Enable document management with Microsoft 365

Enable document management with Microsoft 365


>>Microsoft 365 powers rich document management experiences
with metadata and SharePoint. Let’s take a look using
Microsoft Teams and Stream, and how to enable document
management for your organization. Microsoft 365 empowers
document management across a range of scenarios
throughout the suite. Here, we’re starting
in OneDrive where I can see all of the content that I have created myself that I’m looking to extend to
the rest of my team. Let’s take a look at
how Microsoft 365 tries management of this content through the authoring tools inside Office. Here, I am in the planning doc for my meeting coming
up on the XT7000. I can open up the
comments and see what people have added here before, but one of the ways Microsoft
365 empowers collaboration is through the use of comments here. So I have a question
about why we’re only doing limited targeting
of rural areas. So I’m going to add a comment, and I’m going to say to
one of my team members, Megan, “Can we confirm this?” When I click “Send”, Microsoft 365 recognizes
that I’m adding a comment to someone who doesn’t
have access to this file. So by prompting me, I can click “Share and Notify” and generate the same sharing experience that we see in the rest
of the suite to allow Megan to participate in the document
discern way other people do. That same use of collaboration extends to common
tools like PowerPoint. We now have the ability
to say that I want to generate a link
to a specific slide, so I can copy the link to the slide. Now, let’s head over
to Microsoft Teams and insert that link for my manager. Here, inside Teams, I can see a conversation I’ve
opened up with Miriam. Let’s paste the link
that we got before. One of the things you’ll
see is that teams gives me a nicely
formatted version of this so I can get a link along with a little bit of Chrome
saying anyone here can edit. By opening up this, I opened the same common
sharing link that we see throughout the
rest of Microsoft 365. So I can control who
can work with the link, whether editing will be allowed
and what the expiration date is going to be moving
forward. This all looks good. We’re ready to share and I
can say, let’s take a look. Microsoft 365 support for
document management is extended to file types that move beyond the traditional Microsoft
Office formats. Here, we can see some file formats
coming from areas like AutoCAD. Let’s click on this and take a look. Microsoft 365 now empowers a rich experience of this
architectural diagram. I can zoom in and work
with full fidelity to see exactly what was
originally intended by the author of this without
needing to download the file or even have a
local editing capability. We’ve also added support for
other common file formats such as 3D images. Let’s take a look. Here, I can see a rich 3D panoramic view of the canyon that I might want to
use for my new drone launch. Without needing to download the file, Microsoft 365 allows me to use my navigational
controls to pivot up and down and have a great
experience working with the file right there to determine
if it’s something I want to use. When we bring files
into Microsoft 365, SharePoint allows us
to empower a range of collaborative capabilities where
I can share, check-in, check-out, and work with the file directly
through the comfort of my browser, but we’ve also extended that same rich formatting and
usability into Microsoft Teams. Let’s take a look. Here, inside Microsoft Teams, the hub for Teamwork. I can see the same rich
experience formatting and “Command” bar that I saw in
the original SharePoint view. Let’s expand this to
take a full look. Not only can I work
with the Metadata, I can also optimize
for files that need attention allowing me to just drill into two specific files
where the owner is missing and take additional
action to supplement that data. Our support for collaboration also extends to newer file
formats such as video. Let’s take a look. I can click here to automatically
download the file. Here, we can see that the power of Cloud AI has automatically
transcribed and generated captions to automatically supplement people’s online
experience of the video. Extending the
accessibility, usability, and findability of information
contained in this format. These are some of the ways that we’re extending the frontier of what document management can do
for you inside Microsoft 365.

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