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Allowing information to find you: Office Graph, Delve & Clutter

If classifying, sorting and searching for information is taking up an increasingly bigger chunk of your workday, we have some good news for you. From now on, you can do away with classifying all together. Even better: information will be finding you, almost on its own accord, thanks to Office Graph, Office Delve and Clutter. Being a user of Office 365 you already have the necessary technology at your fingertips, but perhaps you were never aware of it.

What you do know is that we are all wrestling with a torrent of information. Every organisation aims to streamline the structural organisation of its data to enable everyone to access it as efficiently as possible. However, there are always people who refuse to follow instructions for data structuring, or who spend too much time classifying information that has nevertheless become obsolete in a relatively short period of time. It’s as if we are fighting a losing battle.

Smart technology

Nevertheless, there are other options available! Why is it that we can flawlessly find information on search engines, while nobody has ever classified this? The answer is: they make use of smart algorithms. Office Graph is a similar technology that was recently incorporated into Office 365. Not only does Graph structurally organise and retrieve data, it also promotes its exchange within your organisation.

Office Graph is a system that runs in the cloud, invisible to Office 365 users. Every time you compile a document and save it online on SharePoint or OneDrive, Graph “remembers” it. It keeps a record of the subjects in your documents, the colleagues reading your documents and the people to whom they are sent. Graph also decides which contacts are important to your work based on your email traffic. It uses all of this information to build up a network of information and contacts for every employee individually. The system also indicates which of your colleagues have expertise in a particular field.

This way the categorisation of information - and therefore the ease with which it can subsequently be retrieved - is no longer contingent upon the efforts or goodwill of every user. Everyone will automatically be directed towards the right information, restricted only by access rights.

 

Personal dashboard

While Graph works as an invisible motor in the background, the end users can make use of all the new applications offered through Office Delve, Office 365’s smart search engine. Delve presents the information for each individual user through his or her very own dashboard, taking into account the “distance” between the user, the information, and the colleagues that are essential to him or her. Finding and sharing information was never as fast or efficient as now!

 

Tidy-up robot for email

Another new application offered by Office 365 is Office Clutter, a tool to keep your Outlook inbox well organised. Based on the same machine learning capacities as Graph, this software decides instantly which emails should be moved to a “clutter” folder for low-priorityemail, where they will simply remain until you have time to address them. This way, you can deal with more important or urgent messages first. Your Clutter Folder will contain emails in which your address is one of many in a CC list, while the emails about a subject that you are frequently involved with will automatically go to your inbox. As this system is intelligent, it can be trained: every time you manually move an email from your Clutter Folder to your inbox (or vice-versa) Office Clutter will automatically remember this for next time.

How can Orbit One help you?

Orbit One helps organisations become more productive, both internally and towards their customers. We are happy to put them on the road to enhanced productivity with Office Graph, Delve and Clutter. We can also link Graph to other applications such as Microsoft CRM to enable the system to retrieve information from here as well.

Contact us for obligation-free advice

Technology Technology

Op 12/06/2015 door Olivier

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