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Office 365 for Beginners

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Presented at Collab365 Global Conference on 8 October 2015

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Office 365 for Beginners

  1. 1. Online Conference June 17th and 18th 2015 WWW.COLLAB365.EVENTS Office 365 for Beginners
  2. 2. WWW.COLLAB365.EVENTS Veronique Palmer Lets Collaborate Email : Veronique@letscollaborate.co.za Twitter : @letscollabza, @veroniquepalmer Facebook : Veronique Free Spirit LinkedIn : Veronique Palmer Managing Member 5 times SharePoint MVP User Adoption Specialist Activist and Environmentalist Contact Details
  3. 3. WWW.COLLAB365.EVENTS Session Audience • Business less than 10 people • One man bands • Technically challenged • Interested beginners
  4. 4. WWW.COLLAB365.EVENTS Decisions Decisions Decisions
  5. 5. WWW.COLLAB365.EVENTS 58 products under the banner
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  11. 11. WWW.COLLAB365.EVENTS Education
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  14. 14. WWW.COLLAB365.EVENTS …
  15. 15. WWW.COLLAB365.EVENTS Stop! Why are you Buying?
  16. 16. WWW.COLLAB365.EVENTS Skype …All of the AboveBI
  17. 17. WWW.COLLAB365.EVENTS Most small businesses just need : • A way to communicate with their team • A secure place to store documents • The ability to share documents with their team and/or customers and/or partners • Mobile access • Email • Website
  18. 18. WWW.COLLAB365.EVENTS Is Office 365 for Business the way to go?
  19. 19. WWW.COLLAB365.EVENTS Source : https://blogs.office.com/2015/09/04/office-365-news-roundup-12/ 15 million subscribers A million more signing up monthly 50 000 new SMB’s sign up monthly Controls more the 25% of the enterprise market
  20. 20. WWW.COLLAB365.EVENTS Short Version Buy the products you need separately as you need them Or buy the whole lot prepacked in E3
  21. 21. WWW.COLLAB365.EVENTS BUT!
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  25. 25. WWW.COLLAB365.EVENTS 30 Day, 25 User Trials on Some Packages, Yay
  26. 26. WWW.COLLAB365.EVENTS Let’s Set One Up!! E3 https://products.office.com/en-za/business/office- 365-enterprise-e3-business-software
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  28. 28. WWW.COLLAB365.EVENTS If you just want to test Office 365, don’t use your real company name – use a fake company or you won’t be able to use it again on the real version you sign up for
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  33. 33. WWW.COLLAB365.EVENTS The portal configures itself
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  35. 35. WWW.COLLAB365.EVENTS All portals get Admin dashboards to manage the account (tenant)
  36. 36. WWW.COLLAB365.EVENTS • Buy licenses • Add users • Assign licenses to them
  37. 37. WWW.COLLAB365.EVENTS
  38. 38. WWW.COLLAB365.EVENTS Doesn’t tell you which users have expired though and been assigned though, need to check one by one
  39. 39. WWW.COLLAB365.EVENTS Don’t forget to renew credit card details
  40. 40. WWW.COLLAB365.EVENTS Buy on demand, some let you pay monthly, some annually
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  42. 42. WWW.COLLAB365.EVENTS Select the user and edit details as required, or double click their name under Display Name to see more details
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  45. 45. WWW.COLLAB365.EVENTS etc
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  48. 48. WWW.COLLAB365.EVENTS For advanced settings, importing emails, domain mapping – phone a friend!
  49. 49. WWW.COLLAB365.EVENTS Messages not emailed! Need to check manually …Ugh!
  50. 50. WWW.COLLAB365.EVENTS Be ready!
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  52. 52. WWW.COLLAB365.EVENTS Access SharePoint from the top left app icon and click Sites
  53. 53. WWW.COLLAB365.EVENTS It will default to OneDrive at first click. Fix once off setting up of time zone and language first.
  54. 54. WWW.COLLAB365.EVENTS
  55. 55. WWW.COLLAB365.EVENTS Click the app suite icon to jump between apps and get to SharePoint (Sites)
  56. 56. WWW.COLLAB365.EVENTS The Team Site icon and link goes to the default home page of your intranet
  57. 57. WWW.COLLAB365.EVENTS A default SharePoint 2013 Enterprise team site to be configured into your company’s intranet
  58. 58. WWW.COLLAB365.EVENTS You don’t need the get started blocks, remove them
  59. 59. WWW.COLLAB365.EVENTS The main menu is the Settings cog on the top right
  60. 60. WWW.COLLAB365.EVENTS There are plenty of settings to be configured and used – this is not for amateurs, get proper training
  61. 61. WWW.COLLAB365.EVENTS If you can’t find something, Site Contents is the first place to look – or search for it
  62. 62. WWW.COLLAB365.EVENTS Recycle Bin in case
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  66. 66. WWW.COLLAB365.EVENTS Lots of document management options available
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  68. 68. WWW.COLLAB365.EVENTS Sharing rocks!
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  75. 75. WWW.COLLAB365.EVENTS Standard Views are most used
  76. 76. WWW.COLLAB365.EVENTS Make SharePoint work for you
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  78. 78. WWW.COLLAB365.EVENTS Permissions on your intranet is where it starts getting tricky…
  79. 79. WWW.COLLAB365.EVENTS Use SharePoint for : • Automate business processes • Team, events and training calendars • Research and knowledge sharing portal • Project management and dashboards • Timesheets • Supplier and client databases • Helpdesks • etc etc etc • Team discussions • Policies, procedures and standards • Imparting values, mission and vision • Templates • Corporate identity docs • Managing invoices and statements • Manage expense claims and cashflow • Converting paper forms to online forms • Assigning tasks • HB – payslips, letters of appointment
  80. 80. WWW.COLLAB365.EVENTS Some apps don’t play nicely with others – you need a content management strategy
  81. 81. WWW.COLLAB365.EVENTS But that dear friends, is a very long story for another day
  82. 82. WWW.COLLAB365.EVENTS Access SharePoint directly by typing thecompanynameyouregistered.sharepoint.com
  83. 83. WWW.COLLAB365.EVENTS Groups vs Team Sites Governance Considerations Outlook
  84. 84. WWW.COLLAB365.EVENTS OneDrive vs Team Sites vs Extranet Governance Considerations OneDrive
  85. 85. WWW.COLLAB365.EVENTS PROS • Very low barrier to entry • No hardware considerations • Latest version of software always • Pay for what you use • Lots of space (50GB mailboxes etc) • One stop shopping • Work from anywhere, anytime on any device • Everything is configurable
  86. 86. WWW.COLLAB365.EVENTS CONS • Too many options and conflicting governance • All your data is on someone else’s servers • No internet = no business • No control or notification on what features are activated when • Always on bleeding edge of technology • May need professional services to configure SharePoint and some Office 365 settings
  87. 87. WWW.COLLAB365.EVENTS Next Steps • Understand your problem • Investigate the options • Phone Microsoft if unsure • Start small • Get training • Plan for adoption
  88. 88. WWW.COLLAB365.EVENTS Ongoing commitment is required
  89. 89. WWW.COLLAB365.EVENTS Stay tuned for more great sessions … Thanks for watching!
  90. 90. WWW.COLLAB365.EVENTS Microsoft Office 2016 Training Videos https://support.office.com/en-gb/article/Office-Training-Center-b8f02f81-ec85-4493-a39b-4c48e6bc4bfb?ui=en-US&rs=en-GB&ad=GB Office 365 Training Videos https://support.office.com/en-gb/article/Office-365-training-396b8d9e-e118-42d0-8a0d-87d1f2f055fb Office 365 for Business Use Plans and Pricing https://products.office.com/en-za/business/compare-office-365-for-business-plans Office 365 for Home / Personal Use Plans and Pricing https://products.office.com/en-za/whats-new-office SharePoint Online and SharePoint Server Only Plans and Pricing https://products.office.com/en-za/SharePoint/compare-sharepoint-plans?legRedir=true&CorrelationId=b654b5c9-5e2a-44d2-9701-f00978ba044a Office 365 FAQ https://products.office.com/en-za/business/microsoft-office-365-frequently-asked-questions Offic3 365 Guides http://labs.officeignite.com/Office%20365%20Guides.htm Set Up Office 365 End to End https://support.office.com/en-gb/article/Set-up-Office-365-for-business-6a3a29a0-e616-4713-99d1-15eda62d04fa Office 365 Customer Success Centre https://success.office.com/en-us Office 365 Roadmap http://roadmap.office.com/en-us Making SharePoint More Effective http://www.letscollaborate.co.za/making-sharepoint-effective/ SharePoint 2013 Help https://support.office.com/en-GB/search/results?query=sharepoint%202013&lcid=2057 SharePoint Guides http://labs.officeignite.com/SharePoint%20Guides.htm Resources
  91. 91. WWW.COLLAB365.EVENTS Cheers from sunny South Africa!!

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