Office 365 Mobile Application Management basics

When you look at a licensed user in Office 365 you will see sections like this:

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You’ll see there are no device settings as yet.

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If a user now downloads and installs the Outlook app on their phone.

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and then logs into it

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they will be able to receive the emails as expected.

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However, they will also see that the organization is protecting their device.

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and thus, they will require a PIN for the Outlook application.

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They can also download the OneDrive app and connect to their OneDrive for Business.

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If they however use GMail to access their emails they will again see the prompt above letting them know that Office 365 will be controlling part of this account.

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The user will see the things that will be possible via remote management.

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The users account can be connected via most mail clients using their login and password.

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and they will be able to see their emails.

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The same thing applies if they use the native mail client that comes with the device. That account will need to be put under management before it can be used as shown above.

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Once done so, the user can read their emails.

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Now that a user has configured their device for an Office 365 service you will see an additional option in the list of items for their account in the administration center – Device Settings.

This item is Device Settings and you should see the devices they have configured.

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If you select Device Settings you should see all the devices the user has configured, as shown above. You will notice that these devices are “App managed”, which basically means just the software on the device is managed, not the operating system or the anything else on the device.

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You can select the device and then select Remove company data, however, because the device is only “App managed” you’ll see that you can’t wipe the whole the device.

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if you continue with the Remove company data option, you see the above confirmation screen.

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If you then select Confirm you will see the above confirmation that data removal from the device has commenced.

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If you wish to remove the OneDrive data as well it is best practice to go into the OneDrive settings and Initiate a sign out as shown above.

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You’ll then receive confirmation that this sign process has commenced.

This basic version of device management is available across all Office 365 plans, however if you are looking for more powerful management, with full device management, then you need to consider using Intune and actually enrolling the devices which I’ll cover in an upcoming update.

Azure Cloud Shell

One of the best tools you can use when working with Azure is PowerShell. I have published an earlier article on how you can connect to Azure Resource Manager (ARM) via PowerShell on your desktop.

Some people still struggle with this as it requires additional software to be installed and configured as well as authentication to the Azure tenant.

Microsoft has provided an easy way to use PowerShell with Azure and it is known as the Cloud Shell.

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When you login to the Azure portal you should see a Script icon in the top right, just to the left of the Cog icon.

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When you select this icon a window should appear at the bottom of your screen, showing a command line.

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In most cases, the environment will default to BASH but you can select PowerShell in the top left of this window.

When you do a new command line environment will open up. It will run PowerShell AND (this is the really cool part) it will AUTOMATICALLY authenticate you to the Azure tenant tenant using the same credentials as you used in the browser to gain access to the Azure portal.

Now you can run your standard PowerShell commands directly in the browser as shown above.

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Now the super cool feature of this is that Azure is also available as a mobile app (here in iOS). When you run that app you will again find the option for the Cloud Shell (here in the lower right).

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When you select this icon, you’ll again be a command line environment that you can configure to be PowerShell as you see above.

Now you can run your PowerShell commands directly from any mobile device! How super cool is that?

Having the ability to run PowerShell from just about anywhere to work with Azure is a really, really powerful feature of Azure and makes the life of managing these resources much easier.

So, go and give it a try for yourself.

Teams mobile adds access to tabs

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If you navigate to a Team using the browser you can see and add additional tabs to an individual channel as shown above.

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Since the mobile Teams app launched it was not possible to view those additional tabs. The only option you could access was the Files tab.

However, as you see above, with the latest iteration of the Teams app (on iOS and Android) there is now a Tabs option when you go into a Team.

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Once you do you will then see the Tabs as shown in the browser view.

As with all Office 365 mobile apps, make sure that you update them regularly to take advantage of all the latest features.

The phone is the desktop

This is the sixth part of my presentation “Making money from the cloud”. You can find the full slides at:

https://doc.co/LyrxvF/qcihGm

and the previous parts are at:

We live in exponential times

Consider the following

Major Trends

Macro Trends

Software will eat the world

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A sure sign that technology beliefs are rooted in the past is believing that desktops and servers are the most important user devices in a business. Unfortunately, nothing could be further from the truth as mobile devices, predominately phones but also tablets, continue to dominate the IT market.

The next wave of Internet adoption and opportunity will not come from places such as Australia and the US, it will come from places like India, China and Africa. It will come thanks to the growing accessibility of smart phones and mobile Internet access. The multiplication effect of Internet access across these large populations will be unprecedented.

However, even in places like Australia that already have high mobile penetration, look at how often people upgrade their phones. Most last no more than twelve months before they are relegated to the scrap heap. Why? Because, like early PCs, we are still at the dawn of what hardware can do for mobile devices. Faster processors, more memory, better screens, etc. are driving the turnover of mobile devices as people seek a better experience and, importantly, as people use their mobile devices more and more as their primary device to access the Internet.

With that in mind, ask yourself, how mobile friend is my business? How embracing is my business when it comes to mobile technology. Are we making a centre piece of our strategy to enable employees to work where they want and when they want? Or are we still ignoring the fact that our employees are using their phone with corporate data in a way that maybe inappropriate to our organisational needs?

Good employees desire the ability to work where and when suits them. They want to be able to drop their kids off at school in the morning as well as pick them up. They want to be able to run that small errand during the day. They want to be able to choose the environment that makes them most productive and for many (including myself) that is not an office. Mobile devices allow them to achieve all this and still remain productive. It allows them to continue working for the business while suiting themselves. Good employees are beginning to demand these conditions and smart businesses are enabling it to attract and retain the best talent.

The importance of the mobile device can easily be illustrated. Let’s say that you are in presentation session filled with people you don’t particularly know. How many of you would be comfortable unlocking your phone and handing to someone else randomly? Most people would be far from comfortable in doing that. Why? Because their mobile is now their identity. It has all their contacts, messages, notes, access to financial institutions and so on. It is such an important piece of what constitutes a person in today’s digital age that it should be given the respect it deserves.

A majority of Internet based transactions are now taking place via mobile devices. We are seeing the growth of mobile payment platforms thanks to Apple and Google. Doing things any other way is beginning to introduce more and more friction in the sales process. More friction simply means less sales, so smart businesses are embracing mobile payments as way to maintain but also attract new customers.

However, one of the things that doesn’t change when it comes to corporate mobile devices is the need for control. Security and compliance of information is still a requirement for most businesses no matter where their information is accessed from. In a world where information can be accessed from anywhere a new set of challenges arises as devices are no longer within the four walls of a business. In a world where your device is your identity, what protections do you have in place to protect information you are unwilling to openly share with others as illustrated previously? Although the mobile devices is something most ‘can’t live without’ few take any steps to protect actually it.

My experience is currently that few end user mobile devices have any sort of management at all. This is strange in a world where products like Office 365 include basic mobile device management out of the box. I think the main reason is that IT Professionals are lagging in their knowledge and acceptance of these mobile trends. The worm has turned and customers are now adopting technology at a much faster rate than IT Professionals, many of whom are still land locked with outdated concepts and beliefs of how technology is used.

The limited number of mobile devices currently under management should immediately raise the opportunity and threat flags for someone with a business mindset. The opportunity is clear. To focus on offering the ability to manage devices for businesses in a market where there is currently little competition. The risk is that if you don’t do it for your customers or users then you are vulnerable to your competition coming in and doing for them and potentially pushing you out as a provider in total.

Our modern technology world is ruled by mobile devices and this will only continue to grow. It is time for IT Professionals to embrace the changing landscape of mobility and provide the necessary security and compliance services they have always provided to keep business information secure. They have the experience, they simply need the skills. Services like Office 365 already provides these mobile device management tools, it simply comes down to implementing them.

Embracing mobility is the key to success going forward for both businesses and IT Professionals. It will provide yet another differentiation point between the old and new worlds with those who ‘get it’ reaping the benefits.

My apps

I’ll be the first to admit that I’m really not a big apps guy. I test a lot of apps but in reality few hold my attention or become part of my daily routine. These however do.

Podcast Addict – for all my podcasts. Easy to use, listen and update.

Google Authenticator – used to provide two factor authentication for access to Google accounts as well as for Lastpass password manager.

Android auto – connects to my daily drive to provide the ability to listen to podcasts (via Podcast Addict) as well as use Google Maps for navigation.

OneNote – is a must on every device I own. Syncs all my notes to every device. Allows me to not only truly have my information everywhere I am but also capture information quickly and easily.

Office Lens – available on all platforms. Allows capturing of information such as documents, whiteboards, etc to OneNote. I have written about the importance of this app previously:

A mobile device must have

Fitbit – for tracking my fitness stats. I am generally most interested in tracking my sleep progress but also aim to get 10,000 steps a day done.

Tripview – One of the few apps that I have happily paid for. I use this to let me know the Sydney train schedule to help me get around when I need to negotiate the ‘real world’.

Swarm – for reporting my location to Facebook and Twitter. Combined with Foursquare this allows me to keep track of where I have been, when. Also, by making my location publically available to others, I’m encouraging them to catch up with me when I’m local.

Audible – If I can’t read my Kindle then I can normally always listen. This app allows me to listen to my audio books where ever I am.

Amazon Kindle – If I don’t have access to my Kindle then I can still read my books. In my case that will most likely be on my iPad. I also use the Kindle app on the iPad when the ebook has a lot of images that sometime don’t display well or are too small for the Kindle device.

Of course I have all the social media apps, such as Twitter, Linkedin and Facebook on my devices.

I also have all the Microsoft/Office 365 apps. The ones I use the most are probably the SharePoint, OneDrive and Yammer, although Word and Excel also get used regularly. Just about every Microsoft Office 365 service has an app that you should have on your mobile device.

I use the Microsoft Next Lock Screen on my Android device.

Like I said, there are plenty of other apps I use now and then on different platforms but the above ones I typically use across all platforms an/or use them everyday. That’s why they make this list.

Need to Know podcast–Episode 124

Marc and I are join by another Mark in this episode (just in case things weren’t confusing enough on this podcast already!). Mark O’Shea joins us to talk about Microsoft Intune and where it fits into today’s IT landscape. Mark shares with us what Microsoft Intune is, how it can be purchased and what role it plays for IT Pros.

You’ll also get our latest Microsoft cloud news at the top of the show to keep you up to date with everything happening in the Microsoft Cloud-verse.

You can listen to this episode directly at:

http://ciaops.podbean.com/e/episode-124-mark-oshea/

or on Soundcloud here:  

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

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

Resources

Mark O’Shea – @Intunedin

Marc Kean – @marckean

Robert Crane – @directorcia

Marc’s Azure news

New CIAOPS VPN online course

Azure VPN performance

New OneDrive for Business client coming for all

Copy from OneDrive for Business to Team Sites now available

Integration of Flow and PowerApps into Team Sites

If This Then That

Zapier

New OneDrive for Business admin console rolling out

InTunedin

Microsoft Intune

Microsoft Intune features

Microsoft Intune pricing

Microsoft EMS

Major trends

This is the third part of my presentation “Making money from the cloud”. You can find the full slides at:

https://doc.co/LyrxvF/qcihGm

and the previous parts are at:

We live in exponential times

Consider the following

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To develop a plan for your professional and business development going forward you need to start with the macro and move to the micro. So what are the major trends we see in today’s world?

The first is automation. A great discussion on this can be found in this Dan Pink video:

If you play the video by clicking the above it should start at the right place, if not forward to 29 minutes and 52 seconds to hear about automation. The whole video is worth watching, and I recommend you do, but the section on automation is especially pertinent. In essence what we will see is anything that is routine, linear, or process driven can be automated using software. Have a look at this video at the 46m mark through to the 50m 30s point for a idea of what is becoming possible when it comes to automating something as mundane as ordering at the drive through:

The ramifications here are two fold. Firstly, it indicates that to be more competitive and attractive is today’s business environment you need to be developing more and more automated systems. This automation is typically created via software. Thus, no matter who or what you are you need to using software effectively to become more competitive. Secondly, it means that tasks that can be automated will fast move to a commodity model, which means the lowest price wins. For most business and individuals this will not be a profitable option. Thus, if you can’t compete in the world of process that can be automated then may be you shouldn’t be playing there!

We are witnessing a new focus on artificial intelligence and machine learning thanks to software. The data you generate when you shop, use your credit card, use GPS navigation, read your emails is all being aggregated to create a better profile of you as an individual. This allows the system to deliver you better results. It allows the system to know what you want before you know you want it.

Here’s a good example:

ThyssenKrupp is using tools from Microsoft like Internet of Things (IoT), Azure machine learning, and Power to provide more reliable lift operations. With the sensor data feeding into predictive algorithms in Azure machine learning ThyssenKrupp can determine pre-emptively when components may fail and can take action before they do.

We live in a world were more and more items are becoming directly connected to the Internet. These devices are generating massive amounts of data that can be analysed to provide benefits in so many ways. Here’s a great example of what is possible with IoT;

So the question is, what is your business doing about IoT? Machine Learning? Big Data? and Artificial Intelligence? They need to be part of your game plan going forward. How can you use these technologies in you business to be more productive or provide better solutions for you customers?

An indicative statistic when it comes to the growth of mobile devices is the fact that mobile ads now exceed ads delivered on TV! Also previously, nearly all office workers were tethered to their cubicle by a blue network patch lead. Today, by contrast, users are rarely solely working from their cubicle. Work is no longer a place you go, it is something that you do. That typically means that wherever you have internet connectivity the expectation is that you can work. The growth of mobile device has fuelled this ability to work remotely and will continue to do so.

Mobility raises challenges for IT departments in that they are still expected to manage, monitor and maintain fleets of devices now roaming the streets untethered. I see that many IT support departments have the ability to manage desktop devices but as yet have no strategy in place to manage mobile devices. Consider that the decline of desktop workstations and servers is only going to increase while sales of mobile device will increase. Also, mobile devices are upgraded at a much faster clip than on-premises hardware. If you consider those trends, what should your IT management business be focused on? Yes, that’s right, mobile devices.

Augmented reality is allowing a new layer on top of our existing world that can provide some amazing abilities as the above video demonstrates. Combine a HoloLens with a drone and now you can examine some of the dangerous places in the world from the safety of your armchair. The applications for business are enormous. Imagine being able to work on a jet engine and having the full schematics available to you in front of your eyes. Imagine being able to overlay those plans on what you are exactly looking at.

Some good novels I have read that give you a glimpse into this potential universe are:

Daemon

Freedom TM

Ready Player One

Rather than learning about something by reading it or watching a video, imagine instead immersing yourself directly in the experience, right in front of your eyes? The quickest way to learn someone is to actually do it as they say. Augmented reality allows that. Although perhaps still in its infancy it won’t be long before we simple accept this ability as the default.

If you want to being to appreciate how modern technology is changing the basics of how people learn then I urge you to watch the video above Build a School in the Cloud. You’ll see how the availability of information has levelled the playing field. The question for you however is, how are you taking advantage of these trends? How are you using the wealth of information and technology that is in your hands TODAY, to lead a better life and help others?

Unfortunately, there are always two sides to the technology coin. Technology is neutral. It is neither good or bad. It’s nature depends solely on how it is used.

I have written many articles on how we are allowing the bad guys to constantly win:

Bad guys just keep winning

and I fear as we rush into this new world of everything being connected we are making ourselves more vulnerable to catastrophic failure.

An eye opening video I’d encourage you to watch is:

A vision of crimes in the future

Don’t believe security will be ab issue in our technological future? Then tell me why cryptolocker is still running rampant through businesses today? How it this possible with all the security, anti-virus and protection software in place? In most cases the cryptolocker delivery mechanism goes straight through all of these and entices the end user to activate. How is that possible? Why haven’t we solved these issues as IT people?

Technology is two headed beast. What works for good can also be used for bad. The more technology we adopt, the more risk we place ourselves in. If you took most people’s mobile phone away from them, they’d be lost and pretty much be unable to function in today’s society. That is not a good state of affairs now is it?

At this point many IT people smile smugly believing they are immune from such a future. My response to that is to ask whether every device they carry outside their business is encrypted? Every mobile device today has the ability to have the information on it encrypted so that if it is every lost the data can not be read by unauthorised parties.

So, is EVERY device you have encrypted? Are you using two factor authentication to protect you identity? Hmmm… are you? If not then you are certainly vulnerable and as we move forward more and more of your precious data will be vulnerable unless you take continuing steps to give security the primary priority it should have when it comes to our digital world. Alas, I fear the opposite is transpiring with more and more people abdicating the security of their digital universe and that unfortunately makes us all more vulnerable every day because we live an increasingly connected world.

These are the major technology trends sweeping our world today, both good and bad. Their adoption continues at unprecedented rates. However, the question remains, what are you doing to take advantage, adapt and to keep up in the face of these changes?

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.