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Office Clutter

The definition of clutter is: “a confused or disordered state or collection; a jumble”. Clutter is most often a symptom of collector’s mania. If we apply this to our modern-day use of email, we can certainly discern traces of an obsession for hanging onto things. Just think of how many times a conversation ends with: “Can you send me the details in an email?”

Taking this into account, there are two types of people:

  • The organised collectors: emails are grouped in a clear file structure at regular intervals and all unimportant email is discarded;
  • The chaotic collectors: all email is equally important and preferably left in the inbox forever.

Coming to the rescue of the latter category, Microsoft developed the “Clutter” function: a feature that every user of Office 365 can activate personally in his or her mailbox:

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All the end user needs to do is decide whether to switch this function on or off. What you see above, for example, is a message showing that Outlook has classified 20 email messages as clutter in the past week.

The function will create a “Clutter” file, which will then be used to transfer less important email from your inbox to a clutter folder.
Of course, Outlook doesn’t just randomly transfer email from one file to another; it first makes an assessment of your mailbox behaviour. Which email do you tend to read immediately, which email do you delete, and which don’t you even open? Based on this information, Outlook will help ensure that genuinely important email remains in your mailbox, while low-priority email is moved to the clutter file.

There are two possible actions you can take to coordinate the clutter filter to your email behaviour.

  • You can designate email as clutter, simply by marking it as such. Of course, it also works the other way around: you can designate email that Outlook has placed in your clutter file as “not clutter”.
  • If you prefer not to spend time clicking, you can simple drag email from your inbox to your clutter file (to be designated as clutter), or vice-versa to inform Outlook that specific email moved to your clutter file is, after all, important.

 

Learning process

The clutter function will, however, not function flawlessly from the moment you start using it. It may take several days - or even weeks - before it is completely attuned to your profile. As no two people approach their email inbox in exactly the same way, there is a universal solution.

Emails sent by the user and those sent by a user’s superior are never considered clutter. Other characteristics that mark email as important are the sender’s name, whether or not the user has participated in the email thread, or if the user is the sole addressee. All of this is based on a powerful engine developed by Microsoft: Office Graph.

Centralised management

What we wanted to point out above is that the end user has full control over the clutter functionality; all he or she has to do is make use of it. However, it is not so that an email administrator cannot adjust centralised settings to the system. Email administrators can use “transport rules” to bypass email from the clutter filter (or not). Based on specific words, senders, or whether the email is for internal office use or not, end users can add the attribute “X-MS-Exchange-Organization-BypassClutter” to an email header to bypass the clutter filter. Or, in other words, the administrator can make sure that specific mails will always reach a user’s inbox and not inadvertently be designated as clutter.

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Would you like to know more?

We have selected the following blogspots for you:

https://technet.microsoft.com/library/58e413f0-aa27-4307-bffd-4df03090a15e%28v=exchg.150%29.aspx

https://support.office.com/en-us/article/Use-Clutter-to-sort-low-priority-messages-in-Outlook-Web-App-7b50c5db-7704-4e55-8a1b-dfc7bf1eafa0

https://blogs.office.com/2014/11/11/de-clutter-inbox-office-365/

http://windowsitpro.com/blog/faq-answers-common-office-365-clutter-questions

 

Technology Technology

Op 23/06/2015 door Vincent

ShareCafé Office 365: Efficient collaboration at minimum cost

This year’s first ShareCafé will focus on working in the cloud, with a particular focus on Office 365. Most people immediately associate the terms “Cloud” and “Microsoft” with Microsoft Azure. There is, however, much more to it. Office 365 - the successor to BPOS - is another cloud service offered by Microsoft, and only one of the many services being launched at the moment. This is a development we can only applaud!

 

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What is this Office 365 service exactly?

Office 365 is a collective name for a number of popular office applications offered by Microsoft to private individuals and business users of all sizes. The best-known of these are, without a doubt, Word and Excel, but the service also includes Outlook, SharePoint, OneDrive, OneNote, Yammer and several others. Office 365 is what we call SaaS (Software as a Service), while Microsoft Azure is IaaS (Infrastructure as a Service) and PaaS (Platform as a Service).

“Office 365 ProPlus” vs. “Office Professional Plus 2013”

One of the components that are available (depending on your subscription) is Office 365 ProPlus. With regard to functionality, it is similar to the traditional Office Professional Plus 2013 version, the difference being that is offered as a service to which you can subscribe. This means that instead of owning a software package, you are permitted to use it for a given amount of time. The advantages are that the initial price is much lower and that you will always have access to the latest version - as long as you pay your subscription fees on time! Also, the ProPlus version is not linked to a computer, but to a user and can be installed on as many as five computers at the same time.

Exclusively online?

It is a misconception that Office 365 only works online. As discussed above, a client application is still available that can be used to enable offline working. Besides that, the offline versions have even more special features than the online ones. However, the online versions of Word, Excel, OneNote and so on are more than sufficient for everyday use at the office!

Collaboration?

There are simply no environments that facilitate collaboration on a project as well as this one. Sharing a document couldn’t be easier than through the built-in SharePoint. And if this isn’t enough, you can still use the email function, or online conferencing via Lync. The possibilities are virtually infinite!

OK, so where do I start?

As soon as you’ve been convinced that Office 365 is exactly what you need, the rest is child’s play. A trial version of the popular E3 subscription can be installed in no time at all to let you try it out. After all, hands-on experience will make the advantages much clearer to you than by reading this blogpost. The administrative aspects can easily be arranged through the portal or, if you are familiar with PowerShell, entirely through scripts.

Free trial version: https://go.microsoft.com/fwlink/p/?LinkID=403802

Help!

If you’re still hesitant about jumping off the deep end, Orbit One will be happy to help you set up your Office 365 environment. This can easily be integrated into your existing company network and applications, enabling a smooth transition of your On-Prem environment to the cloud (this is called onboarding). Orbit One is always ready to help you - in words as well as actions!

 

News News

Op 09/04/2015 door Vincent