introducing microsoft's cloud - session 16

26
1. Introduction to the Microsoft Cloud OneDrive for Business SharePoint Lync 2. LastPass and Protecting Your Security 3. Help Desk Services 4. Q & A Technology Training – Session 16 William Mann Chief Information Officer March 26, 2015

Upload: william-mann

Post on 15-Jul-2015

194 views

Category:

Technology


1 download

TRANSCRIPT

Page 1: Introducing Microsoft's Cloud - Session 16

1. Introduction to the Microsoft Cloud• OneDrive for Business• SharePoint• Lync

2. LastPass and Protecting Your Security

3. Help Desk Services

4. Q & A

Technology Training – Session 16

William MannChief Information Officer

March 26, 2015

Page 2: Introducing Microsoft's Cloud - Session 16

Embrace Change

Page 3: Introducing Microsoft's Cloud - Session 16

Very shortly our organization will begin the process of migrating much of our data to Microsoft’s Cloud.

Introduction to the Microsoft Cloud

Your FilesToday all of your “user files” which can be found on your U drive reside on one of our file servers.

These files will be moved to your new “OneDrive for Business Account”.

Your Department’s Shared Files & FoldersToday all of the files your department shares can be found on shared folders located on one of our file servers.

These files will be moved to your department’s new “SharePoint Site”.

Page 4: Introducing Microsoft's Cloud - Session 16

Server6Our Existing File Server

User Files [U drive]

Shared Files & Folders

Borough of West Chester—Microsoft Cloud Adoption

All shared folders will be migrated away from our file server to new SharePoint sites for each department as well as an organization wide SharePoint Site and a Public Facing SharePoint Site.

All employee files which are currently

on the mapped U drive will be migrated away from our file server to individual OneDrive for Business accounts.

A Visual Overview

Page 5: Introducing Microsoft's Cloud - Session 16

• Once all of your files have been migrated to the cloud you will have more ways then ever before to access and work on your files.

• Your files can be synced from the cloud to you computers.

• Your files can be accessed on mobile devices such as your smartphone, tablet and laptop.

• Your OneDrive files can be synced on your PC to appear just like any other folder on your pc.

How Will Files Be Accessed?

Page 6: Introducing Microsoft's Cloud - Session 16

• Once setup your OneDrive account will appear on your computer just like the folders you are accustomed to working with.

• The OneDrive folder will have a blue cloud and either be labeled “OneDrive” or “OneDrive –Borough of West Chester”.

• The OneDrive for Business is the one labeled with “Borough of West Chester”.

• You will work with your files from here and they will be automatically synced to Microsoft’s cloud.

OneDrive: Accessing and Working With Files

Page 7: Introducing Microsoft's Cloud - Session 16

• Your folders and files will appear just like they do today.

• You will notice several different smaller status symbols with OneDrive. These symbols identify the status of your files.

OneDrive: Accessing and Working With Files

Page 8: Introducing Microsoft's Cloud - Session 16

OneDrive: Syncing and File Status

Blue Arrows let you know that files are syncing and making sure that the same version of the file is located both on your PC and in the cloud.

Green Circle with a check mark lets you know that all is synced and OK!

A red circle with an X is letting you know something is wrong with the sync. Usually opening the file and saving it again will correct the problem.

Page 9: Introducing Microsoft's Cloud - Session 16

OneDrive: Mobile Access to Your Files

With Microsoft’s Cloud you will have easy access to all of your files.

By downloading OneDrive on your smartphone or tablet you will be able to work on your files from wherever you are.

These screenshots are from OneDrive for the iPhone. OneDrive is available on iPhone, Android and Windows Phones.

Page 10: Introducing Microsoft's Cloud - Session 16

OneDrive: Mobile Access to Your Files

By visiting the Microsoft 365 home page at login.microsoftonline.comyou will have access to all of your Microsoft services including OneDrive.

The menu button can be found in the upper right corner of the webpage. Selecting this will display all of your Microsoft services.

Page 11: Introducing Microsoft's Cloud - Session 16

OneDrive: Introducing “Versioning”

Did you ever wish you could go back to an earlier version of a document?

With OneDrive you can very easily go back to previous versions of your documents.

Think of this as your very own backup system!

Page 12: Introducing Microsoft's Cloud - Session 16

• SharePoint is where all of our shared files will be stored and accessed.

• Today the files that are shared within each department are simply stored in “shared folders” on our file servers.

• With SharePoint these files are located on department specific SharePoint Sites.

• Just like OneDrive these shared files will be available in more ways then ever before.

SharePoint: Accessing and Working With Files

Page 13: Introducing Microsoft's Cloud - Session 16

• Just like with OneDrive there are many ways to work with your SharePoint files.

• You can even connect SharePoint libraries to your Outlook client.

• You can also access SharePoint files directly from Access, Excel, PowerPoint, Publisher and Word.

SharePoint: Accessing and Working With Files

Page 14: Introducing Microsoft's Cloud - Session 16

• All of your SharePoint Sites as well as OneDrive can be accessed from any Microsoft Office Application by selecting “Open Other Documents” where you will see all of your connected services.

• Once selecting Sites – Borough of West Chester you will be able to browse all of the SharePoint shared sites that are shared with your account.

SharePoint: Accessing and Working With Files

Page 15: Introducing Microsoft's Cloud - Session 16

• With the addition of SharePoint and OneDrive for Business everyone also has access to Microsoft Lync.

• You can think of Lync as a “text messenger” but that would be unfair to the power that lies underneath.

• With Lync you can quickly text other staff members, share files (drop & drag) and even share your desktop.

• With Lync you can video chat with members of the staff, even when they are not in their office.

Lync: Communication & Collaboration

Page 16: Introducing Microsoft's Cloud - Session 16

• With Lync’s integration with Microsoft Outlook it is easy to see if the person you want to connect with is busy, available or off.

▫ Green and they are available.

▫ Yellow and they are out of the office or away from their PC.

▫ Red and they are busy.

Lync: Collaborating and Communicating

Page 17: Introducing Microsoft's Cloud - Session 16

• With Lync’s integration with Microsoft Outlook all of your conversations are stored in Microsoft Outlook within a folder named “Conversation History”.

Lync: Conversations

Page 18: Introducing Microsoft's Cloud - Session 16

• Microsoft Lync is available on all mobile platforms. With Lync installed on your iPhone, Android or Windows Phone you can remain in contact with staff through text messaging and video chat.

Lync: Mobile Access

Page 19: Introducing Microsoft's Cloud - Session 16

• Today password management is more important then ever before.

• The challenge we all face with juggling so many passwords for so many services, both at home and at work is daunting.

• Password Managers are really the only way today to get control of your password life.

• Employers everywhere are now requiring their staff to use strong passwords.

LastPass: Enterprise Access

Page 20: Introducing Microsoft's Cloud - Session 16

• Last May we provided LastPass training to the staff.

• LastPass and programs like it provide you with the ability to use strong encrypted passwords while only needing to remember one “master password”.

• As a service to staff we will be rolling our LassPass Enterprise to staff. Once this is done staff will be required to use LastPass to manage their professional passwords.

LastPass: Enterprise Access

Page 21: Introducing Microsoft's Cloud - Session 16

LastPass: Be Like Bob

Page 22: Introducing Microsoft's Cloud - Session 16

• OK – let’s review last May’s LastPassoverview to give you an idea of what LastPass can do for you.

LastPass: Enterprise Access

Page 23: Introducing Microsoft's Cloud - Session 16

Now that Information Services has a help desk technician the process of entering help desk tickets is more important then ever before.

HelpDesk Services

Why is it important to use the help desk system?

• Information Services is responsible for each and every department and in turn every single employee.• Information Services is responsible for the telecommunication systems at all borough facilities. • Information Services is responsible for email and Microsoft services.• Information Services is responsible for the security of our network and the organization’s data.• Information Services is responsible for all wireless and mobile devices.• Information Services is responsible for all servers and networking equipment.• Information Services is responsible for the police department’s radio system and recording services.• Information Services is responsible for the Borough’s website.• Information Services strives to help any employee with computer and software tasks whenever possible.• Information Services provides training on a regular basis to the staff.

Page 24: Introducing Microsoft's Cloud - Session 16

There are many ways to request help of Information Services.

HelpDesk Services

The best way to create a help desk ticket is through our web portal.

▫ The website is located directly at https://westchester.freshdesk.com.

▫ The website can be located at the West Chester Technology Blog at http://wctechblog.com.

Page 25: Introducing Microsoft's Cloud - Session 16

There are many ways to request help of Information Services.

HelpDesk Services

If you do not have access to our help desk portal - tickets can also be created by:

▫ Sending an email to [email protected].

Page 26: Introducing Microsoft's Cloud - Session 16

Most everyone has met our new (and first) Help Desk Technician Jeff Carbohn by now.

HelpDesk Services

• Jeff’s office is located in the old CIO office on the second floor.

• Jeff’s office phone # is 610-436-1351. (extension 351)

• Jeff’s mobile phone # is 484-947-8932.

• Jeff’s email address is [email protected].

• The CIO’s office can now be located in Borough Administration across from the Borough Manager’s Office.