Your users may struggle with these questions: Should I share via Microsoft Yammer, Microsoft Office 365 Groups, or Microsoft OneDrive? Should I share a file in Outlook, in a meeting, from OneDrive for Business, on Yammer, in a Group, or in a SharePoint site? What happens when your users can’t decide what technology or feature to use? They use what they know, or what’s easy; even if better options exist. In this session, join Richard Harbridge as he helps you maximise the value of your Office 365 investment by providing the guidance you need to help your users make better, more effective decisions on how they get work done.

2. RICHARD
HARBRIDGE
My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at
SPEAKER | AUTHOR | SUPER FRIENDLY

3. 1. AND not VS – When To Use What In O365
WHAT WE WILL TALK ABOUT TODAY…
2. Why This Is So Difficult In The Real World
3. How To Actually Drive This In Organizations
4. Next Steps & Resources

4. @RHARBRIDGE
DOWNLOAD THE WHEN
TO USE WHAT IN OFFICE
365 ENTERPRISE USER
GUIDANCE WHITEPAPER!
It goes into much greater depth and can be found at WhenToUseWhat.com.

5. THE TECHNOLOGY WORKS
BEST TOGETHER…
Thinking about this from a versus perspective is the wrong approach.

6. Find people
Share my stuff
Build internal communities
Stay connected
Get answers (general)
Get answers (moderated)
Collaborate on docs internally
Collaborate on docs externally
Build external communities
WHAT PEOPLE
OFTEN THINK OF…
It’s not as simple as comparing and selecting one tool over another…

7. The right approach is an AND approach where the technologies work together.
THE TECHNOLOGY WORKS
BEST TOGETHER…

8. What are those new products/capabilities that influence when to use what?
SO WHAT ARE THE NEW
“AND” OPTIONS WE
SHOULD PLAN FOR?

9. Yammer now is improved by adding a SharePoint team site and document library,
OneNote, Planner and Outlook group calendar (coming soon) to every group.
YAMMER
INTEGRATION…

10. It doesn’t just enable selecting documents from SharePoint but provides the rich
previews we know and love.
YAMMER
INTEGRATION…

11. Yammer also gives access to a shared notebook in OneNote. This means no more
Yammer Notes (Will convert existing Notes to Word and store in the library).
YAMMER
INTEGRATION…

12. Yammer now provides quick access to Planner’s simple-to-use task management.
This lets teams create new plans, assign tasks and track progress around a group.
YAMMER
INTEGRATION…

13. If you receive an email that would benefit from open discussion and sharing,
you can forward it to Yammer by typing the name of your group in the recipient list.
YAMMER
INTEGRATION…

14. Sync’d with Group Service – Shared memberships, PowerShell management,
shared name, description and photo and MORE.
YAMMER
INTEGRATION…

15. Office 365 Groups created in Yammer will have conversations in Yammer.
Office 365 Groups created elsewhere in the suite will have conversations in Outlook.
YAMMER
INTEGRATION…

16. Where do people work? Would connectors help improve the community? Do you
need Governance/Compliance features that Groups have?
SO WHERE SHOULD
YOU BUILD A
COMMUNITY?

17. When you create a group, Office 365 gives the group a shared inbox, calendar,
OneNote notebook, a Planner - and now, a full-powered SharePoint team site.
OFFICE 365 GROUPS &
SHAREPOINT TEAM SITES…

18. Advanced permissions is still a fair reason to use SharePoint instead.
As are Intranet sites or sites that would not benefit from a Group.
WHY BUILD
SHAREPOINT
TEAM SITES?
“SharePoint does provide the ability for Site Owners to specify different permissions on resources. Office 365
Groups promises a permission model whereby all group members have access to the group’s resources across
workloads (e.g. conversations, files, notebook, etc.). To deliver consistency, SharePoint site collections
associated with a Group will also follow this model. So, a group (site) owner can add new permission levels
and assign to new users or groups on a resource, but would not be able to remove the permission levels
assigned to the group’s owners or members. We are working on delivering a new permissions management
UX that will allow for group (site) owners to change the group members’ permission level from Edit to Read-
only (and vice versa) but you would not be able to remove the members from resources in the SharePoint site
collection.”
From TechCommunity.Microsoft.Com – Thank You @Tejas Mehta

19. Team news and new pages empower more web parts and integration
(Power BI, Yammer, Sway, Planner and much more.) Expect even more over time!
SHAREPOINT ITSELF IS
UNDERGOING CHANGES…

20. Teams in Microsoft provide a way to work in a team focused hub that is
persistent. Teams integrates with Groups for membership and more.
MICROSOFT TEAMS…
Teams

21. By combining Discover into the OneDrive app my users don’t have to have as
many applications.
MOBILITY IMPROVEMENTS…

22. There is more… the team is building in app or app to app experiences.
It doesn’t just open the app, but takes you to the right place in the app.
MOBILITY APP HANDOFF/SWITCHING…

23. This again reduces the need to ‘go to Delve’. Bring “Delve” to me where I work.
DISCOVER NOW
A PART OF
ONEDRIVE…

24. Enables you to access, edit and share all files and folders in SharePoint Online that
you own or follow regardless of where.
ONEDRIVE THE
PLACE FOR O365
FILES…
Groups

25. The intention here is to use this to “share” your files. An alternative to “Shared w/
Everyone” or other methods. You can still share in other ways, but could use this.
COPY TO
SHAREPOINT…

26. A reason sometimes OneDrive was used over SharePoint was for Offline Sync of
files. Now with the new SharePoint sync this shouldn’t be a valid scenario.
ONEDRIVE &
SHAREPOINT
SYNC…

27. Scenario
Online
Track Project Tasks ◑ ◑ ● ● ● ●
Track Project Logs ◑ ◑ ◑ ● ●
Store and Share Project
Documents
◑ ◑ ●
Searching for Content ● ◑ ◑ ◑ ◑ ◑ ●
Ask a Question ○ ● ○ ◑ ◑
Planner for Teamwork Management was released resulting in important questions such
as when to use it, SharePoint and Project Online?
MICROSOFT PLANNER FOR
TEAMWORK MANAGEMENT…

28. MICROSOFT STREAM PREVIEW…
Stream preview & Office 365 Video will converge. You should still use Office 365
Video today and at a later time you will get an upgraded UI and new features.

29. Microsoft Flow allows organizations and individuals to automate workflows that
integrate with existing SaaS services and business apps that users rely on today.
MICROSOFT FLOW…

30. @RHARBRIDGE
Share ideas and
docs in OneDrive
WHAT WOULD I USE IT FOR?
There are countless real world scenarios where Flows improve the user experience.
Especially in reducing the places the user needs to check/work (less when to use what).

31. @RHARBRIDGE
Share ideas and
docs in OneDrive
WHAT WOULD I USE IT FOR?
Daniel Laskewitz has a great example of using Flow to manage a simple HR
Leave request process.

32. @RHARBRIDGE
DOES FLOW REPLACE WORKFLOW?
Today for basic automation and integration you can do quite a bit with flow beyond
what workflows can, and they can compliment one another.
1. It’s still new.
Admin/Governance not as comprehensive (go to Logic Apps). You can’t trigger a secondary Flow from a primary,
it can be painful to reorder steps, API max connections (by app, not user), etc.
2. It Is Simplified.
Convert to Azure Logic App (one-click). There is almost no limit to what you can do when you move up to the Azure
level around process automation and integration.
3. It Provides New Options.
We don’t always have to defer to full application development if there is a way to build what is needed without the
same rigor and specialized skill set.

33. @RHARBRIDGE
The PowerApps experience is quite streamlined today. In it’s current
state users must configure and design each field/screen as desired.
1. They are “easy” and intuitive to build. Point to
the data you want to interact with and create.
MICROSOFT POWERAPPS…

34. @RHARBRIDGE
It is undoubtedly easy and intuitive to share. Considerations around access to
the data source (SQL conn is auto shared). No external sharing today.
2. They are easy to share.
1. They are “easy” and intuitive to build. Point to
the data you want to interact with and create.
MICROSOFT POWERAPPS …

35. @RHARBRIDGE
There is a ton of potential in PowerApps with templates and shared apps across
the organization or through communities.
2. They are easy to share.
1. They are “easy” and intuitive to build. Point to
the data you want to interact with and create.
3. Users can build an app from templates easing the creation
of an app process for common app requirements.
MICROSOFT POWERAPPS …

36. PowerApps is a great solution for rapidly building mobile business applications.
Integration not just around data sources – PowerApps embed in SharePoint 2017.
MICROSOFT POWERAPPS…
2. They are easy to share.
1. They are “easy” and intuitive to build. Point to
the data you want to interact with and create.
3. Users can build an app from templates easing the creation of
an app process for common app requirements.
4. They are “mobile first” forms that support multiple data
sources beyond SharePoint. Soon will be in SharePoint!

37. @RHARBRIDGE
WHAT WOULD YOU USE IT FOR?
There is a ton of potential in PowerApps with templates and shared apps across
the organization or through communities.
2. Simple “list” tracking apps that can
help coordinate things like assets, site
visits, that you want a unique UI on.
1. Simple Mobile App experiences
where you want to get employee
feedback.
3. FAQs and resource guides for
employees around products or
processes.

38. @RHARBRIDGE
No new versions.
Supported to 2026.
DO POWERAPPS REPLACE FORMS?
PowerApps does not match InfoPath and SharePoint Designer from a feature
parity perspective. It makes it easier to build business applications “without code”.
Improvements Over Time

39. 1. AND not VS – When To Use What In O365
WHAT WE WILL TALK ABOUT TODAY…
2. Why This Is So Difficult In The Real World
3. How To Actually Drive This In Organizations
4. Next Steps & Resources

40. 1. AND not VS – When To Use What In O365
WHAT WE WILL TALK ABOUT TODAY…
2. Why This Is So Difficult In The Real World
3. How To Actually Drive This In Organizations
4. Next Steps & Resources

41. YOU SHOULD TRY
AND VISUALIZE OR
CREATE HIGH LEVEL
GUIDANCE…
This is a GOOD exercise for the leadership team and to come up with broad
guidance. However it is not often actionable/usable by users in this format.

42. AUDIENCE
INDIVIDUAL GROUP TEAM DEPARTMENT ORGANIZATION
TIMESENSITIVITY
URGENT/HIGHAD-HOC/LOW
COLLABORATIONTONES
FORMALINFORMALBOTHINFORMAL
Skype for Business Call or
Instant Message (IM)
Skype for Business Online Meetings Skype Broadcast
Yammer
(All Company and Groups)
Office 365 Groups
Outlook
OneDrive for Business
Microsoft Teams
SharePoint Team Sites
Office 365 Video
SharePoint Intranet
Planner Planner
Avanade has done a great job of representing their perspective of this you can
read about it on this article page. Dux and Blair have also presented this.
THERE ARE MANY WAYS TO VISUALIZE THIS…

43. Here is an example of an interactive slide deck by Jonathan Thomson. We have
created quite a few like this – sometimes w/ webpages that are interactive.
CREATE INTERACTIVE
GUIDES FOR USERS…

44. THE SCENARIOS ARE IMPORTANT…
There are only so many scenarios in our whitepaper, consider looking for other
great examples out there (like those on FastTrack) or defining your own.

45. Office 365
Groups
Delve
Boards
Office Video
Urgency/TimeSensitivity
Audience (Internal or External)
Skype For
Business
Call
IM
Skype
Presence
Skype for
Business
Online
Meetings
Outlook
E-Mail
OneDrive
for
Business
Team
Site
SharePoint
Intranet
Yammer Company
Communications
Yammer
Groups
Office 365
Groups
Individual OrganizationalGroup
Ad-hoc/LowUrgent/High
Figure out how people work today and visualize how they might work in the
future. Then create guidance to show the users the journey…
GUIDE USERS
FROM WHERE
THEY ARE…
Urgency/TimeSensitivity
Audience (Internal or External)
Web
Conferencing
(GoToMeeting)
Outlook
E-Mail
GoogleDrive
PHP Intranet
(“OurSpace”)
Webinars
(Go To Webinar)
Legacy /
Traditional
DM System
T:/ Drive
Individual OrganizationalGroup
Ad-hoc/LowUrgent/High
P:/ Drive
ftp (…)
Web
Conferencing
(WebEx)
Wiki System
PPM System (Daptive)
DropBox
Box
YouSendIt
C:/ Drive
Current State
Microsoft Teams

46. CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
P:/ Drive
(Personal
Shared Drive)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)
You need to really understand the current state in the enterprise.

47. CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
P:/ Drive
(Personal
Shared Drive)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)
The user is using a small portion of Office 365 at this point.

48. Now the user can use OneDrive for Business, including it’s many features
like sync, shared with me, discover, and more.
CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
P:/ Drive
(Personal
Shared Drive)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)
OneDrive
Delve

49. Showing users not only how they can share, but if/when they can share
externally can be a great way to reduce dependency on other tools.
CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
File Sharing
Tool
(DropBox)
Email
(Exchange
Online)
File Sharing
Tool
(YouSendIt)
File Sharing
Tool
(Box)
File Sharing
Tool
(GoogleDrive)
OneDrive
Delve
OneDrive
(w/ External
Sharing)

50. With the introduction of IM, and availability users can now connect more
easily throughout OneDrive, via Outlook and via Skype for Business.
CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Web
Conferencing
(WebEx)
Webinars
(Go To
Webinar)
Web
Conferencing
(GoToMeeting)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business

51. CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
T:/ Drive
(Team Shared
Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Team
Sites/Groups
Project
Sites/Groups
Delve
SharePoint Sites/Groups introduce collaboration scenarios beyond just
file sharing. This also further lights up Delve. Great time to pilot Planner.

52. CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Custom PHP
Intranet
("OurSpace")
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Team
Sites/Groups
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Over time more and more experiences are introduced providing
improved user experiences while reducing the places users need to work.

53. CURRENT STATE…
C:/ Drive
(Local Drive)
ftp
(…)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Team
Sites/Groups
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)
There are a few ways you can show organizational direction to champions,
site owners, super users, leaders, and even the end user audience.

54. CURRENT STATE…
C:/ Drive
(Local Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
SharePoint
Team Sites
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)
SharePoint
Server
Over time more and more experiences are introduced providing
improved user experiences while reducing the places users need to work.

55. CURRENT STATE…
C:/ Drive
(Local Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
SharePoint
Team Sites
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)
SharePoint
Server
Indexes
Over time more and more experiences are introduced providing
improved user experiences while reducing the places users need to work.

56. CURRENT STATE…
C:/ Drive
(Local Drive)
Legacy /
Traditional DM
System
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
SharePoint
Team Sites
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
Team
Sites/Groups
(w/ Ext Share)
SharePoint
Server
Indexes
Over time more and more experiences are introduced providing
improved user experiences while reducing the places users need to work.

57. Team
Sites/Groups
(w/ Ext Share)
CURRENT STATE…
C:/ Drive
(Local Drive)
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
SharePoint
Server
Indexes
Over time more and more experiences are introduced providing
improved user experiences while reducing the places users need to work.

58. Team
Sites/Groups
(w/ Ext Share)
CURRENT STATE…
C:/ Drive
(Local Drive)
Wiki System
Webinars
(Go To
Webinar)
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
SharePoint
Server
Indexes
Skype For
Business
(w/ Broadcast)
Over time more and more experiences are introduced providing
improved user experiences while reducing the places users need to work.

59. Team
Sites/Groups
(w/ Ext Share)
CURRENT STATE…
C:/ Drive
(Local Drive)
Wiki System
PPM System
(Daptive)
Email
(Exchange
Online)
OneDrive
Delve
OneDrive
(w/ External
Sharing)
Skype For
Business
Project
Sites/Groups
Delve
SharePoint
Search Center
SharePoint
Intranet
(“OurSpace”)
SharePoint
Server
Indexes
Skype For
Business
(w/ Broadcast)
Over time more and more experiences are introduced providing
improved user experiences while reducing the places users need to work.

60. 1. AND not VS – When To Use What In O365
WHAT WE WILL TALK ABOUT TODAY…
2. Why This Is So Difficult In The Real World
3. How To Actually Drive This In Organizations
4. Next Steps & Resources

61. Thank You!
Organizers,SponsorsandYouformakingthispossible.
100+AwesomePresentationsAt.. Slideshare.Net/RHarbridge
300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers
WhenToUseWhat.com Office365Intranets.com
Office365Metrics.com Office365Campaigns.com
Office365Extranets.com Office365Resources.com
Message Me On LinkedIn or Email Richard@2toLead.com
SPEAKER | AUTHOR | SUPER FRIENDLY
Twitter: @RHarbridge. More to come on our blog at http://2toLead.com.