The document discusses an upcoming migration of files from on-premise servers to Microsoft Cloud services like OneDrive and SharePoint, how employees can access and work with files in these new systems, and an introduction of the borough's help desk services and new help desk technician. LastPass password management is also highlighted as an important security tool being rolled out to employees.

1. 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

2. Embrace Change

3. Very shortly our organization will begin the process of migrating much
of our data to Microsoft’s Cloud.
Introduction to the Microsoft Cloud
Your Files
Today 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 & Folders
Today 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”.

4. Server6
Our 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

5. • 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?

6. • 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

7. • 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

8. 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.

9. 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.

10. OneDrive: Mobile Access to Your Files
By visiting the Microsoft
365 home page at
login.microsoftonline.com
you 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.

11. 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!

12. • 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

13. • 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

14. • 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

15. • 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

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

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

18. • 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

19. • 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

20. • 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

21. LastPass: Be Like Bob

22. • OK – let’s review last May’s LastPass
overview to give you an idea of what
LastPass can do for you.
LastPass: Enterprise Access

23. 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.

24. 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.

25. 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 helpdesk@west-chester.com.

26. 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 jcarbohn@west-chester.com.
• The CIO’s office can now be located in Borough Administration across from the Borough Manager’s
Office.