OneDrive for Business

SharePoint

Skype for Business

Password Management

Two-FactorAuthentication

Borough of West ChesterTechnology Training

Session # 17 – July 15, 2015William Mann, CIO

Tech with Dilbert

OneDrive for Business - Overview

OneDrive is your new “U” Drive. This is where YOUR “my documents” folder live. Unlike before, you now have the ability to access your files from many places, other then your Office PC.

The files you have in OneDrive can be accessed from any computer with an internet connect as well as your mobile devices like tablets and smartphones.

OneDrive for Business - Overview

To access your OneDrive all you need to do is login to our Microsoft 365 portal with you email address and password. By selecting the menu button in the upper left corner you will see all of the 365 apps available to you. Selecting “OneDrive” will open your library.

OneDrive for Business – Connecting Your Accounts

You should connect your Microsoft Account to Microsoft Office. You can do this from any Office application and the connection will be made throughout the Office family on that PC.

To attach your Microsoft accounts, open any Office application go to “Account” and choose “add a service”.

OneDrive for Business - Overview

Once you open your OneDrive you will find all of your files and folders.

Very important. Internet Explorer is the only fully supported browser for OneDrive and SharePoint.

Using other browsers such as Chrome and Firefox will cause you problems so please avoid using them with Microsoft 365.

Be Warned!

OneDrive for Business - Overview

When you find the file you want to work on or view you have several options.

Selecting the 3 dots (…) will always open another menu.

Selecting the 3 dots (…) to the right of the file name will display a preview .

Selecting the 3 dots (…) on the preview will even provide more options. For example you can choose to open the document in Word (or Excel, or PowerPoint) Online or if available the client version of the application.

OneDrive for Business - Overview

Let’s Take a Closer Look at these Menu options.

Open this in the client application (if available).

Open this in the web version of the application.

Download the file to your PC.

Share the file with someone, anyone. (edit or view)

Of course you can rename your file.

If you want you can delete your file.

Do you want to move your file to another folder.? Sure you can.

This is cool. You can see or go back to any earlier version of the file.

OK there is not much here. But you can add a title to your file.

A couple of things here. You can “follow” the document. Or you “check it out” if you are worried that someone you shared it with may be working on it and you want complete control at the time.

OneDrive for Business - Overview

Let’s Take a Look at Versioning!

When you select the Version History option you will be able to see all of the other previous versions of the document.

But that’s not the half of it!

You can select any of versions and view or restore whichever one you would like.

Recommended Tip! You can simply

download the previous version by

selecting the file and saving it on your

desktop.

OneDrive for Business - Overview

Syncing Your OneDrive

If you have an office PC that you use regularly you can “sync” your OneDrive files.

What is Syncing Anyway?

That’s a good question. When you sync your OneDrive account all of your files are downloaded to the local PC. After you do this, you can work on your files locally, even if you are not connected to the internet. When files are changed, they are updated with the new version. “Syncing” occurs automatically between all connected devices.

Pretty cool isn't it.

OneDrive for Business – Q & A

Ask Me Anything About OneDrive.

SharePoint- Overview

SharePoint is basically the big brother of OneDrive for Business. All of the shared folders that each department had on our file server have been migrated to our Office 365 account.

Each department has their own SharePoint Site.

Within each Site there are “libraries”. Each library serves a specific purpose and each “library” can have it’s own permission settings.

Just like with OneDrive, you can access any Sites that you are connected to, by logging into the 365 Portal.

SharePoint- Overview

This is very important. You must use Internet Explorer when working with SharePoint. Other browsers like Chrome and Firefox are not fully supported and problems can occur in those browsers.

SharePoint- Sites

Once you are logged into select “Sites”.

You sill see “buttons” for each Site.

Once you open the Site or Sites you have access to you can “follow” them so that they appear on this “Sites” front page. When you have a “Site” open there is a “Follow”

button in the upper right corner. After you select this the site will appear on the “Sites” front page.

SharePoint- Looking Around The Site

When you open a “Site” you will see a couple of things.

* Top Left you will see the Site “name”.

* Any “recent” libraries you accessed.

* The Site Contents Link. This is where you will find all of the “libraries” and other objects in the Site.

SharePoint- Site Contents & Libraries

When you open “Site Contents” you will see several different types of containers. The ones you care about will be the libraries. You can think of these as “folders” but they are much more then that.

These are “libraries”.

You can see click on any of these to open the library.

SharePoint- Site Libraries

When you open a “library” you are presented with an interface which looks very much like the “folders” you are accustomed to.

Library Name

• Here you can create a new document or folder.

• You can upload files from your PC.• You can “sync” this library to your

PC.

Folders and Files contained in the library.

SharePoint- Site Libraries

When you open a “library” you are presented with an interface which looks very much like the “folders” you are accustomed to.

Just Like we talked about with “OneDrive” you can do a lot by selecting the three (3) dots […] on the right side of the file name.

These all work in the same way as they do in OneDrive.

SharePoint– Q & A

Ask Me Anything About SharePoint.

Skype for BusinessFormerly “Lync”

What is “Skype for Business”?

Skype for Business is a communication tool that helps people stay connected and get work done.

• Text Messaging• Video Chat (person to person and groups)• Desktop Sharing• File Sharing• Available on PC or Mobile• Voice and Phone System Compatible

Features include:

Skype for BusinessFormerly “Lync”

Skype for Business is available to everyone with a Office 365 E3 license.

Another great feature of Skype for Business is that it is connected to Microsoft Outlook. A quick glance at Skype will let you know who is available.

Skype for Business – Mobility

Skype for Business was once know as “Lync” but then Microsoft acquired “Skype” and merged the 2 applications. The name has been changed to “Skype for Business” although it is still named, “Lync 2013” on mobile devices for now.

You can find “Lync 2013” in your app store. I recommend everyone install this app on their smartphone.

Thanks for confusing us Microsoft…

Skype for Business – Conversations

Another one of the features of “Skype for Business” is that all of your conversations are saved in Outlook, in a folder named “Conversations”.

This is a great way to go back and look up previous conversations.

Skype for Business – Merging Telecommunications

One of the exciting things about “Skype for Business” is that it can be integrated into phone systems. Microsoft is working on this and it should be ready later this summer. Coincidentally we hope to be installing a new phone system in 2016.

Previously, this functionality would require businesses to have a Lync Server set-up and pay a separate PTSN service from a third-party. Microsoft is now working with a variety of partners – including AT&T, Verizon and Vodafone – to make the transition between VoIP and landline calls easier in Office 365.

Excited Yet?

Skype for Business – Vision of the Future

Skype for Business – Q & A

Ask Me Anything About Skype for Business.

Password Management

The West Chester Technology Blog is filled with countless stories of passwords, malware and broken dreams.

There is really only one way to protect yourself and your organization. And that is to take security seriously, and the first step of taking security seriously is to manage your passwords.

Worst Passwords Hall of Fame

Using bad passwords is really not an option anymore. Companies, big and small as well as government agencies (IRS) are getting hacked regularly.

The combination of complex and unique passwords will go a long way to protect you, even when an organization that has your information is hacked.

Please tell me no one in this class has used any of these passwords.

Password Tips

• Each account you have, should have a unique and complex password.

• Passwords should contain at least 4 unique character types such as upper case, lower case, numbers and special characters.

• Passwords should not be written down on a piece of paper and left at your desk or in your office or home.

• Passwords should not be contained in a word or excel document.

• Passwords should not be contained in Outlook or any other non-password manager application.

Password Managers

There are many “password managers” out there that can help you gain control of your passwords.

As I have mentioned several times, passwords need to be complex and unique. We all have many accounts, both professionally & personal. Without password managers the task or remembering so many passwords can feel overwhelming.

So – Password Managers are our best hope today to master this challenge.

Password Managers – LastPassThere are many good password managers available today. For me, personally and professionally my favorite is LastPass. For less then 1 dollar a month you can create unique passwords for all of your accounts and have access to them from any device.

All you need to do is remember your master password.

Passwords – Two Factor AuthenticationOne of the best ways today to protect your security today is “two-factor” authentication.

Passwords – Two Factor AuthenticationToday I recommend “Google Authenticator”.

To start using Google Authenticator you will need a free google account.

You can setup your two factor authentication here and then download the app on your smartphone or other mobile device.

Passwords – Two Factor Authentication

Once setup, when you log into a site that has two factor authentication you will be presented with a screen like this after you sign in.

Then you open your Google Authenticator app and enter the code.

There you go. Without the second access code no one will be able to hack your account!

Passwords – Two Factor Authentication

The problem here is that not every service has “two factor authentication” available just yet.

For example my bank does not! Because of this strong passwords are critical if you want to keep your information secure and safe.

Microsoft does have two factor authentication “available” but I feel it is not ready for prime time just yet.

When it is – our organization will require everyone to use this service in order to protect our data.

One Last Thing – We Need Beta Testers

We are looking for a couple volunteers to help us test Microsoft Office 2016 and Windows 10.

If you are interested please contact me.

Both of these products are in “testing / preview” now and I have ben using both for quite a while.

Both are scheduled for public release this summer.

Q & AAsk me anything!