This document discusses whether to move network folders to Office 365. It notes that simply dumping network folders into Office 365 without considering SharePoint structure is a bad approach. The document outlines understanding requirements, available options in Office 365 for documents, challenges around migration, backup, administration and change management. It discusses user needs, constraints, and creating a phased roadmap for an Office 365 implementation that solves specific problems through prototypes and pilots.

1. Should I move my Network Folders to
Office 365?
#SPSBE05
Peter Baddeley
April 18th, 2015

2. PlatinumGoldSilver
Thanks to our sponsors!

3. About Me
 Work for ISC Software Solutions
 Work with SharePoint, Office 365 and Dynamics
 Organise SUGUK meetings in Cambridge
 Organising SPS London
 Contact Me
 pbaddeley@isc-software.com
 @baddaz
 www.baddaz.com

4. SharePoint Saturday London
 Saturday 11th July
 Imperial College London
 http://www.spslondon.org

5. About You

6. About this Session
 Network Folders dumped into Office 365
 The problems with this
 How to approach it

7. Agenda
 A Question
 Requirement
 Solution
 Options
 Challenges
 Users
 Constraints
 Roadmap
 Wrap Up

8. A Question

9. The Problem and Question
 I have all this data on Network Folders
 I want to get rid of the old servers
 I want to stop users using DropBox/Box
 I am thinking about or have purchased Office 365
 Should I move my Network Folders to Office 365?

10. What this means
• Network Folders moved “as
is” to Office 365
• Existing folder structure
remains
• No consideration of
SharePoint structure
• Dumped in Team Site or
OneDrive for Business

11. Why this happens
 Its too easy to buy Office 365
 Too much focus on Exchange
 1TB/Unlimited OneDrive for Business
 Cheap and Quick Solution

12. Why this is bad
 Its just Network Folders on the Web
 Much of the Content is Outdated/Duplicated
 Is it what the users/business actually needs

13. Design your Route

14. Requirement

15. Understand the Problem
 Are Network Folders On Premises really your
problem? (If so, whose problem)
 Identify the document process in your business
 General Office 365 Benefits
 Mobile
 Web Apps
 Search
 Version Control
 Specific Process Benefits

16. The Solution

17. Solution

18. Options
 Where can Documents go
 Understand your
Documents
?

19. Team Sites

20. Project Sites

21. OneDrive for Business

22. Groups

23. Yammer

24. Something Else
 Not Documents
 Images
 Videos
 Wiki’s
 Somewhere Else
 On Premises
 Another Cloud Service
 Leave it where it is

25. The Challenges
 Important considerations
for Office 365
 Don’t use On Premise
Assumptions

26. Migration
 No PowerShell or Database Migration
 Migration Time Consuming
 What do you want to Migrate?
 Vendor Tools
 Metalogix
 AvePoint
 Sharegate
 MigrationWiz

27. Backup
 Is Microsoft Backup good enough?
 Backup Site Collection every 12 hours
 Kept for 14 days
 Call support to do a restore
 If not, what sort of Backup do you want?
 Vendor Tools
 MetaVis
 CloudAlly
 Leap Backup

28. Administration
 How will you monitor
 Storage
 Compliance
 Security
 External Users
 Vendor Tools
 MetaVis
 ShareGate
 AvePoint

29. Change
 Manage the changes coming from Microsoft
 Some Recent Examples
 App Launcher
 Delve
 Video
 Skype for Business
 Plan for impact on your solution
 Plan for impact to the users

30. Users
 Understand how they want
to work
 Don’t fight your users
 Work with them

31. Where to Start
 What will users see when
loading Office 365
 Named Intranets with
Home Page are Dead
 Some options
 Office 365 Home
 Yammer
 Delve
 OneDrive
 Sites

32. Mobile
 What devices will be
supported?
 Who do the devices belong
to?
 Do you understand the
experience?

33. Support Model
 Areas of Support
 User Support
 Device Support
 Guidance
 Change
 Creating New Document Areas (Sites/Libraries)
 Supporting Non Employees
 Support Approach/Team
 Central Support Team
 Decentralised
 Support/Training Tools – Support+ from Combined Knowledge

34. Constraints
 Understand the difference between Constraints and
Concerns
 Respond to the Concerns
 Respect the Constraints

35. Data Concerns
 Documents are far too sensitive to be in Office 365
 Understand what documents really can’t go into
Office 365
 Office 365 Trust Center
 https://products.office.com/en-us/business/office-
365-trust-center-cloud-computing-security

36. Technology Constraints
 I have Existing Investments which I should use over
Office 365
 Infrastructure Investments
 Alternative Cloud Services
 The Internet connection is not quick/reliable enough
to go to the Cloud

37. Roadmap

38. Build your Roadmap
Office 365
 Strategic decision
 You can’t think of
SharePoint in Isolation
 What plan do you need
 What plan can you have
 Trial the plan you want
Phases
• Solving specific problem
• Defined Deliverables with
outcomes
• 3-6 weeks delivery time
• Engage with users
• Pilot/Protoype

39. Office 365 Plan
 What you get
 User limits
 Trial them

40. Plan your Data Sizing
 Don’t choose the Cheapest option
 Extra Sites Data = $0.20 GB/month
Area Size
Initial Sites Allocation 10GB
Extra Sites Allocation per User 500MB
OneDrive for Business per User 1TB

41. Phase Implementation
Design
Phases

42. Wrap Up

43. Things to consider
 Understand your requirements
 Understand Office 365 functionality and limitations
 Find the right Toolset
 Consider the alternatives

44. Design your route

45. Tackle the Tough Questions
 Justify the solution which meets the requirements
 How much is it going to cost
 How long is it going to take
 What will be the benefits
 ……..And be honest and realistic

46. Get in Contact
• Twitter: @Baddaz
• Email: PBaddeley@
isc-software.com
• Blog: www.baddaz.com

47. Questions

48. Thank you!