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Ask the Experts About Office 365 - A Beginners
Guide for Charities
Webinar Presenters
Miles Maier @LasaICTPhil Anthony Co-OpSys
www.londoncouncils.gov.uk/grantsLondon Councils is committed to fighting for more resources for London and getting the best possible deal for London's 33 councils. London Councils has a website about its grants service. To read about our grants funding and the work of some of the 300 groups we support
Supported by:
Tim Palmer Co-OpSysMichael Thewless Co-OpSys
• London For All – partnership of LVSC, Lasa,
ROTA, WRC and HEAR
• Only pan-London charity tech advice service
• www.lvsc.org/londonforall/
About Lasa
• 30 years in the sector
• Technology leadership, publications, events and consultancy– www.lasa.org.uk
• Welfare Rightswww.rightsnet.org.uk
Webinar Tips• Ask questions
Post questions via chat or raise your virtual hand
• InteractRespond to polls during webinar
• Focus Avoid multitasking. You may just miss the best part of the presentation
• Webinar PowerPoint & RecordingPowerPoint and recording links will be shared after the webinar
What we will cover in this webinar
• Why move to Office 365?• What is Office 365 and what does it include?• Price plans and features explained• Migrating to Office 365 and what it doesn't say
on the tin• Practical demonstration of how Office 365
works• Question & Answer
Co-Operative Systems
• Co-Operative Systems first began providing IT services to charities and NGOs in 1987
• Focused on being a specialist IT provider to the not-for-profit sector
• Many clients from welfare rights and law sector
Web: www.coopsys.net
Why Office 365 - What do you get?
• Familiar applications – Word, Excel, PowerPoint, plus Web Apps eg- OneNote• Online storage with SharePoint and OneDrive for Business• New applications regularly added + Continual feature updates• Skype for Business (telephony & video – eg: CS using on service desk)• Yammer (enterprise social network)• Use on almost any device, from any where – use as a Cloud tool or use MsOffice and
email on PC as previously
Why Office 365 - What do you get?
New over the last year – Video, Planner, Power Apps, Flow, Dynamics365
Why Office 365 – Free for Charities
Business Premium NFP includes office licencesE1 – FOC SharePoint & Exchange –No entitlement to local version of OfficeE3 - Includes email archiving, legal hold and rights management. Entitlement to install Office on 5 of devices per user (inc Tablets/Mac)E5 – as above but incudes enhanced security, analytics and a cloud PBX All E plans include Corporate Video Portal & Meeting Broadcast- Can mix & match licences to meet needs
Why Office 365- It’s happening!
Why Office 365 – Real Business Drivers
& Very Good Value for Charities & Similar !
Why Office 365 – SharePoint
What can SharePoint Online do? Keep staff up to date with latest company
information
Provide a collaborative working space for documents
Reduce the flow and impact of non-essential internal email
Provide secure space for external collaboration
About Sharepoint
There are many ways of setting things up so it has more of a webfeel than basic mappings
Not everyone likes the interface , so you can use WebDav and other tools to use good old drive mappings
Its really important at the outset to plan the structure of your Sharepoint file repository
As the name implies its for ‘Sharing ‘ files (use Onedrive for personal cloud storage)
Let’s Take a Look
Office365 - Considerations• Internet speeds – these are paramount along with network and
firewalls
• Windows 7 or above – XP machines are not supported, Office 2010 SP3 or above
• You will likely still need a small on premise server
• Trial – if not already done so, a trial is most important to allow staff to see exactly how the platform functions
• Training is vitally important to ensure that staff are familiar with systems
• Data needs to be organised and cleaned up prior to migration to ensure that that it falls within the SharePoint restrictions. Staff need to be given dedicated time to carry this out
Office365 Considerations - Internet
Internet
Office365 Considerations - Trial
• Necessary to confirm NFP eligibility
• Needs to be set up correctly – so it can show all the capabilities, options & so it looks good
• Use the trial for a specific project/task – so it gets used
• Get staff involved – particularly those resistant to change
• Test any third party add-ins i.e. DB link to email
Office365 Considerations - Local Services
Often a local server is still needed for:
• Roaming user profiles
• Printing
• Local applications i.e. Database, Finance Packages, HR Software
• Access to archive data, digital files
Office365 Considerations - Library Item limits
• SharePoint document libraries have a view limit of 5,000 items.
• This leads to a need for data restructuring which is necessary to bring existing on premise folder structures more in line with the restrictions within SharePoint.
• This is an opportunity to archive static data and make it easier to focus on what active data is being used everyday.
• It’s a change in the way you think about your ‘network’• It’s changing how you store and manage data• It’s a change in way people work • Many ways of achieving the same task
Anywhere
Any Device
A Different way of working
Office365 Security
• One of the most secure platforms• SSL/TLS Encryption• Bitlocker in Data Centre• File encryptions – 128bit AES• OSA Framework, HIPPA, FISMA, CSA• ISO 27001/27002• EU Model Clause
• Multi Factor Authentication• Client or Role based access control• On going process – not a steady state –Office 365
Trust Centre• Emphasis on internal security, policy & staff
education
Office365 Support
• With less core infrastructure, we see fewer critical issues
• However usually we see an initial rise of user ‘know how’ problems – many of which are training related
• Staff need to understand some processes will be different
• Internal Administrator need to be familiar with Office365
• Widespread platform issues are rare, but when they do occur, it’s a case of having to wait
• Many ways of accessing/doing tasks
• Importance of having a support Company/Staff who understand Office 365
Office365 On-Going Management
• ‘Pull’ strategy – need to understand what developments will
mean for you in terms of opportunities
• Forward planning is key for data structuring• Ensure you are getting the most out of Office 365• Evolving product – need to keep up to date – blogs, forums,
Linked In, ongoing training• And make sure you keep staff up to date• Trusted IT partner!
10. Office 365 resources
MS NFP Website: http://tinyurl.com/zom54ee
Some great guides: http://officeignitelabs.cloudguides.com
Keep up to date: http://blogs.microsoft.com/
Spiceworks: https://community.spiceworks.com/product/36469-office-365
Join groups on LinkedIn & Twitter
Co-Operative Systems – call or email, we are happy to [email protected]
Office 365 Resources
Office 365 Next Steps!
Office365 – is pretty compelling – ‘next gen tech ‘– so check it out at least
Pricing and plans – https://products.office.com/en-gb/nonprofit/office-365-nonprofit-plans-and-pricing
If you want FOC help with a demo site set up [email protected]
Planning is Essential before deploying
