Microsoft 365 Tools

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Overview
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Description

In this course, we go over the objectives of the MS-900 Microsoft 365 Fundamentals exam.

Learning Objectives

  • Describe cloud concepts
  • Describe core Microsoft 365 services and concepts
  • Explain Security, Compliance, Privacy, and Trust in Microsoft 365
  • Describe Microsoft 365 pricing and support

Intended Audience

  • Users new to Microsoft 365
  • Users preparing for the MS-900 Microsoft 365 Fundamentals exam

Prerequisites

To get the most out of this course, you should have an understanding of general technical concepts.

Transcript

Most of the MS-900 is having a base understanding of the Microsoft 365 offerings and tools available to you. So, let's go over a quick refresher of all of the Microsoft tools provided in the subscriptions starting off with file management. OneDrive and SharePoint are similar in terms of the file management and storage capabilities. However, SharePoint has much more to it than that. OneDrive can be thought of as a personal cloud storage for a single individual only accessible to that individual, while SharePoint on the other hand, has similar storage capabilities, but in 365 provided SharePoint online, where you can create custom sites for your team and share them with others. 

Think of it like a shared data repository in the form of a website. It has the same storage capabilities as OneDrive, only it adds on-site creation and customization. Now, whenever you share a file from OneDrive or SharePoint, they both have collaboration features like real-time co-authoring, which you can enable or disable depending upon your needs at the time. And this actually leads really nicely in the Microsoft Teams, and that's going to make sense in a moment. Microsoft Teams is Microsoft's digital collaboration tool that brings together everything in Microsoft 365. It is actually built on SharePoint and utilizes the same data repository and storage management features as SharePoint online, thereby enabling the same collaboration features hosting OneDrive and SharePoint. 

Just know that Microsoft Teams' features include file sharing, collaboration, chatting, calendar management, and meetings. Speaking of meetings and calendar management, let's jump to Outlook and Exchange. Outlook is an application that is used to access and interact with data hosted on an exchange server, while Exchange is an email server hosted by Microsoft through the Microsoft 365 subscription. An Exchange server can be hosted on-premises; however, with Microsoft 365, you get Exchange Online which essentially means Microsoft manages your exchange server for you. And now we move on to the lesser known tools of Microsoft 365. Starting off with Yammer and Stream. 

Yammer is an org wide communication site that can be used to publish updates, connect and communicate with colleagues. And Stream is a video hosting platform that allows an organization to securely create, upload, and share videos. Comparatively, Yammer is similar to Facebook while Stream is similar to YouTube. Next up, Planner and To-Do. Both similar in what they're used for but differ on the scale. Both of them are task management tools with Microsoft To-Do catering on the individual or small groups while Planner caters to larger group project task management. Next up, we have Power Platform which is its own standalone suite of tools included in Microsoft 365 depending upon the license. 

It includes Power Apps, Power Automate, Power BI, and Power Virtual Agents. Power Apps is a tool that you can use to create custom applications for your organization. Power Automate, on the other hand, is a tool that you can use to automate business processes. Power BI is a tool used to analyze data and create data visualizations and reports. And Power Virtual Agents is a tool that allows users to create custom chatbots for their organization. And finally, we have the last of the tools in Microsoft 365 which are Delve and MyAnalytics. Delve is a tool that utilizes something called the Microsoft Graph to show you relevant content across your entire Microsoft 365 tenant. MyAnalytics reports and informs individuals about their workspace patterns and provide suggestions to help improve productivity and well-being based on those insights. There are two important things to remember about MyAnalytics. One is that it is different than Workplace Analytics. 

MyAnalytics provides insight for an individual user while Workplace Analytics provides management information about the team as a whole. And two: MyAnalytics is currently being integrated with Microsoft Viva. So, if you hear the word Viva, it may be talking about either the analytics tools based on the context. So, with that quick refresher of the tools out of the way, it's time we moved into some more in-depth information regarding administration and security in Microsoft 365. If you have any questions or need more clarification on these programs, please refer back to the introduction to Microsoft 365 course earlier on in this learning path.

 

About the Author
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Lee has spent most of his professional career learning as much as he could about PC hardware and software while working as a PC technician with Microsoft. Once covid hit, he moved into a customer training role with the goal to get as many people prepared for remote work as possible using Microsoft 365. Being both Microsoft 365 certified and a self-proclaimed Microsoft Teams expert, Lee continues to expand his knowledge by working through the wide range of Microsoft certifications.