Uses by job role: Marketing and communication Replay
In this video, you will learn about the uses of Microsoft 365 for job roles in marketing and communication.
The video covers three main job situations:
staying organized in relationships, preparing for a big event, and creating a marketing plan quickly.
It demonstrates how to use tools like Outlook, Groups, Yammer, and Skype to collaborate efficiently, communicate effectively, and centralize information.
This will help marketing and communication professionals improve their organization, creativity, and productivity.
résultat(s)
00:00:26
3 job situations that you may face if you are from the Marketing and Communication Department. So welcome to this session. My name is Charles BONACHERA and we're going to spend the next 30 to 45 minutes together. So what we will be discussing during this time, I've told you already: 3 job situations
00:00:47
that you may face in marketing and communication. The first issue would be to try to keep yourself organized in your relationship with others, in any type of relationships. In fact, I will say that I will try to show you some solutions or two at least, that will help you stay organized.
00:01:08
The second issue will be to to see how to prepare a big event.
00:01:15
Also, having to use some tools prepared ahead of time, provided by Microsoft Office 365. And then the third issue will be to get the marketing plan in a very short time, so how to succeed in having a marketing plan
00:01:35
in a very quick and short time. So the goal of this session is to collaborate efficiently and get a better communication globally. So let's go...
00:01:51
And for that, first I will open Outlook.
00:01:54
To keep yourself organized in your relationship with others, you have
00:02:05
different possibilities; but the main one is the new opportunity in Office 365 and Office 2016, which is called groups. The groups. If you want to keep organized
00:02:26
and nevertheless, have relationships with others, you may try to create groups for that purpose. How can you conceive these? When you are in outlook, in the home tab you have... nearly at the end of the ribbon,
00:02:47
a new section called "Groups" where you will be able to create a "New Group". So there you will go in the popup to give the new group a name. You will be able to decide whether this new group is public or not. Of course, it will depend
00:03:08
on the purpose of the relationship that you want to have with the others, the other people: internally or externally. So let's say, it could be private so that you will decide whether to subscribe new members so that you see group conversations
00:03:28
in their inbox, private inbox also; otherwise, they only see them in the group inbox. So you will create a group. What is interesting in this is that in your mailbox at... in the folder pane, here on the left,
00:03:49
the folder pane at the end, you get a new folder called groups where you find all the groups you are members of.
00:04:00
And others, because you have created them or because you have been assigned to a group and invited to a group directly by someone else. If we have a look at this folder... I have already groups, so that's why I'm not creating one.
00:04:21
But once you have created one, you see that of course, if I go to this "Webcast", there is one unread conversation. Here, I've got 2 conversations and here I've got 2 other conversations, which are not... which are still unread.
00:04:41
OK uhm so in these groups what's interesting with groups is that in our subject, which is to keep organized in your relationship with others, the interesting thing is that for each group created,
00:05:02
...each group created will instantly create
00:05:08
the conversation or
00:05:11
the equivalent of the mailbox where all the conversations of the group will be concentrated (focused). So here I have a new tab, which is called "Home" and this tab
00:05:28
synchronizes all the actions and commands that I can have with my group. So the first is the conversation. So it means that I can have a conversation with the group, OK? So I can have a new conversation, meaning that the conversation
00:05:49
seen or sent by all the members and all the members of the group will receive my email, my message; and if I had subscribed the members, they will also receive a copy of this conversation in their own mailbox, in their own personal mailbox.
00:06:10
By personal, I mean their professional individual mailbox; and also a copy in the group mailbox as pretty much said earlier, having here access to the mailbox of the group. To help you again keep organized.
00:06:31
there is also work calendar which enables, regarding the group members, to invite them individually but through the group. So you may now recognize the Outlook interface you may know from
00:06:51
Outlook 2016. And you can have new appointments, new meeting requests... but each time, what is available, is that you see this is the group address.
00:07:04
So that means that each time
00:07:07
you have the possibility to send and create an appointment or meeting exactly as you would with one individual but pieces (attachments) directly sent to all members of the group. Then of course, you get all the functions of Outlook... which of course, you
00:07:28
you can insert documents, attach files... You can well do anything... Attach file here with the new functionalities of Outlook 2016 that I invite you to find in one of our MOOC training regarding using Outlook. Also, to get back to what we first saw...
00:07:49
We have seen...
00:07:52
For the groups, we have seen...
00:07:57
the conversations, calendar, but there is also something very, very useful and that you may found very useful to again keep organized and have still a good relationship with your other members of groups and people that you want to keep
00:08:18
updated with the documents for example: Here, when you create a group within "Conversations"/"Calendar", there is also a
00:08:29
space, your own online storage where you can upload documents that can be shared by the group. So this
00:08:42
yeah, this file can be shared by all the members. From there, we'll be able again to share them with anyone outside your organization and outside Outlook. So you are not
00:09:03
restricted to your organization or to your group. This group functions are very, very interesting to keep again organized within your team or small groups.
00:09:24
But that is not a restriction to these couple of members because from there, you can still share documents with people outside your organization, having in mind still security; So, you can copy a link to... a restricted link for example, to keep (maintain) security
00:09:44
or to send a few links or anything to someone external to your organization or invite both inside your organization and this time in this case you are directly
00:10:00
related to the organization, your organization book... address book. So that's another feature, which is very, very interesting in our issue, first issue to get organized and nevertheless, related to all members of
00:10:21
our group for instance; And the last option is the Notebook. Notebook is also a notebook so to get (take) quick notes that you will also share with the rest of the members of the group. So that's the main feature
00:10:42
that you may use in your organization. There is something else...
00:10:49
If you go to outlook. There is also the possibility with Skype to know if people are available or not. So you can also
00:11:10
take advantage of this Skype E which is included in Office 365 and in office 2016. For example: Here, one member of one of my groups, I know that his presence is unknown. But this means that if he were available at this time,
00:11:31
I would...You see, like mine here, I would say I'm available and video capable. That means also that in my relationship with people I can instantly create for example, send them an instant message or have an audioconference or videoconference call. Well,
00:11:52
pretty much do everything instantly. And that keeps me more organized more in touch and in open communication with the rest of my people. When I need to communicate effectively with the rest of my group, so that's the first answer and solutions to
00:12:12
the main... first issue, which was to keep yourself organized and nevertheless related to the others... Share with Outlook and Skype: conversations, calendar, files, notebooks; And to instantly see the availability of people
00:12:33
and to encourage reactivity in terms of communication.
00:12:45
That was the first issue.
00:12:50
If I get back to my second issue
00:12:57
which is to prepare a big event.
00:13:02
So the questions at stake... How to manage the organization of an event with internal and external participants? How to give an attractive and creative dimension to a presentation? - which is part of this event. You have a presentation to deliver and how
00:13:22
to get an attractive and creative or more creative and attractive dimension to your presentation and how to centralize the exchange (of information) of all the participants. For this, there is something new in Office 365; this one is called Yammer.
00:13:43
If we connect the Internet to Office 365 account online, you'll be greeted by this page; Unless you have changed it. But let's say that you haven't change it. So you will be welcomed in this page. And here you find, of course, all the applications
00:14:04
that you can access online; there are several ones of course. Your Mailbox, Calendar, People, PowerPoint, Excel and Word - which are the main applications that you can use and may use when you connect to the Internet. But there is something new here, which is called Yammer. So what is
00:14:25
Yammer? In fact, Yammer is a network, a kind of social network where you can... that you can use to again have conversations. So, for example, if I go to this network that I created: Marketing and Communication, you see that you can have
00:14:46
conversations. So you can see all new conversations. So it means that all this network can be used by also people participating in a project; like this one, to prepare a big event. And from there, you will be able to share conversations, but again files and notes.
00:15:06
So it's not exactly... or it's also the creation of a new group; So, if you create a group... Here, create a new group at the bottom, left-bottom, "Create a new group". You can see also that can be either an internal group or an external group. So if you choose to
00:15:27
have external group that means that people from the outside world, I would say, that means outside your organization will be able to access this group and so share with you lots of information because this time contrarily to Groups where you could share a calendar,
00:15:48
just conversations like messages, in fact, like in Outlook. Inside, you also have much more. It's a real network, social network... where you can again have conversations, but not only conversation because if you, let's say, you can share something with this group
00:16:09
Swhich is just: "Hello, welcome."
00:16:14
And you can post it pretty much as you would with other networks, social networks; but you see also that you can have here a poll
00:16:25
with questions... That's very interesting if you have a decision to take and you want to let people
00:16:36
well take time sometimes to answer these questions; So, you don't need an answer instantly but you can ask a question. So,"That's my question".
00:16:48
OK and of course, you can get different answers, OK? So, "Yes,
00:16:58
perhaps, no, Don't know".
00:17:01
See, each time you get to the bottom of a question, you ask another one, OK?
00:17:07
You see that this group is the recipient of this post, meaning that they will receive a post
00:17:27
in their group calendar and in their mail. You can even add people to notify. So you can add people.
00:17:39
And of course, you can add a document, so upload a file from your computer or a file from Yammer. Why from Yammer? Because as much as groups, here you have... Yeah. I haven't posted my message yet. So I post my message first.
00:18:00
And now you see that people will receive the post, will be notified of this post and will be able to answer,
00:18:08
And will be able to see the results. OK, and you can even change the vote. Here's the post. So something new, not directly available with groups as we have seen before. I was telling you that about files. So again pretty much as we had for the groups but share in this complete network.
00:18:29
You see that you can also upload documents. The situation a little bit different because from there, you will not be able to share documents with the outside world. I mean, only with people inside network will be able to see this document.
00:18:50
Of course, and you can even have some notes. Notes in this case, it is not the Notebook. It really, really creates a note. It is just also a simple note to (take) a quick note. It has nothing to do with the notebook, which is much more advanced in terms of writing a note.
00:19:11
So,
00:19:14
Again.
00:19:17
In New conversations, you can have a pole, you can praise someone:
00:19:21
"Thanks Paul for your job."
00:19:26
[No speech]
00:19:30
[No speech]
00:19:37
[No speech]
00:19:42
And the person that I want to
00:19:49
praise.
00:19:51
And now I can post this.
00:19:57
And the system will look into the address book of the company.
00:20:04
And the name that I have entered. But not only... So, you can see also on the right that there is a possibility to search information and things. You can directly edit information with a group.
00:20:25
So you have lots of possibilities. The documents here are available. You can relate this group to another one.
00:20:33
So if you have different group of people related not always directly involved in the same project but somehow related, you can subscribe to this group by email, post to this group by email. So it means that people will be able to... and you can have conversations in Yammer without ever
00:20:54
leaving your email inbox. So if you copy this, it means that you will be able from your mailbox to directly send post to this group, even if you're not connected to yammer! What is also interesting with this Yammer is that you and the group do not need to be on your computer.
00:21:14
You don't need to be on your computer because this is an online feature an online applications, meaning that wherever you are, and on whatever the device, you have the possibility to use this Yammer. There is an application form for smartphones and tablets so that you can directly
00:21:35
connect to this application from wherever you are, and whenever you want to. ... And of coursee, the rest of the group. And you can even see on the right, under the search bar the people already connected, look for someone have instant messaging with someone which is connected.
00:21:56
And you can send message.
00:21:59
Invite people or instant message with people which are online, and members or not of the group.
00:22:07
So this is another solution to this part of this issue to prepare the event. So you have the possibility to create for each main event a new group, Yammer Group I mean, a new network. In fact, where you will be able again
00:22:28
to share conversations files and much more possibilities for all people to get involved from anywhere at anytime. That was one of the first three...
00:22:43
But now to give an attractive and creative dimension to a presentation that you have to deliver somewhere. If I go to.
00:22:56
Um...
00:23:01
There it is, sorry. Here's the presentation that I have created. Well, of course, you presentation would probably be much more attractive than this one. This one was done very quickly off a blank template... This is the result.
00:23:22
Now just in terms of attractivity, if you go to "Design", you will have access already to some new
00:23:33
templates to get instantly
00:23:37
Or with which will instantly see the results. So if you want to change the
00:23:46
template, this you already have at your disposal. Lots of templates that you can reuse instantly. Of course, if you change to another
00:23:58
tile, of course you will also get the results. So this was the Title slide, of course which is based on the template of title. So it reacts in a certain way, which is not always what you would get if you look at the normal
00:24:18
slide. So you see that you can decide whether you prefer one or another, OK? And you can of course, reverse because I would like to tell you something. The first thing is that you can select a new thing with some variance
00:24:39
at each time to your presentation.
00:24:43
And if you have for example here, a list of words or just at list that you want to present... If you go 00:25:00.670 --> 00:25:13.970 to the Home page and then format, first you can change to see just the "WordArt Styles", OK? But also,
00:25:16
if you stay in the home tab, if you select your list, you will find in the middle of the ribbon something called "Convert to SmartArt" and there, you will be able to test another layout, another possible presentation to your list.
00:25:37
And this may be of course quite interesting because you can get something much, much more attractive... So all are not, of course. That's it. But here for example, this one may be good. And each time, you can change to one that seems more presentable; This one for example.
00:25:58
So, if we summarize... so if we go to design, you can change just the theme of your
00:26:11
presentation first. And then
00:26:15
even for this list, if you go again to Home, you can convert this to and this time, each time PowerPoint will offer you of course, all this SmartArt based on the themes and that means the colors.
00:26:36
And the font of the theme that you have chosen. So it might be a good way to have something more attractive, perhaps, then what you would have used at the beginning. So for example, then of course, the same if you
00:26:57
have inserted a chart into the slide Production...
00:27:02
You see that each time you have something selected, there is a new tab, opening here "Chart Tools", for example. Here, for the chart... when you may find another
00:27:15
layout for your chart, a new style. And again, you may find something more attractive than just the chart you had at the beginning. So, many possibilities, always keeping the font and the color, basic color, OK?... of the theme you had.
00:27:35
All right, so let's take this one, for example. Another way to get something more attractive.
00:27:41
Then of course, you can insert a picture, the same each time that there is something you can convert to SmartArt. Just one thing, when you insert a picture.
00:28:03
I will try this one first.
00:28:06
So one.
00:28:10
If you insert a picture.
00:28:12
I will insert this one, for example.
00:28:19
The system is able to
00:28:26
give you here, design ideas. So the system when you insert a picture, the system will be able to show you different design ideas in terms of again design of the page. So you can, remember, you can insert pictures or even videos.
00:28:47
So, search video online, video on your PC... So, here. And when you go to slide Show,
00:28:58
you will be able to play video, OK? So it works. This is a Microsoft video. That also can give a much, much more attractive look to the presentation. And much more weight to the presentation and of course,
00:29:19
the ideas you want to give to your audience. So again, each time there is a mix.
00:29:23
You can again go to Home tab, you can then convert it to somethinbg more attractive, OK?
00:29:42
To finish on that, just know that if you go to the Insert tab, you have at the far right... - we've seen how to insert a video - ...Just know that you can now insert
00:29:54
an audio from your PC or even record your own sound. So now, I'm talking and of course, it is recording for the webcast. But it is also recording for the something inside the webcast. So if I close now you see that
00:30:15
there is a media pic and if I click,
00:30:19
I can hear my voice. Which is different that of the presentation of this webcast. So lots of possibilities! Even here: "Screen Recording" that we let you have something... you can select which part of the screen will be recorded and
00:30:40
and everything that is on screen will be recorded and inserted into the slide. So, in 3 seconds... It will be recorded.
00:30:50
So from now on, everything I do on screen, will be
00:30:58
of course directly captured.
00:31:03
Cool, I mean, all will be set online. So it means then that when I
00:31:14
stop the video recording, you see this is...
00:31:18
You can see this is inside the slide. You can then start it again at the bottom. There is here: play and pause. This video, which is in fact, recorded from your computer and what's on your screen. So lots of possibilities to
00:31:39
improve and make your presentation more attractive! So I would just edit this. You see that this was inserted into my slide. So remember when you click on Insert you will get here: video, audio and screen recording.
00:31:58
So last possibility: How to centralize the exchange of all the participants. Well again, we see that groups possibility is to go to the groups here in the group's Calendar and Files central... Yammer, because in Yammer,
00:32:19
it's a total network educated to project that poll and where people, again, share lots of information, communication and files. Again from there, so that's some of the issues that you may face. A lot more are available but of course
00:32:40
some solutions that you can use
00:32:45
to face the issue when you want to prepare a big event and after lots of people are involved both internally or externally; because again, the Yammer group can be external and that's people from the external world again, I would say.
00:33:06
The last issue: How to draw a Marketing plan in a short time? How can you get for example, the collaborators ideas despite their distance? How to centralize the notes and documents of each and everyone involved? I think that we have already discussed that.
00:33:23
So in this case you can face again this issue with either Yammer or Groups. How to gather everyone quickly and efficiency without effective presence? One of the solution that you may use is
00:33:43
Skype E.
00:33:47
Because with Skype E, you can instantly have...
00:33:58
So if for example, you want to have an instant...
00:34:03
I think with someone in Skype, you have your list of contacts that you have grouped... which are in groups or are organized by their status, but here you can instantly organize, shedule a meeting.
00:34:24
So if you organize a meeting with
00:34:29
someone means that you can instantly send invitation for everything to someone or even quicker;
00:34:45
and more reactive: you can instantly for example start...
00:38:31
So I'm the only one here for the moment. But anyone I think will instantly come along with me.
00:38:40
In these.
00:38:45
And I will send you.
00:38:57
For example, or making could anybody again that receives this link with the instancing communication with me. So I can have an instant ink in quick quick meeting with anyone of my organization of course of my.
00:39:18
The group that I intend to communicate with, but also with anyone outside and again, you can see that you can start a video neutral, which if you need to mute it, but you are an instant message here, so we can.
00:39:36
Write message anybody to everybody you can and again, you can share your desktop or share window and even PowerPoint so if you want to share a PowerPoint I can will do second for example.
00:39:57
So the system with.
00:40:01
Load the
00:40:05
Presentation you would be up to get the presentation to open go inside this conversation.
00:40:17
So it takes just a human now this representation.
00:40:23
2 numbers to all the against the participants in this session and everybody and even even.
00:40:33
In the VM.
00:40:36
On that presentation to the elbow 2 for example.
00:40:44
Something and people at the end can even these 3 dots. We can even download boot plantation. The outlook presentation, which it's not double about point presentation in XPS format for from.
00:41:05
At Microsoft, but instantly you can have a meeting with anyone inside your organization. Of course, but you can also copy Skype meeting options. You can copy a sorry you can.
00:41:26
Reaching in folk you can.
00:41:29
Keep this link or copy this change signage to everybody that you want. Anybody that you want again instantly be in communication in meeting with you. That means that can be someone from the external world external to your organization and that.
00:42:10
And having your browser whatever browser is Microsoft Edge, Microsoft Internet Explorer. Whatever you can connect to this instant meeting and be discussing the problem for example, here.
00:42:31
The plan that you can discuss dinner quick and short time, even inviting more people from the inside of your organization off again that we have seen with copying the meeting entry info to inverse someone from the external world.
00:42:51
If you and you can so in a few seconds after Skype meeting OK or prepare a Skype meeting or share for example, from the 15th of February and that this particular time the meeting will start and people.
00:43:12
Open Skype meeting instantly tan again. In fact, more and more people with a lot of possibilities. Instant messaging sharing desktop. The program or a PowerPoint presentation to be able to transform it to edit them together with other.
00:43:33
People were so.
00:43:36
Loving it so here we are at the end of this presentation around marketing and communication use cases I would say so. Thank you for attending this session hope it is used to and you can buy suppose and.
00:43:57
Uhm I hope that you make the best use of these thank you and bye bye.
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