Outlook - Write a document at the last minute Video

In this video, you will learn how to write a document at the last minute using Microsoft 365. The video demonstrates how to create a Word document directly online on the SharePoint document library, allowing you to co-publish the document live with your manager.
You can communicate instantly and discreetly with Skype and collaborate with remote colleagues or while traveling using the Office Mobile applications.
This tutorial will help you efficiently create and edit documents in real-time, avoiding the need to send them by email.

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2178 views

Objectifs :

This video aims to demonstrate effective collaboration techniques using online tools, specifically focusing on how to manage document sharing and editing in a remote work environment. It highlights the importance of real-time communication and document co-editing to enhance productivity.

Chapitres :

Introduction to Remote Collaboration
In today's fast-paced work environment, effective collaboration is essential, especially when team members are not physically present. This video illustrates a scenario where an assistant must gather information and complete a document while their manager is unavailable. The focus is on utilizing online tools to facilitate this process.
The Challenge of Missing Information
The assistant faces a challenge when asked to forward a document to their manager before the end of the day. However, they lack crucial information, and their manager is unreachable by phone. This situation raises the question of how to obtain the necessary details without waiting for an email response.
Utilizing SharePoint for Document Creation
To address the challenge, the assistant decides to create a Word document directly in the SharePoint document library. This approach allows for co-publishing the document in real-time with the manager, ensuring that any updates are synchronized instantly. The assistant takes advantage of this feature to keep the workflow efficient.
Leveraging Mobile Communication
Knowing that the manager uses Skype Mobile, the assistant sends a message to inform them about the document's location. This proactive communication allows the manager to respond quickly, even while traveling. The use of mobile applications enhances the ability to work on documents from anywhere.
Scheduling and Team Coordination
The document requires scheduling input, prompting the assistant to check the availability of technicians. By overlaying multiple calendars, the assistant can efficiently find a suitable time for the team to collaborate. This feature streamlines the scheduling process, ensuring that all necessary personnel can participate.
Real-Time Collaboration
Once the document is complete, the assistant informs the manager that they can review and edit it via the shared link. The real-time co-editing feature in Word allows both the assistant and the manager to make changes simultaneously, enhancing collaboration and productivity.
Best Practices for Remote Collaboration
The video concludes with a reminder of best practices for remote collaboration: - Create and co-edit documents directly on SharePoint to avoid email clutter. - Use instant messaging tools like Skype for quick communication. - Leverage mobile applications to access work tools while traveling. These strategies ensure that teams can work effectively, regardless of their physical location.

FAQ :

What should I do if I need information from my manager who is unavailable?

You can use collaborative tools like SharePoint to create and edit documents in real-time, and communicate through Skype Mobile to get the necessary information.

How can I collaborate on documents with my team remotely?

You can create documents on SharePoint and use co-publishing features to allow team members to edit the document simultaneously, ensuring everyone has access to the latest version.

What tools can I use to communicate with my manager while he is traveling?

You can use Skype Mobile to send messages and communicate instantly, allowing you to keep your manager updated on important tasks.

How can I check the availability of my colleagues for scheduling?

You can use the calendar overlay feature to view multiple colleagues' schedules at once, making it easier to find a suitable time for meetings.

What are the benefits of using Office Mobile applications?

Office Mobile applications allow you to access and edit documents on the go, ensuring you can work efficiently from anywhere, even while traveling.

Quelques cas d'usages :

Remote Document Collaboration

When working on a project with team members in different locations, you can use SharePoint to create and co-edit documents in real-time, ensuring everyone is on the same page without the need for email exchanges.

Scheduling Meetings with Technicians

If you need to schedule a meeting with technicians, you can overlay their calendars to quickly find a time that works for everyone, streamlining the scheduling process.

Communicating with Traveling Managers

When your manager is traveling and needs to review documents, you can send them via SharePoint and communicate through Skype Mobile to ensure they have all the information they need to make decisions.

Real-Time Document Editing

During a collaborative project, team members can edit a Word document simultaneously using SharePoint, allowing for immediate feedback and updates, which enhances productivity.

Utilizing Waiting Times for Work

While waiting for transportation, team members can use Office Mobile applications to review and edit documents, making productive use of their time and ensuring tasks are completed efficiently.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that allows users to create, manage, and share documents and information within an organization.

Co-publishing

The process of multiple users editing a document simultaneously in real-time, allowing for collaborative work and immediate updates.

Mobile Office Suite

A collection of mobile applications provided by Microsoft that allows users to create, edit, and manage documents on mobile devices.

Skype Mobile

A mobile version of Skype that allows users to make voice and video calls, as well as send messages, using their smartphones or tablets.

Calendar overlay

A feature that allows users to view multiple calendars at once to find common availability for scheduling meetings or events.

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you are often tasked with preparing important documents.

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Today,

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your director has asked you to prepare a document

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to be sent out by noon,

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but you're missing a few details and your director is away until tomorrow morning.

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Here's how you can collaborate effectively using Microsoft 365 tools.

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Access your SharePoint document library and create a new Word document.

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This allows you to co-author the document in real time with your director.

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Any changes you make are instantly synchronized.

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Once you've started working on the document,

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inform your director that you've begun the task

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and send them the SharePoint document link.

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Even while traveling,

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your director can access teams on their mobile and quickly provide feedback.

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If the document requires further details,

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such as an intervention schedule,

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check the technician's calendars and outlook.

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You can overlay multiple calendars to quickly organize a collective work session.

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Once the document is complete,

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notify your director via Teams.

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Thanks to the Microsoft 365 mobile apps,

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your director can still edit necessary parts

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while you finalize the formatting in Word.

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The real-time co-authoring feature allows you to

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see changes made by your director instantly.

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You can work together efficiently,

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even when apart.

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By using Teams,

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you can avoid email overload and ensure smooth interaction with your director.

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Outlook helps organize meetings and team schedules,

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while SharePoint makes document creation and

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sharing easy for collaborative work.

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