When to Use What in Office 365

Johnny Lopez Twitter: @Rockett_15 Houston Office 365 President SharePoint Saturday Houston Chair National Speaker Houston, Tx Johnny is a passionate evangelist who attributes his professional experiences, technical expertise and real-world SharePoint and Office 365 experience with organizations. He served 10 years in the U.S. Navy serving on 2 Aircraft Carriers (USS Eisenhower & USS Nimitz) as an Electrical Work Center Supervisor. He graduated from the University of Phoenix of Houston in 2011 with a Bachelor of Science degree in Business Information Systems. Johnny has been working in the SharePoint community for the last 9 years.

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Productivity Use Cases Informational service portal for teams, programs, initiatives, departments (Intranet with SharePoint) Employee communications & information gathering (Intranet with SharePoint) Employee Directory (Delve/SharePoint Org Chart) Knowledge Base Articles (Yammer with SharePoint or t-Bots) Idea gathering, polling and crowd-based innovation (Forms and SharePoint) Self-help support, FAQs, forums, Blogging (Yammer with SharePoint) Work and meeting places for teams, topic groups, programs, initiatives, departments (Teams with SharePoint) Planning, executing and promoting events, providing a catalog of post event materials (SharePoint and Teams) Developing and delivering support documents, Collaborative document creation and approval (SharePoint) Communicating status and reports (SharePoint with PowerBI) Gamifications with social (Yammer) Productivity Use Cases

Firstly, lets understand Office 365 Office 365 is your Professional Office and more. It lets you work from anywhere, on any device, whether you’re online or offline. That means more powerful tools for creating content, better ways to work together, and easier ways to share.

Delve Wouldn’t it be great if you could search for information at work just as easily as you do on the Internet? With Delve you can. That means you can quickly find what you need across sites, files, conversations and more. Now you can always stay connected and informed on topics that you and your colleagues are working on. Let Delve quickly surface the content you need for your job and the projects you are working on. Delve’s results are tailored to you so they are relevant, real- time & up-to-date.

OneNote OneNote is a digital notebook that allows you to gather and organize your notes and information.  You can organize text, pictures, digital handwriting, audio, video, and more, in one notebook.  It provides powerful search capabilities to easily find information and you can share your notebooks and work together with others more efficiently. 

SharePoint Organizations use SharePoint as a secure place to store, organize, share, and access information from any device. SharePoint Online - A cloud-based service, hosted by Microsoft, for businesses of all sizes. Instead of installing and deploying SharePoint Server on-premises, any business can subscribe to an Office 365 plan or to the standalone SharePoint Online service. SharePoint Server - It includes all the features of SharePoint Foundation. And it offers additional features and capabilities, such as Enterprise Content Management, business intelligence, enterprise search, personal sites, and Newsfeed.

OneDrive OneDrive is the place where you can store, share, and sync your files and then get to them from anywhere on virtually any device. Work on documents with others at the same time (if you store them in OneDrive). Send files from Outlook 2016 as modern attachments When you attach files from OneDrive, OneDrive for Business or SharePoint, you can share them as View only, or give the recipients Edit permissions, which helps them collaborate easily on one copy that everyone works on.

SharePoint and OneDrive cloud momentum 2016 250K  Organizations 300 %  Data Growth 60%  Online Seats 2017 300K +  Organizations 300 %  Data Growth 65%  Online Seats 2018 450K  Organizations 200 %  Data Growth 70%  Online Seats

Planner Planner is a light weight project management tool that makes it easy for your team to create new plans, organize and assign tasks, share files, chat about what you’re working on, and get updates on progress.

Sway Sway is an app from Microsoft Office that makes it easy to create and share interactive reports, personal stories, presentations, and more. You can chose from various templates like; internal or external newsletters, How Tos, Business presentations and many more.

Stream Find what you need Collaborate more easily in apps you already know Intuitive video sharing Make your communications more compelling Reach your entire company and keep everyone connected Find what you need fast with smart search tools Intelligence features provide more ways to find and interact with your videos—so everyone can access relevant content quickly and easily. Collaborate more easily in apps you already know Intuitive video sharing—through the browsers and apps people use most—makes it easier for everyone to engage and collaborate productively. Make your communications more compelling Reach your entire company and keep everyone connected, bringing even remote teams together with the personalized power of video.

Yammer Some of the best ideas come from spontaneous conversations, with people you never expected. Get connected to the right people, share information across teams and organize around projects Quickly pull together a group in Yammer to share updates, ask questions, get feedback and collaborate on files—all in a central place. Some of the best ideas come from spontaneous conversations, with people you never expected. Yammer is your social workspace in Office 365 that makes it easy to have conversations, collaborate on projects, and get work done with teams across the organization. Get connected to the right people, share information across teams and organize around projects. Target/tag discussions/topics/people easily Quickly pull together a group in Yammer to share updates, ask questions, get feedback and collaborate on files—all in a central place.

Office 365 Groups Use Office 365 Groups when you just want basic collaboration tool of a shared mailbox, conversations and discussions, a shared calendar, shared tasks (Planner) and a place to Share files and work on them together. Public or Private Distribution Lists email address Shared Calendar SharePoint Site OneNote book Access from Outlook Online or Client Connect 3rd Party Apps

Office 365 Groups

Microsoft Teams Microsoft Teams is the chat-based workspace in Office 365. It's the hub for team chats, calls, meetings, and messages. Teams is extensible and customizable, and it's secured and standards-compliant to make sure your company's most sensitive collaborations are private. Bring your team together Chat 1:1 and with groups Connect with online meetings Files, notes, apps, and more, all in one place

Teams enhances collaboration for Millennials to Baby Boomers brings them together by: Individual Chat  Group Chat Team Chat within a Teams SharePoint Sites Co-Authoring Voice Calls Online Meetings OneDrive Files OneNote Tons of Apps Bots Planner Integration

Office 365 Governance Model Search Delve Graph DLP Audit Intranet Portal Functional Portals Groups, Sites, Team, Stream, Plans OneDrive & Outlook

Response time / Criticality Teams (call/video) Teams (online meeting) Teams PowerApps /Flow Teams Meeting Broadcast Real-time / High Teams (IM) Planner SharePoint Yammer Response time / Criticality Email Project Online Office 365 Groups Stream Non-real-time / Low OneDrive for Business Delve MyAnalytics Individual Organization Visibility Office 365 – What to Use When

Governance Considerations Provisioning How are workspaces requested, approved and created Management How are availability, compliance and changes over time are managed Lifecycle How do I retain, expire, delete of content per data retention policy

Office 365 Roadmap The Office 365 Roadmap lists updates that are currently planned for applicable subscribers. Updates are at various stages from being in development to rolling-out to customers to being generally available for applicable customers world-wide. https://products.office.com/en-us/business/office-365-roadmap

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