Microsoft Office is not just a document management system, but it also has many DMS features built-in. Getting the best Document Management System (DMS) for your company is crucial if you want to effectively manage your company’s information. A good Document Management System (DMS) will save your team members’ time by allowing them to work more productively while on the road. Finding the perfect DMS for your business needs can be time-consuming, but following these guidelines can help you decide.
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Microsoft SharePoint is not a document management solution on its own, but it does have many DMS components built-in. The Document Web Service (DWS) lets you easily integrate email, intranet content, and documents into one centralized location. You can easily search and retrieve items from any SharePoint site using an Internet Search feature. The Intranet content integration allows you to easily integrate external applications such as Excel and PowerPoint with your company’s content so that team members can work more productively.
Many Features
One of the key benefits of using Microsoft Office is that it includes many features designed to make document management system easier. Advanced metadata tools allow you to categorize documents based on a variety of criteria automatically. When searching documents for keywords, metadata provides intelligent searching that enables you to refine the search results to only include those documents containing the specified keywords. You can also set keywords for an entire folder or a specific filegroup, allowing you to search for documents in the correct place based on the folder’s contents.
Automatic Grouping &Searching
In addition to the automatic grouping and searching of documents based on keywords, the data conversion feature in Microsoft Office helps you manage your paper documents by creating merge folders. If you are unsure how to do the manual merging, the Document Management System (DMS) feature will automatically perform the conversion. This feature allows you to create a logical hierarchy, version, and authorizations required for each version of a document. It will also enable you to create multiple versions of a document and specify which version will be distributed with customer data.
One of the primary functions of any office environment is to organize information efficiently. You can utilize the organization capabilities present in Microsoft Office to help you manage all of your project’s related information in a way that makes sense. For example, it is common for project teams to share presentations. Incorporating video into the presentation – either in full-screen view during a presentation or as a slide show – becomes easier to distribute the information to the rest of the team.
VersionControl
One of the key features of Microsoft Office is version control. Project teams may collaborate on shared projects using version control. Using digital tools like WebEx or calendaring, collaboration tools make it easy to share documents among the team members. Several document management systems include integrated version control functionality.
Powerful Document Management System
Microsoft Office is equipped with a powerful Document Management System (DMMS). The Document Management System stores manage and retrieve documents from different online sources. It controls access to documents across multiple locations and devices. The Document Management System provides the application developer with the ability to manage content in the enterprise centrally.
Also read: What is a Commercial Computer?
Final Step:
Microsoft Office has several other helpful features that help your business. These features combined with the intuitive navigation and data modeling features of Microsoft Office to make the documents you create and receive accessible and effective to all your team members. If you need a complete business solution, it is essential to use all the tools and features available in the Microsoft Office environment. You can create, store, and access documents digitally, manage your schedules and find answers to all your business questions right from your desktop.
