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Is Your Business Getting Everything The Cloud Has To Offer?

Cloud computing has become a popular topic in the business world, and it’s likely to continue to be. cloud data centers, private cloud solutions, Software as a Service (SaaS), Infrastructure as a Service (IaaS), and Platform as a Service (PaaS) are all growing, as is the demand for cloud storage.

The cloud has had a great impact on businesses since its inception. And every organization from startups to long-standing ones are realizing that they require cloud services to increase productivity, collaboration, and security.

The use of cloud services is expected to increase. But many businesses aren’t getting the benefits from the cloud that they should. Businesses must adjust their IT strategies and stay informed about new cloud services to remain competitive over the years to come.

The Benefits of Cloud Computing

Cloud computing refers to new technologies and services that allow data to be sent over distributed networks through wireless connections to a secure remote location that is maintained by a vendor. cloud service providers serve multiple clients. They arrange access between the client’s local or closed networks, and their own data storage and data backup systems. That means that the vendor must intake data that is sent to them and store it securely while delivering services back to the client through carefully maintained secure connections.

When using applications in the cloud, organizations no longer need to transfer data between different locations. Instead, it resides in the cloud where their users can securely access and edit data remotely in real time, 24/7. This eliminates the need to duplicate files or store them in a redundant fashion.

Using the cloud provides more secure transfer of data. In the beginning, business leaders were skeptical and perceived the cloud as a negative regarding data security. All that has changed, and cloud computing is now considered a must safer way to access and store data. Organizations no longer need to stay up to date on the latest IT security system. Their cloud service provider does this for them.

cloud computing provides real cost benefits as it shifts IT costs from capital expenditures to operating expenditures. Plus, it’s scalable. A young business can start with just the cloud services they need and add more as they grow. Budget planning is also much easier and agiler when using cloud services.

Moving to The Cloud

Many organizations still rely on legacy applications that can’t easily be changed or modified to take advantage of the cloud. Especially those that use graphically intensive applications that require sophisticated visual modeling data. However, there are innovative solutions to help these businesses move their applications without costly rewrites, and which guarantee the highest levels of security.

Today’s innovative cloud technologies make it possible to relocate the most rigid applications to both private and public clouds. Now companies looking to the future are considering how they can move their legacy and other applications in a cost-effective way. Even graphically intensive application can be moved seamlessly and securely with today’s cloud migration techniques. And they run just the same as they did on local machines.

Instead of trying to re-engineer these applications for the cloud, using a remote protocol allows businesses to run them without modifications. Remote Desktop Protocols (RDPs) are designed to facilitate application data transfer security and encryption between devices and a virtual network server. It adds a graphical interface to the desktop of another computer. RDP is compatible with multiple types of local area network (LAN) protocols and network landscaped. RDPs transmit the user interface of the application over a network without removing data from the data center where the application resides.

Cloud Services

SaaS (Software as a Service)

SaaS provides software applications over the Internet on a subscription basis. Your cloud provider would host and manage the software and underlying infrastructure. They also take care of maintenance such as software upgrades and security patching. SaaS is a growing method of delivering technology and is relied upon by businesses for customer relationship management (CRM), document management, accounting, human resource (HR) management, service desk management, content management and collaboration.

PaaS (Platform as a Service)

PaaS allows you to rent virtualized servers and services to run existing applications or to design, develop, test, deploy and host applications. Services include source code control and tracking, versioning, testing and build process management tools. Essentially, it provides a platform for you to develop, run, and manage applications without having to build and maintain the infrastructure needed to launch an application.

IaaS (Infrastructure as a Service)

IaaS delivers an IT infrastructure on an outsourced basis and provides hardware, storage, servers, data center space, and software if needed. IaaS is also known as hardware as a service (HaaS). It’s used on-demand rather than having to purchase your own equipment. This will be a wise choice if there’s a fluctuating demand for your products or services. You don’t have to expend the capital to invest in new hardware. Your IaaS provider offers policy-based services and takes responsibility for housing, operating and maintaining the equipment on a per-user basis.

Cloud Storage

Businesses need data to be readily available and quickly delivered. Because of this, cloud storage and data archiving in the cloud will be more widely accepted. Storing massive amounts of data onside leads to eroding performance where systems get bogged down and can’t respond quickly. High-performance storage devices are expensive. But businesses must hang on to their data due to various legal, regulatory and business requirements. This is where cloud storage reigns and its popularity is growing. Cisco’s latest Global Cloud Index Forecast reports that by 2021, data center storage installed capacity will grow to 2.6 ZB, up from 663 EB in 2016, a nearly 4-fold growth.

The Next Chapter in Cloud Computing

For companies that want to go all-in on the cloud, programs like Microsoft Azure provide great possibilities to support them. Microsoft Azure is a cloud computing platform and infrastructure where organizations can build, deploy and manage applications and other services through Microsoft’s global network a data centers. Businesses can easily manage Azure services using their Web-based Azure portal (sometimes referred to as the Azure Resource Manager (ARM) portal). It allows authorized users to browse resources, manage settings, launch new solutions, and view monitoring data from virtual machines and services. And the Azure online help support provides more comprehensive information regarding various and new features provided by the portal.

It’s predicted that 2018 will be the year when machine learning and Artificial Intelligence (AI) helps us manage our use of the cloud. Machine-driven knowledge and automation will drive monitoring, incident management, cost management and configuration management. The result will be reduced costs, better security, and improved performance.

According to Cisco’s predictions:

  • cloud data centers will process more than 78% of workloads. The remaining 22% will be handled by traditional data centers.
  • 31% of cloud workloads will be performed in public cloud data centers. The remaining 69% will be conducted in private cloud data centers.
  • Software as a Service (SaaS) will increase from 41% to 59%.
  • The Internet of Things (IoT) devices will create substantially more data.
  • More than half of the world’s population will use cloud storage for personal use.

Transitioning to the cloud isn’t easy. It’s best to ask your Technology Solutions Provider to assess your organization’s unique requirements and help you decide which elements of cloud computing will work best for you. When you’ve made the decision, they can help you find cost-effective vendors and solutions, and provide the ongoing support you’ll need to ensure you get the most from the cloud.

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Technology News

Big Changes For Google

If You Want to Be First on Google Searches, Be Sure to Employ Best Practices for Mobile-First Indexing

Google Changes

On March 26th, 2018, Google announced that after over 18 months of testing they will now begin migrating sites that follow best practices for their mobile-first indexing. This means that Google will now use the mobile version of content to index and rank all websites. Before now, they used the desktop version of a webpage’s content to evaluate how relevant it is to users’ Google searches.

NOTE: You won’t have to change anything if you have a responsive site or a dynamic serving site where the main content and markup is the same in both. However, if your site configurations are different on your mobile and desktop site, you should make some changes to your site. You can check the structured markup across your desktop and mobile versions by typing their URLs into the Structured Data Testing Tool and comparing them.

We’ve been getting a lot of questions about this, so we’re providing some answers for you below.

Why is Google doing this?

Today, most of us search on Google using our mobile devices. Yet, their ranking system is still based on the desktop versions of websites. This creates issues if the mobile pages contain less data than the desktop pages. In this case, the Google algorithms can’t properly evaluate the actual page that’s seen by the mobile device user.

So, to make their results more accurate, Google started experimenting with their index mobile first initiative. And now that it’s been launched, it will be the primary way Google will search for content, show snippets and rank pages.

How does this work?

Google’s Googlebots (or crawlers) search and index web pages. Crawlers are robots or spiders that automatically locate and read websites by “crawling” from one link to another.

Last summer (June 2017) Google advised website owners to switch their m-dot domains to “responsive” before the Mobile-First Indexing launch. If you didn’t do this, then Google will fully index your m-dot content and URLs. This means that the migration for your site will take longer than it should because Google will have to update the content on your pages.

If you have separate desktop and mobile content for your website, this means that you have a dynamic-serving or separate m-dot site specifically designed for mobile devices.

It’s good to have an m-dot site because you can use it to enhance the mobile experience on your site without compromising your desktop or mobile experience.

Ensure you follow Google’s best practices if you want your sites to rank well now with their mobile-first indexing.

Should our mobile content be different than our desktop content? No. It should be the same. And don’t limit it either. This could cause your ranking to decline. If your mobile site contains less content than your desktop site, it’s time to update it. Plus, be sure you include all of your photos, images, and videos in their original indexable and crawlable formats.

What about the structured data? Should we include it on both of our mobile and desktop versions? Yes. The URLs in the structured data on the mobile versions should be updated to the mobile URLs. If you use Data Highlighter for this be sure to check your dashboard regularly for any extraction errors.

How about the metadata? Do we need it on both versions? Definitely. Make sure that titles and meta descriptions are identical across both versions of your site.

Things that you should verify to meet Google’s new Mobile-First Indexing:

  • Verify both your mobile and desktop sites in Google’s Search Console. Now that Google has switched over to mobile-first indexing your sites may have experienced a data shift.
  • Make sure your mobile site’s hreflang points to the mobile URL and the desktop hreflang points to the desktop URL.
  • Make sure your website server has enough capacity for the potential increased crawl rate on your mobile version.
  • Use the robots.txt testing tool to be sure that the Googlebot can access your mobile version.
  • Be sure that your robots.txt directives work properly on both your mobile and desktop sites.
  • Ensure that you have the correct rel=canonical and rel=link elements between your mobile and desktop versions. However, Google says that you shouldn’t have to make changes to your canonical links because they will continue to use them as guides for users who search on either on desktop or mobile sites.
  • If you add structured data to your mobile site, don’t add a lot of markups that aren’t relevant to the information.

The Finer Details

  • To allow or block Google’s crawlers from accessing any of your content, be sure to specify Googlebot as the user-agent.
  • To block pages from Google, blocking the user-agent Googlebot will also block all Google’s other user-agents.
  • You can also get more fine-grained control, like having all of your pages show up in Google Search, but not the images in your personal directory. You can use robots.txt to disallow the user-agent Googlebot-image from crawling the files in your personal directory (while allowing Googlebot to crawl all files). Go here for more details on how to do this and for other examples.

Three important points to remember:

  1. If you only verified your desktop site in Search Console, you must do so for your mobile version as well.
  2.  If you only have a desktop site, Google will continue to index your desktop site but use the mobile agent to do so. This should be fine.
  3. If you are still in the process of constructing your mobile version, it’s better to keep using the functional desktop site rather than trusting an incomplete mobile version of the site until it’s ready to launch.

To Summarize:

Google’s ranking, indexing and crawling systems used to use desktop versions of a page’s content. Now, because this may cause problems for mobile searchers they’ll be using the mobile version of a page instead. Google will be showing the mobile version of pages in their Search results and Google cached pages. You should also expect to see increased crawl rates from the Smartphone Googlebot.

You don’t have to worry too much because Google will always present the URL that is most appropriate no matter if it’s a mobile or desktop URL. While their index will be built from mobile documents, they say they will continue to build a great search experience for all users, whether they come from mobile or desktop devices.

If you have any questions, feel free to contact us. Or you can always contact Google via their Webmaster Forum.

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Technology News

Must-Know SEO: Info Secrets to Maximizing Your Website’s Google Search Ranking

Google is the number-one search engine. It’s the one people go to when they have a question they need to be answered or are looking for a business to serve their particular needs. Google, like the terms Kleenex and Clorox, has become part of our daily vernacular. When you search for something online, you’re “Googling” it.

What is SEO (Search Engine Optimization)?

It’s the multi-discipline process of optimizing a website to rank high in organic search results.

Organic search results are those you don’t pay for.

Typically, when people search for companies or information on Google, the first few results they get are those that a business has paid for. If they say “Sponsored” or “Ad” that means someone has paid for them to be ranked at the top.

If you don’t pay for an ad, you must practice good SEO to be listed near the top of a Google search.

What constitutes good SEO?

This is difficult to pin down because It’s often changing and always updating. Google updates its algorithms and the way that they rate and rank content hundreds of times a year. It’s impossible to keep track of every single change. However, practicing good SEO strategies, in general, will result in better search rankings.

Although it’s easy to understand, SEO is challenging to execute effectively. Here’s some information that should help.

On-Page Optimization

Optimize your entire website as a whole:

  • Increase the page speed and load times. Google will penalize your website if it loads slowly. Keep this in mind when purchasing web hosting. Make sure they have plenty of uptime, and you have enough bandwidth. If you don’t, Google will penalize you.
  • Ensure your site can be found using mobile devices. More people browse via mobile today than they do with desktop computers. Take this into account with every element of your website’s design. From your home page to your landing pages, to your contact page–Everything must be optimized for mobile searches. If your website looks great for desktop but isn’t accessible for mobile use, Google will penalize you in your search rankings.
  • Use HTTPS in your URL even if you’re not selling anything. Just having a secure website immediately gives you a boost in Google search rankings.
  • Include Social Sharing Links. Pick the social networks that are most relevant to your audience, like LinkedIn, Facebook and Twitter. Use the icons for the links on your webpage so people can find you easily and share your content. The more people share your content, the more Google finds you relevant, and the higher they will rank your business in their search results.
  • Use tools like Woorank, and Yoast to test your overall website performance. These and other tools like them will scrub your page much like Google will, and tell you what your results are based on your current level of search optimization. If there are things you need to improve, these tools will let you know what they are, so you can up your search ranking.

Know your keywords and how to use them:

  • Make a list of topics relevant to your business and your intended audience. These are called Head Terms–words that are used in your industry or line of business.
  • Get specific and use Long-Tail Keywords. Think of this as the problem you want your customers to bring to you that you can solve. If you’re an attorney, this might be, “How can I save money on a divorce?” or “How do I fight a traffic ticket?” etc.
  • Do your own search for other keywords and observe user intent. See what problems people are having and which ones you can solve. The more you can solve, the better chances you’ll be a credible authority in their eyes and Google’s.
  • Scope out the competitor’s keywords. There are some paid tools you can use to do this. Or, do this on your own by visiting your competition’s website and looking at what they’re promoting, what media they use, the headlines they use, and the phrasing they publish. By doing a search for your competition, you can also see where they rank.
  • Use your keywords within the first 100 words of any of your web pages, including blog posts and videos. The first 100 words are used most heavily when Google scrubs information from your webpage. This is where you want to include your specific long-tail keywords.
  • Don’t keyword-stuff. You want to use your Long-Tail Keywords throughout the rest of your web pages, but don’t overdo it. Keep your language natural-sounding. If you keyword-stuff, Google will penalize you.

Use headers correctly:

  • H1 headers are for article or page titles. These are most important for SEO because this tells Google what your page is about. This is where you want to use those well-constructed Long-Tail Keywords.
  • H2 headers are for your sections. You should use Long-Tail Keywords here as well but be creative with your phrasing. Don’t repeat phrases over and over.
  • Include your keywords here but be creative with phrasing

Label your images correctly:

  • Include your keywords in your image file names. These will be your shorter keywords and Head Terms–terms that are broad in scope.
  • Include your keywords in your image alt text. Include your specific Long-Tail terms here as well.

Test it out.

The Right Content

Write for your audience:

  • Think of questions that your target audience would ask. Think of what people will be searching for. Think of the problems that they are looking to you to resolve.
  • Let your keywords be your guide. Phrase them as a question, then write the authoritative answer.

Go the distance whenever you can:

  • Word count matters. Aim for at least 1,000 words as often as possible. This may not always be possible for things like video descriptions or info-graphics. Don’t worry. Do the best you can.
  • Don’t sacrifice quality for word count. If you don’t have anything worthwhile to say, don’t just write a bunch of needless content. Google will pick this up and penalize you. Google wants quality content.
  • Some industries will need more quality content to compete online. If there’s a lot of competition for your service or product, you’ll need to step up your game to differentiate yourself from the others. You’ll need to come up with content that is better and more creative than what your competitors are posting.

Mix it up and keep it fresh:

  • Share more than just written articles. The broader your library, the more people you will appeal to. Blog posts are great but don’t neglect other options.

Repurpose your best old content:

  • Rework your old content that performed well into a new format like an infographic, video, e-book, and or blog. Take an e-book that was popular and write an article about it. Take an article and make a video from it, etc.

Don’t forget your Meta Descriptions:

  • Meta descriptions are the “flavor text” that shows beneath the link in a search result.
  • Google says that meta descriptions aren’t a ranking factor. However, the text that shows in SERPs can compel people to select your search result. If it gives you an edge, why not use it.
  • Write conversationally and aim to catch the viewer’s attention. Use 300 words max for your meta descriptions.
  • Use them on every page of your website.
  • Try plugins like Yoast if you are using WordPress for assistance writing great meta descriptions. It will rank the meta description and tell you whether or not it will be a positive influence.

Links and How to Use Them

Internal Linking:

  • Link to other pages, articles, or media within your own site. If you are the authority in your area of expertise, one article you write will surely have relevance to others on your site.
  • Try to get 2-3 internal links per page. This gives people a reason to stay on your site. It will give them a reason to stay on your page and click thru to other pages. This is important for good ranking results.

External Linking:

  • Link to authoritative, quality pages outside your website that have relevant information. Use links to news articles, Wikipedia, or other well-known websites. Be selective. Don’t link to blogs. Remember, anything you link to reflects the quality of your website. If you link to reputable sources, Google will consider your site reputable as well.
  • Be selective as the links you choose as this will reflect on the quality of your site.

Backlinks

  • These are the “Holy Grail” of links, and the most difficult to obtain. Backlinks are where you link to an outside page, and they link back to you. Here are some of the things you can try to get quality backlinks:
  • Write case studies on the products or services you use, especially if you’ve had spectacular results. Share these with your vendors and partners.
  • Write reviews for the companies and products you would recommend to others.
  • Build genuine relationships online and off.
  • Become a resource for the media.
  • Volunteer to speak to groups in your area.

How to Gain an Edge

Reviews, Reviews, Reviews:

  • Positive user reviews influence SEO ranking. Google Business and Yelp are the most popular and widely used.
  • Search for your business type in your location to see what other review sites are used by your target audience. Some of these might include Nextdoor, Angie’s List or TripAdvisor.
  • It’s okay to ask happy customers to leave a positive review, but don’t overdo it.

Location, Location, Location Reviews (and other ways to be relevant):

  • Don’t forget to include your location in your keywords if you serve local clients. If people are searching for businesses like yours in your location, Google will be able to find you and post your information in their search. Even if the person doesn’t include your city in their search, Google knows where they are and can find you to answer their query.
  • Consider other ways to signify that your information is relevant and current. Include the year in your title when relevant. If you’re talking about products, consider using a title like “The 20 Best Products in 2018.” People will see your post as relevant, and Google will see that your posts are current and give you a better ranking.

Be the Expert in One Area:

  • If you find a keyword that gets lots of search action without a lot of competition go deep with your strategy. Be the authority on it and use your internal links to your advantage. When doing your research on your keywords, if you find one that gets a lot of search activity, but there’s not much competition, use those keywords and write in-depth on the subject. You’ll rise the top of Google searches very quickly.

Optimize for Mobile:

  • This is worth repeating because the percentage of non-desktop searching is going to continue to increase. If your site isn’t easy to navigate on mobile devices, you’ll lose business.

Optimize for Voice Search:

  • The #1 thing that will set websites apart in the future is the ability to have your web properties appear in voice searches. We are using more Artificial Intelligence functions on our computer devices like Siri and Cortana.
  • Think of the questions people will ask via voice search and answer them. Again, if you serve local customers or businesses, make sure that you list your location in your keywords.

Use These Great SEO Tools:

  • The Google Search Console provides great insight into how your site is performing in Google searches. You do have to take some steps to enable access, but it’s very user-friendly. You can see which keyword searches on Google were used most often that lead to your site, and what your click-thru rate was of these listings. It will tell you what people are searching for, when your site came up in their search and how often they are clicking on your link as opposed to others. (It’s free)
  • SpyFu spies on your competitors. Use this to see what keywords they are using and how well their site performs.
  • SEMrush provides valuable insight into the world of search. It will show your competitors’ best keywords, help you find competitors you didn’t know about, and reveal how much money your competitors are spending on search advertising. It’s one of the best resources for this.

Utilize Great Resources:

  • Neil Patel (neilpatel.com) provides great daily information on SEO and search in general.
  • MOZ (moz.com) has a wealth of great information for businesses that want more from their SEO.
  • Search Engine Journal (searchenginejournal.com) is loaded with great free SEO resources.

Advanced SEO

Schema.org:

  • Schema –The semantic web, is the next frontier for SEO. Schema.org defines the best-used terms to use for keywords. This is a definite list of codes that should be used for best practices. If Google sees you using old codes, this will hurt your ranking.
  • Rankings reviews, ratings, product descriptions, and schedules are now starting to influence rankings.
  • Speak with your website developer or SEO company to ensure schema.org elements are part of your website.

Rich Snippets:

  • Rich Snippets are search results that include ratings, reviews, images, video content, and more.
  • They stand out from all other search results because the search engine has more data about the site. It uses images, ratings, and reviews that can be pulled into the search results.
  • Setup using structured data found in the Google Search Console.

People Also Ask:

  • This is often featured with popular search terms. If Google gets the same requests over and over again, they post additional sites with information. The more expert advice you provide for frequently asked questions, and your content answers these very specifically, Google will consider adding your site you to their “People Also Ask” prompt. So, again, think of the questions most people will ask about your product or service and answer these in your website content.
  • Searches can get immediate answers here and may never visit your site.
  • It reinforces the need to ensure your website and content solves people’s problems, answers, questions, and offers advice.

Social Media:

  • Social media does play a role in SEO, and social content will affect your ranking.
  • The more shares or “social indicators” found, the more relevant Google will consider your content. When someone shares an article from your website, this is called a social indicator. This tells Google where the poster found this information and how many times it’s been shared. The more you get shares, the more Google will find your website valid and increase your rankings.
  • Reviews from social sites matter.
  • Social media channels are their own search engines.
  • Extended reading: “Social is the New SEO” by Neil Patel. This will tell you more about SEO and how important it is in Google rankings.

In Conclusion

The Most Important “Take Aways”

  • The days of a long list of your services are over. Optimize your page and your content for today’s audience.
  • Solve people’s challenges
  • Answer their questions. Use keywords intelligently and accurately, so you’re answering people’s question.
  • Become a valuable resource online and off.
  • Become more social.
  • Find a great web marketer who can help.

Questions? Send an email to us!

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Blog

Data Magic Computer Services Provides Vital Business IT Services For Property Management Company

Many businesses start out by handling various aspects of their operations in-house, including accounting, marketing, human resources, and Information Technology. However, once you’ve grown to a certain size, you’re likely to start entertaining the idea of looking for Business IT Services from a third party.

Why? It’s all about value. When you’re hiring in-house, it’s often less expensive in the beginning. However, as time goes on, you start to notice the many costs that come along with hiring someone who doesn’t come with a range of skill-sets and in-depth experience.

Eventually, you’ll reach a point where your staff may not be able to handle your IT needs any longer. The risks that come with unprofessional and amateur support will only become more severe, and so at some point, you’ll have to find someone to handle the technical aspects that you can’t take care of on your own.

That’s precisely why a property management company came to Data Magic Computer Services for Business IT Services. This Arlington, TX-based business, with a focus on homeowners’ associations, didn’t have the technical expertise needed to ensure their IT was optimized for their purposes. Like so many other businesses, their staff wanted to focus on their actual work, not worry about having to fix a technical issue when it arose.

Data Magic Computer Services delivered a range of vital Business IT Services to the property management company and their 15 staff members:

  • A Datto backup solution to ensure their data is secure and readily available in the event of data loss or another emergency.
  • Management of Quickbooks, from installation to updates, patches and more, for all their spreadsheet needs.

Currently, the property management company is considering a full cloud solution – if they choose to go forward with it, they’ll trust Data Magic Computer Services to take care of it for them. We’re proud to provide Business IT Services to Arlington businesses like this property management company.

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Video Library

Excel Webinar Pro Training Part 2

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Blog

Easy Ways to Make Outlook 2016 Work Better for You

The new Outlook 2016 has incorporated some cool features, designed to be helpful and make your work day a little smoother. It can look a bit different depending on what version of Outlook you’re using and how your admin sets it up.

What’s New in Outlook 2016?

When you open Outlook, you’ll see six areas. Across the top is that familiar ribbon we’ve all become used to seeing. Above the ribbon, you’ll find the Title Bar which has the File tab, Home tab, Send/Receive, Folder, and View. Across the main section, you’ll find four wide panes of varying widths. Across the bottom is the newest addition to Outlook, the navigation bar.

While on the home tab, you can take a closer look at the four panes or main sections. The narrowest one located on the left contains your inbox, sent, deleted and other items pertaining to your mail folders. The second column contains your messages. Here, you can get a closer look at the items in your inbox. It shows the names and dates of each email. The widest pane shows the contents of the actual email. This section is called the reading pane. If you click on a specific email, you can read it and reply or forward it. The fourth smaller pane to the right contains your calendar and do-to list.

At the bottom, you’ll see the newly added navigation bar. Hover over each item there for a closer look. This is handy because you can access frequently used features or people very quickly here. The dots, which represent “more”, open up a “navigation options” dialog box. There you can change a number of things pertaining to the way your email client is laid out. You can also choose navigation options > compact navigation. This will make the navigation bar smaller. Little icons replace the larger words that were used. The icons can run horizontally across the bottom or vertically along the side.

Reading Pane Too Small?

You may not always need your calendar to stay open. It’s easy to close. Simply click on the arrow at the top to close it. You can also close the folders section located on the far left the same way. By closing these two sections, you’ll now have a much wider email viewing pane. This can be helpful if you have a long or important email to read. If you need to take a quick look at the folders, simply click on the words “All Folders” (far left side, vertically written) and a handy pop-out appears. This pop-out will stay there until you click on “All Folders” again. The navigation pane appears vertically written as well and this configuration can give you the greatest amount of space to work on emails.

In addition, you have the option of manually dragging the borders for each section. This is a quick and easy way to increase or decrease the width of a pane so that your Outlook email works best for your situation.

The New Navigation Pane

In the 2016 version, a navigation pane was added to the bottom. It has links that go out to:

  • Mail
  • Calendar
  • People
  • Tasks
  • More – More is represented by small dots in most programs now.

You can hover over each one to learn more about it or access that particular feature. For instance, hover over “People” to see all those listed in your contact list. You can also hover over a specific person to get more information about this person. For each of your contacts, you’ll see small icons along the bottom so you can email, call or video chat with that person. The same is true for each item in the Navigation Pane. Simply hover over your calendar for a quick look at your day, week or month. The calendar in your Navigation Bar performs the same tasks as the actual calendar portion of your Home Page. For that reason, you may find it handy to just leave that Calendar closed and use the one in the Navigation Bar. This will give you more room for emails and other tasks you do on the Home Page.

Taking a Deeper Look at The Ribbon

The Ribbon has been around since Word 2007 and most users are fairly knowledgeable about how to use it. If it’s in the way and you’d like to temporarily remove it, click on the small triangle on the far right side of the page. This collapses the Ribbon. When you want it back, click on the same triangle and it reappears. This works for all Microsoft Office programs, including Word, Excel, and Access.

Of course, there are shortcuts for just about all the actions found on the Ribbon. Many users find it helpful to learn those shortcut keys and use them instead of navigating through the tabs/items on the Ribbon. You can also hide or view the Ribbon by clicking on the View tab. Outlook 2016 is all about making your email tasks much simpler.

Dealing with Emails

Once you get your work area set up so that it’s most efficient for you, it’s time to read and answer a few emails. At the top of each one, you have inline options to reply, reply all, forward or IM. Click on reply and you can just start typing your message. You can also right-click in this area for a list of other options like changing the font and color of your typing. Right-clicking in various areas of the page will always call up a list of other helpful options and this can often prevent you having to reopen the Ribbon to accomplish a task.

When an email has attachments, you can click on the attachment to view it there in the Outlook program. This is true for PDF docs, Word docs, and Excel. This saves you the trouble of having to open Word, Excel or Adobe and this can be a real time-saver. If you do want to open up the specific program and view the document there, simply double click on the attachment.

Show As Conversation

Another helpful feature when dealing with lots of emails from different people on the same topic is the “Show as Conversation” feature found on the View tab. By clicking on “Show as Conversation” you can group all the emails about a specific topic so that they make sense. This prevents you from having to sort through dozens of emails to find all those related to a topic. Once these emails are grouped together, it’s easy to click on one to read or respond to it.

The Clean Up Tool

Like many users, you may have a dozen emails on one specific topic and yet only five of them are actually important and contain good information. The Cleanup Tool can be used to remove those emails that only say something inconsequential like, “I agree” or “Thanks” or contain redundant information. The Cleanup Tool is found on the home page and hovering over it will show three options:

  1. Clean up conversation
  2. Clean up folder
  3. Clean up folders and subfolders

Before the messages are cleaned up, you will get a warning box that asks if you’re sure. Many users find it helpful to clean up messages and folders on a regular weekly basis. This can prevent you from maxing out your Outlook storage limit. Simply run the Clean Up tool each week on folders and emails to keep redundant items from clogging up the works.

These are just a few of the many ways to make Outlook 2016 work more efficiently. By learning these tips and tricks you can save valuable time throughout your day and reduce stress.

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