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

3. 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

4. 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.”

5. A modern Office that meets your needs

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. Agenda

14. Choosing the right license

15. 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) Email, 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

16. 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) Email, 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

17. Components of Office 365

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

19. 50 GB Mailbox Business- Class Email Shared Contacts/Calendar s Co-Wide Mail Rules Compliance & Retention Aliases, Roles, Group, Shared Boxes

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

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

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

24. 1TB/Unlimited Each Office 365 User Sync to Devices User’s Docs (Primary) Sharing (Secondary) File Sharing

25. External Sharing Controls

31. OneDrive for Business & SharePoint

32. 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

33. 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

35. SharePoint Apps

39. Documents Stored in Libraries

43. Sharing a Document

44. 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

49. Sync with OneDrive for Business

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

51. Sync with OneDrive for Business

56. 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

57. Copy Files to OneDrive for Business / SharePoint

58. Upload to Document Library

59. Select File or Files Click “Open”

60. Upload to Document Library

61. Open Two Windows Explorer Windows

62. Open one to Source, other to Library

63. Select Grouping of Files

64. Copy (or Drag) into Library

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

66. Upload to Document Library 1.Some forbidden file name characters ( / \ : * ? “ | # % ) a.Some okay in Windows, but not Office 365 2.Max file size – 10 GB 3.OneDrive Storage Limit – right now, 1TB. In 2015, unlimited.

67. 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

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

69. 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

70. 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

71. 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

72. Calendars & Groups

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

74. “Sharing” Calendars Share your Outlook Calendar

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

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

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

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

86. 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: http://lucidpointe.advisorproducts.com