Everything You Need to Know About Managing Office 365
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The document provides an overview of additional things IT professionals should know about Office 365 beyond the basics. It discusses the primary Office 365 admin tools, limits administrators should be aware of, how Office 365 communicates and manages changes, what to do during and after service incidents, the importance of driving adoption, mobile device management capabilities in Office 365, how Azure Active Directory Premium can provide more SaaS control and ease of use, how Azure Rights Management is an important part of security, new features and capabilities that have been released, and ways administrators can provide feedback to Microsoft. The document aims to help administrators further expand their knowledge of Office 365.
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Everything You Need to Know About Managing Office 365
- 2. RICHARD HARBRIDGE My twitter is @RHarbridge, my blog is at http://RHarbridge.com, and I work at SPEAKER | AUTHOR | SUPER FRIENDLY
- 3. THERE IS A LOT TO KNOW ABOUT OFFICE 365ā¦ But what about beyond the basics? What else should every IT Pro know?
- 4. IN FACT A TON OF NEW INFORMATION JUST CAME OUT AT IGNITE 2015ā¦ So what are the biggest things you might not know but should?
- 6. OFFICE 365 ADMIN TOOLSā¦ There are four primary Office 365 admin tools (APIs include 3rd Party)
- 7. Update in March: ļ§ Dashboard ļ§ User management ļ§ Service management ļ§ Support status Recent enhancements: ļ§ License management for identity managed on premises OFFICE 365 ADMIN APPā¦ Coming soonā¦ Push notifications!
- 8. Simplified setup Management services include: ļ§ Users ļ§ Groups ļ§ Service settings ļ§ Licenses Monitoring services include: ļ§ Service health ļ§ Reporting Service communications Support OFFICE 365 ADMIN CENTERā¦ Out of the box solution for the Office 365 admin lifecycle.
- 9. OFFICE 365 ADMIN CENTER REPORTSā¦ To provide you with lots of data on whatās happening with your tenant. Reports include: Browser versions and operating system versions used OneDrive For Business storage Mailbox access by non-owners Role group changes Malware detections, spam catches and Advanced Threat Protection Auditing administrator actions Azure AD user activity DLP policy and rule matches
- 10. ļ§ New dashboard view to get cross workload usage insight ļ§ Trend and aggregate view ļ§ More Office 365 services ļ§ Top level metrics per workload to signify usage ļ§ Drill Down to individual Workload activity reports NEW INSIGHTSā¦ New insights are being added to Office 365ās Admin Center on an ongoing basis.
- 11. ļ§ Workload specific usage reports ļ§ Multiple views per workload ļ§ Trends for tenant level aggregates ļ§ Details for User level information ļ§ Customize to view relevant information at a glance ļ§ Export ALL user details ļ§ Feedback New insights are being added to Office 365ās Admin Center on an ongoing basis. MORE DETAILSā¦
- 12. ļ§ Office 365 reporting content pack in Power BI ļ§ Enables multi dimensional analysis ļ§ Enables cross workload usage analysis ļ§ Easily share insights ļ§ Office 365 Reporting API surfacing rich usage data New insights are being added to Office 365ās Admin Center on an ongoing basis. NEED MORE ANALYTICS?
- 13. ļ§ Enables Office 365 admins new to PowerShell to get started quickly ļ§ Consolidates setup information ļ§ Simple but useful scenarios ļ§ Download sample scripts ļ§ Links to more resources such as TechNet and Office 365 Network When this comes out it will summarize the key things you need to knowā¦ COMING SOON: POWERSHELL.OFFICE.COMā¦
- 14. ā¦ OFFICE 365 MANAGEMENT APIā¦ Third party solutions like exoprise leverage these.
- 15. MORE TOOLS?! There are many targeted tools that you can also leverage with Office 365ā¦
- 17. THIS IS SOMETHING THAT IT SHOULD KNOW AND EXPOSE AS NEEDED TO THE ORGANIZATIONā¦ Limits not just for SharePoint but across all Office 365 servicesā¦
- 19. AT THE ORGANIZATIONAL LEVELā¦ Always an impact to productivity. We can accelerate to get positive results sooner.
- 20. SERVICE CHANGE MANAGEMENT PROCESSā¦ Microsoft does this for each and every service.
- 21. RING 1 RING 2 RING 3RING 0 RING 4 WORLDWIDE ONCE VALIDATED BY FIRST RELEASE RING FEATURE TEAMS OFFICE 365 TEAM MICROSOFT FIRST RELEASE ONCE VALIDATED BY MICROSOFT RING Microsoft validates and deploys through each ring. RINGS OF VALIDATION FOR CHANGESā¦
- 22. JOURNEY SO FARā¦ There is more coming based on customer and IT Pro feedback.
- 23. ļ§ ļ§ ļ§ FIRST RELEASE VNEXTā¦. First Release is evolving based on customer and IT Pro feedback.
- 24. roadmap.office.com blogs.office.com aka.mvs/Office365Network OFFICE 365 SERVICE MANAGEMENT TOOLKITā¦ Letās dive a little deeper into some of the tools in your toolkit.
- 25. ļ§ ļ§ ļ§ ļ§ ļ§ ļ§ ROADMAP IMPROVEMENTSā¦ Roadmap.office.com 2.0 improvements based on customer feedback.
- 26. OFFICE 365 BLOGā¦ Personalize your office blog based on the products important to you.
- 27. c ļ§ ļ§ ļ§ ļ§ ļ§ ļ§ ļ§ MESSAGE CENTERā¦ Have you checked your Office 365 message center?
- 28. SERVICE CHANGE COMMUNICATIONSā¦ Be aware of how service changes are communicated.
- 29. ļ§ ļ§ ļ§ ļ§ ļ§ STAY UP TO DATE WITH ADMIN APP 2.0ā¦ Mentioned it in the beginning of this presentation - it can also help here.
- 30. ļ§ ļ§ ļ§ ļ§ ļ§ ļ§ ļ§ ļ§ ļ§ c COMMUNICATION APIā¦ Part of those wonderful Office 365 Management APIs.
- 31. During a change After a change Before a change CHANGE ROLES & RESPONSIBILITIESā¦. What follows is some guidance around roles & responsibilities for change.
- 32. BEFORE A CHANGEā¦ Note what you should do before a change.
- 33. DURING A CHANGEā¦ Note the things you should be doing during a change.
- 34. AFTER A CHANGEā¦ Note what you should do after a change.
- 36. When there are service incidents how do I get information?
- 38. GETTING MORE PEOPLE TO USE THE TECHNOLOGY IS IMPORTANTā¦ Often getting people to use more of the technology is just as important.
- 39. VALUE IS REALIZED THROUGH USAGE & ADOPTION Even when people have the tools, vision, and an understanding of the risks.
- 40. IT DOESNāT HAPPEN ON ITāS OWNā¦ Even when people have the tools, vision, and an understanding of the risks.
- 41. THIS IS IMPORTANT FOR ALL OF USā¦ The more people use the platform the more value the technology provides.
- 42. @RHARBRIDGE COACH OTHERS & FIND CHAMPIONSā¦ Learning via Co-Workers is among the most effective and most used methods.
- 44. REAL WORLD ADOPTION ACTIVITIES & MOREā¦ Find great ideas for driving adoption in our latest book http://improveit.how/book
- 45. DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER! It goes into much greater depth and can be found at WhenToUseWhat.com
- 47. Conditional Access Built-In Device Management Selective Wipe & Reporting Built-in to Office 365 Powered by Microsoft Intune LoB app User-centric approach Office 365 comes with MDM that Office 365 IT Proās should be aware of. MDM FOR OFFICE 365ā¦
- 48. 1. A user downloads the public OneDrive app on a personal iPad 2. The user is shown a page that directs them to enroll the iPad 3. The user steps through the enrollment process 4. The OneDrive app is now MDM enabled 5. The user is able to access their OneDrive data Before mobile devices can access 365 data they must be enrolled and healthy. CONDITIONAL ACCESS WITH OFFICE 365ā¦
- 49. Set PIN complexity Require encrypted backup Block Screen Capture Block Bluetooth + Others Control settings on the device which helps manage data leaving the device. DEVICE SETTINGS WITH OFFICE 365ā¦
- 50. When they trigger the wipe, all of the data cached or stored by the apps will be deleted, while all of the userās personal content remains intact. 1. An employee uses Office 365 apps and data on a mobile device. The employee leaves the company. 2. The IT admin logins into Office 365 Admin Center to perform a selective wipe 3. The Office 365 data is removed from the Office applications leaving personal information intact Admin center The IT admin can wipe Office 365 data from the userās device. SELECTIVE WIPE WITH OFFICE 365ā¦
- 51. Category Feature Exchange ActiveSync MDM for Office 365 Microsoft Intune (cloud only) Intune + ConfigMgr (hybrid) Device configuration Inventory mobile devices that access corporate applications ā ā ā ā Remote factory reset (full device wipe) ā ā ā ā Mobile device configuration settings (PIN length, PIN required, lock time, etc.) ā ā ā ā Self-service password reset (Office 365 cloud only users) ā ā ā ā Office365 Provides reporting on devices that do not meet IT policy ā ā ā Group-based policies and reporting (ability to use groups for targeted device configuration) ā ā ā Root and jailbreak detection ā ā ā Remove Office 365 app data from mobile devices while leaving personal data and apps intact (selective wipe) ā ā Q2 CY2015 Prevent access to corporate email and documents based upon device enrollment and compliance policies ā ā Q2 CY2015 Premium mobiledevice& appmanagement Self-service Company Portal for users to enroll their own devices and install corporate apps ā ā App deployment (Windows Phone, iOS, Android) ā ā Deploy certificates, VPN profiles (including app-specific profiles), email profiles, and Wi-Fi profiles ā ā * Prevent cut/copy/paste/save as of data from corporate apps to personal apps (mobile application management) ā Q2 CY2015 Secure content viewing via Managed Browser, PDF Viewer, Imager Viewer, and AV Player apps for Intune ā Q2 CY2015 Remote device lock via self-service Company Portal and via admin console ā ā PC management Client PC management (e.g. Windows 8.1, inventory, antimalware, patch, policies, etc.) ā ā PC software management ā ā Comprehensive PC management (e.g. Windows Server/Linux/Mac OS X support, virtual desktop and power management, custom reporting, etc.) ā OS deployment ā * Deployment of VPN and email profiles for Android devices to be added in Q2 CY2015 Be aware of MDM capabilities in Intune and SCCM that go even furtherā¦ COMPAREā¦
- 53. @RHarbridge MULTI-FACTOR AUTHENTICATION (MFA) Second factors include a telephone call, SMS text or validating via an app. Needs something you āknowā (a password) and something you have āa mobile phoneā Free for Office 365 subscribers Can extend into on-premises and other apps with Azure MFA
- 54. @RHarbridge WITH AADP YOU CAN CONNECT 2400+ SAAS SOLUTIONSā¦ Providing easy single sign on for your users as well as reporting.
- 55. @RHarbridge IT ALSO PROVIDES A DESIGNED LOGIN PAGEā¦ Which can help communicate additional messages like instructions for help.
- 56. @RHarbridge THERE IS AN AZURE SSO PORTALā¦ Group management and approvals are important to note here.
- 57. @RHarbridge THE SSO APPS YOU CONFIGURE CAN SHOW IN THE APP LAUNCHER FOR USERSā¦ Bringing the power of Azure AD SSO right to users in a very meaningful way.
- 59. @RHarbridge WHILE AZURE RIGHTS MANAGEMENT CAN BE APPLIED TO FOLDERS IN FILE SYSTEMSā¦ Taking permissions and encryption further.
- 60. @RHarbridge IT CAN ALSO SECURE INDIVIDUAL FILES ON A DESKTOPā¦ Giving users an easy way to ensure their data remains visible to whom they want.
- 61. @RHarbridge IN FACT OFFICE DOCUMENTS HAVE IT BUILT INTO THEIR INTERFACESā¦ Enabling a natural experience of securing and protecting a document.
- 62. @RHarbridge WOULD YOU BELIEVE YOU CAN EVEN IMPLEMENT THIS IN OFFICE 365 JUST AS EASILY? Giving you all of the reporting and benefits Azure RMS provides in Office 365.
- 63. @RHarbridge WITH SHAREPOINT DLP AND IRM BEING A GREAT EXAMPLEā¦ Of how you can leverage Azure Rights Management Services to secure content.
- 64. DATA LOSS PREVENTION (DLP)ā¦ Ensure data (confidential/personal nature) canāt be uploaded, shared or emailed. Available in SharePoint Online and Exchange Online ā¢ Create policies to restrict content being saved to SharePoint Online or OneDrive for Business, or shared externally, or emailed. Enforced on create/edit and with during background search crawling ā¢ Can create document fingerprints to ensure standard company forms are not distributed ā¢ Can extend DLP templates to suit business requirements (Exchange only at present) Reporting and incident management available ā¢ Built into the Office 365 portal and can have emailed incident reports
- 66. HOWWEMAKE DECISIONS TOGETHERHAS CHANGEDā¦ No longer combing through excel work sheets to get an update on statusā¦
- 67. @RHARBRIDGE SHARE MEETING RECORDINGS ON YOUR OFFICE VIDEO PORTALā¦ Go beyond the meeting recording with Office MIX https://mix.office.com/
- 68. With messaging, calendaring, file sharing, and more. CONNECT EXPERIENCES WITH OFFICE 365 GROUPSā¦
- 69. Examples of management could include naming conventions or scopes. MANAGE NEW OFFICE 365 GROUPSā¦ Naming conventions ā¢ Set on display name during create/change ā¢ Blocked word list, pre-/post-fix based on AAD attributes or fixed text ā¢ Same policy for DL and groups ā¢ IT admins can override Create scopes ā¢ Control groups create UI in OWA and OLK for certain or all users through OWA policy ā¢ Does not prevent users from using groups ā¢ IT can still create groups (managed scenarios)
- 70. CONNECT EXPERIENCES ACROSS OFFICE 365 WITH DELVEā¦ Based on what the user does put the best technology together to improve that.
- 71. Basic site hierarchy allows sections and organization Includes both explicit, curated content and dynamic related content Absolutely the best way in the world to talk about a set of Office documents Badging denotes authoritative content Modern, on rails authoring canvas MICROSITESā¦ Going beyond Delve Boards and providing great content experiences.
- 72. Auto-saved as you work Friendly URLs Looks great across your devices (phone, tablet and PC) Connected to social (Yammer) Fast and fluid navigation Compliant and secure Natively embed Office 365 documents and video Will be used to create pages in Blog, Office 365 Groups, Codename āInfoPediaā and more MICROSITES& ARTICLESā¦ It all starts with easy to author articles. Then Microsites and codename Infopedia.
- 73. INFOPEDIAā¦ Sections, TOCs, & Entire āInfopediaā collections of articles/microsites.
- 75. aka.mvs/Office365Network FEEDBACK OPTIONSā¦ Share your feedback around the IT Pro elements of Office 365!
- 76. MICROSOFT IS LISTENING & IMPROVINGā¦ Technology must adapt based on user needs/feedback.
- 77. THERE IS A LOT TO KNOW ABOUT OFFICE 365ā¦ But what about beyond the basics? What else should every IT Pro know?
- 78. NOW YOU KNOW ABOUT 10 MORE THINGS ABOUT OFFICE 365ā¦ There is still even more to learn and know! 1. The Great (And Many) Admin Tools 2. Limits You Should Be Aware Of 3. How Office 365 Communicates And Makes Changes 4. What To Do During & After A Service Incident 5. How Important It Is To Drive Adoption (And Commit To Doing What You Can) 6. Mobile Device Management (MDM) In Office 365 Is Awesome 7. Azure Active Directory Premium (AADP) Helps Provide More SaaS Control/Ease Of Use 8. Azure Rights Management (Azure RMS) Is A Critical Part Of Modern Enterprise Security 9. Office 365 Has Released Many New Features & Capabilities You May Want To Roll Out 10.There Are Many Ways To Provide Feedback & Microsoft (And The Community) Is Listening
- 79. Thank You! Organizers, SponsorsandYouformakingthispossible. 100+SharepointPresentationsAt.. Slideshare.Net/RHarbridge WhenToUseWhatWhitepaper.. WhenToUseWhat.com ImproveItBook.. ImproveIT.How/Book Office365SuccessCenter.. Success.Office.Com Message Me On LinkedIn or Email Richard@2toLead.com SPEAKER | AUTHOR | SUPER FRIENDLY My twitter is @RHarbridge, my blog is at http://RHarbridge.com, and I work at
- 80. RESOURCES & BONUS SLIDESā¦ What can you the admin do with Office 365? (Beyond the basics.) ā¢ Office 2013 Resource Kit: https://technet.microsoft.com/en-us/library/cc303401(v=office.15).aspx ā¢ Downloads: https://technet.microsoft.com/en-us/library/cc178979(v=office.15).aspx ā¢ Group Policy for Office 2013: https://technet.microsoft.com/en-us/library/cc178969(v=office.15).aspx ā¢ Download Admin Template files: https://technet.microsoft.com/en-us/library/cc178992(v=office.15).aspx ā¢ Creating Query Rules https://technet.microsoft.com/en-us/library/jj871014(v=office.15).aspx ā¢ Understanding Query Rules http://office.microsoft.com/en-us/sharepoint-server-help/understanding-query-rules- HA102848833.aspx?CTT=1 ā¢ Send Document to another location: https://www.youtube.com/watch?v=t3LLKnvcYdo ā¢ Power Hour, user adoption discussion: https://www.youtube.com/watch?v=Jif80XF4qIs ā¢ Manage and Deploy Apps: http://blogs.msdn.com/b/richard_dizeregas_blog/archive/2013/03/04/sharepoint-2013- app-deployment-through-quot-app-stapling-quot.aspx
- 81. Systematic approach to securing your identities, data, and applications in the cloud ā Visio version ā PDF version MICROSOFTCLOUDSECURITYFOR ENTERPRISEARCHITECTSā¦ What can you the admin do with Office 365? (Beyond the basics.) Visio version PDF version
- 82. Systematic approach to securing your identities, data, and applications in the cloud ā Visio version ā PDF version MICROSOFTāSENTERPRISECLOUD ROADMAPā¦ What can you the admin do with Office 365? (Beyond the basics.) Resources For IT Decision Makers - http://aka.ms/CloudArchitecture ļ§ Map of Microsoft SaaS, PaaS, IaaS, and private cloud offerings ļ§ Identity architecture ļ§ Security architecture ļ§ Deployment and integration options for Exchange, Lync, and SharePoint ļ§ Azure architecture blueprints ļ§ Cloud design patterns ļ§ Design stencils
Editor's Notes
- Kanwal
- Kanwal
- Kanwal
- There is always SOME loss of productivity when implementing new productivity systems that provide new ways for people work. This is ALWAYS the case. It also makes sense when you think about it at an individual user level, at a group level or even at an organizational level. When you introduce new systems you need time to recap the original level of productivity you had before you introduced the change. Then there is a continued productivity gain until the technologyās potential has been exhausted or the organization introduces new change. There is plentiful research on this subject as itās often called the change curve. Where users go through different states. The goal is to accelerate the change and get to the positive impact and outcomes quicker and to reduce negative consequences that the change can have.
- Kanwal
- Kanwal
- In your organization has anyone ever suggested that you only use a percentage of the functionality or a percentage of whatās possible with Microsoft Office 365? How about just one technology like Outlook? Do you think you or your users are using most of the functionality that exists in Outlook today? What about SharePoint? Do you use more than 50% of whatās available in SharePoint? Are they using it at all? Its okay if the answer is no, we donāt use all that Office 365 can provide. No, not all of our users are actively using Office 365 yet. No, not only do I not know all of the things you can do with Outlook or SharePoint but our users definitely arenāt aware of what they could do. Whatās not okay is to do nothing about it. To not have a plan for helping your users adopt, understand and leverage the full suite of Office 365 available to them. You should do something about it. Thatās why white papers like this exist. To help you and your organization improve. Not all of the features and functions in Office 365 are meant for daily and frequent use, but we bet you can think of some that would make a world of difference if your whole organization adopted their use. How much more value could your organization realize if users universally used 20% more of the robust document management features SharePoint provides? Getting more people to use a technology is important. But so is and getting them to use more of the technology.
- Behavioral change doesnāt happen on its own. Weāve seen the traditiontal āif we build, they will come.ā Doctors told heart patients that they will absolutely die in 6 months if they donāt change their habits around lifestyle, diet, and exercise. Those individuals certainly had the motivation, and a sense of urgency. They even had the tools and the vision as well as an understanding of the end state. Yet in this situation only 1 in 7 or 14% could manage to carry out the change on their own. Desire and motivation arenāt enough on their own: even when itās literally a matter of life or death, the ability to change remains maddeningly elusive. Think about that. If 1 in 7 people with an absolute need to change canāt change, what chance do we have of individuals in our organizations changing how they collaborate or communicate on their own? What are the odds of them adopting Office 365 and new ways of working without our help? The answer? Very low odds indeed. Kegan, R., & Laskow Lahey, L. (2009). Immunity to change. How to overcome it and unlock the potential in yourself and your organization. Boston: Harvard Business Press. ISBNĀ 078796378X. OCLCĀ 44972130 - http://www.amazon.com/Immunity-Change-Potential-Organization-Leadership/dp/1422117367
- User subscription based licensing: If our customersā users arenāt using Office 365ā¦ why would they continue paying for it? Smarter based on usage: The more people use the platform the more value the technology provides (Delve example). It also helps us build better experiences and target enhancements (in organizations and in Microsoft).
- Kanwal
- Kanwal
- Kanwal
- In your organization has anyone ever suggested that you only use a percentage of the functionality or a percentage of whatās possible with Microsoft Office 365? How about just one technology like Outlook? Do you think you or your users are using most of the functionality that exists in Outlook today? What about SharePoint? Do you use more than 50% of whatās available in SharePoint? Are they using it at all? Its okay if the answer is no, we donāt use all that Office 365 can provide. No, not all of our users are actively using Office 365 yet. No, not only do I not know all of the things you can do with Outlook or SharePoint but our users definitely arenāt aware of what they could do. Whatās not okay is to do nothing about it. To not have a plan for helping your users adopt, understand and leverage the full suite of Office 365 available to them. You should do something about it. Thatās why white papers like this exist. To help you and your organization improve. Not all of the features and functions in Office 365 are meant for daily and frequent use, but we bet you can think of some that would make a world of difference if your whole organization adopted their use. How much more value could your organization realize if users universally used 20% more of the robust document management features SharePoint provides? Getting more people to use a technology is important. But so is and getting them to use more of the technology.
- Kanwal
- Taking everything youāve leanred in this session. Throughout the conference and taking action. Be a bit proactive and work on raising the awareness level,
- Kanwal