Significant changes for Microsoft Office – a “staple” technology in most businesses – are on the way! Although Microsoft announced these changes previously, many professionals remain unaware of them. Further, many have not yet prepared to manage through these changes to minimize disruption. In this article, you will learn about the coming changes for Office. Moreover, you will also learn what you should do now to prepare for them.

Microsoft announced in December 2019 that Office 2016 for Mac and Office 2010 reach their end of support on October 13, 2020. After that date, Microsoft will no longer provide technical support, bug fixes, or security updates for either of these products. The applications will continue to operate as they do presently. However, over time you might experience performance, reliability, or security issues with these applications.

The obvious action item related to this issue is to make plans now to upgrade to a newer version of Office, including one provided through an Office 365 or Microsoft 365 subscription. Under the subscription models, you can avoid substantial cash outlays to upgrade licenses throughout your organization. Additionally, subscription models help you to avoid the risk of obsolescence and lack of technical support. In addition to considering an Office 365 or Microsoft 365 subscription, you may also want to take a look at Zoho One and G Suite. Both these offerings compete with the Office franchise available from Microsoft. Further, they offer some unique characteristics and options that might make them a more attractive option in some cases.

Many professionals use Microsoft Office applications such as Outlook, Excel, and Word to connect to various Office 365 services. Examples of these services include OneDrive for Business, Exchange Online, and SharePoint Online. In some of these cases, traditional, perpetual licenses of Office applications connect to Office 365 services. After October 13, you will need to be running Office provided through an Office 365/Microsoft 365 subscription, Office 2019, or Office 2016 to connect to Office 365 services. If you are running older versions of Office applications and connect to Office 365 services, no technical support will be available from Microsoft.

No, but there will be no technical support available if you are trying to connect older versions of Office applications – including Outlook – to Office 365 services, such as Exchange Online. More broadly, Microsoft stated in a recent email message to some customers:

If your organization is running any Office client older than Office 2016, Microsoft will not take any active measures to block them from connecting to Office 365 services. However, legacy clients attempting to connect to a modern, always-up-to-date cloud service may experience performance and reliability issues. Customers will face an increased security risk, and may find themselves out of compliance depending on specific regional or industry requirements. Microsoft Help may not be able to resolve issues that arise due to unsupported service connections.

To see a complete view of the support lifecycles for various Microsoft Office versions and Office 365 services, click here.

The world of software licensing and support continues to get more complicated in some respects and, arguably, simpler in others. With numerous versions of Office still in use today across multiple operating systems, it can be challenging for software publishers to find the right approach to supporting legacy versions of their applications. Further, end-users need to know that their software is not going to simply stop working because of a hasty announcement from their software publisher. Fortunately, more users moving subscription models should help to ease these conflicts. However, in the meantime, please make sure you pay attention to announcements such as the ones discussed above to ensure you don’t encounter any service interruptions.

If you access Excel through an Office 365/Microsoft 365 subscription, get ready for the new LET function.  LET began appearing in select releases of Excel in July 2020 and will continue to roll-out over the upcoming year. In essence, LET allows you to declare and store a variable inside a formula. Once you establish the variable with LET, you can then use that variable repeatedly in the same formula. In this article, you will learn how Excel’s new LET function can simplify your formulas.

“Old-school” programmers no doubt remember the days of declaring variables in a computer program using a LET function. While writing code, programmers might include a statement such as “LET x = 100.” With “x” established as the value of “100,” they would then use that variable in other calculations. Excel’s new LET function provides essentially the same functionality, with one notable difference. With LET, you can only use the variable you declare in the same formula that contains the LET function.

As a simplified first example of working with LET, consider the following formula in Excel.

=LET(x, 100, SUM(x, 1))

The formula shown first establishes “x” as a variable with a value of “100.” It then adds that value to “1” to produce a calculated value of “101.” The fundamental example provided is just that – a simple example to introduce LET. Let’s turn our attention to some more practical uses of LET. But first, let’s describe why LET is potentially beneficial to Excel users.

According to Microsoft, LET offers two primary benefits: 1) Improved Performance and 2) Easy Reading and Composition. More specifically:

1. Improved Performance.If you write the same expression multiple times in a formula, Excel calculated that result numerous times. LET allows you to call the expression by name and for Excel to calculate it once.
2. Easy Reading and Composition.No more having to remember what a specific range/cell reference referred to, what your calculation was doing, or copy/pasting the same expression. With the ability to declare and name variables, you can give meaningful context to yourself and consumers of your formula.
   

From the above, we can conclude that LET allows us to improve our formulas by making them easier to understand while simultaneously speeding calculation times.

In this illustration, let us assume that a loan officer is deciding whether to approve a mortgage on a house. Further, the bank’s policy is to charge 0.5% more interest if the applicant’s credit score is less than 800. In this case, we can use the following formula to calculate the monthly payment based on the inputs shown in Figure 1.

In the formula pictured above, the LET function declares a variable named “Rate.” Further, the LET function uses a nested IF function to retrieve the value from cell B4 and determine if it is less than 800. If so, the interest rate increases by 0.5%. Finally, the formula calculates the monthly payment by incorporating the “Rate” variable established by the LET function. In this example, using LET facilitates creating a more concise calculation than would otherwise be possible.

Further, the advantages of using LET increase as the complexity of the calculation increases. For example, if the loan officer establishes the interest rate based on three tiers of credit scores instead of two, the value of using LET magnifies significantly.

Excel’s new LET function allows you to simplify calculations in Excel by declaring variables within a formula. Once you establish such a variable, you can use it repeatedly in the same expression to ease the process of creating complex calculations. In this context, Excel’s new LET function can simplify your formulas. Therefore, as this feature becomes available to you, carefully consider how you can use it to get better results in less time.

Microsoft has begun rolling out the new Briefing feature to Office 365/Microsoft 365 Administrative users. Briefing is a service that sends a daily email alerting you to upcoming items on your calendar. In this article, you will learn how you can use Briefing to prepare better for your workday.

Briefing analyzes information that is recorded on your Outlook calendar to help you prepare for and stay in control of your workday. Within the first two hours of the start of your workday (as you have it established in Outlook), Briefing sends an email to you that alerts you to relevant issues to help you prepare for the workday. Included in the content of that email are the following items.

• Any outstanding commitments, requests, and follow-ups that you might own to other team members or they might owe to you.
• Links to documents that are related to meetings scheduled for the current day, to facilitate review before the meeting.
• Suggested “focus time” that you can schedule to work on items where collaboration is not required.

For each task identified in the Briefing email, you can indicate that it is not something that you need to address, in which case it will not appear in future Briefing emails. Additionally, once a task is complete, you can mark it as “done.” Similarly, you can mark documents linked in the Briefing email as either “not related” or “done.”

If you do not want to receive emails generated by the service, you can click Unsubscribe to opt-out of the service. Alternatively, you can ask someone with Administrative rights in Exchange Online to unsubscribe you.

Briefing sends your daily email to you and only you. Further, your daily email only summarizes information that already resides in Outlook. Other team members cannot see any information about you that is not already in their mailboxes. Moreover, regarding privacy, Microsoft asserts that this complies with GDPR requirements.

Microsoft’s Briefing feature is yet another in a series of Office 365/Microsoft 365 Cloud-based tools that can enhance personal and team productivity. By reminding team members about items on their calendars and providing information that can help them to prepare for each of these events, Briefing offers great promise to ensure that team members are as productive as possible. And, as an optional service, team members who do not wish to utilize the service can opt-out. So, if you are an Office 365/Microsoft 365 subscriber with access to Exchange Online, be on the lookout for the new feature, as it is arriving soon.

You can learn more about Office 365/Microsoft 365 tools such as Briefing by participating in K2’s Microsoft Office 365 — All The Things You Need To Know.

Excel’s Ideas feature offers tremendous opportunities for you to summarize and analyze data automatically. With Ideas, you no longer need to write formulas or manually create formulas to get answers to your questions – Ideas does the work for you! In this tip, you will learn how you can take advantage of Ideas.

Unfortunately, not all Excel users will have access to Ideas. In fact, Ideas is available only in versions of Excel provided through Office 365/Microsoft 365 subscriptions or Excel Online. Therefore, if you are using a perpetual license of Excel, you will not have access to Ideas.

Second, while Ideas can work with large datasets, it does not presently handle large datasets. More specifically, Ideas does not currently work with a dataset greater than 1.5 million cells.

Finally, Ideas cannot analyze all types of data. For instance, if you have merged cells in your dataset, you will need to unmerge them before running Ideas. Also, if you have dates stored as strings, Ideas will consider them to be text. Therefore, you should use Excel’s DATE or DATEVALUE functions to convert the date strings into “true” Excel dates before running Ideas.

To quickly generate summarizations of your data using Ideas, begin by clicking anywhere in the dataset. Next, click Ideas on the Home tab of the Ribbon. Ideas will then generate a series of PivotTables and PivotCharts that summarize your data automatically. You will see these summarizations in the Ideas pane, which appears on the right side of your computer window. If desired, you can insert one or more of these summarizations into your workbook. To do so, click Insert PivotTable or Insert Chart in the lower, left corner of the summarization. Figure 1 below illustrates the types of automated analyses created by Ideas.

In addition to generating default summarizations and analysis, Ideas supports natural language queries. These queries enable you to extract exactly the information you need from Ideas. For example, referring to the dataset shown in Figure 1, you could type “sum of order amount for employee id 4” into the Question box at the top of the Ideas pane. In turn, Ideas would create a PivotTable that summarizes the Order Amount field for the designated team member. Further, you could refine your query by entering “sum of order amount for employee id 4 in December” and Ideas would then filter the results so that they meet that criterion.

Excel’s Ideas feature is a significant step toward enabling artificial intelligence in Excel. However, it is also a practical tool to help us uncover trends, outliers, and other vital facts that we might miss otherwise with the human eye. Further, because of Ideas’ natural language query capabilities, we can “tell” the tool precisely what we want to know, and it will respond accordingly. Excel’s Ideas feature has a lot to offer, and if you have access to it, try it today.

Click here to learn more from Microsoft about Excel’s Ideas feature.

Interested in learning more about Excel? Consider joining us for a K2E Canada Inc. learning session that focuses on Excel. You can learn more by clicking here. Also, check out the video below that provides a step-by-step guide on how you can use Ideas.

A collaboration platform, such as Slack or Microsoft Teams, provides everyone with the tools to work together. These tools include chatting, audio calls, video calls, file sharing, file commenting, and file co-authoring.  With all of this in a single application, it is very efficient for people to work as a team without being at the same physical location.

For us, this has been a great addition to our workflow. Simply ping someone in a chat and meet anytime quickly. Microsoft Teams collaboration platform can extend to people in organizations outside of your own. Recently, while working with another firm on a joint project, we used Teams to meet, collaborate, and share files. The collaboration was all done with the security of Teams allowing the outside organization access only to the project.

When meeting with people, video can make a considerable improvement in communication. Invest in a good quality webcam or use the one on your laptop or phone. To make it easier for others on the call with you, try to book meetings when the house is less active. 

Most online meeting services today allow custom backgrounds. These backgrounds are a great option if you can’t set up a clean physical backdrop.

A good quality ergonomic keyboard makes all the difference in your comfort. Combine the right keyboard and mouse, to make your day at the desk just that much better. Trying to use an inferior quality keyboard just slows you down.

Scanning and storing documents electronic keeps the home office clean and organized without taking up valuable floor space with filing cabinets. We have been paperless since 2013 at K2E Canada Inc., and my accounting practice has been paperless since 2005. At this point, I can’t imagine working in a paper-based office.

During the first half of 2020, workers everywhere have had to come to grips with the COVID-19 outbreak. Not only did the pandemic impact our personal lives, but it also caused severe disruption for virtually all businesses. It also forced many individuals to work from home. For some, remote working is second nature because they do it every day.  For others, transitioning to this new environment was challenging at best, and it remains that way for many. However, with current technologies, working remotely does not have to mean working differently.  Further, productivity need not suffer! Organizations of all sizes should learn from the challenges the pandemic presented and create better remote working arrangements for the future.

Traditional remote working arrangements involve using a browser-based tool to access a computer at the office from a distant location. Tools such as LogMeIn, TeamViewer, RealVNC, and others all provide adequate capabilities at modest price points. Remote workers simply access their office computer through their web browser. Then they can generally perform any action remotely that they would otherwise undertake on their computer.

Some Issues With Browser-Based Remote Access

While this arrangement is adequate is some cases, issues can arise. First, the “host” computer must be running 24/7. Otherwise, in the absence of “wake-on-LAN” technologies, the team member will not be able to connect to the host. Second, audio and visual performance sometimes is less than ideal, which creates a negative experience for the remote worker and could hamper productivity. Third, depending on the browser-based service used, the team member may not be able to work in a multi-monitor environment, further affecting productivity. Fourth, while browser-based tools support accessing a computer from a remote location, generally, they do not support other necessary elements of a successful remote work strategy including communication and collaboration. In sum, while these types of tools might be adequate for occasional remote work environments, they generally do not offer all that is necessary for working remotely over extended timeframes.

For many, a better option is to consider an end-to-end approach that creates a productive environment for remote working. Such an approach does not focus on piecemeal technologies. Instead, it takes into account all the needs of all team members – including traditional and remote workers. Then, management selects a unified technology platform that addresses these needs. In this environment, there is only one way of working. Therefore, when team members need to work away from traditional office environments, they use the same tools as when they work in the office. Of course, this means that working remotely does not translate to working differently.

Better Ways To Access Your Computer

Taking a holistic approach to accessing your computer means that you will always work from a remote computer. However, instead of using a browser-based method, you could use hosted virtual computers. Some of the leading providers in this market include AbacusNext, Ace Cloud Hosting, Cetrom, and Right Networks. In this environment, you access your computer and all your applications from a remote, virtual computer that you “lease” from your service provider for a monthly fee. This type of arrangement provides professional management of your device, data, security, and application updates. Moreover, it created a unified approach for accessing your computer, no matter the location from which you are working.

Also Consider In-House, Virtual Computers

Alternatively, you could deploy an “in-house” hosted computer option. In this scenario, you and your team would still access hosted computers. However, instead of them being hosted by a third-party, they would be hosted on your servers (or servers you lease in a data center) and managed by your team members (or external service providers with whom you contract.) In either case, these in-house, hosted computers would again provide a single approach to accessing your desktop.

Reduce Your Dependency On Desktop Applications

For many professionals, the need for a traditional computer is still present. However, for many others transitioning to Cloud-based services and suites could be all that is necessary to facilitate a productive remote work environment. For example, using a Cloud-based application suite such as Microsoft 365/Office 365, G Suite by Google, and Zoho One is a terrific option for staying on top of email and working with spreadsheets, presentations, and word processing documents – all from Cloud-based applications. Further, you can store these documents in secure, Cloud-based storage environments. Then you can access them from virtually any device with an Internet connection. Additionally, you will be able to collaborate with other users at the same time on the same document, further increasing productivity.
Other Cloud-based applications will also reduce your dependency on a traditional computer, and enable your remote work strategy. For example, Zoho One provides an alternative to Microsoft Office applications such as Excel and Word. It also provisions Cloud-based accounting, customer relationship management, marketing tools, and website analytics. In total, Zoho One offers over 40 integrated Cloud-based tools to create a complete solution for small to mid-sized businesses.

One of the biggest challenges a remote worker faces is staying in touch with key customers/clients and other team members. When in-person meetings are simply not practical, you can communicate with others effectively using one of many options. Among the better ones are Microsoft Teams and Zoom – both Cloud-based tools. Both facilitate multi-participant meetings, including screen sharing and video options for those who need them. Further, recognizing the reality that, for many, working remotely means working from home, both tools allow you to add a custom background to your video meetings, increasing your perceived professional appearance.

DON'T FORGET YOUR INTERNET ACCESS

Of course, all the approaches outlined above depend upon consistent, high-speed Internet access. If you do not have this type of access available, you should investigate your options for switching service providers. Further, if you do not have any viable options available, stay alert for the availability of 5G cellular connectivity. When that does become available, you may find connection speeds up to 20 times faster than fiber connections today!

The first half of 2020 will go down in history as one of the most disruptive in the history of the world, and no technology available today will change that fact. However, there are many lessons to be learned, and one of these is that working remotely does not necessarily equate to working differently. 

By strategically considering the options available today, you can create an environment in which you and your team always use the same technologies to get your jobs done, no matter the location from which you are working. Not only does this environment work well in times of emergency, it also works well for other situations such as auditors and consultants working at client locations, salespersons visiting customers, and tax professionals working from home during tax season. You simply need to carefully consider how a holistic approach to accessing your applications and data can improve your efficiency. Then decide the appropriate mix of technology to help you meet your objectives. Once you do, you will notice that your productivity need not suffer because you are not working in the office.

Bring your team together with Microsoft Teams, one of the best additions to the Microsoft stack in years. In this post, we will discuss how to use Microsoft’s Teams application to organize workflows, communications, and document sharing for your workgroup, department, or organization. No matter the size of your team, having all your team’s information in one place, with complete integration into your Office applications, can dramatically improve teamwork and performance.

Microsoft Teams is included with Office 365 Business and Enterprise subscriptions and as a limited free service. The inclusion with Office 365 means many organizations from small business to enterprise are ready to get started immediately. For those not using Office 365 you can sign up for a free account at https://products.office.com/en-us/microsoft-teams/free .

The primary differences between the free and subscription versions are:

• Teams free is limited to 300 members per organization vs. 5,000.
• Teams free has 10GB of shared storage and 2GB/user vs 1TB/user for the paid version.
• The paid version of Teams offers scheduled meetings, meeting recording, additional administrative tools, usage reporting, and configurable user settings and policies.

Microsoft Teams makes a desktop app available for Windows, and mobile apps available for iOS and Android. The desktop app provides additional controls in meetings, including desktop sharing.

Teams provides a threaded and persistent chat conversation available to the team, a group or a private 1:1. To get someone’s attention, Teams allows the use of “@mention” to draw attention to a post and send alert emails to the individual or team.

For those times when a meeting is more productive than chat, Team Meetings allows for people inside and outside of the team to join an online meeting. Team Meetings supports audio, video, whiteboard, desktop app, and file sharing. Anyone with a web browser can join the meeting with a link, which can be provided via email or when scheduling a meeting.

Teams uses SharePoint Online as the backend for file sharing. This provides the security and controls over files required by your organization. Files are available from within the desktop, mobile, and web app. A persistent chat conversation relating to a file in Teams ensures the entire team is aware of what is happening with any file. Also, with the file stored in Teams, co-authoring is available using the desktop, mobile, or online apps for Word, Excel, PowerPoint, and OneNote.

For those using other cloud storage services, Teams can integrate with them. These alternative cloud storage locations include Box, Dropbox, Google Drive and ShareFile. 

Teams integration with Exchange Online allows for automatic setting of your status with easy to see icons. This allows others on the team to see if you are available for a quick meeting or chat. To make sure you keep current of activity in Teams, the app provides a count indicator of unread updates. Activity can also be viewed by individual.

Apps are available to extend teams functionality of Teams. Examples of these apps include Planner, Adobe Creative Cloud, various bots, and Power BI to name but a few.

Keeping everyone on track and up to date is made easier by Teams. A couple of tips to keep in mind when starting out are:

1. Create Teams based on security requirements of the information.
   
2. Create Channels in teams to separate topics.
   
3. Individuals outside the organization that you add to a Team will clearly be indicated with “guest” after their name.
   

Teams is one of the most exciting tools Microsoft has added in years. Under the Teams umbrella, you can collaborate and communicate with other team members quickly and easily, allowing you to get more done in less time. Further, you can easily extend your team by inviting individuals from outside your organization into the environment. And, if you are an Office 365 subscriber, there’s a good chance that you already have access to this amazing tool. But even if you don’t have access to Office 365, you can still sign up for a free account and take advantage of many Teams features. If you’re looking to maximize both individual and workgroup productivity, be sure to check out Teams today.

In a series of messages, Microsoft announced major changes to OneNote, Teams, and Outlook this week. These changes potentially impact Office 365 subscribers who use these tools in various capacities.

OneNote 2016 No Longer Available for Some UsersFirst, Microsoft announced that OneNote 2016 will no longer be available as part of the download for some Office 365 subscribers. Those subscribers affected by this change are those enrolled in the Semi-Annual Channel as part of their Office 365 subscription. This change does not mean that these users will no longer have access to OneNote. Rather, consistent with previous  announcements, OneNote for Windows 10 is now the default OneNote experience and is included in Windows 10 at no charge. Importantly, subscribers who must utilize OneNote 2016 still have access to it. For more information on this change – including how to download OneNote 2016 – click here.

Outlook on the Web Gets a New Tasks ModuleSecond, Microsoft announced the addition of a new Tasks module to Office 365 subscribers who use Outlook on the web. Importantly, this new feature does not impact users when they are working in their desktop version of Outlook. Rather, if you are using Outlook on the web, you will see a redesigned Tasks function which is powered by Microsoft To-Do. Microsoft’s aim is to make it easier for Outlook users to manage tasks when they are away from their desktop computers. The Tasks feature appears beginning in the 2nd quarter of 2019. You can learn more about Tasks in Outlook on the web by clicking here.

Teams Now Accommodates Up To 5,000 MembersFinally, Microsoft’s Teams application is getting a major upgrade – an expansion allowing teams to consist of up to 5,000 team members. This doubles the previous limit of 2,500 members in a team and facilitates collaboration and communication across large teams in enterprise-class organizations. If you are using Teams, this feature is available to all users automatically. You can learn more about this upgrade by clicking here.