office 365 and using sharepoint online
TRANSCRIPT
Office 365 and using SharePoint Online
Webinar Presenters
Miles Maier @LasaICTPhil Anthony Co-OpSys
www.londoncouncils.gov.uk/grantsLondon Councils is committed to fighting for more resources for London and getting the best possible deal for London's 33 councils. London Councils has a website about its grants service. To read about our grants funding and the work of some of the 300 groups we support
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 [email protected]
• 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 [email protected]
Office 365 Resources
