moving beyond e-mail: collaboration in the cloud with office 365 bodek frak craig brown

Moving Beyond E-Mail:

Collaboration in the Cloud with Office 365

Bodek Frak

Craig Brown

Current State – Phase 1

• Moving from Lotus Notes to Office 365 provides us with an opportunity to re-envision how we work and collaborate with colleagues and students. 

• We're currently in the process of moving all Lotus Notes users to the Office 365 cloud - this includes e-mail, calendaring, and contacts

What is cloud first?

• “When we talk about cloud first, it is the cloud-back end for all of your devices, all of your applications, all of your data” – Microsoft

• Microsoft Office 365's "cloud first, mobile first" philosophy allows us to start thinking about working anywhere, any time, collaborating more effectively, and breaking down silos of information.

• IT Services started our first migrations to Office 365 in February - over 1000 users have now migrated.  Migration will continue over the summer.  Once migration is complete, we can focus on phase 2 - enhanced functionality!

• Some of this functionality includes Office Online - Word, Excel, and PowerPoint editors right in a browser, One Drive, online cloud file storage, Office Groups, OneNote, and a brand new product, Sway.

Intro to Office 365

• https://www.youtube.com/watch?v=m0SlrBhk4Xs

Calendar Sharing

• One of the most powerful features of Office 365 is the ability to share your calendar.  While we could do this with Lotus Notes, we could only share calendars with other Lotus Notes users.  Office 365 allows us to share our calendar both inside and outside the organization.

• A recent study by Doodle revealed that scheduling a simple meeting with 4-6 participants took 12-16 iterations, and took 20-25 minutes on average to schedule.  The answer to this is to share your free/busy time. 

• By default, this is on with Office 365, however there are times when you may wish to share outside of 365 - with students, colleagues at other Universities or companies.

• You can choose to share only your free/busy time - when you are available, or busy.  Or, you can choose to share the details of your calendar. 

• Different people can have access to different levels of information

• The easiest way to share your calendar is to log into the Office 365 portal, at portal.office.com

• Go to your calendar, and right click, and select share calendar.

• Enter in an e-mail address - Office 365 will detect if it is a fellow 365 user, or if it is an external address, and tailor the level accordingly.

• Here, this external account will only allow levels of viewing.

• When Office 365 detects it is a fellow Office 365 user, you receive more options - like the ability to provide edit access, or delegate access which allows someone else to accept meetings on your behalf.

• The send button will send the calendar invite to the person - if they are using 365 or Outlook, they will have a button to click to add your calendar to theirs. If they are external user, they will get a URL they can click on to view your calendar on the web, or, add to their e-mail program.

• You may have situations where you do not want to share the entire contents of your calendar, but just want to provide a snapshot in time

• Using the Outlook client, you can e- mail them a subset of your calendar

This will allow you to select a subset of your calendar, as well as details or just free/busy time, to put into an e-mail that you can send off.

One Drive

• Microsoft One Drive forms the foundation of many other services in Office 365.

• It is a cloud-based storage service, similar to services such as DropBox.

• One Drive integrates with the online Office editors to provide storage space for your documents - there's also a program that is installed on your computer that will sync local folders to the cloud.

• One Drive can also integrate with Microsoft Office on your computer, so you can open and save files directly to your One Drive. Microsoft provides unlimited storage space for each account - so all your files can be stored in the cloud.

• One Drive is available on all your devices - PC, Mac, phone, tablet, and even through a browser. You can have your files stored in the cloud, and available, any where, any time.

• By having your files in the cloud, you can also easily share them with others, and take advantage of Office Online's real-time collaboration tools, to work on documents together, at the same time, with others.

https://www.youtube.com/watch?v=DJ76aNNqZV4

• What is it?• What’s good about it?• What can I do with it?• Sharing contents with

others.• Integration with

Outlook and Office.

OneNote: What is it?

• A powerful software for note taking (and sharing).• Store and organise your notes (handwritten or typed),

drawings, images, diagrams, screen clippings, audio & video recordings, e-mails, and files.

OneNote: What’s good about it?

• Simple organization, mimics real notebook (tabs, pages)• Great searching capability.• Very intuitive text formatting and page layout tools.• No save button, everything is saved automatically all the

time.• When you copy/paste text form a Web page, a link to

this page is automatically included.• Integration with Outlook and Office.• Sharing.

OneNote: What can I do with it?

• Drag and drop files from your computer or network drives.

• Option to attach or display contents.

OneNote: What can I do with it?

• Write notes on slides:– Send PowerPoint or Word docs to OneNote– Annotate with a stylus on your tablet– Highlight and

finger paint

• Video (30 sec)

OneNote: Simple organization

• Create multiple notebooks (example: Home, School, Work)

• Each notebook can be stored locally or shared on OneDrive

OneNote: Simple organization

• Each notebook can have multiple tabs

• Each tab can have multiple pages

• Each page can have rich content

OneNote: Sharing your notebooks

• Must save on OneDrive or My Sites to share.

OneNote: Outlook integration

• Take notes on Lync meetings

• Insert meeting details

• Add Outlook tasks from OneNote

• Insert e-mails from Outlook

OneNote: Instructional Videos

• Getting Started (2 min)

• Clip from the web (30 sec)

• Write notes on slides (30 sec)

• Search notes instantly (30 sec)

365 Groups

• Office 365 Groups bring many of the features of Office 365 together to provide for a true collaboration experience.

• A 365 Group is an online collaboration space - it has an e-mail address, that you can send e-mail to, that will be stored in the Group, as well as e-mailed to all members of the group. 

• It has a group calendar, which can also be added to your personal calendar - members of the group can edit the calendar.

• It has it's own One Drive storage space, where you can store documents, presentations, and other files.

• There are many potential uses for groups - departmental groups, research groups, projects, and committees could all benefit from using Groups.

• Groups could replace the functionality of current Team Rooms and Document Libraries - which are used now mostly for document storage, and not true collaboration.

Video - Groups

Lync - Skype for Business

• Microsoft Lync, now named Skype for Business, is an instant messaging and online meeting tool.  Similar to Lotus Sametime, Skype for Business allows you to instant message your colleagues, either with the Skype for Business client, or inside the Office 365 portal. 

• You can also have online meetings, with video, audio and screen sharing both inside and outside of the organization.

• Skype for Business also provides the ability to integrate with your personal Skype account, so you can have all your contacts in once place.

• If you have used Skype before, then you'll feel right at home with the Skype for Business user interface.

• Skype for Business integrates with Outlook and the Office Portal, so you will presence, IM, voice and video calls available from your Outlook client, or your Office programs.

• Skype for Business is available for PCs today, and a Mac client is coming soon.  Currently the Lync client is available on Android and iOS, with an update to change the branding to Skype soon.

Software Streaming

• Our Office 365 includes Microsoft Office Pro Plus

• Pro Plus is a subscription model, that allows you to download the full Office suite from the Office 365 Portal

• Instead of a per-computer licensing model like traditional software, licensing is per user

• You are entitled to install the latest version of Office on 5 devices

• Software updates automatically

• Absolutely no cost to you

Mobile Apps

• Microsoft's strategy is "cloud first, mobile first"

• Large investment into mobile apps on Android, iOS and Windows Mobile

• Microsoft Office Apps for Android and iOS

Office Mobile

• The Microsoft Office Apps for Android and iOS allow you to view and edit Office files stored in your One Drive

Lync/Skype for Business

• Also available, Lync app for Android and iOS, soon to be re-branded Skype for Business

• Lync provides you with IM, video conference and meeting capabilities on the go

Outlook App

• Outlook App for Android and iOS

• Provides enchanced functionality over the native built-in Android and iOS apps

• New features added frequently - there have been updates every 2 weeks since February!

One Drive

• One Drive app provides you with mobile access to all your files in the cloud

Introducing Microsoft Sway

• Newest Office App, just released this week• Used to create web-based presentations that

transform for any screen - projector, computer, mobile

• All authored online, and stored in the cloud• Integrates with content from Facebook, Twitter,

YouTube, One Drive, local files• Bring your presentations alive with multimedia

content, and allow them to be consumed from anywhere