Saturday, September 24, 2016

Answering common questions with Office 365 Part 3

This is the third article in a series of typical customers questions around Office 365. These questions were part of presentation I did with two other resellers at the Australian Microsoft Partner Conference in 2016. You’ll find the first part of the series here:

Answering common questions with Office 365 Part 1

Answering common questions with Office 365 Part 2

The question for this article is:

My team has to manage a lot of documents for a lot of clients and we have trouble working effectively with this information when you also combine it with data from email and other sources. How can Office 365 be used to allow my business to be more effective with the information we are producing?

There are so many ways that this question can be answered with Office 365. Consider the following as simply an overview of what is possible.

The most important thing to appreciate about Office 365 is that all the information you put in there is searchable. The results from any search are ‘security trimmed’. That means you only see results that you have access to view.

For most users Delve provides a single pane of glass across nearly all of your Office 365 services.

How can I find people and information in Office Delve?

I have written articles about the importance of Delve but this one probably sums up things best:

Delve should be the centre of your Office 365 universe

Delve is available across all Office 365 suites and if you haven’t as yet looked at it then start here:

Introducing Office Delve

Powered by Officegraph

What is Office Delve?

How does Office Delve know what is relevant to me?

Also importantly, you can get Delve on your mobile devices:

Introducing Office Delve Mobile Apps

as well as you Windows 10 desktop:

Delve on Windows 10 app

Most Office 365 users also get a personal location called OneDrive for Business in which they can store all their documents.

What is OneDrive for Business?

They will get around 1TB of space into which they can store and share their personal files. This means they can move information stored on their local desktop, PC, USB drives, etc into a secure location that only they have access to and that they can share from with others, inside and outside the organisation if they want. It is important to note that OneDrive for Business is not designed as a file server replacement, it is designed for personal use. SharePoint Team Sites and Office 365 Groups are more the locations for information that needs to be shared with a teams of people.

There are many other products that do personal file sharing but here’s an overview of why OneDrive for Business is a superior technology.

Why OneDrive for Business

Given that Office 365 is much more than just emails and file storage I’d recommend you review my article:

Where to put data in Office 365?

to give you a better idea of what all the options are.

Now I mentioned Office 365 Groups as another location in which you can save your information. Office 365 Groups is great if you simply need an email distribution and single place to store common files. For a better idea of what Office 365 Groups are all about have a look at:

Office 365 groups: A quick tour of new user and admin experiences

If you then needs to add tasks to your collaboration you should have a look at Office 365 Planner:

Get started quickly with Microsoft Planner

However, if your needs exceed the functionality of both Office 365 Groups and Planner then it is time to consider SharePoint Team Sites for a fully blown ‘intranet’ style experience.

What is SharePoint

Getting started with SharePoint

Remember, that everything you put into a SharePoint Team Site is searchable, including the text inside documents. Team Sites allow you to create a hierarchical structure much like a file server but add in collaboration features like calendars, wikis, lists, etc.

You can get more functionality by using ‘metadata’ to tag your information to make it easier for your users to filter and sort.

Create managed metadata column

Set up metadata navigation for a list or library

The great thing is that you can customise your metadata to exactly suit your needs.

Another service available to Enterprise Office 365 Plans is a private video portal called Office 365 Video. In here you can place and share videos with your team. This is a great place for training resources as well as recordings from Skype for Business.

Meet Office 365 video

Manage your Office 365 video portal

You can also embed these videos directly into your SharePoint Team Site quickly and easily.

Another member of the Microsoft Cloud family is CRM. This allows you to manage contacts, sales, etc. but will soon also allow you to manage your financials thanks to the recently announced Dynamics 365.

Dynamics 365

Turning business process into business advantage for organizations everywhere

The big advantage these additional Microsoft Cloud products provide is the fact that access is governed by the same login users have for Office 365. This provides greater integration and management that few other services can match.

Another location that your team can collaborate together is in Yammer. Yammer provides an enterprise social network to share information publically which has so many benefits to the business. I’ve outlined many of these here:

The Business of Yammer

Don’t forget also that many Office 365 suites provide your users with the latest Office desktop software on their PC’s, Macs and mobile devices. They get at least 5 installation on each platform to ensure that everyone has the same version of the software. As an Office 365 subscriber you receive continuing free upgrades to this software automatically so you don’t need to worry whether everyone has the ‘latest’. They will.

Finally, Office 365 is also going to provide you the ability to automate your business process and information via a number of different tools such as:

Microsoft Flow

Microsoft Powerapps

SharePoint Workflows

In summary, Office 365 gives a lot of ways to manage and work more effectively with your information. It also provides you with the opportunity to improve the way you work today, become more effective and save time. It really is a single platform dedicated to better information management, accessed via a single login that is always constantly evolving and improving. In short, Office 365 is more than email and file storage, it is a full suite of productivity services to help your business better manage your information.

Watch out for the answers to more common questions with Office 365 coming soon.

Thursday, September 22, 2016

September Webinar Resources

Webinar for September complete. Thanks to all who registered and attended.

The slides are available at docs.com:

https://doc.co/YbswCu/qcihGm

If you are not a CIAOPS patron you want to view or download a full copy of the video from the session you can do so here:

http://ciaops-academy.teachable.com/p/september-2016-need-to-know

you can also now get access to all webinars via:

http://ciaops-academy.teachable.com/courses/need-to-know-webinars

for a nominal fee.

Details of the October webinar coming real soon!

Wednesday, September 21, 2016

Azure Site Recovery is cool!

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I’ve been working on a new course for the CIAOPS Academy around all things Azure Backup.

Now because I’m not really an on-prem kinda guy any more, and also because I don’t have the physical equipment to do this, I never spent much time with Azure Site Recovery (ASR), which uses Hyper V replica technology. However, thanks to creating this course and including an ASR module I gotta say this Hyper V replica stuff is really cool!

The great thing with Hyper V replica is that you can do it directly between machine or via a cloud service such as Azure. Once you get the two locations replicated and synced you can do all sorts of fail overs. That allows you to easily spin up replacement machines in the backup location (such as Azure) as well as recover from these locations.

What really blew me away was how easy this was all to set up with Azure. Much, much easier than I thought. There is a three step wizard you follow through to get everything connected up. Then from there you have lots of disaster recovery (DR) and even migration options.

Thus, you can fail over a local Hyper V guest to Azure and then use that as a migration process to get that machine into the cloud. That is a really nifty way of moving whole VMs to Azure!

Now of course there is some leg work and understanding you need around Azure Site Recovery and Hyper V Replicas, but like I said, it is surprising at how easy it is to actually implement. I’d therefore suggest that if you are looking to provide DR services for businesses with local Hyper V guests or looking to migrate existing Hyper V guests to Azure VMs then you should take a look at Azure Site Recovery.

Of course, I’d also recommend you sign up for my Azure Backup online course to give you a quick start on all the backup options with, including Site Recovery. I’ve also got an option where you can sign up for the complete catalogue of my courses annually. One fixed price for access to every online course I create now and into the future. To find out more visit:

http://www.ciaopsacademy.com

By purchasing my online courses you give me the resources to build more.

Tuesday, September 20, 2016

Understanding Rights Management presentation

I’ve uploaded a copy of my reset presentation on “Understanding Rights Management” to docs.com. You can view and download it via:

https://doc.co/1bDmLT/qcihGm

It provides you an overview of what Rights Management is, what features are available with Office 365 E3 or better suites as well as what the Azure Rights Management provides on top of the standard set of features.

Need to Know Podcast–Episode 114

Marc spends some time with Steve Luper, ‎Worldwide Technical Director, Azure Managed Partners at Microsoft talking Azure. Marc and I of course also give you our regular update on all the cloud news and events from Azure, Office 365 and more. don;t forget you can also provide us you feedback at feedback@needtoknow.cloud.

You can listen to this episode directly at:

http://ciaops.podbean.com/e/episode-114-steve-luper/

or subscribe via iTunes at:

https://itunes.apple.com/au/podcast/ciaops-need-to-know-podcasts/id406891445?mt=2

The podcast is also available on Stitcher at:

http://www.stitcher.com/podcast/ciaops/need-to-know-podcast?refid=stpr

also now on Soundcloud at:

https://soundcloud.com/marcy-marc-2/episode-114-steve-luper

Don’t forget to give the show a rating as well as send me any feedback or suggestions you may have for the show.

Resources

@directorcia

@marckean

Steve Luper on Twitter

Lupers Learnings

Underwater data centers

Azure geographic footprint map

Microsoft Ignite

New Azure AD experience

Australian Partner Conference 2016

Dynamic 365

New Office 365 Reports

New Microsoft data centers in UK open

Azure Image factory

Office 365 Secure Score

Azure Essentials free eBook

Friday, September 16, 2016

CIAOPS Need to Know Webinar next week

The free CIAOPS September Need to Know webinar will be held next Thursday the 22nd of September 2016 at 11am Sydney time. You can register here:

https://attendee.gotowebinar.com/register/7120256258738097411

For September the focus will be on the business of benefits of Yammer. I’ll explain how Yammer works and show you how to get started using Yammer in a business as well as some tips and tricks to make it effective in your organisation no matter how big or small. You’ll also get some insight on how to administer Yammer if that is your role.

Attendees will see hands on demonstrations of Yammer and Office 365 as well as be able to ask any question of me during the open Q and A session. You'll also get updates from Office 365 to help you understand what new with the product and how you can take advantage of it. Join me for this deep dive webinar and I promise, you'll learn something you didn’t know about Office 365 that will save you time and money.

The CIAOPS Need to Know Webinars are free to attend but if you want to receive the recording of the session you need to sign up as a CIAOPS patron (for only USD$10 per month) which you can do here:

https://www.patreon.com/ciaops

or purchase them individually at:

http://www.ciaopsacademy.com/

Previous webinars have included deep dives into OneDrive for Business and using Search effectively in Office 365.

Also feel free at any stage to email me directly atdirector@ciaops.com with your webinar topic suggestions.

I’d also appreciate you sharing information about this webinar with anyone you feel may benefit from the session.

I look forward to seeing everyone on the webinar in September.

Wednesday, September 14, 2016

Missing web parts if you don’t enable scripting

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To embed a Yammer feed into a SharePoint Team Site you need to use a Script Editor Web Part as I have detailed previously here:

Inserting a Yammer Feed into SharePoint

However, as you can see by the above screen shot, when I attempted to do this recently the Script Editor Web Part was not evident. Strange, I thought.

clip_image001[5]

The above image shows the difference and the Script Editor Web Part being available. What was the difference? Why did it appear in one tenant but not in another?

At first, I thought it had something to do with the licensing for the user I was logged in as. However, it turns out that the issue was that scripting hadn’t been enabled for Team Sites in the SharePoint Admin center.

I have previously detailed how missing Web Galleries are also due to scripting not being enabled. My previous post on this as well as how to enable scripting with SharePoint Online is here:

SharePoint Online missing Web Designer Galleries

So it turns out that disabled scripting in SharePoint Online also disables some web parts (the Script Editor Web Part being one). Therefore, it is probably good practice to always ensure that scripting is enable in the SharePoint Admin Center before you start building your Team Site.