External Collaboration with SharePoint Online and Yammer by Jasper Oosterveld


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External collaboration has never been easier with SharePoint Online. Every end-user can store documents on OneDrive for Business and share these document with external users. SharePoint Online has the Project site template that contains valuable features to collaborate in projects with customers. These features are a newsfeed, OneNote integration, a document library and a task list with a timeline to present important tasks in a clear overview. It doesn't stop here! Microsoft acquired Yammer in 2012 and Yammer is shifting as the Social tool for SharePoint. Through its integration with SharePoint Online, you can easily start discussions about the projects content. The combination of SharePoint Online and Yammer proves to be the perfect solution for Extranet scenarios.

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  • You have been storing your personal documents for years on your desktop or laptop. This situation is failing due to changing technologies and the time we live in. Why?

  • Central location: Personal documents aren’t stored in a central location. They are scattered all over the hard drive and often external hard drives.
    Mobile support: There isn’t any support for mobile devices. You aren’t able to connect to your files.
    Easy to share: The only option to share documents is sending these by e-mail. That’s very old fashioned and created unwanted scenarios. Its unclear what the most recent document is. Sending 100MB PowerPoint presentations over the e-mail isn’t ideal.
    Collaboration: There isn’t an option to work together in one document.
  • 25 GB: Every business users receives 25 GB to store documents, pictures or videos. You can buy additional storage to raise the limit to 50, 100, 250, 500 or 1000GB.
    Standalone subscription: You aren’t required to buy SharePoint licenses to use OneDrive for Business. You can acquire a standalone subscription.
    Office Online: You are able to work with Office Online to create or edit Office documents within the browser.
    Apps: Apps are available for Windows 8 Desktop and RT and iOS.

  • More soon. Microsoft is also previewing some OneDrive for Business features that are coming down the road, including advanced auditing and reporting features, encryption at rest, data loss prevention (DLP), extensibility improvements, even higher storage limits, and more.
  • A lot of external collaboration is done in projects or assignments.
  • The current options to collaborate with external people leads to a lot of frustration because of the following situations:

    E-mail: A lot of e-mail messages are sent between the project members. These contain questions, discussions, meetings but also documents. This results in communication errors due to not being able to find or record the latest agreements. Information gets lost in a flood of e-mail messages.
    Document collaboration: Its not possible to collaborate in documents without sending this to a project member and including the changes into a different document. This leads to versioning issues and a lot of extra work.
  • The solution for an efficient external collaboration process is the combination of SharePoint and Yammer.
  • Quick deployment: You don’t need to set-up local resources such as a separate server with an AD and SharePoint Portal
    Licenses external users: You don’t have to buy additional licenses for external users. You can invite them. Licenses can be acquired and are relatively cheap.
    Lower costs: Overall costs are a lot cheaper then realizing this scenario within your on premises. This is based at local hardware, software, configuration and licenses.
  • The Project Site contains all the features you require for project collaboration with external partners.

    Tasks & Timeline: The project leader can assign tasks to all the project members. An overview of all the project tasks is presented at the home page of the project site.
    Notebook: Every project site has an integrated OneNote Notebook. This Notebook is accessible through the browser and any mobile device through the OneNote App.
    Calendar: A central calendar to add all important project events such as project meetings.
    Yammer Feed: Connect to the Yammer Group for the project and use it to start discussion.
    Document libraries: A central library to store all project documents instead of sending by e-mail. Collaboration within documents enable by the power of SharePoint Online.
    Easy to share: The project leader, who is the site owner, can share the site and its content easily with the external project members.
  • Yammer really enhances the power of SharePoint Online with three features:

    Connect & Collaborate: The power of Yammer is the ease of connecting people, internally or externally, and enable collaboration in an user friendly Social platform. It allows the project members to ask each other questions, come to agreements and review important documents.
    Mobile Apps: Yammer is available as an App for all popular mobile devices. This enables to project members stay up-to-date and keep connecting and collaborating at anytime and anyplace.
  • I realize you must be very excited at this point! Before you start building project sites and inviting project members please stop and review the following.
  • Governance is always essential within every SharePoint implementation but with providing access to external users it becomes ever more important. The ensure the stability of your SharePoint Online platform and the success of your Extranet scenario you need to apply Governance. Let’s take a quick look what your Governance needs to include based at this Extranet scenario.
  • Prevent Customer A seeing Customer B documents.
  • How are you going to structure your project documents? Are you going to use folders? Metadata? A Taxonomy? Or even enable versioning? In case you don’t create an agreement or rules every project site will become different from the other and eventually become unworkable and chaotic. At my previous employer we had project sites without any Governance. Every project leader had his or her own methods and this resulted in different project sites and a complete mess for storing documents.
  • You need to enable IRM in the Office 365 Administration Center. The second step is to enable it in the SharePoint Online configuration center. You are then able to configure IRM in every document library.

    Examples of usage rights are permission to read, copy, print, save, forward, and edit.
  • You give external people access to your SharePoint Portal. You have to create SharePoint Groups for these
  • Yammer Web Part:
    Contributors change Web Part
    Unstable and buggy
    You are still able to add documents in Yammer, in my opinion you would want to disable this when you work with SPO. That’s the platform for storing documents. Not Yammer!
    Search: Only a link to Yammer, what about the conversations scope?

  • Yammer Web Part:
    Contributors change Web Part
    Unstable and buggy
    You are still able to add documents in Yammer, in my opinion you would want to disable this when you work with SPO. That’s the platform for storing documents. Not Yammer!
    Search: Only a link to Yammer, what about the conversations scope?

  • This is the overview of the site collections and sub sites limitations per Office 365 subscription. My advise is to creating a site collection per customers and a site per project. This is based at the permission structure.
  • The amount of external users allowed per Office 365 subscription.
  • External Collaboration with SharePoint Online and Yammer by Jasper Oosterveld

    1. 1. External Collaboration with SharePoint Online and Yammer Jasper Oosterveld SharePoint Consultant Sparked, the Netherlands
    2. 2. Introduction
    3. 3. Introduction
    4. 4. Contact details www.jasperoosterveld.com www.facebook.com/sharepointjasper @SharePTJasper www.linkedin.com/in/jasperoosterveld jasperoosterveld@hotmail.com +JasperOosterveld
    5. 5. Questions? Of course but at the end please 
    6. 6. Sharing & collaboration with personal documents
    7. 7. Current situation is frustrating!
    8. 8. OneDrive for Business can help
    9. 9. OneDrive for Business challenges
    10. 10. Coming soon
    11. 11. Smart Search
    12. 12. Yammer discussions
    13. 13. Friendly URL http://contoso.onedrive.com https://contoso- my.sharepoint.com/personal/garthf_contoso_onmicrosoft_com Not so friendly… Very friendly 
    14. 14. Project collaboration
    15. 15. Current situation leads to frustrations
    16. 16. The solution for project collaboration
    17. 17. Why SharePoint Online?
    18. 18. Project site
    19. 19. Why use Yammer?
    20. 20. Yammer features
    21. 21. Stop! Wait a minute, don’t start yet!
    22. 22. Fine line between success and failure…
    23. 23. What is Governance? “Governance is the set of policies, roles, responsibilities, and processes that control how an organization's business divisions and IT teams work together to achieve its goals.” TechNet
    24. 24. Governance in our daily lives
    25. 25. Traffic rules is Governance
    26. 26. Learning and training are the key!
    27. 27. No Governance? Chaos!
    28. 28. Governance topics
    29. 29. Information Architecture: Site structure
    30. 30. Information Architecture: Document Management
    31. 31. Security: External sharing
    32. 32. Security: Offline content
    33. 33. Security: SharePoint Groups
    34. 34. Security: Mobile devices
    35. 35. Demo time!
    36. 36. There is more!
    37. 37. Bit of an issue
    38. 38. Current issues Yammer integration
    39. 39. Thanks for listening in and please share your feedback 
    40. 40. Resources
    41. 41. Sites and site collections 1 site collection 20 site collections 10.000 site collection
    42. 42. Amount of external users 500 10.000 10.000
    43. 43. Yammer App comparison table External network Share pictures Share documents People view Administrator tasks Tags Polls Event Praise Windows phone Surface RT iPhone iPad Galaxy Tab 2 Galaxy S2
    44. 44. Useful links SharePoint Online: software boundaries and limits What is Windows Azure Rights Management? Manage external sharing for your SharePoint online environment Share sites or documents with people outside your organization Office 365 Demo Request permission as external user Yammer - Release schedule Yammer Plans & Pricing OneDrive Management by MetaVis Sync OneDrive for Business or SharePoint site libraries to your computer
    45. 45. Useful links Yammer and Office 365 Office 365 Yammer support Yammer success center Yammer articles Yammer TV Drag and drop requirements & limitations One place for all your work files — introducing OneDrive for Business One-Way Outbound Hybrid Search Step-by-Step and OneDrive for Business Yammer - Release schedule Automatic replacement of site feed to Yammer feed with SharePoint sites