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Webinar: Office 365 for Beginners

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Webinar for charities and beginners thinking about moving to Office 365. We briefly look at email, calendar, SharePoint and other features, charity pricing and take questions from the audience.

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Webinar: Office 365 for Beginners

  1. 1. Ask the Experts About Office 365 - A Beginners Guide for Charities
  2. 2. Webinar Presenters Miles Maier @LasaICT Phil Anthony Co-OpSys www.londoncouncils.gov.uk/grants London Councils is committed to fighting for more resources for London and getting the best possible deal for London's 33 councils. London Councils has a website about its grants service. To read about our grants funding and the work of some of the 300 groups we support Supported by: Tim Palmer Co-OpSys Michael Thewless Co-OpSys
  3. 3. • London For All – partnership of LVSC, Lasa, ROTA, WRC and HEAR • Only pan-London charity tech advice service • www.lvsc.org/londonforall/
  4. 4. About Lasa • 30 years in the sector • Technology leadership, publications, events and consultancy – www.lasa.org.uk • Welfare Rights www.rightsnet.org.uk
  5. 5. Webinar Tips • Ask questions Post questions via chat or raise your virtual hand • Interact Respond to polls during webinar • Focus Avoid multitasking. You may just miss the best part of the presentation • Webinar PowerPoint & Recording PowerPoint and recording links will be shared after the webinar
  6. 6. What we will cover in this webinar • Why move to Office 365? • What is Office 365 and what does it include? • Price plans and features explained • Migrating to Office 365 and what it doesn't say on the tin • Practical demonstration of how Office 365 works • Question & Answer
  7. 7. Co-Operative Systems • Co-Operative Systems first began providing IT services to charities and NGOs in 1987 • Focused on being a specialist IT provider to the not-for-profit sector • Many clients from welfare rights and law sector Web: www.coopsys.net
  8. 8. Why Office 365 - What do you get? • Familiar applications – Word, Excel, PowerPoint, plus Web Apps eg- OneNote • Online storage with SharePoint and OneDrive for Business • New applications regularly added + Continual feature updates • Skype for Business (telephony & video – eg: CS using on service desk) • Yammer (enterprise social network) • Use on almost any device, from any where – use as a Cloud tool or use MsOffice and email on PC as previously
  9. 9. Why Office 365 - What do you get? New over the last year – Video, Planner, Power Apps, Flow, Dynamics365
  10. 10. Why Office 365 – Free for Charities Business Premium NFP includes office licences E1 – FOC SharePoint & Exchange –No entitlement to local version of Office E3 - Includes email archiving, legal hold and rights management. Entitlement to install Office on 5 of devices per user (inc Tablets/Mac) E5 – as above but incudes enhanced security, analytics and a cloud PBX All E plans include Corporate Video Portal & Meeting Broadcast - Can mix & match licences to meet needs
  11. 11. Why Office 365- It’s happening!
  12. 12. Why Office 365 – Real Business Drivers & Very Good Value for Charities & Similar !
  13. 13. Why Office 365 – SharePoint What can SharePoint Online do?  Keep staff up to date with latest company information  Provide a collaborative working space for documents  Reduce the flow and impact of non-essential internal email  Provide secure space for external collaboration
  14. 14. About Sharepoint There are many ways of setting things up so it has more of a webfeel than basic mappings Not everyone likes the interface , so you can use WebDav and other tools to use good old drive mappings Its really important at the outset to plan the structure of your Sharepoint file repository As the name implies its for ‘Sharing ‘ files (use Onedrive for personal cloud storage)
  15. 15. Let’s Take a Look
  16. 16. Office365 - Considerations • Internet speeds – these are paramount along with network and firewalls • Windows 7 or above – XP machines are not supported, Office 2010 SP3 or above • You will likely still need a small on premise server • Trial – if not already done so, a trial is most important to allow staff to see exactly how the platform functions • Training is vitally important to ensure that staff are familiar with systems • Data needs to be organised and cleaned up prior to migration to ensure that that it falls within the SharePoint restrictions. Staff need to be given dedicated time to carry this out
  17. 17. Office365 Considerations - Internet Internet
  18. 18. Office365 Considerations - Trial • Necessary to confirm NFP eligibility • Needs to be set up correctly – so it can show all the capabilities, options & so it looks good • Use the trial for a specific project/task – so it gets used • Get staff involved – particularly those resistant to change • Test any third party add-ins i.e. DB link to email
  19. 19. Office365 Considerations - Local Services Often a local server is still needed for: • Roaming user profiles • Printing • Local applications i.e. Database, Finance Packages, HR Software • Access to archive data, digital files
  20. 20. Office365 Considerations - Library Item limits • SharePoint document libraries have a view limit of 5,000 items. • This leads to a need for data restructuring which is necessary to bring existing on premise folder structures more in line with the restrictions within SharePoint. • This is an opportunity to archive static data and make it easier to focus on what active data is being used everyday.
  21. 21. • It’s a change in the way you think about your ‘network’ • It’s changing how you store and manage data • It’s a change in way people work • Many ways of achieving the same task Anywhere Any Device A Different way of working
  22. 22. Office365 Security • One of the most secure platforms • SSL/TLS Encryption • Bitlocker in Data Centre • File encryptions – 128bit AES • OSA Framework, HIPPA, FISMA, CSA • ISO 27001/27002 • EU Model Clause • Multi Factor Authentication • Client or Role based access control • On going process – not a steady state –Office 365 Trust Centre • Emphasis on internal security, policy & staff education
  23. 23. Office365 Support • With less core infrastructure, we see fewer critical issues • However usually we see an initial rise of user ‘know how’ problems – many of which are training related • Staff need to understand some processes will be different • Internal Administrator need to be familiar with Office365 • Widespread platform issues are rare, but when they do occur, it’s a case of having to wait • Many ways of accessing/doing tasks • Importance of having a support Company/Staff who understand Office 365
  24. 24. Office365 On-Going Management • ‘Pull’ strategy – need to understand what developments will mean for you in terms of opportunities • Forward planning is key for data structuring • Ensure you are getting the most out of Office 365 • Evolving product – need to keep up to date – blogs, forums, Linked In, ongoing training • And make sure you keep staff up to date • Trusted IT partner!
  25. 25. 10. Office 365 resources MS NFP Website: http://tinyurl.com/zom54ee Some great guides: http://officeignitelabs.cloudguides.com Keep up to date: http://blogs.microsoft.com/ Spiceworks: https://community.spiceworks.com/product/36469-office-365 Join groups on LinkedIn & Twitter Co-Operative Systems – call or email, we are happy to help! team@coopsys.net Office 365 Resources
  26. 26. Office 365 Next Steps! Office365 – is pretty compelling – ‘next gen tech ‘ – so check it out at least Pricing and plans – https://products.office.com/en-gb/nonprofit/office-365- nonprofit-plans-and-pricing If you want FOC help with a demo site set up team@coopsys.net Planning is Essential before deploying
  27. 27. Twitter @LasaICT Web www.lasa.org.uk Email: team@coopsys.net Web: www.coopsys.net

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