If you’re already using or thinking of moving to Microsoft Office 365, you’ll need to think about where to store your precious documents. Microsoft SharePoint integrates with Office 365 and allows organisations to set up a centralised, password protected space to store and manage documents, create an intranet and collaborate on projects. In this webinar with charity IT experts, Co-Operative Systems, we look at: • What is SharePoint and why use it • Key features explained • Migrating to SharePoint and what it doesn't say on the tin • Practical demonstration of how SharePoint works • Question & Answer About Co-Operative Systems: Co-Operative Systems have helped over 2,000 users onto Microsoft's Office 365 platform, and have been providing specialist IT support services to the non-profit sector since 1987. Their annual Where ITs @ event for charities is hosted by Microsoft. Read more about Co-Operative Systems at: www.coopsys.net

1. Office 365 and using
SharePoint Online

2. Webinar Presenters
Miles Maier @LasaICT
Phil Anthony Co-OpSys
www.londoncouncils.gov.uk/grants
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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. • London For All – partnership of LVSC, Lasa,
ROTA, WRC and HEAR
• Only pan-London charity tech advice service
• www.lvsc.org/londonforall/

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. 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. 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

7. Why Office 365 - What do you get?
• Familiar applications – Word, Excel, PowerPoint, OneNote (Web Apps)
• Online storage within SharePoint and OneDrive for Business
• New applications regularly added such as Delve & Sway (Continual Updates)
• Skype for Business
• Yammer for instant messaging
• Use on almost any device, from any where

8. Why Office 365- Its Moving

9. Why Office 365 – Real Business Drivers
..and good value for
charities and non-
profits

10. Office 365 Plans & Pricing
• Office365 for non-profits comes in free and low
cost plans depending on features needed
• Pricing and plans – https://products.office.com/en-
gb/nonprofit/office-365-nonprofit-plans-and-
pricing
• If you want help with trying out a demo site
team@coopsys.net
• Planning is Essential before deploying

11. Migrating to Office 365 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 may still need an on-premise server for some things
• 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

12. Considerations - Internet

13. Considerations - Trial
• Necessary to confirm non-profit 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

14. 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
Considerations - Local Services

15. 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

16. About SharePoint Online
• Replaces the familiar drive mappings as a way of storing
files
• As the name implies its for ‘Sharing ‘ files (use One Drive
for personal cloud storage)
• There are many ways of setting things up so it has more of a
web feel than basic mappings
• Not everyone likes the interface , so you can use WebDav
and other tools for old drive mappings
• Its really important at the outset to plan the structure of
your SharePoint file repository

17. SharePoint Online - Limitations
• SharePoint document libraries have a view limit of 5,000 items
• Storage: 1TB per tenant site + 0.5GB per subscribed user
• Additional storage is per GB per month
• 10GB file size limit (usually video files)
• Nested folders - combination of folder path + file name limited
to 260 characters
• Version history – number of versions can be limited by admin
See more at: http://tinyurl.com/h8k983z
Use the opportunity to archive static data and make it easier to
focus on active data used everyday.

18. • It’s a change in the way you think about your
‘network’
• It’s changing how you store and manage data
• Many ways of achieving the same task
• Work from ANYWHERE with ANY DEVICE
A Different Way of Working

19. Let’s Take a Look

20. 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

21. Support
• With less core infrastructure, we see fewer critical
issues
• Often a rise user based problems – many of which are
training related
• Staff need to understand some processes will be
different
• Administrator needs to be familiar
• Widespread platform issues are rare
• Many ways of accessing/doing tasks – vital that exact
process being described
• Importance of having a support who understand Office
365

22. On-Going Management
• Pull strategy – need to understand what this will mean
for you
• 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!

23. 10. Office 365 resources
Microsoft Non Profit: 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

24. Twitter @LasaICT
Web www.lasa.org.uk
Email: team@coopsys.net
Web: www.coopsys.net