Many people using Microsoft 365 want to be able to work remotely while communicating like they would in an Office. With these tools, you can communicate better than being in an office from anywhere.

1. When to use which tool for
INTERNAL
COMMUNICATION

2. PRO TIP
Click Ctrl + F to search for content
within this e-book

3. Modernize How You Work Remotely
The world’s businesses run on Microsoft, and now the world’s businesses are running on
Microsoft from their kitchens, dining rooms, coffee tables, and home offices. But simply moving
the same tools you use at work to a remote environment is not the most effective way to handle
the shift.
If you have Microsoft Word, Excel, and PowerPoint, you probably have Microsoft Office 365, along
with a bevy of tools that you’re not sure how to use. This e-book will help you rethink the way you
communicate with your team internally, which helps you streamline productivity and gain better
visibility.
And although you’ve probably mastered creating PowerPoints and Excel Spreadsheets that you
version and share by email for internal use, there is a better way.

4. WHEN TO USE WHICH TOOL FOR INTERNAL COMMUNICATION
Alternatives to Email
Below are some alternatives to email when communicating internally.
Click through to see the use-case and justification for each.
Communicating Internally? Email is probably not the best tool.
When You Need to Use This Tool
Send a private message to another person Microsoft Teams Chat
Share a short message with everyone Microsoft Teams Channel
Share an announcement with a group or groups Microsoft Teams Announcement
Share information containing rich media and links SharePoint Page
Remind someone to complete a task Microsoft Planner

5. WHEN TO USE WHICH TOOL FOR INTERNAL COMMUNICATION
Alternatives to Excel
Below are some alternatives to Excel when communicating internally.
Click through to see the use-case and justification for each.
Need to gather information? Excel is probably not the best tool.
When You Need to Use This Tool
Gather responses from a group of people Microsoft Forms
Organize or gather information in a table OneNote
Maintain a list of items or information SharePoint List

6. WHEN TO USE WHICH TOOL FOR INTERNAL COMMUNICATION
Alternatives to PowerPoint
Below are some alternatives to using PowerPoint when communicating internally.
Click through to see the use-case and justification for each.
Need to share information with images, text, and links?
PowerPoint is probably not the right tool.
When You Need to Use This Tool
Share video or animated content video Microsoft Stream
Share a categorized set of information OneNote
Share information that includes many different types
of media
SharePoint Page

7. ALTERNATIVES TO EMAIL
Microsoft Teams Chat
Any short piece of information, request for information, or collaborative messaging that is private
Private instant group messaging
• Microsoft Teams Personal Chat keeps a legacy copy of all communication and shared files between two
(or several) people.
• Chat participants will receive a notification every time a chat message is posted.
• Spoofing and email Phishing are nearly impossible in Microsoft Teams chat.
• Information stays within the Office 365 environment and can’t easily be shared with others.
• Skype for Business is being replaced by Microsoft Teams.
Why this tool is optimal: How to Start a Chat in Teams

8. ALTERNATIVES TO EMAIL
Microsoft Teams Channel
Any short piece of information, request for information, or collaborative messaging that is not private -
generally fewer than 65 words*
Public inquiries or sharing of information
• Messaging can be edited
• Using the collaborative space saves time (over email)
• Legacy information is immediately available to new employees.
• Conversations and collaboration exist in one place where everyone can read the responses.
• There is no potential for sensitive information to be accidentally forwarded to an outside individual.
• Spoofing and email Phishing are greatly diminished in the Microsoft Teams environment.
* Communication longer than 65 words should be documented on a SharePoint page and the link shared in a Teams Channel
Why this tool is optimal: Overview of Teams and Channels

9. ALTERNATIVES TO EMAIL
Microsoft Teams Announcement
Any urgent, important, or relevant message that needs to stand out
Messaging that requires special attention
• Announcements can be posted to multiple channels at one time
• Formatting of announcements is designed to draw attention
• Copy, images, and links can be edited if necessary
Why this tool is optimal: How to Create an Announcement

10. ALTERNATIVES TO EMAIL & POWERPOINT
SharePoint Page
Rather than posting long-form content (more than 65 words) to a Teams chat or channel, use a
SharePoint page to create the messaging and then share the link on Teams
Long-form content that is not private
• Content is optimized for search within Office 365
• Relevant documents can be given context and visibility within the page.
• Important information is published in one place and can be easily shared or re-shared with a URL
• Content can be edited at any time
Why this tool is optimal: How to Create a SharePoint Page

11. ALTERNATIVES TO EMAIL
Microsoft Planner
Collaborate on projects, assign tasks, and get automated email reminders if desired
Tasks and project timelines
• Tasks can be assigned to individuals or groups
• Comments and updates around tasks are attached to the task
• Plans can be made public so others can see the progress of the project
• Files, photos, and links can be attached to a task
• Tasks can be viewed on a calendar without interrupting personal calendar dynamics
Why this tool is optimal: How to Use Planner

12. ALTERNATIVES TO EXCEL
Microsoft Forms
Collect responses in real time and visualize data instantly, or see individual results for quizzes or surveys
Gather information from multiple people or groups
• It’s easy to configure and use a quiz or survey to collect data
• Results will automatically populate an Excel spreadsheet
• Branching can be used to surface additional questions or responses based on previous entries
• PowerApps can be integrated with Forms so that a submission triggers additional actions
Why this tool is optimal: Learn More About Forms

13. ALTERNATIVES TO EXCEL & POWERPOINT
Microsoft OneNote
Notes that can be shared with people in your organization and you may grant access to whomever you
want to collaborate with you
Meeting notes and/or multi-media notes
• Organization follows the same hierarchy as a paper-based notebook
• Integration with Outlook allows email to be added to notebooks and notes can be embedded in
appointment invitations
• Easy-to-use and synchronize for multi-user editing
• Tables in OneNote can be sorted
• Users can write anywhere on the page, and/or add images, videos, screen snips, or documents
Why this tool is optimal: More on OneNote

14. ALTERNATIVES TO EXCEL
SharePoint List
Use metadata, filters, and integrate with other applications
Keep track of information
• PowerApps can be used to automatically add list items
• Unique permissions can be set on each row
• Earlier versions of a list can be restored
• Alerts can bet set so you can be notified of changes
• Lists can be accessed more quickly than in Excel spreadsheets
Why this tool is optimal: Use SharePoint Lists

15. ALTERNATIVES TO POWERPOINT
Microsoft Stream
Any video that needs to be consumed within the company with privacy that can be adjusted to allow
personalized access
Video
• Enterprise video enables knowledge sharing and easier communication
• Videos are hosted in Stream much like YouTube
• Extra pooled video storage is made available to enterprise users who use Stream over SharePoint or
OneDrive video storage
• Videos can easily be embedded in almost any internal communication
• Video transcript can be automatically added
• Closed Captions can be turned on or off
Why this tool is optimal: More about Microsoft Stream

16. contact.us@crayon.com +1 (469) 646-4038 www.crayon.com 12221 Merit Drive
Dallas, TX 75251