Office 365 offers a vast array of powerful new features, but many users are still struggling to leverage these tools to their full potential. So what’s the best way to understand when to use what features in O365 in order to truly improve your productivity and collaboration? In this complimentary Office 365 Roundtable, our expert will provide you with a clear understanding of how each of the individual 0365 features work and identify which can be most helpful to you and your colleagues: Team Collaboration (Groups vs. Team Sites), Sharing Documents Externally, Document & Records Management (One Drive vs. SharePoint Site vs. Groups), Project Management (Project Online, Planner, Groups), Office Suite Integrations (OneNote, Word, Excel, SharePoint), Security Identification & Compliance Center.

1. Internal Audit, Risk, Business & Technology Consulting
WHEN TO USE WHAT IN
OFFICE 365
October 4, 2016
Antonio Maio
Protiviti Senior Manager
Microsoft SharePoint MVP
Email: antonio.maio@protiviti.com
Twitter: @AntonioMaio2
Blog: www.TrustSharePoint.com

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AGENDA
2
• How do you make the decision?
• Team Collaboration (Office 365 Groups &. Team Sites)
• Sharing Documents Externally
• Document & Records Management (One Drive & SharePoint Site & Office 365 Groups)
• Project Management (Project Online, Planner, Groups)
• Office Suite Integrations (OneNote, Word, Excel, SharePoint, etc.)
• Security Identification & Compliance Center
• Quick Wrap Up & Questions

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WHO WE ARE
*Inclusive of Protiviti’s Member Firm network, revenue for the year ending 2015 was $797M
3,500
professionals
Over 20 countries
in the Americas, Europe,
the Middle East and
Asia-Pacific
70+
offices
Our revenue*:
$743 million
in 2015
Protiviti (www.protiviti.com) is a global consulting
firm that helps companies solve problems in
finance, technology, operations, governance, risk
and internal audit, and has served more than 60
percent of Fortune 1000® and 35 percent of
Fortune Global 500® companies. Protiviti and our
independently owned Member Firms serve
clients through a network of more than 70
locations in over 20 countries. We also work with
smaller, growing companies, including those
looking to
go public, as well as with government agencies.
Ranked 57 on the 2016 Fortune 100
Best Companies to Work For® list,
Protiviti is a wholly owned subsidiary
of Robert Half (NYSE: RHI). Founded
in 1948, Robert Half is a member
of the S&P 500 index.

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PROTIVITI’S GLOBAL PRESENCE
4
The Americas Europe/Middle East/Africa Asia-Pacific
1. UNITED STATES
Alexandria, VA
Atlanta, GA
Baltimore, MD
Boston, MA
Charlotte, NC
Chicago, IL
Cincinnati, OH
Cleveland, OH
Dallas, TX
Denver, CO
Ft. Lauderdale, FL
Houston, TX
Kansas City, KS
Los Angeles, CA
Milwaukee, WI
Minneapolis, MN
New York, NY
Orlando, FL
Philadelphia, PA
Phoenix, AZ
Pittsburgh, PA
Portland, OR
Richmond, VA
Sacramento, CA
Salt Lake City, UT
San Francisco, CA
San Jose, CA
Seattle, WA
Stamford, CT
St. Louis, MO
Tampa, FL
Washington, D.C.
Winchester, VA
Woodbridge, NJ
2. ARGENTINA*
Buenos Aires
3. BRAZIL*
Rio de Janeiro
São Paulo
4. CANADA
Kitchener-Waterloo
Toronto
5. CHILE*
Santiago
6. MEXICO*
Mexico City
Monterrey
7. PERU*
Lima
8. VENEZUELA*
Caracas
9. FRANCE
Paris
10. GERMANY
Frankfurt
Munich
11. ITALY
Milan
Rome
Turin
12. THE
NETHERLANDS
Amsterdam
13. UNITED
KINGDOM
London
14. BAHRAIN*
Manama
15. KUWAIT*
Kuwait
16. OMAN*
Muscat
17. QATAR*
Doha
18. UNITED ARAB
EMIRATES*
Abu Dhabi
Dubai
19. SAUDI ARABIA
Riyadh
20. SOUTH AFRICA
Johannesburg
21. AUSTRALIA
Brisbane
Canberra
Perth
Melbourne
Sydney
22. CHINA
Beijing
Hong Kong
Shanghai
Shenzhen
23. INDIA
Bangalore
Mumbai
New Delhi
24. JAPAN
Osaka
Tokyo
25. SINGAPORE
Singapore
*Protiviti Member Firm
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25
23
22
24
4
6
2
3
5
7
9
10
11
1213
14
17
15
18
16
8
20
19
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FORTUNE 1000
5
Over 35% of the FORTUNE® 1000
Over 35% of the FORTUNE® Global 500
Over 40% of the FORTUNE® 500
Over 50% of the FORTUNE® 100
25% of 2015 IPO Filing Companies

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PROTIVITI’S SHAREPOINT SOLUTIONS
6

7. WHEN TO USE WHAT IN OFFICE 365?

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HOW DO YOU MAKE THE DECISION?
Multi-Faceted Decision
Use the Right Tool for the Right Job… as opposed to One Versus The Other
Know Your Product (or Cloud Service)
8
Answer Will Change Over Time
Requires a Sustained Commitment
• Answered at Multiple Levels: Organization, Executive, Team, Individual
• Enterprise Technology Strategy/Roadmap
• Continued Learning Over Time
• Evolve as the Cloud Service Evolves

9. TEAM COLLABORATION
OFFICE 365 GROUPS & TEAM SITES

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OFFICE 365 GROUP
Group
Azure AD Exchange Online
Object- ID
Which is the
unique identifier
Settings and
Configuration
Conversations Calendars Files Yammer, Lync
SharePoint
Online
Upcoming
applications
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OFFICE 365 GROUP FEATURES
All groups are open to everyone if a public group
Conversations
The Calendar is not a SharePoint calendar. It is an exchange calendar. If the user leaves the
group the items stay.
Calendar
You can have private groups
Quickly spin up a place to start working together
Everyone is the group can participate in the Notebook at the same time.
One Note Notebook
• It uses One Drive for Business*
• Treat it like a regular document library, but “Branded” like One Drive for Business. (Hidden
site collection).
Document Library
11
New from Microsoft Ignite:
Every Office 365 Group will have a
SharePoint Team Site!

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TEAM SITE
https://protosocompany.sharepoint.com/sites/teamsite/SitePages/Home.aspx
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OFFICE 365 GROUPS SITE
https://outlook.office.com/owa/?path=/group/roundtable@protoso.net/mail
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TEAM SITES & GROUPS
Groups are an alternative to Drop Box, Google Drive, Evernote, etc.
• No metadata
• No version control
• No content approval
• Limited configuration
• No ability to restore deleted groups
• Everyone can see groups (Public and Private in the GAL)
• Leverage PowerShell to configure
Can consider Groups a light version of team sites (spin up and collaborate quickly)
Truly built for a quick way to get an area spun up to store data and collaborate
New way of working together.
• Multiple document libraries
• Multiple lists
Team Sites allow you to do everything.
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15. SHARING DOCUMENTS
EXTERNALLY

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SHARING DOCUMENTS EXTERNALLY
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Who is an external user?
Person outside your organization who can access your SharePoint Online Site.
They do not have a license.
They are not part ‘Everyone except external users’ group
Users will fall into one of two buckets
• Authenticated User
• Anonymous Guest
Two ways to share externally
1. Share an entire site
‒ Invite using their Microsoft Account
2. Share individual documents
‒ Send users a “guest link” to view documents as an anonymous user

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CONFIGURE EXTERNAL SHARING
17

18. DOCUMENT AND RECORDS
MANAGEMENT

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DOCUMENTS AND RECORDS MANAGEMENT
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• What is a “Record”?
‒ Managing records
‒ In place – leave in current location
‒ Records Center – specific site to serve as central repository for records
 Records Center will manage the entire process
• Record Creation
 Record Management
 Information Management Policy enforcement
 Routing
 Holds
 Disposition
• Comply with Legal, Regulatory and organizational Compliance Requirements
Considerations
Objective

20. PROJECT MANAGEMENT
Project Online, Planner and Groups

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1 Office Web App Family
5
Full management of Portfolios, Programs
and Resource Management
4 One of many project management options
3
Built to manage the full lifecycle of a
project
2 Project Server in the cloud
PROJECT ONLINE
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OFFICE 365 PLANNER
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• Group
• Boards – top-level site that contains everything. (think: Container)
• Cards – Due dates, attachments, categories (think: Task)
• Documents
• Conversations
Create a
“Plan”

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OFFICE 365 PLANNER
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OFFICE 365 PLANNER
24

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OFFICE 365 PLANNER
25

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2
Create the Group first then leverage in
Planner
1
Every Office 365 Group has a
corresponding Plan in Planner
OFFICE 365 GROUPS
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27. OFFICE SUITE INTEGRATION

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OFFICE SUITE INTEGRATION
Word
Excel
PowerPoint
Access
Outlook
OneNote
Sway
Publisher
SharePoint
28

29. SECURITY CONFIGURATION AND
COMPLIANCE CENTER

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SECURITY CONFIGURATION AND COMPLIANCE
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Office 365
Manage Compliance across:
Exchange Online
SharePoint Online
Archive Mailboxes
Manage Compliance across:
eDiscovery & Advanced eDiscovery
Auditing Reports
Encryption (Data at Rest & in Motion)
Legal Holds
Inactive Mail boxes
Retention and deletion policies
Import service for PST files
Anti-spam and anti-malware protection
Modern Authentication
Data Loss Prevention (DLP)
Information Rights Management
OneDrive for Business
Customer Lockbox
Advanced Policy Management
Advanced Threat Protection

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WRAP UP & QUESTIONS
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Copying or reproducing this material is strictly prohibited.