Office Delve for Office 365 Administrators
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Explore Office Delve for Office 365 from an administrator's point of view and find out how it can become a catalyst for collaboration and efficiency in the cloud. Learn how Delve will help the members of your organization by pushing out relevant information, connecting them to co-workers, helping them share expertise, and helping everyone to work more efficiently as individuals and teams. This course covers how to get Delve in your Office 365 environment and how to make sure you are getting the latest updates first. We'll cover how to control access to Office Graph and how Office Graph gathers and sorts information from SharePoint and other sources, how to introduce Delve to your organization, troubleshooting Delve, how to leverage Delve from SharePoint People Search, and how to add custom properties to the Delve home page.
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Office Delve for Office 365 Administrators
- 2. 3 Welcome to SharePoint Saturday Houston • Please turn off all electronic devices or set them to vibrate. • If you must take a phone call, please do so in the hall so as not to disturb others. • Special thanks to our Diamond Sponsor, HSPUG Thank you for being a part of the 7th Annual SharePoint Saturday for the greater Houston area!
- 3. 4 Thanks to all our Sponsors!
- 4. 5 Information • Speaker presentation slides should be available from the SPSHOU website within a week or so • The Houston SharePoint User Group will be having it’s next meeting Wednesday April 20th. Please join us at www.h-spug.org
- 5. Steve Stewart Accudata Systems, Inc. 7906 North Sam Houston Pkwy W | Suite 300 | Houston, TX 77064 Direct: 281.897.6394 | Fax: 281.897.5001 www.accudatasystems.com blog.get-spsteve.com @SharePointFly sstewart@accudatasystems.com
- 7. Services Accudata Systems Offers • Advisory Services • Data Center Infrastructure • Security and Mobility • Managed Services • Enterprise Applications • Network • Unified Communications • Assessment & Compliance
- 8. Houston Business Journal Accudata was at the top of the Houston Business Journal’s annual rankings (Oct. 16, 2015) of the area’s top IT firms for the seventh consecutive year. This year Accudata Systems ranked: #1 among Houston’s top computer network and systems integrators #1 cybersecurity provider #3 cloud services provider Here’s the full press release
- 9. Office Locations Houston (Corporate Headquarters) 7906 N. Sam Houston Parkway West, Suite 300 Houston, TX 77064 Phone: 281.897.5000 Toll Free: 800.246.4908 Fax: 281.897.5001 Dallas 1649 W. Frankford Road Suite 1060 Carrollton, TX 75007 Phone: 972.428.0700 Toll Free: 800.246.4908 Fax: 972.428.0710 Central Texas Toll Free: 800.246.4908
- 10. The World We Live In We’re all used to searching for what we need We might have very “efficient” ways of doing this It’s a challenge for most of us to keep track of our data
- 11. File Shares, Folders, Sub-Folders, Drilling Down, Site Collections, Sites, Libraries, Document Sets, Lists …
- 12. E-mail, Attachments, More Folders, Shared Folders, .pst
- 13. Data Everywhere! SharePoint and OneDrive for Business Metadata Views More Folders (let’s be real) Search Synced Libraries Favorites Web Surfing Google, Bing Wiki Favorites Bookmarks Social Media Yammer Facebook Skype Twitter Etc.,, etc.., etc.!
- 14. Delve Brings Your Content to You! Delivers most relevant content It helps you find what you need now based on WHAT you are working on and WHO you are working with “Learns” as you and your colleagues work together Delve gets more relevant the more you use it Provides a window into all your “Stuff” Gets better all the time as more and more is included in the Delve interface.
- 15. DELVE DEMO
- 19. Built on Office Graph Content and Signals across O365 help auto- populate data for your team Utilizes machine learning to get more relevant over time Content comes from different “Edges” New edges added all the time If it’s not there now, it may be added soon
- 20. Where Does Content Come From? Edges. Office documents (Word, PowerPoint, Excel), PDFs, OneNote sections, content from SharePoint Sites (for example tasks and pages), images (for example jpg and png files), and more Documents/content stored on OneDrive for Business and SharePoint sites
- 21. Where Does Content Come From? Edges. Email attachments Office Documents that have been recently shared with you through email Only works if you are using O365 email and only shows a selection of attachments RMS attachments excluded Can’t search for attachments or add them to boards
- 22. Where Does Content Come From? Edges Videos When uploaded to the Office 365 Video Portal Links to web pages from Yammer groups Web page can show up as a content card (FRP only)
- 23. What do you need to get Delve? Office 365 Enterprise (E1, E3, E4, E5) Office 365 Education (E1, E3 and E4) Office 365 Government (E1, E3 and E4) Office 365 Business Essentials Office 365 Business Premium Hybrid farm Not available for SharePoint on premise farms or SharePoint online stand alone farms
- 24. What do you need to get Delve? SharePoint Online Service Assign SharePoint Online license to users OneDrive for Business Access to Office Graph Exchange Online – allows email attachments to show up in Delve
- 25. What do you need to get Delve? Skype for Business – allows users to make Skype calls directly from Delve Yammer (FRP only) Posts to groups and web links show up as content cards Post documents from Delve to Yammer Start and view conversations
- 26. Browser Support Internet Explorer Firefox Chrome Safari Conforms to Office 365 general requirements.
- 28. Enable Office Graph Access Delve is an application powered by Office Graph. If Office Graph access is not allowed then Delve will not be available to users. Office Graph access is enabled by default on new O365 tenants.
- 29. Enable Office Graph Access Office Graph access can be enabled or disabled from the Admin Center. 1. Sign in to Office 365. 2. Go to the Admin Center and then go to SharePoint administration. 3. Choose Settings. 4. Under Office Graph, select one of the following: Allow access to the Office Graph Don’t allow access to the Office Graph
- 33. Enable FRP
- 34. First Release Program Receive new features and functionality a minimum of two weeks before the standard release Can designate all users or a sub-group for FRP After activation, it may take several days to build meaningful Delve profiles. Allow at least a week after activation for users to have optimum Delve experience
- 35. Be first to get new Delve features Opt in to the First Release Program 1. Sign in to Office 365 2. Go to the Office 365 admin center. 3. Go to Service settings > Updates. 4. Under first release, choose Entire organization or Select people.
- 38. Considerations for FRP testing Understanding changes and new functionality is essential if you want everyday users to embrace the technology Make sure to communicate what is coming in a non-threating way Communicate frequently Lay out a road map of what is on the horizon
- 39. Announce Delve Use the Microsoft “Welcome to Office Delve” template to announce the new feature to the entire company or create your own.
- 40. Go Mobile Let everyone know where to get Delve for their iPhone or Android
- 41. Core Group Select a core group for FRP testing Make sure to include non-technical people as well as technical users
- 42. Eat your own dog food, right? Use SharePoint, OneDrive for Business, Delve and the other integrated tools to communicate issues and share discoveries Be ready to pass on what you learn to the rest of the team – communication is essential.
- 43. Introducing Delve to your organization Make sure your users have access to the most important components!
- 44. Be the Champion Talk up Delve every chance you get Be at the front of the fight Inspire others to follow you and take up your banner
- 45. Helping Users Understand Delve Provide your people with resources Use your FRP group as a brain trust. Blogs How to Training Make it fun, but emphasize value Encourage colleagues Get top-level buy in Use Delve!
- 46. Feature Availability: Standard vs. First Release Program Feature Description Standard FRP Links to webpages from Yammer groups When a link to a webpage is posted in a public group on Yammer, the webpage can show up as a content card in Delve. No Yes Post to Yammer By clicking the Yammer icon on a content card, a user can post a document to a Yammer group and notify specific people. Users can also add comments or view existing conversations. No Yes Praise The option to recognize colleagues with Praise on their Profile in Delve has been removed from First Release, and is currently not available. No No Padlock for private documents Your private documents are marked with a padlock and the text Only you can see this. No Gradually introduced
- 48. Why You Can Trust Delve Delve never changes permissions! Private documents are only viewable by the owner and they are marked with a padlock You can check who has access by clicking “Who Can See This” The owner can always STOP sharing a document
- 49. Boards Everyone can see boards Anyone can add or remove documents from a board Documents added to boards can only be seen by people with permission
- 50. Views and Modifications Only you can see the documents you’ve viewed Everyone who has permission to see a document can see if you have modified it
- 51. Can I Turn Off Delve??? No, not if your organization has enabled it. But, you can choose not to share documents 1. In Delve, got to settings 2. Go to feature settings and select Off for Documents in Delve 3. Click OK to save.
- 52. How to Hide Content from Delve Yes! You can hide content from Delve Delve observes permissions, but you can hide documents in addition Create the column and add it to libraries where you want to hide content or add it to a content type It does not hide documents already indexed by search until the next crawl HideFromDelve Yes/no column Set default value to “no”
- 53. Graph Query Language (GQL) Graphic Query Language (GQL) is a language under development Designed to be used with the SharePoint Online Search REST API to pull information from Microsoft Office Graph Here’s a great reference page: https://msdn.microsoft.com/en-us/office/office365/howto/query-Office-graph-using-gql- with-search-rest-api
- 54. Office Graph Search and Query • Office Graph represents relationships among enterprise objects as edges • Each edge in the Office Graph has a source node and a target node. The source node is called the actor and the target node is called the object. • Query the Office Graph using the SharePoint Search Online REST API
- 55. Example of Pulling Info Using REST and GQL https://MOD193652.sharepoint.com/_api/search/query?Querytext='*'&Prope rties='GraphQuery:ACTOR(ME)‘
- 56. Troubleshooting Delve Issue What to do Incorrect colleagues in Delve • Make sure Azure AD or on premise AD is in sync • In academic organizations users must log in at least once Users don’t see their picture They must add a picture to profile Users still see documents from users who have turned off document sharing in Delve Shared documents are still visible if user has permission. It will also show in search No picture shows in content card Delve pulls the picture from the document, if there is not a picture, it will show text
- 57. Troubleshooting Delve Issue What to do Little or no content in Delve • Users must store content where Delve can find it. • Users must actively work with documents and users • Make sure document sharing is not turned off Cannot find specific item in Delve • Make sure that the content type is supported., Delve currently supports PDF, Word, Excel and PowerPoint, and videos that have been uploaded to Office 365 Video. • It can take up to 24 hours for new documents to show up in Delve. HideFromDelve is not working • Wait for next search crawl • Request re-indexing of library
- 58. Stay Here to Learn More Microsoft Graph Deep-Dive Level 300 Sebastien Levart
- 59. Questions
- 60. 62 Please Leave Feedback During Q&A • Survey Link: https://www.whatsyouranswer.com/QR.aspx?sid=S201643152644
Editor's Notes
- There are many, many sources for the data we use and there are many people we work with each day. Just think of how you work now and ask yourself: How do I keep track of it all? There is so much clutter, so many options, so many possibilities. I live in a world full of signals and world full of borders (edges) that touch each other, but I’m not sure how to make sense of it all.
- We need to get comfortable with storing our content in Office 365 in SharePoint and OneDrive for Business.
- You’ve probably run into users who have several gigabytes in their mailbox.
- These aren’t all edges in Delve, but over time we will see more and more brought into the fold.
- The more you and the people you work with use Delve by viewing, sharing, editing each other’s content, the better Delve gets. DELVE STANDS SEARCH ON ITS HEAD! It’s the glue that holds O365 together.
- Delve is available through these areas.
- Start the Delve Demo recording
- Introducing Delve and Office Graph To catch up quickly on projects, Katie Jordan logs into Delve and browses to her home view. Delve is built on a machine learning technology called Office Graph, which maps relationships between people and content across Office 365. Delve presents personalized content based on those relationships. In her Delve Home view, Katie sees content that her colleagues shared with her. Delve honors security, so Katie sees only what she has permissions to access. The People section lists co-workers with whom Katie has recently interacted. Delve displays content from multiple sources when Katie and her colleagues work with the documents. Content cards display metadata based on those interactions. Content sources include emails, videos, and office documents. Katie can discover who else can view and interact with her on this content. Online interaction with documents allows Katie to edit, share and interact with colleagues. On the Me activity page, Katie sees items she recently contributed. Katie can mark content cards as Favorites, allowing her to access them quickly later. Katie can also Filter content by document type, such as spreadsheets only. Boards Boards help Katie organize content, and are open to everyone in the organization. Security still applies. If a board has content for which Katie does not have permission, the content card won’t appear. Katie can quickly add content to Boards. She just clicks the add button and selects an existing board, or creates a new board. Likewise, it is easy to remove a document from a board. Search Delve lets Katie find any content, regardless of author, file type, or location. As long as Katie has permission to view the documents, Delve can discover and present them quickly. An initial search on Denver returns a number of hits. Adding another term (marketing), Katie quickly finds the PowerPoint deck last modified by co-worker Robin Counts. Profile of others Katie can navigate to a person’s Delve page from a content card. From that person’s Delve page, Katie can view their Activity and Profile. Robin’s profile page contains her contact information and an About me section with Projects, Skills, interests, and more. Katie also sees an organization chart displaying Robin’s manager and department. NOTE: Robin’s Delve page appears with her Activity page displayed. Profile Katie has a profile page that she is able to edit. She can decide what information is viewable to everyone, or just to herself. Blogs With Delve, everyone has a personal blog, providing a rich authoring canvas for individuals to share ideas and thoughts with colleagues.
- Start the Delve Analytics Video
- Delve Analytics Video (2:55)
- Delve pulls in content from a variety of sources such as Office documents stored in OneDrive for Business and on SharePoint team sites.
- Email attachments – Office documents: but only works with O365 attachments. Attachments protected by RMS (Rights Management Service) are excluded. Attachments do not currently appear in search nor can they be added to boards.
- Also included are Videos upload to the O365 video portal and links to web pages added through Yammer Groups (if you are in the First Release Program)
- You have to have the right subscription to use Delve. However, Delve is available with most packages. Delve Analytics is currently only available through Enterprise – E5 but can be purchased as an add on for other enterprise packs. Microsoft is bring more plans into the fold all the time. Delve will not be available for on premise SharePoint 2016 farms.
- You need to enable services and features used by Delve. Yammer functionality only applies to those enrolled in the First Release Program
- Yammer functionality only applies to those enrolled in the First Release Program
- Show how to enable Office Graph
- Next slide shows how to enable Office Graph
- New features are great if you’re in IT or a Power User, but many everyday users will find constant change daunting and this can hurt adoption.
- Next slide shows how to enable First Release Program.
- Communicate to your organization what is coming and don’t be afraid to say the same thing several times. You want to create excitement while simultaneously allaying fears of upcoming changes.
- When you finally release Delve to the general population make sure to let everyone know how to get mobile apps. And, yes, it’s true, Microsoft has not released Delve for the Windows phone.
- It’s best to test new functionality with a core group of users who are willing to provide feedback. In Office 365, you don’t really have control over when new functionality or features roll out. Therefore, it’s essential to be prepared and understand changes before your general user population. Try to keep the same core group of people involved in the testing/early adoption. Make sure to include non-IT – get enthusiastic people from a variety of departments/roles Use the tools we have at our disposal – keep this discussion out of email whenever possible SHARE what you learn. Become a champion/evangelist Address concerns Provide tips Create a Board
- Make sure to use the tools you are testing to communicate with each other. Create boards and store your documents appropriately. Use the profile page to communicate with your team members.
- SharePoint Online and OneDrive for Business are the primary sources of content for Delve. If you don’t have these features turned on, then Delve doesn’t really make sense.
- It’s impossible to under emphasize how important it is to lead your organization in the adoption of this technology. You are going to experience difficulties, but it’s your job to always emphasize the positive and minimize the negatives.
- While Delve may be really cool technology. It’s not going to necessarily build itself. You have to build a culture that embraces Delve. Full adoption may take time.
- The roadmap for Delve is constantly evolving. For a comprehensive look of what has been released, what has been canceled and what is planned, visit the Office 365 Road Map http://fasttrack.microsoft.com/roadmap (next slide)
- The roadmap for Delve is constantly evolving. For a comprehensive look of what has been released, what has been canceled and what is planned, visit the Office 365 Road Map http://fasttrack.microsoft.com/roadmap (next slide)
- If it isn’t enough that Delve observes permissions like all other content in SharePoint. You can explicitly hide content from Delve by creating a HideFromDelve column. You might want to do this, for example, because a particular group of users works with invoices all day, but sharing the content of these invoices is not really relevant or productive. Or, it might be because the CEO doesn’t quite believe highly sensitive information won’t appear in Delve.
- You must be logged in as Kate Jordan to view this.