How to maintain security with remotely working employees

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Requirement of remote data access is quite common nowadays. With the significant advancements in mobile technologies, cloud computing and networking infrastructure, people are working out of office as comfortably as they have local accessibility of on-premises. Many times employees need to work from home, client locations and even need to be connected while travelling. This requirement of being able to work from anywhere has enabled businesses to improve their productivity. Companies are now able to outsource work load to best talents even they are not living in the same physical location. At the same time employees are more satisfied with their work routine as they are able to connect from anywhere.  They no longer need to spend night in the office for that important meeting or conference call.

Undoubtedly remotely working ability is a boon for businesses as well employees. Computing infrastructures are not centralized but scattered over various locations to ensure the continuous accessibility. However there are few concerns about keeping the data secure. If machines and devices of remote employees are infected with malware, they could intrude the organization’s network too. Also don’t ignore the data leak threat, in case the mobile device of the employee is lost or stolen. These considerations shouldn’t be ignored when we are sharing applications, critical data and network with the employees for outside access capability.  The solution of these issues is not to restrict your employees and machines to the office premises only. There is much more progressive approach for dealing with this scenario, i.e. improving your security mechanism.

Below are the important points you should consider for security purposes:

1)      Devices of remote workers or the employees who use their personal devices for work purposes off-premises should be secure enough to fight and resist data stealing malwares. Barring employees from downloading external stuff and using personal emails could be the ideal measure. However practically this seems unfeasible when employees are working remotely. Therefore companies should use security software and activate automatic updates for keeping system guards up to date.  Of course it is risky to assume that employees would take care of system hygiene and security religiously on their own. You can also use patch management tools for this process.

2)      There are applications with which you can erase the disk data remotely (remote –wipe apps) in case a device is stolen or lost. Installing such applications would help in erasing data and prevent any authorized access of a lost device.

3)      Using cloud based applications would let your employees work from any location. At the same time you don’t need to worry about the data security as genuine cloud providers ensure secure and ubiquitous access. As cloud providers have expert resources and proven strategies, cloud applications are often more secure and efficient. Cloud services like Hosted Exchange and Hosted SharePoint let your employee communicate and collaborate anytime and anywhere without risking data security.

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Why Choose Hosted Exchange?

 

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Why should you choose Hosted Exchange for your business? With lots of talks going on over cloud computing adoption in mainstream IT, business executives often find themselves overwhelmed with information circulating via Internet.  Undoubtedly demand for cloud solutions like Hosted Exchange, Hosted SharePoint is increasing but there are still some adoption hurdles.

Below are major considerations of business owners when they are decided for an email management application:

1)      Accessibility: Whether you are a SMB or an enterprise, your email and data should always be accessible to you and your team. It is even more important for the small businesses as they have limited resources. Often a small team is involved and hence everyone needs to be connected. So email accessibility and availability is the most important consideration while choosing an email solution.

2)      Security/Disaster Recovery: Whether it is personal or business use, data security is very important. For businesses, it becomes even more crucial. Also in case of any accidental or natural havoc, an efficient disaster recovery process should be in place.

3)      Mobility:  Ability to work from anywhere or from any device is an essential requirement now. A growing business needs ability to connect and work irrespective of the physical location and device. You need freedom to access your email whether you are using a Blackberry, Windows phone or iPhone.

4)      Hassle free deployment and administration:  Email solution having all above mentioned features would be great to have. However the deployment of the email application should not be complex. One point often missed by users is the ease of administration. The email software chosen for your business should be easy to manage and administer.

What is Hosted Exchange?

Now let’s discuss Hosted Exchange specifically. Hosted Exchange is the comprehensive email messaging service perfect for small and medium sized businesses. The latest version released by Microsoft is Hosted Exchange 2013. Features of Hosted Exchange vary from basic email functionality to high level functions like calendars, ActiveSync, additional storage, hosting personal domains etc. It frees small businesses from upfront capital investments and provides a scalable solution with monthly affordable fees based on the number of mailboxes they want to deploy.

Why should you choose Hosted Exchange?

Hosted Exchange does not require huge investments for purchasing hardware and software. With an experienced service provider, deployment and administration is hassle free. Hosted Exchange comes with Outlook Web Access (OWA) for ubiquitous access. Hosted Exchange provides a secure way to access your email and data. Exchange Server use encryption for reading and composing email messages. Access to email information (free or busy) is permission based to ensure secure access. Service providers can further enhance the security by purchasing additional antivirus and anti-spam agents. The functionality of Hosted Exchange is comparable to local exchange in every way. With hosted solution you are better protected against any interruption or security risks.

Hosted solutions run in large data centers which are far more robust than the local infrastructure. Also there are tested and automated measures for ensuring the availability and handling the interruptions. Your cost of using hosted services is fixed every month and based on your usage. Therefore you get enterprise class functionality within your budget with Hosted Exchange email. If you would like some further information on the Hosted Exchange service feel free to contact us.

 

 

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Why choose SharePoint when you have free Dropbox and Google Drive

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We are quite familiar with file sharing applications Dropbox and Google Drive. Recently I came across few articles comparing Dropbox with SharePoint in terms of features and usability. Though the articles were good, being an experienced cloud provider we genuinely feel that there are no common grounds for comparing SharePoint with Dropbox and Google Drive.

Applications like Dropbox and Google Drive allow you to sync your files automatically across your devices. Dropbox allows you to sync your files online and across your computers automatically. Dropbox allows you to sync your files online and across your computers automatically. These file hosting services allow you to synchronize files in the user created folders. Once synchronized online, you can retrieve the latest updated version of the file irrespective of the device you are using. Google Drive allows collaborative editing too. These applications are very beneficial for collaboration and file sharing. On the top of that, they provide free storage up to a certain space limit. Google Drive offers free storage up to 15 GB and in Dropbox free storage limit is up to 2 GB. Customers often ask us why they should invest in applications like Hosted SharePoint when they can have free cloud storage from applications like Google Drive and Dropbox. Let’s discuss:
SharePoint and typical file hosting services are quite different in terms of design and purpose of design. The purpose of Dropbox is eliminating the need of creating new files with every update and emailing them to everyone once there are new updates. Similarly Google Drive also allows users to view and edit a file collaboratively. However SharePoint, the web based platform is multipurpose application for below requirements:

  • Document sharing and management
  • Online document storage
  • Content Management System
  • Online collaboration portal
  • Project Management
  • Enterprise Search
  • Integration with Microsoft business applications like outlook
  • Business Intelligence

It’s evident that SharePoint is a versatile application. It is not just about document sharing. It’s highly customizable and well suited for diverse industries and line of businesses. It provides professional image to your business when you are dealing with clients and partners. However configuration of SharePoint application could be complex and need technical expertise. In that case Hosted SharePoint could be quite beneficial for businesses. The experienced vendors like Egocentrix (leading provider Toronto Hosted SharePoint) offer customized and managed solutions. They offer expertise of SharePoint certified resources for migration and configuration to cloud applications and 24/7/365 technical support. This makes your transition to SharePoint hassle free and you could take your business to a new level. File hosting services are very good for personal usage and general data as they are not that much secure. However when it is about business and security, SharePoint is an ideal collaboration and document sharing application.

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Tips for successful cloud migration

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Businesses dealing with cloud migration have many doubts and confusions regarding the technical migration process. Migrating to cloud is a crucial process and providers should make it hassle free for the clients. An experienced provider understands the concerns of the client and follows a step-by-step approach to ensure a painless migration.

Understanding requirements, expectations and setting a schedule

You must have heard it many times that planning is very important. Yes it is and our planning consists of understanding your exact needs, expectations and setting a time table for the migration steps. This could be considered as pre-migration stage also where we understand your requirements and existing functionality and develop a mutually agreed schedule for migration. We also provide you suggestions for getting the full benefits of cloud after our analysis and pre-migration preparations. Migration to cloud also provides an opportunity to give a fresh start to your processes, operations and applications. You can choose to start with a phased or one-go migration. We always suggest you the better choice based on your existing framework status, your priorities and expectations.

Industry/Country compliance requirements

Another important consideration an experienced cloud provider would suggest is to know about the industry or the country cloud compliance requirement. Some industries and countries have specific compliance requirements which both the client and the provider should understand and follow.

Migration and monitoring

We try to be ahead of the schedule so that you get smooth migration with fully testing at the scheduled day. Say you have opted for hosted exchange 2010 services, we will shift existing email framework to our servers, assist you to configure your systems and take care of any technical or operational issues you may face. With full technical support you could have peace of mind while your data and solution is getting migrated to the cloud infrastructure. We also use automated tools wherever possible in order to minimize the migration time.

Post Migration Support

We ensure that everything is successfully migrated and there is no technical or operational difficulty. After migration client may have some doubts regarding functionality so it is good to discuss them with your provider. Post migration support also ensures that client is getting maximum benefits of cloud infrastructure and hosting. With a well defined approach, the transition to cloud would be much faster and hassle free.

Once migrated successfully, cloud computing would provide tremendous benefits to your business like reduced infrastructure, improved up time, enhanced mobility and accessibility and reduced capital expenditure.

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Mobile apps for boosting your productivity

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Time management is perhaps the most important and crucial thing for most of the business professionals. We wish to have more than 24 hours in a day. Work is not just about a plain eight hours shift.

However while shuffling among multiple projects, tasks, meetings deadlines; chances of getting overwhelmed are quite possible. So the question is how to be productive in the age of multitasking? When we talk about productivity, we simply mean amount of tangible work delivered in a certain period of time. Technology tools and innovations have been very helpful in improving productivity. With the help of right mobile apps and tools you can do better utilization of your hours. Not exaggerating but the right mix of mobile apps would simply streamline your work life. There are some incredibly helpful tools for better time management and organization of tasks for boosting your productivity. However the market of mobile apps is very crowded and it is easy to get distracted while looking for the best mobile apps for your specific goals.  Below we have listed some very useful mobile apps you should give a try (if you haven’t done so far):

Evernote

Evernote helps you in capturing and remembering ideas, plans, notes, photos and much more. The platform is easy to access whether from office or on the move. Though great for personal use, Evernote business version is amazing. It allows you to discover new concepts and share the ideas while researching.  Using Evernote Business version, you can build incremental library of business information. You can search you own notes or the shared notes of co-workers.

GoToMeeting

Meetings are the essential part of a work day. GoToMeeting is an excellent tool for arranging and attending meetings virtually. Also it provides all the features of sharing files, screenshots so that hosting a virtual meeting is a great and productive experience for you. GoToMeeting comes with a subscription cost of $49/month but it is essential for professionals dealing with multiple teams and especially working with remote teams.

Expensify

If you are addicted to electronic shopping, how about getting neatly organized expense reports from bank and credit card statements? Expensify is a boon for documenting your online expenses. It’s a free application and available for iPhone, iPad, Blackberry and Windows. You can also upload the receipts of cash purchases in the software to get a full monthly expense report. So Expensify helps you to keep track of your expenses and hence you save lots of time which could be invested in work.

Dragon Mobile Assistant

This is a wonderful app for assisting you in routine work tasks. The variety of tasks you could get accomplished with the command of your finger tips using this application is impressive.  Whether it is scheduling appointments, meetings or updating your various social media accounts, Dragon mobile assistant would do it perfectly like a real personal assistant.

Clear

One of the most beautiful app for iOS users. It is incredibly artistic in terms of design and yet extremely user-friendly. In terms of functionality it lets you create clutter free To-Do List . Design is so simple so that you don’t lose your focus. Task lists items could be dragged to rearrange the list. It is perfect for planning your day for work as well as for personal stuff.

Cloudon

Cloudon provides you cloud workspace with full functionality of Microsoft Office.  Creating, editing and sharing excel sheets, documents, powerPoint presentations from your smartphone is very easy from any location. This app is available for both iOS and Android .

Wunderlist

Wunderlist is another free app for managing your day to day tasks. It is cloud based “To-Do list” so your data easily synchronizes with other devices. This app just not provides digital To-Do list functionality but could be used for setting reminders and sharing events as well.

Asana

For project management and collaborating with multiple teams, Asana is a great way to start.  Through the Asana, you can create a list of tasks which could be shared between required teams’ members. List Manager could assign task to the members. Along with Project Management it could be used as a bug reporting tool also so it is very useful for software development or product management.

Photo courtesy: Shutterstock / Cienpies Design

 

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Cloud Computing impacts on IT workforce

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Do you think cloud computing is a threat for IT department and technology resources? How IT professionals role would evolve with cloud computing? As more and more organizations are moving towards cloud, IT professionals seem to have lots of questions about their role and job security.

When we explore deeply, it becomes evident that with cloud computing, new technological areas like virtualization, datacenter management are also developing rapidly. So cloud computing has not decreased but in fact it has expanded the IT career choices. With Virtualization and SaaS, service management, monitoring, automation, security and compliance have become the important job tasks of IT professionals. With the growth of IaaS, datacenter management tasks like workloads, orchestration, configuration, workflow customization have become the task priorities. These emerging roles require IT specialists to improve and align their skills and knowledge as per the latest developments. There is of course no dearth of IT roles but there is need to learn skills related to datacenter operations, change management, network and server management.

Certainly IT industry is changing and IT professionals would be required to invest in certain skills important for working in cloud environment. The good thing is that IT professionals would no longer need to spend their time into routine tasks but they would need to move skills in critical processes like business liaison, security and compliance. Cloud computing is shifting the focus of IT professionals to process automation and decision making. There would be huge demand of certified security specialists and datacenter managers in coming years.  Other IT area which is hugely impacted by cloud computing is technical /software architecture. Software architects need to enhance their skills for developing complex distributed systems, software clouds, and multitenant virtualized systems capable of managing hundreds of simultaneous users.

Also with cloud computing IT team has the responsibility of training users effectively so that they can utilize full features of applications. Also managing multiple cloud services and handling network integration is also important tasks for IT professionals.

Hence if your company is talking about shifting to Hosted Exchnage 2010 or Hosted SharePoint , your profile would not become obsolete. In actual by implementing cloud services like hosted exchange, IT department would get much more time to contribute in organization technical advancement, resources planning, change and service management. IT role would become more strategic rather than being monotonous and routine.

Hence cloud computing is not a setback for IT professional careers, in fact if these changes are embraced well would open new doors of opportunities for cloud professionals. IT professionals would learn new skills and ways to benefit their organization. Cloud computing promises new career opportunity to IT professionals.

 

 

 

 

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Cloud Computing impacts on Ecommerce Industry

 

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Computing has evolved a lot. Advancements in the computing started with the integration of operating systems and software to one point. Moving further basic communication was transformed with the introduction of emails and finally the development of World Wide Web has been milestone in the IT industry. There has been lots of changes in the technology and processes. Today increasing usage of Cloud Computing and mobile devices is reshaping the regular way of doing computing and storage.  Cloud computing is also effecting how we access the information and applications and implement business processes.  This shift of paradigm with the rising popularity of cloud is affecting the industries and market trends too. It has been predicted that in the coming 10 years there could be more than 100 billion devices accessing remote datacentres over cloud. Whopping numbers! With the dominance of smartphones, tablets and mobile computing over personal computers, it is not very difficult to predict these numbers.

Like other industries e-commerce businesses are also greatly affected by Cloud Computing in technical architecture and modes of service. Cloud computing impact on e-commerce businesses has been quite advantageous in improving their technical architecture.

E-commerce is characterized with the exchange of products and services over Internet. Hence a robust technical platform, secure payment gateway, evolutionary development approach and strong back-end database is very important for the basic establishment of service. Cloud computing eliminates the need of purchasing hardware and software and enables e-commerce companies to rent the applications and hardware. This model is scalable and cost effective. Companies need to pay for the resources based on their demand and usage. E-commerce companies can start with the basic requirements and upgrade their computing resources as their customer base grows with time. This simply lowers the costs as well as the risk involved with the high capital investments.

Cloud computing also helps in lowering the operations costs and improving the resource utilization efficiency. Transaction data is quite critical for e-commerce businesses. With Cloud datacentres, you can be assured of multiple backups and faster disaster recovery in case of any failure. When everything is in-house and there are no multiple backups in different geo-locations, it is very difficult to continue operations in case of any natural disaster or sudden failure.

Another challenge for e-commerce enterprises is to build trustworthy networks where buyer can securely submit their credit information. Technically sound and fully secured networks are required for efficient and safe payment cycles. Cloud computing provide even small and start-up e-commerce businesses to get access of computing and storage in highly secured datacentres which are completely insulated from outside interference. Hence e-commerce businesses can build trust in their buyers by using innovative cloud services.

Other benefits of cloud in e-commerce industry are improvement in service quality, simplification of backend process and improvement in the core competencies of organization. With Cloud, companies could outsource the traditional IT tasks, application services and data to cloud providers under a pay-as-you-go SLA. It enables businesses to focus on their core products and services. For e-commerce companies where competition is extremely high, it is very important to focus on product development and service quality. Cloud enables e-commerce companies to focus and improve their core competencies.

Hence cloud computing impacts on ecommerce businesses enable them to manage the various conflicts like strict budgets, lack of resources and various operational issues. With Cloud services, online selling is relatively easy and processes are much more advanced. It is easy for ecommerce companies to launch new products/services and roll back existing without effecting the whole system.

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On-Premise Vs Hosted SharePoint: How to choose the right SharePoint solution?

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How to find the right SharePoint solution? When you are looking for a business class document management and collaboration application, SharePoint is an obvious choice.

For large and complex project management where multiple teams are involved, SharePoint becomes necessary tool. It promotes team management and collaboration. With SharePoint, employees can securely share their work, ideas and documents via easy to access web-based platform. What makes it more useful is that it’s flexible and customizable.  Definitely SharePoint is the right solution for your collaboration and document management needs. The next question is what’s the best SharePoint solution for you – on-premise or Hosted SharePoint?

For deploying on-Premise SharePoint solution you need to have efficient technical resources and no budget constraints. In case you don’t have expert and certified IT resources and sufficient budget, it would be better to consider Hosted SharePoint solutions. Hosted SharePoint 2010 or the latest one- Hosted SharePoint 2013 could be deployed immediately at affordable monthly subscription fees. Along with predictable costs, Hosted SharePoint 2010 is reliable, secure and scalable. Hence if you are a growing business, it would be better for you to choose the cloud based SharePoint which comes with scalability and predictable costing. There are no hidden fees and deployment pre-requisites with Hosted SharePoint as it is cloud based software.

If you have a good IT team with extensive knowledge for SharePoint deployment and later technical support, it may be good to have on-premise solution but for companies with no relevant IT expertise, Hosted SharePoint is a boon as it comes with free 24X7 technical support and automatic updates. Hence no IT resources are required from your end for deploying and managing Hosted SharePoint.  Also Hosted SharePoint provides frees your existing IT team from installations, upgrades, fixing performance and network issues. It helps them to focus on their development and business process improvement stuff.

If you are planning to use dedicated architecture for SharePoint deployment, you get completely customized application. It’s a very flexible solution and you need to pay for the space as well as the resources you have chosen. Dedicated deployment is often associated with a set up cost too. The other model is hybrid architecture. It allows organizations to use cloud but also allow them to keep more sensitive data in-house. Though this architecture seems convincing from security point of view but it is complex and comparatively difficult to implement. It requires two separate environments – one over cloud and another in-house for critical data. Multi-tenant architecture for deploying SharePoint is the lowest cost option as resources are shared between customer organizations. Because of this sharing, the customization is quite difficult to achieve in multi-tenant architecture as compared to dedicated architecture.

To summarize, SharePoint capabilities are excellent for your organizational growth whether you deploy on-premises or over cloud. It is certainly one of the best applications for project and document management and collaborating with multiple teams. However you should consider above mentioned factors – cost, IT resources and scalability for choosing the right solution for you. Hosted SharePoint is very comfortable when you want to access data while travelling or from multiple mobile devices or tablets.

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How Cloud Computing is influencing data centre automation

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With the growing popularity of Cloud Computing, data centre providers are looking forward to enter cloud market. In order to deliver cloud services successfully, datacentres need to be dynamic and capable of adapting to change easily and quickly. They need to be innovative when it comes to workload and process automation in order to be agile, scalable and effective. Data centre facilities are successfully catering their users and devices but they should expect more users and workloads in the coming years. With the enormous data and workloads to handle, the need of intelligent data centre facilities is increasing. More and more companies are moving toward datacentres for sharing their IT infrastructure as the environment is cost effective and more efficient.

This increased work load has made datacentres to find out effective and innovative ways to operate.  Automated management of hardware, middleware and applications is the need of hour.  For this, datacentres are integrating cloud architectures and networking frameworks into their existing infrastructure. The increasing demand from all size of companies has led to datacentres to implement intelligent hardware and software frameworks having capabilities like automation and unified coordination.

Cloud computing is the driving force for enabling data centre automation. Cloud environments are dynamic and scalable. Datacentres need to be agile to deliver cloud services and for this they need to implement automation at different layers of their organization. When entering cloud business, datacentres need to deploy fully configured servers in small time periods. Fortunately, with advanced software tools most of the configuration stuff while deploying a server could be automated nowadays.  Other than servers, applications management is also getting automated using load balancing tools. Administrators of applications can set the threshold values for tracking their status. As virtual layer is concerned, administrators can create fully automated virtual machine environment where the process of VM creation starts as the systems starts to get over utilized. With cloud layer automation organizations are able to deploy distributed infrastructure with control and redundancy.

In the future we can expect more robotics in datacentres for process automation.  Though for now it is a developing concept only.

Nowadays more organizations irrespective of the vertical are moving towards cloud platform because it is cost effective and other performance related benefits.  Services like Hosted Exchange 2010 and Hosted SharePoint 2010 are very popular among SMBs as they make communication and sharing easy and effective.  As per the market trends the need of deploying cloud solutions would keep growing. Hence datacentres are going to be the huge repositories of applications, resources and workloads. In order to be agile, effective and match the increasing needs of cloud consumers, datacentres would keep striving for innovative automation solutions. As cloud computing is growing, data centre automation technologies would keep influencing the IT industry and data centre architects. Data centre automation is one of the most critical component leading to cloud success and hence it will continue to remain a core task for data centre providers.

 

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Comparing SharePoint Lists and Excel

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Microsoft excel is one of the most common business application and we use it most of the time for work purpose. We create task lists and business plans, do calculations and lots of stuff in excel spreadsheets. Excel is packed with – Financial, Arithmetic, Trigonometric, Mathematical and Logical formulas to perform various functions. Undoubtedly excel is very dependable and useful application for general business usage.

However if you are dealing with large projects with the involvement of multiple people, multilevel approval cycle, dynamic processes and tasks, you may need to look features of SharePoint, leading document management and business collaboration software.

SharePoint Lists are underlying feature of SharePoint Server which helps users to gather, track and share information. SharePoint site and its features could be accessed using a browser. Using SharePoint Lists you can create a single unified task list on your SharePoint site which is accessible for everyone in the team. Team members who are travelling could access that too from their smart phones and provide the required input. In excel sheets if you have made a change, you need to email the updated version to everyone to let them know about the changes. With SharePoint your lists remain on browser and you can easily add, edit and delete items. You can also add columns in the lists for providing extra information to your team members. SharePoint works very well with Outlook, the most common business communication platform. After all they both are the member of Microsoft family and form foundation of business communication and collaboration. Therefore SharePoint List items could be linked with Outlook too. SharePoint Lists can be inter-linked too and there is no need to refresh formulas every time. Hence SharePoint Lists (which are just a feature of whole application) are much more advanced as compared to excel and align well with today’s business requirements.

In general SharePoint 2010 or SharePoint 2013 is a lot more than lists and much more efficient project management application. You can also try it on pay per use model as Hosted SharePoint 2010 services.  No upfront investments and IT resources are required if you are using Hosted SharePoint 2010 or Hosted SharePoint 2013. You can have a calendar view of the project as well as List view of the project with SharePoint. Calendar view displays the tasks with scheduled start and finish dates. List view also displays scheduled start and finish dates of the tasks along with their latest completion status and department responsible for those tasks. These entries are clickable and you can go into deeper detail by simply clicking on those.

There are different ways to customize lists in SharePoint. If you don’t get your desired template, you can create your own list. Once implemented, SharePoint helps you in better management of projects and efficient usage of resources. Hosted SharePoint 2010 provides you additional benefits of affordability and agility.

 

 

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