Microsoft Office 365 x Sharing in Office 365 Robert Clark, LucidPointe March 18, 2015 Advisors4Advisors Office 365 Webinar Series

Full, installed Office applications on up to 5 PCs or Macs Office for smartphones, tablets, and iPads® (free apps) Office 365 is your modern Office

Mobility Here’s what you told us “We need anywhere and anytime access to files and business tools to serve our customers and stay competitive.” “We need modern solutions that help us collaborate and get work done more efficiently.” “We need to be using the cloud to our advantage – and save money along the way.” “Zero downtime is a must.” “We need to stop spending on soon-to- be-obsolete technology. We need solutions that evolve with us.” “Our team works from many locations. We need to stay connected no matter what.” “Our data has to be secure. I need to know my company is protected from viruses, malware, theft, etc.” “We need to be prepared for the unexpected.”

A modern Office that meets your needs

Get to your Office from any browser Login to your Office Online account to access and edit the most up to date version of your files from any browser Quickly access, edit, and share all your documents online Pick up right where you left off with a seamless transition between your desktop and online applications Gain rich and familiar editing options in Office Online

Be productive offline Maximize productivity by working offline on your familiar Office desktop applications Sync files to your devices for offline access so you can take your work anywhere Automatically re-sync edits when you reconnect to the internet Sync files to your PC for offline access

From Fortune 500 companies to your favorite shops, Office is the productivity solution of choice for millions of businesses around the world With 1.3 billion Office users today, work on documents with others inside and outside your organization without losing rich file formatting

Save time and effort with a guided setup and deployment process With regular updates that occur automatically in the background, Office makes running your business a little less work Focus your efforts on your business and let Microsoft handle updates and security patching

Work on the same document with others on any device and see edits as they happen Work with people outside your organization even if they don’t have Office Add comments or track changes while you work with others on Word, Excel, and PowerPoint

Save and backup files to the cloud with 1TB of cloud storage so you can access your files from anywhere Recover quickly from the unexpected by safeguarding critical business and customer data Keep your online files safe with a financially backed 99.9% uptime guarantee Share and edit the most up to date documents

Content is private by default so you control who can view and edit your files Share documents from any device with built-in sharing options that allow you to share folders, files, or document links in seconds Share documents directly from your Office app through OneDrive for Business

Agenda

Choosing the right license

BusinessEnterprise Business Business Essentials Business Premium ProPlusE1E3 Target customer Price$8.25$5$12.5$12$8$20 Seat Cap300 (for each plan)Unlimited 24/7 phone support from MicrosoftCritical issuesAll issues Office Word, PowerPoint, Excel, Outlook, OneNote, Publisher 2 2 iPad, Windows RT & smartphone apps Office Online Access Standard services 1TB cloud storage (OneDrive for Business) , calendar (Exchange) Online meetings, IM (Lync) Team sites, internal portals (SharePoint) Enterprise social (Yammer) Advanced services Active Directory integration Supports hybrid deployment Office shared computer activation support (RDS) Upcoming services – Video content management Compliance – Archiving, eDiscovery, mailbox hold Information protection – message encryption, RMS, DLP Full plan lineup

BusinessEnterprise Business Business Essentials Business Premium ProPlusE1E3 Target customer Price$8.25$5$12.5$12$8$20 Seat Cap300 (for each plan)Unlimited 24/7 phone support from MicrosoftCritical issuesAll issues Office Word, PowerPoint, Excel, Outlook, OneNote, Publisher 2 2 iPad, Windows RT & smartphone apps Office Online Access Standard services 1TB cloud storage (OneDrive for Business) , calendar (Exchange) Online meetings, IM (Lync) Team sites, internal portals (SharePoint) Enterprise social (Yammer) Advanced services Active Directory integration Supports hybrid deployment Office shared computer activation support (RDS) Upcoming services – Video content management Compliance – Archiving, eDiscovery, mailbox hold Information protection – message encryption, RMS, DLP Full plan lineup

Components of Office 365

Exchange Online Business- Class File Sharing HD Video Conferencing SharePoint Online Lync Online / Skype for Business Social Collaboration Yammer

50 GB Mailbox Business- Class Shared Contacts/Calendar s Co-Wide Mail Rules Compliance & Retention Aliases, Roles, Group, Shared Boxes

Intranet Team Site & Portals Document Collaboration Apps 10GB +.5/user File Sharing

IM Chat Audio/Video Calls Presence Presenting & Screen Sharing Internal/External/ Skype HD Video Conferencing

Social Collaboration Posts / Images/ Videos Like / Reply / Share Groups Comes w/ Office 365 Social Collaboration

1TB/Unlimited Each Office 365 User Sync to Devices User’s Docs (Primary) Sharing (Secondary) File Sharing

External Sharing Controls

OneDrive for Business & SharePoint

Usage Strategy OneDrive for Business 1TB per person (Office 365 license) “Personal” files (just like My Documents on C drive) Selective sharing SharePoint Storage for entire organization Intranet / Team files Project sub-sites Widespread & external sharing Apps

SharePoint Hierarchy SharePoint Team Site Project Site Task Force Site Customers Client 1 Client 2 Vendors - Partners Vendor 1 Partner 2 Site Collection Sub Sites

SharePoint Apps

Documents Stored in Libraries

Sharing a Document

Sharing Strategy SharePoint Set up Groups, assign people to the Group Set Permissions at the Group Level Team Site Everyone in organization automatically a ‘member’ Additional libraries can have different permissions Other SharePoint Sites Set access permissions at Site Collection level Sub-sites can “inherit” permissions – or not – you choose Set up different ‘member’ groups for a sub-site Keeps one group from having access to another’s site/info/docs

Sync with OneDrive for Business

Login to the Office 365 portal (login.microsoftonline.com ) Click/Tap OneDrive

Sync with OneDrive for Business

Sync with SharePoint Document Libraries Same process as OneDrive for Business Go to Library Hit/Tap “sync” Repeat for every SharePoint Document Library you want to sync Repeat for every device

Copy Files to OneDrive for Business / SharePoint

Upload to Document Library

Select File or Files Click “Open”

Upload to Document Library

Open Two Windows Explorer Windows

Open one to Source, other to Library

Select Grouping of Files

Copy (or Drag) into Library

What’s Actually Happening On Local Computer Sync to Cloud (OneDrive for Business/SharePoint )

Upload to Document Library 1.Some forbidden file name characters ( / \ : * ? “ | # % ) a.Some okay in Windows, but not Office Max file size – 10 GB 3.OneDrive Storage Limit – right now, 1TB. In 2015, unlimited.

Upload to Document Library 4.Max # files in OneDrive main library – 20,000 a.5,000 in other libraries 5.Max # characters in Path = 256 a.Path includes site+directory+subdirectory+folder+filename 6.Folder named “forms” cannot be in root of OneDrive list or library

Best Practices for Upload to Document Libraries 1.Plan Ahead a.Know how may files you have b.Opportunity for “weeding”

Best Practices for Upload to Document Libraries 2.Move a few hundred files at a time a.Small batches are easier to correct if file name issues b.If sync freezes or fails, you can still access other files while you correct issue with small batch c.Shorter sync time for small batches

Best Practices for Upload to Document Libraries 3.Look inside folders before moving a.Okay to move folder-level if only a few hundred files b.Avoid moving multiple-folder batches unless each hold relatively few files

Best Practices for Upload to Document Libraries 4.Consider your bandwidth a.Stagger uploads on same connection b.Avoid watching videos or streaming audio while uploading

Calendars & Groups

“Sharing” Calendars Share your Outlook Calendar – determined by user

“Sharing” Calendars Share your Outlook Calendar

“Sharing” Outlook Calendars 1. Availability Only 2. Limited Details 3. Full Details

“Shared” Calendars A separate calendar to which multiple people have access Part of a Shared Mailbox Set up by Admin in Exchange Control Center

Add “Shared” Calendars to Outlook 1. Right Click on My Calendars 2. Select Add Calendar 3. Open Shared Calendar 4. Enter Shared box Name

Groups 1.Set Up by Users 2.Only in Outlook Web App 3.Only Internal Users

Wrap Up Microsoft Office 365 – powerful software usually managed by IT pros Contact us if you are interested in Office 365 for your firm Sign Up for the rest of the Office 365 webinar series at: