Currently I’m looking to have an IT overhaul. What’s required is to set up one set of files/data that will be accessible to all members of the team, regardless of where they are working from. So, something like a central server where everyone can gain access to the shared information at any time from any given computer.

I suspect a cloud, online based server would be the most ideal however I’m trying to figure out whether to go for a CRM system or just go with Microsoft 365? Would Microsoft 365 have the ability to create a central server, as mentioned above? I realise a CRM system is the most convenient option in that everything is set up for you but it is expensive.

The most important element of the overhaul is the ability to share and gain access to data/information by any given individual. Website integration etc. is not a priority.
I would like to receive some feedback on what you think might be the best option here.
Thanks

Also one other thing - only one person has access to the mailbox email address on Outlook. We all need access to it, how do I go about getting this so we all have access to the mailbox?

Thank you for the earlier help I received to my earlier inquiry especially from Scott.

Here's my latest, frustrating issue (as usual like most things when things get updated, it gets worse and worse not better)-

I am trying to set up an out of office auto reply on Outlook but on this new Outlook there's no "Automatic Replies" response but rather an option to create a new rule/alert. Now I've done this but as you know this response only gets sent when you log into Outlook. What on earth is the point of that!? What's the point of sending an automatic response when you're already on your computer and logged into Outlook!? You'll just respond then. The whole point of an out of office auto response is that it gets sent to anyone and everyone sending you an email when you're away and not on your computer!

Which moron came up with this idea? And how can I get around this? What do I need to do to get the old Outlook option of selecting the Automatic Replies option. You just wrote an out of office message, clicked that and done, just like that, it was so simple. Is it because I do not have Exchange server integrated into my Outlook?

For those of you who are in the EU, I’m sure you familiar with GDPR?
I have to say I am rather clueless with all this and have been tasked with putting together a strategy and ensure my organisation is fully compliant when it comes into effect end of May. That’s a ton of work between now and then just for one person and especially as I don’t have any experience really when it comes to data/information management.

What do I do need to do from a practical point of view? I’ve started by putting together a document explaining GDPR and the process to my other 4 colleagues in the office – so that covers the preparation phase as it were, what comes after that – policies?

For those of you who are in the EU, I’m sure you familiar with GDPR?
I have to say I am rather clueless with all this and have been tasked with putting together a strategy and ensure my organisation is fully compliant when it comes into effect end of May. That’s a ton of work between now and then just for one person and especially as I don’t have any experience really when it comes to data/information management.

What do I do need to do from a practical point of view? I’ve started by putting together a document explaining GDPR and the process to my other 4 colleagues in the office – so that covers the preparation phase as it were, what comes after that – policies?

@dbeato said in Out of Office response for Outlook - morons as usual:

@saltedcaramel said in Out of Office response for Outlook - morons as usual:

Thank you for the earlier help I received to my earlier inquiry especially from Scott.

Here's my latest, frustrating issue (as usual like most things when things get updated, it gets worse and worse not better)-

I am trying to set up an out of office auto reply on Outlook but on this new Outlook there's no "Automatic Replies" response but rather an option to create a new rule/alert. Now I've done this but as you know this response only gets sent when you log into Outlook. What on earth is the point of that!? What's the point of sending an automatic response when you're already on your computer and logged into Outlook!? You'll just respond then. The whole point of an out of office auto response is that it gets sent to anyone and everyone sending you an email when you're away and not on your computer!

Which moron came up with this idea? And how can I get around this? What do I need to do to get the old Outlook option of selecting the Automatic Replies option. You just wrote an out of office message, clicked that and done, just like that, it was so simple. Is it because I do not have Exchange server integrated into my Outlook?

You most likely have Outlook with a Pop or IMAP account which means that automatic replies nust be done on. webmail so it doesn’t depend on your Outlook to stay open. Each Outlook version has been that way so this is not surprising and Exchange is the only one integrated that way.

Yes that's it, I have an IMAP account. So how can I manually set up the automatic replies?

@hobbit666 said in Out of Office response for Outlook - morons as usual:

What version of Outlook you using?
Is it the Desktop, Office365(Online) or Mobile app?

I'm using the desktop version, so on my computer.

Thank you for the earlier help I received to my earlier inquiry especially from Scott.

Here's my latest, frustrating issue (as usual like most things when things get updated, it gets worse and worse not better)-

I am trying to set up an out of office auto reply on Outlook but on this new Outlook there's no "Automatic Replies" response but rather an option to create a new rule/alert. Now I've done this but as you know this response only gets sent when you log into Outlook. What on earth is the point of that!? What's the point of sending an automatic response when you're already on your computer and logged into Outlook!? You'll just respond then. The whole point of an out of office auto response is that it gets sent to anyone and everyone sending you an email when you're away and not on your computer!

Which moron came up with this idea? And how can I get around this? What do I need to do to get the old Outlook option of selecting the Automatic Replies option. You just wrote an out of office message, clicked that and done, just like that, it was so simple. Is it because I do not have Exchange server integrated into my Outlook?

@scottalanmiller
This is on MS Outlook. I have 2016 whilst the others have 2010.
Only one person has access to the mailbox email at the moment.

@scottalanmiller
Thanks.
I've started using Google drive, One Drive, Drop box for saving files and spreadsheets. However I'm having issues with both excel spreadsheet files and MS Access files. Firstly when I open and edit Excel files, Google, one drive, drop box, they all seem to save additional copies every time. Why is this? How can I get it to simply over-write the file I'm working on so there's only one document each time?
Also once I upload an MS Access file, each time I click on it, it saves a copy on my hard drive. Why is this and how can I get around it?

Also one other thing - only one person has access to the mailbox email address on Outlook. We all need access to it, how do I go about getting this so we all have access to the mailbox?

@scottalanmiller said in CRM or MS 365?:

@saltedcaramel said in CRM or MS 365?:

As I said essentially what I need is a system where all the company files/information/data can be stored in one central location, so that any member of the team can have access to it.

That's very general, though. A CRM, including MS Dynamics, does not do this. It stores data about very specific things. In the case of the CRM function, it stores info about customers, not about your company. So neither CRM or Dynamics (which is a CRM plus a few other things) does this.

Not knowing what your company files and info are, we don't have a lot to work with. If you just want to store generic files, something like Nextcloud is going to be the answer, or a service that is similar like Dropbox. If you want generic data, then a wiki is likely the best bet like Dokuwiki or Wiki.js.

If you have non-generic data, then a custom application is best or at least a specific application to your data types. But without knowing what that is, we are talking extremely generically here.

Hi Scott,

Ok so specifically I mean excel spreadsheets of members details like contact numbers, email addresses etc. Right now these spreadsheets and information is only present on one computer in the office. All members of the team need access to these files so what's the best way of doing this?
Also only one person has access to the mailbox email address on Outlook. We all need access to it, how do I go about getting this so we all have access to the mailbox?
I reckon maybe a CRM system is not even needed but maybe something as simple as one drive or dropbox?

Thanks for the response.
As I said essentially what I need is a system where all the company files/information/data can be stored in one central location, so that any member of the team can have access to it.
I know Microsoft Dynamics 365 now do something like this? I really don't understand all these other features though.

Currently I’m looking to have an IT overhaul. What’s required is to set up one set of files/data that will be accessible to all members of the team, regardless of where they are working from. So, something like a central server where everyone can gain access to the shared information at any time from any given computer.

I suspect a cloud, online based server would be the most ideal however I’m trying to figure out whether to go for a CRM system or just go with Microsoft 365? Would Microsoft 365 have the ability to create a central server, as mentioned above? I realise a CRM system is the most convenient option in that everything is set up for you but it is expensive.

The most important element of the overhaul is the ability to share and gain access to data/information by any given individual. Website integration etc. is not a priority.
I would like to receive some feedback on what you think might be the best option here.
Thanks