, icons, and even 3D models, all there for the picking.
Find them by going to Insert > Pictures > Stock Images
Use the tab at the top to tab between the different media. Then, click to insert it directly into your document, spreadsheet, or presentation.
3. Save Time by Using Data Types in Excel
Researching things like the population of a city or the nutrition value of a new menu can take days. Did you know that inside Excel you have access to several databases?
You can leverage facts and figures stored inside Excel’s “data types.” They include topics on everything from chemistry to yoga poses. Use data types to populate tons of data in seconds for various topics.
Start by adding your list (e.g., a list of menu items)
Highlight your list.
Then, click the Data tab.
In the Data Types window, choose the type of data it is (e.g., Food, Plant, etc.).
Next, click the small database icon that appears at the top of the list.
Choose the type of data you want.
The details will populate into the next open column on the right for each list item.
4. Save Time on Customer Surveys with Microsoft Forms
Microsoft Forms is one of the best-kept secrets of M365. This cloud-based survey and form builder makes it simple to send out surveys to people. You get the results back as soon as they click “submit” on the cloud-based form.
You can even download the results directly to Excel. Using them for graphing or uploading them into a software template.
5. Use PPT’s Presenter Coach to Improve Your Skills
Do you worry when it comes time to give a presentation to clients or your own team? Not everyone feels comfortable about public speaking, even if it’s virtual.
PowerPoint can help with a handy AI-powered feature called Presenter Coach. Turn this coach on when practicing your presentation. It will give you tips on your pacing, use of filler words (e.g., umm), repetitive language, and much more!
Look for the “Rehearse with Coach” option on the Slide Show menu.
6. Save Recurring Email Text in Outlook’s Quick Parts
Do you have certain emails you send to customers that have the same paragraphs of text in them? For example, it might be directions to your building or how to contact support.
Stop retyping the same info every time. Outlook has a feature called Quick Parts that saves and then inserts blocks of text into emails.
Create a Quick Part by highlighting the text to save in an email.
On the Insert Menu, click Quick Parts.
Save Quick Part.
When ready to insert that text into another email, just use the same menu. Then click to insert the Quick Part.
7. Create a Keyboard Shortcut to Paste as Unformatted Text
Keyboard shortcuts are great for saving time. But there’s not always one there when you need it. One handy keyboard shortcut to add for MS Word is to paste as text only. This method removes any formatting that copied text might have had so your document isn’t messed up.
Here’s how to make a keyboard shortcut for this:
In Word, click File> Options.
Click Customize Ribbon.
At the bottom of the panel, next to Keyboard shortcuts, click Customize.
Scroll in the left pane to All Commands.
Look for “PasteTextOnly”
Type your keyboard command, then click Assign.
Need Help Optimizing Microsoft 365?
Microsoft 365 has many security-enhancing, time-saving, and dollar-saving features. Learn how else we can help by scheduling a consultation today.
When you hear about Microsoft adding security apps to M365, it’s often the business versions. But the pandemic has changed the way that we see the workplace. It’s now a hybrid world. One made up of several connected “mini-offices” located in employee homes.
The outsourcing market has also contributed to the change in company networks. Freelancers are often contracted to work the same hours as employees. This means less overhead and taxes to pay. Approximately 68% of large consumer products companies outsource a part of their workforce.
What we’re getting at is that the need for home devices and network security has never been greater. Company data is now at the mercy of employee devices, situated in homes across the globe.
55% of employees use their own devices and software to work from home.
Microsoft has been at the forefront of this huge shift in the work environment. Its latest release is another example of how it has positioned its products to address new needs.
The latest security offering by Microsoft is not for business plans. It’s for Personal and Family users of Microsoft 365. The company announced Microsoft Defender for Individuals on June 16, 2022. This is a brand-new digital home security tool.
The Basics of Microsoft Defender for Individuals
Microsoft Defender is a new app that Microsoft 365 subscribers can download. Anyone with a Personal or Family plan can access it for no extra cost.
According to Microsoft, there was a main driver for offering Microsoft Defender. It was to protect the digital life of small businesses and families. Small companies will often use consumer Microsoft 365 plans. This is because they are less expensive than the business plans.
This app brings many digital protections together into one dashboard. These include the following.
Online Security Visibility
Most families have several devices connected to their network. This includes computers, tablets, and smartphones. It can be hard to know which are vulnerable before a hacked device infects the others.
Microsoft Defender gives you visibility into the security status of your devices. It does this in a single place. So, you could see if that new phone of Sally’s has antivirus enabled. You can also easily add or remove devices.
Device Safeguards
The app includes extra protections from online threats. These are in the form of help from antivirus and anti-phishing protection.
You can use it to continually scan devices for threats, both new and existing. You also gain control of scanning customization. For example, you can note certain apps as safe and tell Microsoft Defender what to scan.
Real-Time Alerts & Recommendations
Hackers use automation and AI to unleash their attacks and help them spread. This means that it’s often a race against the clock to stop a breach from getting worse.
To react fast, you need to know something is wrong. Microsoft Defender helps you by giving you real-time alerts. These also come with recommended actions. So, you not only know something is wrong, but you also know what to do about it.
What Else Should You Know?
Here are a few other important things you should know about using Microsoft Defender for Individuals.
Where Can You Download It?
You can download Microsoft Defender for Individuals from Microsoft here. You need to have a Microsoft 365 subscription to either the Personal or Family plan.
What Devices Can Use It?
You can use Defender to secure and monitor the following devices:
Windows: Windows 10 version 19041.0 and higher
Mac: Intel Macs from Catalina 10.15 and higher, and Apple silicon-based devices from 11.2.3 and up
iPhone: iOS 13.0 or later
Android: Android OS 6.0 or later
How Many Devices Can You Add?
Microsoft Defender allows you to watch the security of many of your home or work devices. The M365 plan you have will dictate how many.
If you have Microsoft 365 Personal plan, you can receive protection on up to 5 devices at the same time.
If you have Microsoft 365 Family plan, you can receive protection on up to 30 devices at the same time. (5 devices per person, 6 people total)
What Are the Key Differences Between the Personal & Family Plans?
Both plans can access the many different Office and other Microsoft applications. The main difference is how many people and devices can use the Microsoft 365 services.
Microsoft 365 Personal: $69.99 US/year, 1 person, 5 devices
Microsoft 365 Family: $99.99 US/year, 6 people, 5 devices per person
So, if you want to sign up even 2 people, you’re saving quite a bit with the Family plan. Even more, if you have six people total using the service.
What’s the Difference Between Microsoft Security on Windows & Microsoft Defender?
Most Windows users are already familiar with the Microsoft Security app. It comes pre-installed on Windows. Microsoft Defender differs from this app in several ways.
Microsoft Defender:
Is not pre-installed on Windows. You must download it.
It’s a cross-device application used on many different devices
It includes features for online security
It includes alerts and security tips
Learn More About Defender & Microsoft 365 Today
Are you looking to get more from your Microsoft 365 subscription? We can help! Reach out today to schedule a technology consultation with our M365 experts.
After being the main entry to the internet in the late 1990s and early 2000s, Internet Explorer (IE) is gone. As of June 15, 2022, Microsoft dropped the web browser from support.
IE ushered in the age of connection to the world in 1995 and held a majority of the browser market share for many years. But the release of newer technologies like Google Chrome made it less relevant.
In 2014, Internet Explorer still held about 59% of the global market share, with Chrome at 21%. But just two years later, IE lost its top spot to Chrome and trailed behind another newcomer, Safari.
In 2015, the writing was already on the wall when Microsoft released a new browser, Edge. With Edge destined to take IE’s place as the official browser installed on Windows systems.
It’s inevitable, the longer technology is driving work and home life, that we’re going to lose some of our favorites. Adobe Flash Player is another technology that used to be widely used and is now gone.
So, now that IE has reached its end of life (EOL), what happens next?
Microsoft Will Redirect Users to IE Mode in Edge
According to Microsoft, now that IE is officially out of support it will redirect users. Over the next few months, a new experience will happen. Those opening this outdated browser will instead land in Microsoft Edge with IE mode.
To ease the transition away from Internet Explorer, Microsoft added IE Mode to Edge. This mode makes it possible for organizations to still use legacy sites that may have worked best in IE. It uses the Trident MSHTML engine from IE11 to do this.
When in IE mode, you’ll still see the Internet Explorer icon on your device. But if you open it, you’ll actually be in Microsoft Edge.
Microsoft Will Be Removing Internet Explorer Icons in the Future
Microsoft isn’t yet getting rid of the IE icons that appear in places like the taskbar and Start menu on Windows. But it will in a future update. Users can expect to see those removed at some point.
Edge Will Import Browser Data from IE
What about your favorites, saved passwords, and other settings that you have in IE? Microsoft Edge will import these from Internet Explorer for you, so they’re not lost. This will include things like your browsing history and other data stored in the browser. You’ll then be able to access these in the Microsoft Edge’s settings area.
With IE Retired, What Do You Need to Do Now?
Uninstall the Browser
It’s risky to keep older technology that is no longer supported on your system. Cybercriminals love to exploit older tools that are not receiving any security updates. This leaves an open invitation to breach your network. Manufacturers are never going to address these because they retired the software.
Outdated technology costs enterprises approximately 47% more when they suffer a data breach. As compared to those with updated tools.
You should transition your stored information to Microsoft Edge (or another trusted browser). Then uninstall IE from your device or devices.
Ensure Employees Know How to Use IE Mode in Edge
A scenario that businesses want to avoid is what happened to many organizations in Japan. Several government and corporate users weren’t prepared for the retirement of IE.
It was reported that IT and engineering departments received many calls for help. This was due to unpreparedness for the browser’s demise. Although it came with warnings, it was a shock to many that used legacy sites that need IE to work. This included the customers of government agencies, financial institutions, and other organizations.
This left them scrambling to try to figure out what to do at the last minute. They still needed access to employee attendance management, and other online tools.
Of course, with IE mode in Edge, this transition didn’t need to be so chaotic. But without communication or training, more than 20% of affected users hadn’t figured out what to do.
Make sure you communicate with your team what to do. Companies can automate IE mode for their users so that it launches automatically.
Train Employees on Microsoft Edge Features
Microsoft Edge has a lot of benefits over IE and other browsers. It’s faster and more responsive than Internet Explorer. It also has comprehensive security controls (including password breach monitoring). And has unique features such as “collections.”
But with all new tools, if you want employees to use them proficiently, they need to have a chance to learn them. Take the time to transition right, and have your employees trained on Edge.
Need Help Upgrading Your Digital Tools?
You don’t have to panic when a technology you use retires. We can help you upgrade well ahead of any deadlines. Reach out today to schedule a technology consultation.
Productivity can be challenging to track, no matter where employees are working. How do you know they’re using their tools as effectively as possible? How can you enable them to adopt best practices?
These are questions that managers often ask themselves. If they’re looking at the wrong things, it can get in the way of empowering their team. For example, you can’t grade productivity simply by “clock in/clock out” times.
In today’s hybrid and mobile offices, the value and work product an employee brings is a better gauge. But you also must look at what may be getting in the way of great employees doing great work.
Technology tools can slow down dedicated workers if they’re not familiar with them. Employees may be doing things the way they always have been, and not realize there is a better way. A faster way.
But productivity can be a tricky area to address. You don’t want to invade a remote employee’s privacy by tracking their every keystroke. Nor would that likely help with positive forward motion.
What’s the answer?
If your company uses Microsoft 365 then you have a tool you can use to find nuggets of productivity gold. This tool is Microsoft Productivity Score.
What Does Microsoft Productivity Score Do?
Microsoft Productivity Score looks at some core areas of your employees’ workflow. It also looks at them in aggregate. Because it’s looking at your team as a whole, you avoid issues with employees feeling personally spied on.
The tool gives you helpful insights that you can share with your staff. These insights help to boost their performance. It also includes hardware-related information. You can use this to see if your company tools are holding people back.
MS Productivity Score looks at the following areas.
People Experiences
This category looks at how people work. Are they using best practices for collaboration or are they doing things the hard way? Do meetings go on forever? Are employees still emailing attachments instead of using shared cloud storage links?
One example of an insight from this category is as follows. Each employee can save an average of 100 minutes per week by collaborating with online files. Productivity Score can show you where your team stands in this metric, and many others.
Saving 100 minutes per week is equal to approximately 86.6 hours per year. That’s over 2 full workweeks!
Technology experiences look at the health and performance of your devices. Do you have hardware and software on endpoints that are causing issues? Is it slowing your team down? Are there network connectivity problems? Are apps updated as they should be?
This category will look at the technology that your team works with and let you know of any risk areas. When technology is not functioning well or isn’t secure, it can slow your business down.
You’ll find these three subcategories in the technology experiences area:
Endpoint analytics (You need Intune for these)
Network connectivity
Microsoft 365 apps health
Special Reports
Besides the people and technology experiences, there is more. Microsoft Productivity Score has a special reports area. It provides details on business continuity.
This report can show you how employee collaboration and other activities are changing. It looks at these as your company goes through transitions. Such as when you transition to remote working or back to in-office work. This report tells you how these changes impact your team’s productivity.
How Productivity Score Helps Your Company
Automatic Metrics Tracking
Microsoft Productivity Score tracks your team’s use of Microsoft 365 applications automatically. It then will provide you with helpful information on how staff use their digital tools.
These metrics give you a good picture of whether employees are using best practices. Often, they simply need guidance to learn a more efficient way of doing something.
Insights to Understand the Data
The tool provides you with helpful insights to understand the data. You won’t only get the metrics; you’ll get the context. This allows you to educate yourself. Then you can educate your employees on things that improve workflow and save time.
For example, getting a response quickly to a question saves time. But you may not realize that using @mentions can help achieve that. Productivity Score will tell you how many people use @mentions in team communications. And also, how much this increases the response rate.
Recommended Actions to Take
The third piece of guidance you gain is what to do about the information. Productivity Score will give you actionable recommendations to improve a metric. This helps you to improve productivity.
The combination of the metric, insight, and recommendation make this a comprehensive tool.
Would You Like to Get Started with Microsoft Productivity Score?
We can help you get your organization started with this great tool. And provide solutions to increase company productivity. Give us a call and let’s chat!
