Staying Informed About What Matters in Office 365
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The document discusses different methods of notification and information discovery in Microsoft Office 365 products. It provides a table comparing how various Office 365 applications like Outlook, Yammer, OneDrive notify users through different channels like the suite bar, email, SMS, RSS feeds, custom notifications, and co-authoring. Over time, the document notes, interest has shifted from SharePoint Server to the online version of SharePoint in Office 365.
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Staying Informed About What Matters in Office 365
- 3. HANIEL CROITORU My twitter is @HCroitoru, and I work at CONSULTANT | PROBLEM SOLVER | SUPERDAD
- 4. HOW DID YOU HEAR ABOUT SPS 2015?
- 5. MANY FORMS OF NOTIFICATION… To get informed about the event
- 7. THERE ARE TWO TYPES OF PEOPLE… When it comes to discovering information
- 8. ACTIVE DISCOVERY… when you’re initiating the process of finding information you’re looking for
- 9. PASSIVE DISCOVERY… when you’re notified about information may seek based on past actions
- 10. NOT ALL NOTIFICATIONS ARE THE SAME… and neither are the ways in which we consume them
- 12. MICROSOFT DELVE IS THE NEW KID ON THE BLOCK… that provides you information based on your actions and connections
- 13. MICROSOFT GRAPH USES MACHINE LEARNING… to connect you to relevant documents, conversations, and people around you
- 14. COMPARING NOTIFICATIONS EmailSuite Bar SMS Custom Co-AuthoringRSS
- 15. OUTLOOK WEB APP
- 16. OUTLOOK WEB APP to connect you to relevant documents, conversations, and people around you Suite Bar Email SMS RSS Custom Co-Authoring Outlook Web App
- 18. OFFICE 365 GROUPS Suite Bar Email SMS RSS Custom Co-Authoring Office 365 Groups
- 21. SKYPE FOR BUSINESS Suite Bar Email SMS RSS Custom Co-Authoring Skype for Business
- 22. YAMMER
- 23. YAMMER
- 24. YAMMER Suite Bar Email SMS RSS Custom Co-Authoring Yammer
- 25. SITES
- 26. SITES
- 27. SITES Suite Bar Email SMS RSS Custom Co-Authoring Sites
- 28. ONEDRIVE
- 29. ONEDRIVE Suite Bar Email SMS RSS Custom Co-Authoring OneDrive for Business
- 30. ONENOTE
- 31. ONENOTE Suite Bar Email SMS RSS Custom Co-Authoring OneNote
- 32. SWAY
- 33. SWAY Suite Bar Email SMS RSS Custom Co-Authoring Sway
- 34. VIDEO PORTAL
- 35. VIDEO PORTAL Suite Bar Email SMS RSS Custom Co-Authoring Video Portal
- 36. OFFICE SUITE
- 37. OFFICE SUITE Suite Bar Email SMS RSS Custom Co-Authoring Office Suite
- 38. IN SUMMARY Suite Bar Email SMS RSS Custom Co-Authoring Outlook Web App Office 365 Groups Skype for Business Yammer Sites OneDrive for Business OneNote Sway Video Portal Office Suite
- 39. Slowly we have seen SharePoint “Server” shift in interest to SharePoint Online. “SharePoint Server” “SharePoint Online”
- 40. SEE YOU NEXT YEAR Saturday July 9, 2016 Thank you! Toronto Enterprise Collaboration User Group Change Management, Governance, SharePoint, Office 365, Yammer, PowerBI, etc http://www.meetup.com/TSPBUG/ Toronto SharePoint Business Users Group http://www.meetup.com/TorontoSPUG/
- 41. HANIEL CROITORU My twitter is @HCroitoru, and I work at Thank You! http://spbuzz.it/spsto2015-evals
Notes de l'éditeur
- This year we have over 400 registrants
- Active and Passive information seekers.
- Email is de facto for many years. Continues to be main medium for subscriptions Other modes of communication that have gained popularity include Short Message Service (SMS) Voice mail Really Simple Syndication (RSS) based on keywords or topics Service-specific apps to deliver targeted notifications to you. Delve - machine learning to determine your relationship to other individuals within your organization and provides you with updates on their activities. Co-authoring can also be seen as a form of notifications as you find about abut changes others are making while you’re working on a piece of information.
- The documents - and videos - that are likely to be most interesting to you right now. It's often a mix of documents you worked on yourself and documents that are active among people you work with. If you're using Office 365 email, you may also see a selection of documents recently shared with you as attachments in emails.
- Delve uses the underlying Office Graph machine learning mechanism to discover new content created by individuals you’re connected to through various actions you perform (send or receive emails, share discussions in Yammer, etc.) and surfaces content they create or modify to you. It is possible for you to tag content into specific cards which could represent, for example, artefacts of a project. But that is a manual task. So with Delve you’re likely to get notified about a lot more content than you may care about when focusing on specific content. Still, Delve offers a great advantage of informing you about work others in your working circle are doing which likely will include your team members that you may have otherwise missed. So with all these notification methods, which are available to you in Office 365
- bread and butter application of most organizations working with Office 365 represents a large component of the communication for its users, mainly emails and calendar events. Less so used but still very popular are the tasks. Contacts (better known as People) is the fourth app in this group which lists all your personal contact. The popularity of the Outlook has grown so much over the years that you can access it from virtually any browser. Any mobile device Outlook Web App is driven by Exchange Online which makes all these wonderful things happen. Visual and auditory indicators available on most mail clients let you know that a new message has arrived or a calendar event or task has changed. Developers can also use the REST API to get updates on tasks or events or even update them.
- bread and butter application of most organizations working with Office 365 represents a large component of the communication for its users, mainly emails and calendar events. Less so used but still very popular are the tasks. Contacts (better known as People) is the fourth app in this group which lists all your personal contact. The popularity of the Outlook has grown so much over the years that you can access it from virtually any browser. Any mobile device Outlook Web App is driven by Exchange Online which makes all these wonderful things happen. Visual and auditory indicators available on most mail clients let you know that a new message has arrived or a calendar event or task has changed. Developers can also use the REST API to get updates on tasks or events or even update them. Notifications On-screen: Yes Email: Yes RSS: No REST API: Yes Co-authoring: No
- Introduced into the Office 365 family in late 2014 with the goal of providing users working collaboratively a place to share documents, events, conversations, and a Notebook (OneNote). Groups are accessible through the Outlook Web App as well as Outlook 2016. When you join a Group, you have the option to subscribe or unsubscribe to email notifications about new conversations or events in the Group. No notification for added documents or changes to the Groups Notebook are provided. Once subscribed you will be notified immediately of changes occurring. Currently no option exists to set the frequency or type of notification. Developers can also use the REST API to get updates on tasks or events or even update them.
- Skype for Business is used for instant messaging, audio and video conferencing as well as presentations.
- Skype for Business is used for instant messaging, audio and video conferencing as well as presentations. Skype for Business also lets you choose whether you want to be notified if someone adds you to their contact list.
- Yammer provides you with the option to subscribe to a number of activities that may take place at a fairly granular level and even lets you pick how often you wish to be notified about them – immediately, daily, or weekly. You can also select to which of your groups these settings should apply to. Once saved you will be receiving the notifications via email.
- Office 365 sites are SharePoint sites. Most information in Sites is stored in the form of lists and libraries.
- SharePoint has an established notification mechanism that enables you to subscribe to email notifications on these lists and libraries and even get more granular – down to the item level.
- Since OneDrive for Business is based on SharePoint libraries in the back end you would expect to get the same functionality as you get in SharePoint. However, this is not the case. The alert subscription mechanism does not currently exist in OneDrive for Business. Yet you’re still able to receive updates through RSS feeds and using a similar REST API as in SharePoint.
- OneNote is a free-form collaboration tool that has gained a lot of popularity over the years. It’s flexibility to gather notes (both hand written and typed), audio and video content make it a great candidate when document structure and formatting is not key. One of the drawbacks of this tool is when it comes to notifications as there is no mechanism today to know if a change has been made. One way to circumvent this limitation is by storing the OneNote on a Site and enabling alerts for that document. This will, however, send a consistent stream of alerts (if immediate updates are turned on) as there is no explicit save functionality in OneNote and it is consistently updated when users modify its content. OneNote also has a rudimentary REST API for creating notebooks, sections, and creating or deleting pages. This API could be integrated into a custom app that would generate alerts when such events take place. Yet another way to get notified of changes in OneNote is through its co-authoring capabilities. Similarly, you can store it in OneDrive for Business and get notified via an RSS feed. For a while now OneNote had collaboration at its core and allowed multiple users to see what’s changing in the document while they are working on it.
- Sway is one of the newest Office additions for creating multimedia story boards in the cloud. It also includes co-authoring capabilities but is not stored as a document. Hence, you can only see changes being made to a story book by reviewing it.
- Another new addition to the Office 365 apps family is the video portal that is used as a repository of videos for your organization. At this time the only way to be notified about any changes is by using the REST API to check for new videos that have been uploaded and notify the user via another mechanism such as email.
- The traditional Office applications (Word, Excel, PowerPoint, Visio) share similar notification behaviors to their close relative, OneNote. Also the provide various degrees of co-authoring which provides real-time notification on updates. Here’s what can be seen: Word & Powerpoint: These two applications provide you with the most flexibility in that you can see what sections are being modified and by whom as you’re working through the document. Excel & Visio: The desktop versions of Excel and Visio do not provide you any co-authoring per se. However, if you use their web versions you’re able to collaborate on a workbook with others. As you’re working on a cell in Excel or object in Visio, it is locked for updates from others. The moment you’re done, others are notified of the change you made and you of their changes. As with OneNote you can also be notified of changes to Office documents if they are stored in Site document libraries and you are setting up alerts for them or in OneDrive for Business via an RSS feed. With these documents, however, immediate notifications are only sent out when you save the document or check it in.