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When To Use What In Office 365

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Your users may struggle with these questions:
Should I share via Microsoft Yammer, Microsoft Office 365 Groups, or Microsoft OneDrive?
Should I share a file in Outlook, in a meeting, from OneDrive for Business, on Yammer, in a Group, or in a SharePoint site?
What happens when your users can’t decide what technology or feature to use? They use what they know, or what’s easy; even if better options exist.

In this session, join Richard Harbridge as he helps you maximise the value of your Office 365 investment by providing the guidance you need to help your users make better, more effective decisions on how they get work done.

Published in: Technology

When To Use What In Office 365

  1. 1. RICHARD HARBRIDGE My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at SPEAKER | AUTHOR | SUPER FRIENDLY
  2. 2. 1. AND not VS – When To Use What In O365 WHAT WE WILL TALK ABOUT TODAY… 2. Why This Is So Difficult In The Real World 3. How To Actually Drive This In Organizations 4. Next Steps & Resources
  3. 3. @RHARBRIDGE 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.
  4. 4. THE TECHNOLOGY WORKS BEST TOGETHER… Thinking about this from a versus perspective is the wrong approach.
  5. 5. Find people Share my stuff Build internal communities Stay connected Get answers (general) Get answers (moderated) Collaborate on docs internally Collaborate on docs externally Build external communities WHAT PEOPLE OFTEN THINK OF… It’s not as simple as comparing and selecting one tool over another…
  6. 6. The right approach is an AND approach where the technologies work together. THE TECHNOLOGY WORKS BEST TOGETHER…
  7. 7. What are those new products/capabilities that influence when to use what? SO WHAT ARE THE NEW “AND” OPTIONS WE SHOULD PLAN FOR?
  8. 8. Yammer now is improved by adding a SharePoint team site and document library, OneNote, Planner and Outlook group calendar (coming soon) to every group. YAMMER INTEGRATION…
  9. 9. It doesn’t just enable selecting documents from SharePoint but provides the rich previews we know and love. YAMMER INTEGRATION…
  10. 10. Yammer also gives access to a shared notebook in OneNote. This means no more Yammer Notes (Will convert existing Notes to Word and store in the library). YAMMER INTEGRATION…
  11. 11. Yammer now provides quick access to Planner’s simple-to-use task management. This lets teams create new plans, assign tasks and track progress around a group. YAMMER INTEGRATION…
  12. 12. If you receive an email that would benefit from open discussion and sharing, you can forward it to Yammer by typing the name of your group in the recipient list. YAMMER INTEGRATION…
  13. 13. Sync’d with Group Service – Shared memberships, PowerShell management, shared name, description and photo and MORE. YAMMER INTEGRATION…
  14. 14. Office 365 Groups created in Yammer will have conversations in Yammer. Office 365 Groups created elsewhere in the suite will have conversations in Outlook. YAMMER INTEGRATION…
  15. 15. Where do people work? Would connectors help improve the community? Do you need Governance/Compliance features that Groups have? SO WHERE SHOULD YOU BUILD A COMMUNITY?
  16. 16. When you create a group, Office 365 gives the group a shared inbox, calendar, OneNote notebook, a Planner - and now, a full-powered SharePoint team site. OFFICE 365 GROUPS & SHAREPOINT TEAM SITES…
  17. 17. Advanced permissions is still a fair reason to use SharePoint instead. As are Intranet sites or sites that would not benefit from a Group. WHY BUILD SHAREPOINT TEAM SITES? “SharePoint does provide the ability for Site Owners to specify different permissions on resources. Office 365 Groups promises a permission model whereby all group members have access to the group’s resources across workloads (e.g. conversations, files, notebook, etc.). To deliver consistency, SharePoint site collections associated with a Group will also follow this model. So, a group (site) owner can add new permission levels and assign to new users or groups on a resource, but would not be able to remove the permission levels assigned to the group’s owners or members. We are working on delivering a new permissions management UX that will allow for group (site) owners to change the group members’ permission level from Edit to Read- only (and vice versa) but you would not be able to remove the members from resources in the SharePoint site collection.” From TechCommunity.Microsoft.Com – Thank You @Tejas Mehta
  18. 18. Team news and new pages empower more web parts and integration (Power BI, Yammer, Sway, Planner and much more.) Expect even more over time! SHAREPOINT ITSELF IS UNDERGOING CHANGES…
  19. 19. Teams in Microsoft provide a way to work in a team focused hub that is persistent. Teams integrates with Groups for membership and more. MICROSOFT TEAMS… Teams
  20. 20. By combining Discover into the OneDrive app my users don’t have to have as many applications. MOBILITY IMPROVEMENTS…
  21. 21. There is more… the team is building in app or app to app experiences. It doesn’t just open the app, but takes you to the right place in the app. MOBILITY APP HANDOFF/SWITCHING…
  22. 22. This again reduces the need to ‘go to Delve’. Bring “Delve” to me where I work. DISCOVER NOW A PART OF ONEDRIVE…
  23. 23. Enables you to access, edit and share all files and folders in SharePoint Online that you own or follow regardless of where. ONEDRIVE THE PLACE FOR O365 FILES… Groups
  24. 24. The intention here is to use this to “share” your files. An alternative to “Shared w/ Everyone” or other methods. You can still share in other ways, but could use this. COPY TO SHAREPOINT…
  25. 25. A reason sometimes OneDrive was used over SharePoint was for Offline Sync of files. Now with the new SharePoint sync this shouldn’t be a valid scenario. ONEDRIVE & SHAREPOINT SYNC…
  26. 26. Scenario Online Track Project Tasks ◑ ◑ ● ● ● ● Track Project Logs ◑ ◑ ◑ ● ● Store and Share Project Documents ◑ ◑ ● Searching for Content ● ◑ ◑ ◑ ◑ ◑ ● Ask a Question ○ ● ○ ◑ ◑ Planner for Teamwork Management was released resulting in important questions such as when to use it, SharePoint and Project Online? MICROSOFT PLANNER FOR TEAMWORK MANAGEMENT…
  27. 27. MICROSOFT STREAM PREVIEW… Stream preview & Office 365 Video will converge. You should still use Office 365 Video today and at a later time you will get an upgraded UI and new features.
  28. 28. Microsoft Flow allows organizations and individuals to automate workflows that integrate with existing SaaS services and business apps that users rely on today. MICROSOFT FLOW…
  29. 29. @RHARBRIDGE Share ideas and docs in OneDrive WHAT WOULD I USE IT FOR? There are countless real world scenarios where Flows improve the user experience. Especially in reducing the places the user needs to check/work (less when to use what).
  30. 30. @RHARBRIDGE Share ideas and docs in OneDrive WHAT WOULD I USE IT FOR? Daniel Laskewitz has a great example of using Flow to manage a simple HR Leave request process.
  31. 31. @RHARBRIDGE DOES FLOW REPLACE WORKFLOW? Today for basic automation and integration you can do quite a bit with flow beyond what workflows can, and they can compliment one another. 1. It’s still new. Admin/Governance not as comprehensive (go to Logic Apps). You can’t trigger a secondary Flow from a primary, it can be painful to reorder steps, API max connections (by app, not user), etc. 2. It Is Simplified. Convert to Azure Logic App (one-click). There is almost no limit to what you can do when you move up to the Azure level around process automation and integration. 3. It Provides New Options. We don’t always have to defer to full application development if there is a way to build what is needed without the same rigor and specialized skill set.
  32. 32. @RHARBRIDGE The PowerApps experience is quite streamlined today. In it’s current state users must configure and design each field/screen as desired. 1. They are “easy” and intuitive to build. Point to the data you want to interact with and create. MICROSOFT POWERAPPS…
  33. 33. @RHARBRIDGE It is undoubtedly easy and intuitive to share. Considerations around access to the data source (SQL conn is auto shared). No external sharing today. 2. They are easy to share. 1. They are “easy” and intuitive to build. Point to the data you want to interact with and create. MICROSOFT POWERAPPS …
  34. 34. @RHARBRIDGE There is a ton of potential in PowerApps with templates and shared apps across the organization or through communities. 2. They are easy to share. 1. They are “easy” and intuitive to build. Point to the data you want to interact with and create. 3. Users can build an app from templates easing the creation of an app process for common app requirements. MICROSOFT POWERAPPS …
  35. 35. PowerApps is a great solution for rapidly building mobile business applications. Integration not just around data sources – PowerApps embed in SharePoint 2017. MICROSOFT POWERAPPS… 2. They are easy to share. 1. They are “easy” and intuitive to build. Point to the data you want to interact with and create. 3. Users can build an app from templates easing the creation of an app process for common app requirements. 4. They are “mobile first” forms that support multiple data sources beyond SharePoint. Soon will be in SharePoint!
  36. 36. @RHARBRIDGE WHAT WOULD YOU USE IT FOR? There is a ton of potential in PowerApps with templates and shared apps across the organization or through communities. 2. Simple “list” tracking apps that can help coordinate things like assets, site visits, that you want a unique UI on. 1. Simple Mobile App experiences where you want to get employee feedback. 3. FAQs and resource guides for employees around products or processes.
  37. 37. @RHARBRIDGE No new versions. Supported to 2026. DO POWERAPPS REPLACE FORMS? PowerApps does not match InfoPath and SharePoint Designer from a feature parity perspective. It makes it easier to build business applications “without code”. Improvements Over Time
  38. 38. 1. AND not VS – When To Use What In O365 WHAT WE WILL TALK ABOUT TODAY… 2. Why This Is So Difficult In The Real World 3. How To Actually Drive This In Organizations 4. Next Steps & Resources
  39. 39. 1. AND not VS – When To Use What In O365 WHAT WE WILL TALK ABOUT TODAY… 2. Why This Is So Difficult In The Real World 3. How To Actually Drive This In Organizations 4. Next Steps & Resources
  40. 40. YOU SHOULD TRY AND VISUALIZE OR CREATE HIGH LEVEL GUIDANCE… This is a GOOD exercise for the leadership team and to come up with broad guidance. However it is not often actionable/usable by users in this format.
  41. 41. AUDIENCE INDIVIDUAL GROUP TEAM DEPARTMENT ORGANIZATION TIMESENSITIVITY URGENT/HIGHAD-HOC/LOW COLLABORATIONTONES FORMALINFORMALBOTHINFORMAL Skype for Business Call or Instant Message (IM) Skype for Business Online Meetings Skype Broadcast Yammer (All Company and Groups) Office 365 Groups Outlook OneDrive for Business Microsoft Teams SharePoint Team Sites Office 365 Video SharePoint Intranet Planner Planner Avanade has done a great job of representing their perspective of this you can read about it on this article page. Dux and Blair have also presented this. THERE ARE MANY WAYS TO VISUALIZE THIS…
  42. 42. Here is an example of an interactive slide deck by Jonathan Thomson. We have created quite a few like this – sometimes w/ webpages that are interactive. CREATE INTERACTIVE GUIDES FOR USERS…
  43. 43. THE SCENARIOS ARE IMPORTANT… There are only so many scenarios in our whitepaper, consider looking for other great examples out there (like those on FastTrack) or defining your own.
  44. 44. Office 365 Groups Delve Boards Office Video Urgency/TimeSensitivity Audience (Internal or External) Skype For Business Call IM Skype Presence Skype for Business Online Meetings Outlook E-Mail OneDrive for Business Team Site SharePoint Intranet Yammer Company Communications Yammer Groups Office 365 Groups Individual OrganizationalGroup Ad-hoc/LowUrgent/High Figure out how people work today and visualize how they might work in the future. Then create guidance to show the users the journey… GUIDE USERS FROM WHERE THEY ARE… Urgency/TimeSensitivity Audience (Internal or External) Web Conferencing (GoToMeeting) Outlook E-Mail GoogleDrive PHP Intranet (“OurSpace”) Webinars (Go To Webinar) Legacy / Traditional DM System T:/ Drive Individual OrganizationalGroup Ad-hoc/LowUrgent/High P:/ Drive ftp (…) Web Conferencing (WebEx) Wiki System PPM System (Daptive) DropBox Box YouSendIt C:/ Drive Current State Microsoft Teams
  45. 45. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) You need to really understand the current state in the enterprise.
  46. 46. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) The user is using a small portion of Office 365 at this point.
  47. 47. Now the user can use OneDrive for Business, including it’s many features like sync, shared with me, discover, and more. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) P:/ Drive (Personal Shared Drive) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) OneDrive Delve
  48. 48. Showing users not only how they can share, but if/when they can share externally can be a great way to reduce dependency on other tools. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") File Sharing Tool (DropBox) Email (Exchange Online) File Sharing Tool (YouSendIt) File Sharing Tool (Box) File Sharing Tool (GoogleDrive) OneDrive Delve OneDrive (w/ External Sharing)
  49. 49. With the introduction of IM, and availability users can now connect more easily throughout OneDrive, via Outlook and via Skype for Business. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Web Conferencing (WebEx) Webinars (Go To Webinar) Web Conferencing (GoToMeeting) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business
  50. 50. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) T:/ Drive (Team Shared Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Sites/Groups introduce collaboration scenarios beyond just file sharing. This also further lights up Delve. Great time to pilot Planner.
  51. 51. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Custom PHP Intranet ("OurSpace") Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  52. 52. CURRENT STATE… C:/ Drive (Local Drive) ftp (…) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Team Sites/Groups Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) There are a few ways you can show organizational direction to champions, site owners, super users, leaders, and even the end user audience.
  53. 53. CURRENT STATE… C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  54. 54. CURRENT STATE… C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Indexes Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  55. 55. CURRENT STATE… C:/ Drive (Local Drive) Legacy / Traditional DM System Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business SharePoint Team Sites Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) Team Sites/Groups (w/ Ext Share) SharePoint Server Indexes Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  56. 56. Team Sites/Groups (w/ Ext Share) CURRENT STATE… C:/ Drive (Local Drive) Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) SharePoint Server Indexes Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  57. 57. Team Sites/Groups (w/ Ext Share) CURRENT STATE… C:/ Drive (Local Drive) Wiki System Webinars (Go To Webinar) PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) SharePoint Server Indexes Skype For Business (w/ Broadcast) Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  58. 58. Team Sites/Groups (w/ Ext Share) CURRENT STATE… C:/ Drive (Local Drive) Wiki System PPM System (Daptive) Email (Exchange Online) OneDrive Delve OneDrive (w/ External Sharing) Skype For Business Project Sites/Groups Delve SharePoint Search Center SharePoint Intranet (“OurSpace”) SharePoint Server Indexes Skype For Business (w/ Broadcast) Over time more and more experiences are introduced providing improved user experiences while reducing the places users need to work.
  59. 59. 1. AND not VS – When To Use What In O365 WHAT WE WILL TALK ABOUT TODAY… 2. Why This Is So Difficult In The Real World 3. How To Actually Drive This In Organizations 4. Next Steps & Resources
  60. 60. Thank You! Organizers,SponsorsandYouformakingthispossible. 100+AwesomePresentationsAt.. Slideshare.Net/RHarbridge 300+PagesOfWhitepapersAt.. 2toLead.com/Whitepapers WhenToUseWhat.com Office365Intranets.com Office365Metrics.com Office365Campaigns.com Office365Extranets.com Office365Resources.com Message Me On LinkedIn or Email Richard@2toLead.com SPEAKER | AUTHOR | SUPER FRIENDLY Twitter: @RHarbridge. More to come on our blog at http://2toLead.com.

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