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How OneNote Can Streamline Team Collaboration (And Four Tips to Make the Most of This Program)

OneNote is a digital note-taking tool that comes with plenty of benefits for users. But what you may not have realized yet is how powerful this app can be for enhancing team collaboration. 

Note-taking.

This is an essential part of day-to-day operations for many business owners, managers, and teams. After all, people can’t rely on their memory alone to recall everything that gets talked about each day. Especially when it concerns important matters.

When it comes to note-taking, traditional methods such as pen and paper are effective but take too long. But modern-day businesses need something that allows them to work faster. That’s why they opt for digital solutions like OneNote.

OneNote is a productivity tool that leverages cloud and Microsoft technologies to make information capturing, storage, and sharing a breeze.

Think of OneNote as a hub for all notes that allows you to organize them in many ways. It even allows pinning multimedia documents next to simple text.

So, if you’re looking for a robust digital note-taking tool, OneNote may be the solution for you.

Keep reading to discover the numerous ways in which this tool can be helpful for you and your business.

Why Should You Rely on OneNote?
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OneNote is not just a powerful tool for note-taking. It’s also a useful tool that allows you to perform various functions for easy information processing.

Some of its main benefits include:

BENEFIT #1. PROMOTING REAL-TIME COLLABORATION

OneNote is part of Microsoft’s fully-cloud based Office 365 suite. This means OneNote users can share files with other team members or clients in real-time. Multiple people can view and edit their notes simultaneously, allowing for a seamless collaboration anytime.

A great thing about real-time editing is that you can track all changes to the file. You can even restore the previous version of a document in case of an accident.

Businesses that run in multiple locations can benefit from this feature as well. It’s because people located across the country can work on the same project without affecting team collaboration.

Simply put, there’s no need to trade emails and waste time waiting for responses – managers can have an easy time collaborating with their team instantly without ever leaving the office.

BENEFIT #2. SECURING SENSITIVE INFORMATION

Doing business online and sharing sensitive data comes with security risks. This is especially true for notebook software. Fortunately, OneNote comes with a set of security features that protect your data from being exposed to third parties.

For example, you can lock specific sections with passwords while having all your information secured with 3DES encryption at all times. And if your password-protected documents remain inactive for a long time, the software will automatically lock them to prevent data leaks.

BENEFIT #3. INTEGRATION WITH OTHER SOFTWARE

Like other Office 365 suite apps, OneNote has great integration abilities. You can sync your OneNote with Outlook to send email information directly to the app and vice versa.

What’s more, you can integrate this software with non-Microsoft apps as well. Some notable plugins include Zapier, Slack, Trello, Evernote, Dropbox, Salesforce, and many others. And all your essential apps will be synchronized, allowing your team to be more productive each day.

BENEFIT #4. PROJECT MANAGEMENT

OneNote has dozens of uses for general business. However, it’s especially suitable for project management.

Project managers often deal with issues such as team member misunderstandings, communication delays, or project bottlenecks. But thanks to Microsoft’s note-taking tool, many of these issues are quickly alleviated.

Project management can become more straightforward. It’s because OneNote makes it easy for the manager to track each team member’s achievements. They can update timelines, check off completed tasks, or assign new ones with ease.

TAKE ONENOTE TO THE NEXT LEVEL

If you have never used OneNote before, you may be interested to learn about some tips to help you get the most out of the software..

TIP #1. CREATING QUICK NOTES

Quick Note is a great feature that lets you write down a thought when you’re out having lunch or away from the office.

Imagine being in the store and remembering you haven’t responded to an important email. You can take your phone, open the One Note app, and create a Quick Note reminding you of this task.

The next time you open OneNote on your computer, you’ll see the message there.

This feature is similar to Sticky Notes, as it lets you jot down any idea or thought in a matter of seconds. All your notes will be saved in the “Unfiled Notes” section of your “Quick Notes” notebook, a place where all your notes are saved by default.

TIP #2. SEARCHING ACROSS ALL NOTES

Searching for notes becomes more challenging as time passes. If you’re an active user, you can find yourself storing hundreds of notes in a matter of months. But don’t worry, as there are tons of options to organize your notes as well as search for it.

OneNote has a built-in search option to make note finding easier.

All you need to do is click on the magnifying glass or hit “Ctrl” (or “Command” for Mac) + “F” on your keyboard and look for a phrase or word. The software will go over all your typed, handwritten, and even picture notes.

You can further narrow the search by selecting the drop-down arrow and choosing the desired option. You’ll see all matching results highlighted in your notes.

As you find the note you needed, you can close the search by pressing “X” on the right-hand corner.

TIP #3. USING PRE-MADE TEMPLATES

OneNote is designed to have a blank canvas for each new note. And it’s what gives users a whole lot of flexibility. However, you can find this approach to be too basic sometimes. So, why not add some style, structure, and color to the app?

Thankfully, there are tons of pre-made templates to choose from. You can download a template with decorative backgrounds, to-do lists, planners, and more.

Note that you can use the templates only on new OneNote files. The ones that already contain text won’t work since most designs require content to appear in a specific place on the page.

If you need to add a template to your existing note, simply create a new one, then copy the existing text over.

TIP #4. SCANNING DOCUMENTS FROM YOUR SMARTPHONE

Do you need to take notes from a scanned document? That’s not an issue for OneNote. You can use the Microsoft Lens: PDF Scanner App (available for Android and iOS) to take high-quality scans of multiple documents using your phone and upload them to OneNote.

BECOME THE MASTER OF NOTE-TAKING

Digital note-taking tools have helped thousands of workers and managers become more productive. OneNote is one such software that seems to have it all – abundant features, flexibility, and ease of use.

Whether you’re a business owner who wants to boost your team’s performance or a project manager that needs better tracking of the project timeline, OneNote has something in store for everyone.

If you’d like to learn more about how this powerful tool can help you make your business better, feel free to reach out to us. We can have a 10-15-minute chat about this topic.

 

Article used with permission from The Technology Press.

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Why Protecting Your Printers from Cybercrime Is a Must (And 8 Tips for Improving Printer Security)

Printing devices are often overlooked when it comes to security. But the reality is, that cybercriminals can hack your printer to get confidential information.

Your printer is probably the last piece of computer equipment you thought needed protection from cybercriminals.

But the truth is very different.

Attackers actively try to locate the weakest links in security to gain access to and exploit valuable data. And among the weakest links is the printer.

The thing with printers nowadays is that they have access to your devices, network, and the internet. This new open-access functionality makes them an ideal target for cyberattacks.

Unfortunately, many business owners overlook the importance of securing their printers and mainly focus on computers and mobile phones.

Most people still perceive printers as internal devices that serve basic functions. For this very reason, they are an easy target for cybercriminals.

Other than performing unauthorized print jobs, hackers can access confidential information as well as all connected computers and networks all through a printer.

You may also not be aware of the amount of valuable data your printer can store about you – tax files, bank details, financial records, employee information, personal information, etc. All a hacker needs to do is get into the operating system of your printer, and they can collect this sensitive data.

If you’ve just realized the importance of securing your printer, keep reading. This article shares eight tips to help you do just that.

THE 8 TIPS
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TIP #1. MAKE SURE YOUR PRINTERS ARE CONFIGURED CORRECTLY

Many things can make a printer vulnerable to cyber threats and security breaches. So, you want to get the basics right to ensure the attacks don’t happen to you.

To start with, make sure to change the default password on your printer. Since anyone can access a printer remotely, a simple “123456” code won’t suffice.

Second, make sure you’re using your own router to print files remotely. Never connect to “Guest” networks.

TIP #2. INSPECT PRINT TRAYS REGULARLY

This one is a no-brainer, but everyone could use it as a reminder. Make sure to check your print trays and get rid of unused pages carrying sensitive information. There’s no easier way to prevent data leaks than this.

Alternatively, you can get a shredder for your office and shred the papers you don’t want anyone to see.

TIP #3. INSTALL MALWARE AND FIRMWARE UPDATES

Invest time and effort to ensure that your malware and firmware protection are up to date and can handle all types of hacks.

The good news is that many printers come with pre-built malware protection.

HP, for example, installs the HP “SureStart” software in their printers that monitors approaching targets when the printer is on. The software can shut down the device if an attack comes its way. This is a great way to prevent attacks from spreading further within the network.

TIP #4. LIMIT ACCESS TO THE NETWORK

Unprotected printers in a network are an extremely easy target for cybercriminals. Sure, businesses and offices require printers to access networks to perform remote prints. But if you can do the job by disabling the network access, make sure you do that.

If not, tweak the printer and network settings to only allow the device to take print jobs from the network you trust. This will help avoid outside interference and security breaches.

TIP #5. UPDATE YOUR PRINTERS

Updating a printer is equally as important as updating your phone to the latest software. Much like the way iOS developers look for bugs and fix them in a new update, printer manufacturers work toward known device vulnerabilities and update the software for added protection.

Look for printer updates so you can easily overcome known threats to the printer. Ideally, update your printers every quarter to get the most out of the security benefits.

TIP #6. INSTALL A FIREWALL

If you run an office, chances are you already have a firewall. But in case you missed this requirement, now’s the time to do it.

Using a reliable firewall helps keep printers safe from cybercriminals.

Your computers most likely come with pre-built firewalls, and all you need to do is keep them enabled. But there are also specialized firewalls for homes and offices that offer advanced security and make it virtually impossible for anyone to break in.

TIP #7. ENCRYPT YOUR STORAGE

Printers with shared networks can perform distance printing. And when a print job is in transit and travels from a computer to a printer, hackers can intercept the data and exploit it.

To keep this from happening, encrypt your print jobs. Also, make sure the sensitive data on your printer’s hard or internal drive is encrypted as well.

Keep in mind that when you print a document, that file is often stored as an image within the printer and makes it an easy target for hackers. It’s why you should use an encryption tool to protect your data. Luckily, many modern printers have this tool pre-built.

You can use the tool to set up a secure password that allows printer storage encryption, remove user IDs and ex-employee access, delete documents from the print queue once they’re printed, and much more.

TIP #8. EDUCATE YOUR EMPLOYEES

If you work in an office, chances are you aren’t the only person using the printer. Everyone that has access to it needs to be aware of the responsibilities that come with its usage. Make sure to talk to your employees about ways to ensure both the physical and virtual safety of the printers.

Your staff should also be careful when using their mobile devices to print, as smartphones are easier to hack. Explain to them what phishing scams are and how they can avoid being the victim.

Finally, make sure it’s clear to them how they can use confidential information in your company

IT’S TIME TO ENSURE PRINTER SECURITY

Printers are the most overlooked devices when it comes to security. Given how most business owners consider them as merely internal devices whose sole function is to print documents, it’s no wonder they are a weak spot security-wise.

Whether you use printers in your office or at home, take a moment to see how you can enhance its security before your next printing job.

As cybercriminals are a growing concern, each of us is responsible for protecting our data. Luckily, the tips from this article will help you bring your printer’s security to another level.

If you need more insight into protecting the security of your printers, get in touch with us today. We can set up a 10-15-minute chat to discuss how you can implement these changes and keep cybercriminals away.

 

Article used with permission from The Technology Press.

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Organizing Your Office Desktop to Improve Productivity – The 7 Tips

Increasing productivity in your business doesn’t just entail optimizing your equipment and sharpening your attention. Decluttering your computer desktop is also essential. 

A clutter-free office is paramount to improving your productivity. Piles of stationery on your desk can cause you to waste a lot of time searching for a critical document. As a result, you’re less likely to meet deadlines.

Clutter can affect you in various indirect ways, too.

It can dramatically reduce your cognitive abilities, impairing your decision-making and relationships with your team members. In addition, it can have an adverse effect on your anxiety, focus, sleep, and eating choices. All of these can reduce your workplace performance.

However, this clutter problem doesn’t just affect your desk or office.

Your computer desktop can also be cluttered. Disorganized folders and a lackluster display impact your productivity as much as physical clutter. To avoid this scenario, you need to declutter your computer as well.

This article will share seven tips on decluttering your computer desktop.

 

THE 7 TIPS

TIP #1 – DEVELOP A FOLDER SYSTEM WITH FILE NAMING CONVENTIONS

The most important thing you should do to prevent clutter on your computer is set up an intuitive folder system. You can use several categories, such as file type or name, depending on what suits your research or work best.

Regardless of your approach, be sure to choose well-established naming conventions that let you quickly navigate through your documents. The system should also be easy to use for many years to come, so consider your plans when creating it.

You can place these folders in your file share tools (e.g., Google Drive and Dropbox), hard drive, or desktop if you back them up regularly.

With a fully functional structure, you can bypass your desktop by simply downloading new documents to designated folders. Afterward, you can rapidly locate them with the search command on your computer. Type in the name of your folder, and you’ll reach the desired file within seconds.

TIP #2 – MAKE YOUR DESKTOP ATTRACTIVE TO YOU

Besides making your computer desktop fully functional, you should also enhance its appeal. So, select a meaningful or beautiful background. It needs to be enjoyable to look at, motivating you to keep your computer tidy.

To take the aesthetics to the next level, set gridded or lined images as the background to organize files that end up there more easily.

Another great idea is to use a motivational background. Images with powerful messages encourage you to work harder and remain focused. This type of coaching also enables you to organize your desktop and stay on top of clutter.

TIP #3 – CONSIDER SECTIONED DESKTOP WALLPAPER

Sectioned desktop wallpapers are a great way to enhance your desktop organization further. For instance, you can include a section for your vacation or pets.

There are millions of wallpapers online that can help you declutter your desktop. They complement folder naming conventions to improve your workflow.

TIP #4 – CONSOLIDATE YOUR MOST USED APPS/SOFTWARE

Having quick access to your most used programs or software is a must. It allows you to start working immediately without wasting time searching for apps.

To consolidate efficiently, you should first determine which software matters most to you. Your portfolio may comprise two or three apps you use daily or an entire suite of programs that provide the necessary functionality.

Once you’ve assembled your list, you may be able to merge multiple programs with a comprehensive solution. It puts them in one place to streamline your productivity.

The taskbar is an effective alternative, as program icons are often responsible for the bulk of your clutter. Keeping the essential icons in the taskbar makes them quickly accessible since you won’t need to browse.

TIP #5 – DELETE OR RELOCATE UNUSED FILES
Keyboard with a yellow key with an X on it.

After categorizing vital apps, you also need to address unused programs. Here’s a tip: if you can’t recall when you last used certain software, uninstall it. Do the same if you don’t think you’ll need a particular application for an upcoming project.

Since this may be a hard decision, you may want to create a folder for these rarely used apps and files instead. Tuck them away until you figure out if you wish to proceed with the deletion.

For this wait-and-see approach, you can make use of several folders, such as “miscellaneous” or “to be archived.” In doing so, you won’t accidentally uninstall or remove a crucial program.

Now, if you take this approach, make sure to check the folders regularly. Determine which files and apps are no longer needed in your business and delete them to avoid clutter.

To avoid falling behind with your cleaning, set a reminder on your calendar. It can be a monthly or weekly event, depending on your workload.

TIP #6 – CATEGORIZE NEW CONTENT

Dumping new files and programs onto your desktop may be tempting if you’re in a hurry. However, this method is ill-advised because it inhibits your organization.

Try to allocate a few minutes to organize all new apps and files appropriately, according to your naming conventions. A quick way to do so is to use automatic file sorting by date or alphabetically. It doesn’t take long, yet it can significantly reduce clutter on your computer.

TIP #7 – EMPLOY FENCES

Digital fences group files in specific regions of your desktop to make them more visually accessible. This method works much better than burying all your files in one or two folders. Plus, many people consider it more user-friendly than gridded backgrounds.

For example, the Stacks feature automatically categorizes content by type or any other specific feature. It’s available for free on Macs with Mojave.

Likewise, PCs have a similar feature called Fences. It enables you to designate and move fences around the desktop for improved maneuverability. The only downside to this is that it’s not free.

DON’T LET CLUTTER GET OUT OF HAND

Decluttering your computer desktop is one of the best ways to advance your productivity.

Once you’ve organized it appropriately, you’ll be able to find the necessary files and programs effortlessly. You’ll then feel rejuvenated, and your mood may improve dramatically, allowing you to overcome mental obstacles during your workday.

It might take some time to optimize your desktop, but it’ll be well worth it.

You can also assign this job to your IT provider. However, they may not understand your needs and that of your business correctly, and their services might be insufficient.

In that case, let’s have a 10-15-minute chat and see if we can resolve your problem. Give us a call and we’ll do all we can to help you increase office productivity in your business.

 

Article used with permission from The Technology Press.