Amplexor lunch seminar - Enhancing your digital workplace with Microsoft Office 365
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Enhancing your digital workplace with Microsoft Office 365 - presented by Yannick Reekmans, Stijn Brouwers and Tom Vandersmissen at the Amplexor Lunch Seminar on 10 February 2015.
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Amplexor lunch seminar - Enhancing your digital workplace with Microsoft Office 365
- 4. A Digital Workplace Challenges for the modern information worker
- 5. What is Office 365? Productivity Applications Microsoft Office Office Mobile Office Online Productivity Services Exchange Online Lync Online SharePoint OnlineYammer OneDrive For Business
- 6. Offering: Office 365 subscription plans https://products.office.com/en-us/business/compare-more-office-365-for-business-plans
- 8. Evolution highlights Office 365 Video portal Forms on SharePoint Lists OneDrive Bus. sync for Mac Unlimited Storage 1Drive Outlook Search revamped Yammer Office Online
- 9. A scenario with Office 365
- 10. Company overview
- 11.
- 14. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 15. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 16. Initial preparation Group Mailbox Group Calendar Group OneDrive account
- 17. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 19. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 20. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 21. Working remote
- 22. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 24. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 25. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 28. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 29. SharePoint sites
- 30. Missing concept: site metadata
- 34. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 35. Co-authoring
- 37. Initial preparation Product info request Office 365 group for collaboration Plan meeting with client Intake with client OneNote meeting minutes Office Lens Share notes on Yammer & OneDrive Information gathering Dashboards Co-authoring Collaboration
- 38. Takeaways
Notes de l'éditeur
- ‘Digital workplace’ is the concept that there is a virtual equivalent to the physical workplace, and that this needs to be planned and managed coherently because it is fundamental to people’s productivity, engagement and working health. http://www.clearbox.co.uk/a-digital-workplace-definition/
- Office 365 is a cloud office suite in the broad sense. It also includes mobile apps for IOS, Android & WP. It contains the productivity tools as we know them: the Office suite as a desktop client (part of Enterprise plans), Office Online – Word / Excel / PPT in the browser but also for mobile devices It also contains a set of productivity services, a combination of classic MS server applications running as SAAS as well as new services cloud only services like yammer & 1Drive. As communication tools: Exchange , Lync (to be renamed to Skype for Business) & Yammer. The latter being a micro blogging or social communication platform – think enterprise twitter or facebook. For Collaboration SP Online is the flagship but also Yammer & 1Drive offer collaboration features. SP Online is of course much more than that, it offers DMS, Portal/Intranet functionality and WCM although the latter is being demoted recently Storage: SP online & 1drive for business as a personal storage space with sharing functionality – MS’ alternative to DropBox (Cloud Storage Service)
- - Plans are Subscription based - no additional licenses needed - Plans differ in offered features, amount of users and storage - pricing is a bit complex and starts at $5/user/mo with annual commitment for Office 365 Small Business and goes as high as $22/user/mo for Office 365 Enterprise E4 Other offerings are like CRM & Project Management lea ds to an additional subscription per user
- Using a rolling release model means that features and fixes are rolled out incrementally to everyone as soon as they are ready. Both can impact your business in a positive or negative way. Some upgrades did break functionality of O365 rollouts (IMEC by RealDolmen) Some canceled or deprecated features: My tasks aggregation on My Site disappeared Office On Demand disappeared (stream down Office to a local machine that does not have the Office Suite installed. It’s wiped off the machine when the session is over) Public facing internet site will no longer available. Microsoft’s First Release Program: get product updates first - The Office blog announces anticipated public release dates - If you subscribe to FRP you will get these updates one week after the announcement on the blog and minimum two weeks earlier then everybody outside of the program
- Some Minor features App Launcher: a handy button opening a menu with all apps available Connect Lync & Skype: Lync users can extend cooperate communication and add Skype contacts, which not part of the organization PDF previews Send an attachment does not send the physical file but a link to your 1Drive document No-brainer: word online pagination Major features - Evolution for mobile devices IOS/Android/WP - Since beginning of fabruari: boost for Android Apps (outlook) RMS: Protect your data stored in O354 but also on a local laptop or shared with others. Policies can be defined as well as permissions: let others edit, print or restrict forwarding. Groups: a new neat way for users to start a collaboration space consisting of a mailbox, calendar, storage Storage expansion Delve: discover relevant information and connections from across O365 Planned features A video portal, which is a channel based youtube experience within O365 is being rolled out FOSL, an alternative to the Infopath services will be launced: design forms on SP Lists Take 1Drive documents offline & sync them back from your Mac Outlook search Yammer & Office online integration – start a social conversation from within a document or easily link a document to Yammer Unlimited storage – but you still need to consider sync limitations & sync filtering
- We used Contoso – an up and running environment made by Microsoft but the scenario made by for this seminar
- We’re using the fictive company Contoso for our demo scenario’s. Contoso has a complete subscription on Office 365, with Exchange ofr mail, OneDrive for personal storage and SharePoint for their intranet. Consumer product manufacturer, mp3 players, washing machines and smartphones Worldwide leader Three countries
- 5 key users in our demo scenario’s
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- In the ‘Outlook’ application, hover the ‘Groups’ section on the left side of the screen to make the ‘+’ icon appear Click the ‘+’ icon
- Provide the necessary data Click ‘Create’ to create the group
- Unlimited number of groups : There is no limitation on the amount of groups that can be created Up to 50GB of data : Each group can contain up to 50GB of data including posts, messages, calendar entries, attachments, onedrive,… Can be created by anyone : Every office 365 user can start a group. Public and Private Groups Private group : Members are managed by the group administrator. Public group : Members can add themselves to groups The scope of the group is selected when the group is being created. At this moment it is not possible to change this scope afterwards. Interesting Question : Can external users (users not known within office 365) contribute to a group? External users cannot be added as members of a group, but content CAN be explicitly shared with them. This means that external users don’t have access to the applications within office (The group mailbox, the calendar view, an overview of all OneDrive files, etc.) It is possible, however, to explicitly share items in an application (e-Mail, calendar, OneDrive,… ) with external users. An external user can be invited in a conversation by adding their email address when replying, adding their email address when creating a meeting request, or share a file within OneDrive. There is also the possibility for an external user to start a conversation by sending an e-mail to the group’s e-mail account (i.e. <groupname>@<tenantname>.onmicrosoft.com) or sending a meeting request by adding that same account as an invitee.
- Everyone can create a group This can lead to many unused or duplicate groups No reporting available Otherwise it was possible to track unused groups Cloud product only No support for offline synchronization Not possible to add a group mailbox to your on premise exchange client Not possible to add a group calendar to your on premise exchange client Not possible to sync the group’s OneDrive with your devices
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- OneNote OneNote allows gathering of multiple types of information. Typed Notes, Handwritten notes, drawings, audio commentaries. Some features which are recently added are : Clipper Use a shortcut when browsing a website to send a screenshot of the site to your OneNote Email Send an email with any content to ‘me@onenote.com’ from any device and it will be added to your notebook for later Office Lens Windows Phone App (aka Office Lens) Allows capturing 3 types of pictures Document – Enhance (remove shadow, trim edges, rotate,…) & Perform OCR Whiteboard – Enhance (remove glare, trim edges, rotate,…) & Perform OCR Photo – Enhance picture quality Android App & IOS App Take picture with App. It can be made searchable afterwards in OneNote desktop application.
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- “Surfaces Personalized to you from across Office 365. Delve shows you information based on what you’re working on and what’s trending around you“ Personalized : The Delve dashboard is different for each user. It is based on personal information and only items are shown to which you have access. Shows you : The main goal of Delve is to present you with information that is relevant for you. Working on & trending around you : the main 2 reason’s why certain data is presented to a user and in what order.
- Yammer Documents shared with Yammer might appear in your dashboard when you are part of a conversation where a file is linked to which you have access. Exchange Online For the moment, Delve will not show information from emails to you. It does, however, uses exchange online to determine which users and data might be relevant to you based on emails and meeting requests. Users Delve will present the user with other users with whom he communicates often, or are relevant to that user. OneDrive for Business & SharePoint Online Files which are shared with you in OneDrive & SharePoint online can appear within your Delve dashboard. To be added in the near future Email & email attachments OneNote – currently the files can be found when they are shared within One Drive, but in the future, Delve will also make use of the content of the One Note files Lync Conversations Microsoft sources only Currenlty Delve only searches through microsoft sources. There are rumours however that third party sources will be added as well.
- Security The security of your individual files is very important. Before Delve, if security was wrong on a file, it wasn’t immediatly a problem because there was maybe no simple way of finding that file. With Delve, it is possible that the file pops up for users that you don’t want to have access to it. Black box Not always clear why certain files are pop up or not Fine-tuning No possibility to fine tune Delve i.e. remove a certain document library from Delve
- Recent Features Boards – Boards help organize content so it’s readily accessible and can easily be shared with others. Future Features Extra sources File tagging for access modification – Files can be tagged by users to request their admins to change the access rights. Access from mobile devices
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- From our experience with previous versions of SharePoint, we noticed with our customers that they want to use Sites to group content. At the same time we noticed that they could not easily find the sites anymore. They needed a quick and easy overview of the sites available within their SharePoint environment, with the ability to personalize and filter the results. Before the complete experience was custom development, now more and more OOTB features can be used to achieve similar results. Improvements in the SharePoint search engine with SharePoint 2013 and Office 365 allow for dashboards based on Search. Personal Filter on where “current user is Product Manager” Filter on where “Leading department equals the current user’s department” Tokens to pass information of the current user in the search query Security trimmed By default SharePoint search only shows results where you have access to If you don’t have access, it will not show in the search results Display templates Easier to get a specific layout within the search results Custom app=> up until now, everything we did was out of the box Necessary to add custom/additional metadata to a site in the search results OOTB only Title and Description How to do Product Manager, Production Date, Leading Departement?
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document
- Project preparations Request for Info received in mail Ad-hoc project group set up Meeting invite sent to the client Working remote Talk through the request with the client Take notes Share notes with the team Work collaboratively More people join the group Search for information relevant to formulate an answer Delve Dashboards Collaborate on the answer document