office 365 and using sharepoint online

Office 365 and using SharePoint Online

Webinar Presenters

Miles Maier @LasaICTPhil Anthony Co-OpSys

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Supported by:

Tim Palmer Co-OpSysMichael Thewless Co-OpSys

• London For All – partnership of LVSC, Lasa,

ROTA, WRC and HEAR

• Only pan-London charity tech advice service

• www.lvsc.org/londonforall/

About Lasa

• 30 years in the sector

• Technology leadership, publications, events and consultancy– www.lasa.org.uk

• Welfare Rightswww.rightsnet.org.uk

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Co-Operative Systems

• Co-Operative Systems first began providing IT services to charities and NGOs in 1987

• Focused on being a specialist IT provider to the not-for-profit sector

• Many clients from welfare rights and law sector

Web: www.coopsys.net

Why Office 365 - What do you get?

• Familiar applications – Word, Excel, PowerPoint, OneNote (Web Apps)• Online storage within SharePoint and OneDrive for Business• New applications regularly added such as Delve & Sway (Continual

Updates)• Skype for Business• Yammer for instant messaging

• Use on almost any device, from any where

Why Office 365- Its Moving

Why Office 365 – Real Business Drivers

..and good value for charities and non-profits

Office 365 Plans & Pricing

• Office365 for non-profits comes in free and low cost plans depending on features needed

• Pricing and plans – https://products.office.com/en-gb/nonprofit/office-365-nonprofit-plans-and-pricing

• If you want help with trying out a demo site team@coopsys.net

• Planning is Essential before deploying

Migrating to Office 365 Considerations

• Internet speeds – these are paramount along with network and firewalls

• Windows 7 or above – XP machines are not supported, Office 2010 SP3 or above

• You may still need an on-premise server for some things

• Trial – if not already done so, a trial is most important to allow staff to see exactly how the platform functions

• Training - is vitally important to ensure that staff are familiar with systems

• Data - needs to be organised and cleaned up prior to migration to ensure that that it falls within the SharePoint restrictions. Staff need to be given dedicated time to carry this out

Considerations - Internet

Considerations - Trial

• Necessary to confirm non-profit eligibility

• Needs to be set up correctly – so it can show all the capabilities, options & so it looks good

• Use the trial for a specific project/task – so it gets used

• Get staff involved – particularly those resistant to change

• Test any third party add-ins i.e. DB link to email

Often a local server is still needed for:

• Roaming user profiles

• Printing

• Local applications i.e. Database, Finance Packages, HR Software

• Access to archive data, digital files

Considerations - Local Services

Why Office 365 – SharePoint

What can SharePoint Online do?Keep staff up to date with latest

company information

Provide a collaborative working space for documents

Reduce the flow and impact of non-essential internal email

Provide secure space for external collaboration

About SharePoint Online

• Replaces the familiar drive mappings as a way of storing files

• As the name implies its for ‘Sharing ‘ files (use One Drive for personal cloud storage)

• There are many ways of setting things up so it has more of a web feel than basic mappings

• Not everyone likes the interface , so you can use WebDav and other tools for old drive mappings

• Its really important at the outset to plan the structure of your SharePoint file repository

SharePoint Online - Limitations

• SharePoint document libraries have a view limit of 5,000 items• Storage: 1TB per tenant site + 0.5GB per subscribed user• Additional storage is per GB per month• 10GB file size limit (usually video files)• Nested folders - combination of folder path + file name limited

to 260 characters• Version history – number of versions can be limited by admin

See more at: http://tinyurl.com/h8k983z

Use the opportunity to archive static data and make it easier to focus on active data used everyday.

• It’s a change in the way you think about your

‘network’

• It’s changing how you store and manage data

• Many ways of achieving the same task

• Work from ANYWHERE with ANY DEVICE

A Different Way of Working

Let’s Take a Look

Security

• One of the most secure platforms• SSL/TLS Encryption• Bitlocker in Data Centre• File encryptions – 128bit AES• OSA Framework, HIPPA, FISMA, CSA• ISO 27001/27002• EU Model Clause

• Multi Factor Authentication• Client or Role based access control• On going process – not a steady state – Office 365 Trust Centre• Emphasis on internal security, policy & staff education

Support

• With less core infrastructure, we see fewer critical issues

• Often a rise user based problems – many of which are training related

• Staff need to understand some processes will be different

• Administrator needs to be familiar• Widespread platform issues are rare• Many ways of accessing/doing tasks – vital that exact

process being described• Importance of having a support who understand Office

365

On-Going Management

• Pull strategy – need to understand what this will mean for you

• Forward planning is key for data structuring• Ensure you are getting the most out of Office 365• Evolving product – need to keep up to date – blogs,

forums, Linked In, ongoing training• And make sure you keep staff up to date• Trusted IT partner!

10. Office 365 resources

Microsoft Non Profit: http://tinyurl.com/zom54ee

Some great guides: http://officeignitelabs.cloudguides.com

Keep up to date: http://blogs.microsoft.com/

Spiceworks: https://community.spiceworks.com/product/36469-office-365

Join groups on LinkedIn & Twitter

Co-Operative Systems – call or email, we are happy to help!team@coopsys.net

Office 365 Resources

Twitter @LasaICTWeb www.lasa.org.uk

Email: team@coopsys.netWeb: www.coopsys.net