Introducing convenient ways to use Microsoft 365 Apps for business [For users]

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Skype. However, very interesting alternatives have emerged to the well-known Microsoft 365 Apps for business is a service that allows you to use Office with a subscription contract.

Even if the contract form changes, the functions of Office apps such as Word and Excel will remain the same as the perpetual license version.

However, did you know that by subscribing to Office with Microsoft 365, you can not only use individual apps, but also use new ways of using data, such as data linkage using the cloud?

What is Microsoft 365 Apps for business

Microsoft 365 Apps for business is a plan for users who mainly use Office desktop apps.

It includes desktop apps for Word, Excel, PowerPoint, Outlook, OneDrive, Access, and Publisher, and can be installed and used on multiple devices.

Office2021 was up to 2 PCs, but Microsoft 365 Apps for business has greatly expanded the number of simultaneous use and compatible devices.

If you sign in with your own account, you can create the same work environment from any device, so it is ideal for those who use different computers for work and telework, or for those who want to work on their smartphones while traveling.

Installable number Up to 5 PCs, tablets, and smartphones each
Number of devices that can be used simultaneously (sign-in) Up to 5 of your installed devices

Another feature of Microsoft 365 Apps for business is that it does not include tools other than Office apps.

Familiar apps make it easy to use even if you are new to subscription contracts, and there is no confusion at the time of introduction.

Convenient usage of Microsoft 365 Apps for business (1) OneDrive

Microsoft 365 Apps for business plans come with OneDrive for business cloud storage.

By launching the OneDrive app and synchronizing files, you will be able to access the data from other devices, so you can take out the data that was previously saved on the desktop of your computer.

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You can also share files and folders with other users for collaborative work.

Sign in to the OneDrive app

  1. Launch the OneDrive app.
  2. Enter your email address and sign in.
  3. Set the OneDrive save destination. Click Next if the default folder is fine.
  4. Configure folder backup. There are three folders that can be backed up: “Documents”, “Desktop” and “Pictures”.
  5. Click Next to proceed to the end and OneDrive setup is complete.

Back up local files

There was a step to set the folder backup during the initial setup, but if you forgot to set it or want to change the setting later, you can change it at any time by following the steps below.

  1. Launch the OneDrive app.
  2. Click Zoom webinar window smaller, other options will move to [ Details ]. There are also new Settings (gear icon) > Settings.
  3. Select the Sync & Backup menu.
  4. Click Manage Backups.
  5. Turn on the switch of the folder you want to back up among “Documents”, “Desktop” and “Pictures” and click “Save Changes”.

share files

This is the procedure for sharing files and folders stored in your OneDrive with other members.

share by email

If you want to share only with specific people, send the link by email.

  1. Right-click the file or folder you want to share in the OneDrive app and select “Share”.
  2. Select access (view or edit) under Send Link.
  3. Enter the email address you want to share with.
  4. Click Submit.

Users can access the file/folder by clicking the link in the email.

Copy link and share

If you want to share with multiple people such as team members, it is convenient to copy the link and paste it in a chat.

Anyone within your organization who has the link will be able to access it, so be careful with your information.

  1. Right-click the file or folder you want to share in the OneDrive app and select “Share”.
  2. Select access (view or edit) under Copy Link.
  3. Click “Copy” to copy the URL and paste it to share.
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Add shared folders to your OneDrive

If you frequently access folders shared by others, you can add shortcuts to your OneDrive.

  1. Open the shared link.
  2. Click “Add a shortcut to [My Files]” to add a shortcut to the folder in your OneDrive area.

Convenient usage of Microsoft 365 Apps for business (2) Outlook

Outlook is widely used as the standard email software for Windows PCs, but it is also an excellent application as a scheduler and address book for business.

If you use Microsoft Exchange as your mail server, you can refer to information such as schedules and continuous work destinations registered in Outlook on your smartphone from outside, and you can also share it with members in your organization.

Registration and sharing of contacts

Contacts registered in Outlook can be called up from the address book even when composing emails on a smartphone or tablet.

You can also share your registered contacts with other members.

Register contact

  1. Click the contact‘s icon in the Outlook desktop app.
  2. Click New Contact in the New group on the Home tab.
  3. Enter the required information and click “Save and Close”.

share contacts

  1. Select the contact folder you want to share.
  2. Click Share Contacts in the Share group on the Home tab.
  3. Set the email address of the sharing destination in “To”.
  4. Set the access rights (whether to allow adding, editing, and deleting contacts) for the users to share with.
  5. Edit the subject and body and click “Send”.

When you perform the above operation, an invitation email will be sent to the shared user.

Contacts will be shared when the other person receives the invitation and clicks “Open this contact folder”.

Appointment management

Outlook calendars can also be viewed on multiple devices and shared with others.

Add an appointment to your calendar

  1. Click the calendar icon in the Outlook desktop app.
  2. Double-click the time slot you want to schedule on the calendar.
  3. The appointment registration window opens. Set “Title”, “Start/End Time”, “Location”, etc., and click “Save and Close”.

share an appointment

  1. Check the calendars you want to share.
  2. On the Home tab, in the Manage Calendar group, click Share Calendar > Calendar.
  3. The Permissions tab shows who you’re currently sharing with. Click Add to start a new share.
  4. Add the email addresses you want to share with and click OK.
  5. Check permissions (view or edit) and click OK.
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The calendar will be shared once the people you share with accept the invitation email.

Use of web applications

When you don’t have a device with Outlook installed or use a shared computer, you can check your emails and schedules with the web version of Outlook.

  1. Open Office.com (https://www.office.com/) on your computer or smartphone browser and sign in.
  2. Click Outlook from the icon list on the left.

Applications such as Word and Excel can also be used on a web browser.

With Teams, you can use it even more

With Microsoft 365 Apps for business, the main usage is to use different apps for different purposes.

However, if you add Microsoft Teams to these apps, you can also use them to work together.

For example, you can use Microsoft 365 apps and Teams in this way.

  • Browse team site files in Teams group chat
  • Connect your Teams meeting schedule to your Outlook calendar
  • Manage shared tasks on Teams

Plans recommended for using Teams

Microsoft 365 Apps for business does not include Teams, so if you want to use Teams, you need to sign up for it alone or select a Microsoft 365 plan that includes Teams.

If you want to use Office apps and Teams, it is recommended to select the higher plan “Microsoft 365 Business Standard” than adding Teams to Microsoft 365 Apps for business.

If you contract with Teams alone, the monthly fee is 500 yen per user.

Microsoft 365 Business Standard, on the other hand, costs Apps for business plus a monthly charge of 530 yen (in the case of an annual contract).

Not only Teams, but also “SharePoint Online (file sharing)” and “Exchange Online (email service)” can be used, so it’s a great deal.

In addition, customers who have already subscribed to Microsoft 365 Apps for business may be able to upgrade their plan or purchase a new one, so please consult with the store where you purchased it.