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Productivity

Windows User Profile One Time Setup​

  1. After first Windows sign in - configure Windows Hello by setting up mandatory PIN and optionally Fingerprint and/or Face Recognition

  2. Install additioanl optional Windows apps if needed from Microsoft Intune Web Company Portal

    1. Devices > Choose active this current device
    2. Apps > filter Availability: Device management required. Install apps:
      1. Microsoft 365 Apps
      2. Adobe Reader

Lenovo Vantage One Time Setup​

Setting:

  1. Device > Power > Battery charge threshold: On

Microsoft 365 User Profile One Time Setup​

  1. Configure Outlook as user
    • General > Language and Time
      • Turn on "Use my Microsoft 365 settings"
      • Time Format: 01:01 - 23:59
      • Time zone: UTC+01 Zagreb
    • General > Appearance - Dark mode: "Use system settings"
    • Mail > Compose and reply:
      • Configure "My signature"
      • Select default signatures: for new messages
      • Message format: Always show Bcc, Always show From
      • Reply All
    • Calendar > View
      • Calendar appearance - Monday
      • Time zones: Zagreb
    • Calendar > Events and invitations - Invitations from other people - Turn Off "Delete.."
    • Go to Outlook Places, set work location to Office
    • Set your work hours and location in Outlook
      • Mon-Fri
      • 9:00 - 17:00, Location: Office
      • Turn on "Show work location on my calendar"
      • Turn on "Share office location details"
    • User Profile, Add your pronouns, He/Him or She/Her
    • Add shared mailbox (if needed)
  2. Configure Microsoft Teams, Settings
  3. Edit your profile in Microsoft 365
    • Update About tab with your Biography, Skills, Interests and hobbies, Projects
  4. Connect your LinkedIn and work or school accounts

Dynamics 365 User Profile One Time Setup​

  1. Set Dynamics 365 - Personal Options (timezone and currency)

Microsoft Viva Insights​

Use Viva Insights - Personal App Settings on web link to configure:

  • Work week
  • Configure your praise schedule reminder
  • Protect time
    • Configure your recurring plan for focus
    • Configure your recurring plan for breaks
    • Configure your learning plan
  • Virtual commute
  • Reflection
  • Effective meetings
  • Privacy

Microsoft Outlook​

Subscribe / Follow your primary team Groups (such as Administration Team) to receive all emails and events.

Configure Inbox subfolders​

Create Mail Folders as child of the Inbox mail folder:

  • CC - for all communication that is not sent directly to you
  • Alerts - for all email alerts
  • Support - for all support emails
  • for each followed Group, such as Administration-Team - for all group related communication

Configure Mail rules​

"Alerts" Condition: "Recipient address includes" : "alert" Action: "Move to" : Alerts folder

"Company Support" Condition: "To": "support@company.com" Action: "Move to" : Support folder Exception: "I'm on the To or CC line"

"My name is not in To line" Condition: "I'm not on the To line" Action: "Move to" : CC folder

Calendar​

  • Create calendar items for entire day (00-23:59) with "show as" set to "Out of Office" (means "Out of work"), in scenarios like on vacation or sick leave
  • For business trip, education etc. use "Busy"

Microsoft To Do​

  • Use Microsoft To Do app (for Outlook Tasks) which are personal Tasks, you can use Recurring Tasks when needed.

Microsoft Teams​

  • Make sure that, on your mobile Teams application, notifications are blocked when active on desktop
  • In Teams - pin channels that you use most often (example IT Team > General)
  • In Teams channels, set notifications to All Activity for your primary Groups / channels (example Administration Team > Cases)

Digital Communication & Collaboration Guidelines​

Communication Channels & Priority​

With many communication tools available, it can be difficult to determine which messages require immediate attention. Below is our recommended priority order, from highest to lowest:

  1. 📞 Phone Call (including Teams Calls)
  2. 👥 In-Person or Teams Meetings
  3. 💬 Teams 1:1 Chat Messages
  4. 🧑‍🤝‍🧑 Teams Group/Channel Messages
  5. 📥 Email Messages in Inbox
  6. 📂 Email Messages in Other Folders
  7. 🧵 Viva Engage Posts

Task Acknowledgement​

When someone delegates a task to you via email, always reply once the task is completed. A simple message like:

"Done" or "Completed"

is sufficient. This confirmation is important because the sender cannot assume the task has been resolved without your response.

Avoid sending messages like "Will do" or "Will be done."
Only reply once the task is actually completed—especially if a short turnaround is expected.

Reminder to Email Fields and Their Purpose in Business Communication​

In professional settings, understanding how to use the To, CC, and BCC fields appropriately ensures clarity, transparency, and proper etiquette in email communication.

  • To
    This field is for the primary recipients of the email. These are the individuals who are expected to take action or respond. Always address your message directly to those responsible.

  • CC (Carbon Copy)
    Use this field to include secondary recipients who should be kept informed but are not expected to act. It promotes transparency and ensures stakeholders are aware of the conversation without being directly involved.

  • BCC (Blind Carbon Copy)
    This field allows you to send a copy of the email to someone without other recipients knowing. It’s useful for:

    • Protecting privacy when emailing large groups.
    • Discreetly informing a supervisor or colleague.
    • Avoiding reply-all chains in mass communications.

Viva Engage Communities vs Teams Channels​

Viva Engage (formerly Yammer) now refers to groups as "communities."

Key Differences:

  • Viva Engage Communities

    • Optional to follow
    • Great for staying connected with trends, technology, or casual topics (e.g., the Off-Work group)

  • Teams Channels

    • Mandatory to follow
    • Focused on operational and team-specific communication

Best Practice: Use Viva Engage for broader, interest-based discussions. Use Teams Channels for concrete, team-related work.