SharePoint Online - Friend or Foe
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This is an important question many customers ask themselves. Microsoft is heavily promoting their Cloud services with SharePoint Online as their showpiece. The SharePoint Online platform did mature over the years and has become a worthy and realistic replacement for SharePoint On-Premises. SharePoint Online offers Intranet and Extranet business solutions and contains the latest SharePoint features. Although this sounds great, many customers aren’t sure and are hesitant of the Cloud. What they really wonder: is SharePoint Online a friend or a foe?
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SharePoint Online - Friend or Foe
- 1. Jasper Oosterveld Sparked SharePoint Online: Friend or Foe?
- 2. Introduction
- 4. Share Conference | 4 SharePoint Online general benefits
- 6. • Workloads suitable for SharePoint Online • Recognize and overcome SharePoint Online challenges • The main differences with SharePoint On-Premises Share Conference | 6 What I’ll Cover
- 7. Let’s see some hands
- 8. Let’s go back in time
- 9. BPOS aka SharePoint 2007 “light”
- 10. That’s why its SharePoint 2007 “light”
- 11. Goodbye BPOS and welcome Office 365
- 12. Many changes but was it enough?
- 13. Here we are: SharePoint Online 2013!
- 14. Suitable workloads for SharePoint Online
- 15. Business scenario’s ready for the Cloud
- 16. Personal storage
- 17. Share Conference | 17 Demo
- 18. Share Conference | 18 Overview of your personal documents
- 19. Share Conference | 19 Documents you are following
- 20. Share Conference | 20 Documents shared with you
- 21. Inline controls
- 22. Site folders
- 23. Site folders
- 25. Share documents with iPad App
- 26. Share documents with iPad App
- 27. Edit in Word App for iPad
- 28. Edit in Word App for iPad
- 29. Create new Word documents
- 30. Create new Word documents
- 31. Save to OneDrive for Business
- 33. OneDrive for Business challenges
- 34. New features on its way
- 35. Smart Search
- 39. Stop!
- 40. Best of both worlds
- 42. SharePoint Online Project site
- 43. Why use Yammer?
- 44. Yammer features
- 45. Share Conference | 45 Demo
- 46. Create a project site
- 47. Create a project site
- 48. Share sites with all internal employees with read permissions
- 49. Project members in members group
- 50. Create a separate group for external members
- 51. Assign permissions to external members
- 52. Install the SharePoint Yammer app
- 53. Add to SharePoint site
- 54. Sign and connect to your profile
- 55. Choose the Group feed
- 56. Enter the Group ID
- 57. Get the ID from the URL
- 58. Yammer Group connect to SharePoint
- 59. Project leader assigns project tasks
- 60. Get a clear overview of all the important tasks
- 61. Connect the project calendar to your Outlook client
- 63. Centrally stored project documents
- 64. Select a document to share
- 65. Invite an external project member
- 66. Access request sent to site owners
- 67. E-mail received to approve/decline sharing request
- 69. Approve or decline request
- 70. Start a dialogue before approving
- 71. External person can log in
- 72. Connect to Live ID and sign in
- 73. Open in the browser
- 74. Edit in Word Online
- 75. External person requests access
- 76. Dialogue between external person and owner
- 77. Assign to external members group
- 78. Owner receives an e-mail
- 80. Post document to Yammer
- 81. Collaborate about the document
- 82. Invite external person to Yammer
- 83. External person receives invitation
- 84. External person able to Connect & Collaborate
- 86. Connect non live ID e-mail address
- 87. Connect non live ID e-mail address
- 88. Connect non live ID e-mail address
- 89. Connect non live ID e-mail address
- 90. New features on its way!
- 93. Information architecture: Document Management
- 94. Information architecture: SharePoint customer site structure
- 95. Security: Sharing administration panel
- 96. Security: Sharing administration panel
- 97. Security: Sharing administration panel
- 98. Security: Sharing administration panel
- 99. Security: Sharing administration panel
- 102. Intranet Portal
- 103. Challenges
- 104. Office 365…full steam ahead!
- 105. Azure AD Password Sync. Office Online real-time co-authoring The New Office Improved Sharing Emails Office 365 Adapter Embedded Images PDFs in Word Online Updated Lync mobile clients OneNote for iPhone and Android phones Q&A manager Power Map for Excel Directory Sync Max Objects Auto Increase Windows Azure Active Authentication DirSync Scoping and Filtering Exchange Online Inactive Mailboxes PDF support for SharePoint Online Lync Online Integrated Reporting Office Online Update Windows Azure Active Directory Sync Tool-update Admin Add Retention policy and tag management Office 365 SSO with SAML 2.0 Identity Providers Exchange Online Address Book Policies Excel Online update SharePoint Newsfeed App for Windows 8 Lync meeting scheduling from OWA Exchange Online Archiving add- on Rights Management Services OneNote for iPad New features since 2013…wow! SharePoint Online Platform Improvements IM mute EXO: 50 GB Mailboxes Exchange group naming policy Directory Sync Max Objects Auto Increase New SharePoint Workflows Yammer basic integration Encrypted Data Project codename “GeoFlow” preview for Excel Directory Sync Max Objects Auto Increase Office 365 Admin Mobile App OneDrive for Business Sync for Windows Lync Online Remote PowerShell Lync mobile clients Office Mobile for iPhone & Android phones Go Daddy Integration OWA for iPhone & OWA for iPad Lync and SharePoint Service Reporting Connecting Skype & Lync OneDrive for Business apps for Windows 8 & iOS Message Center Shared with Me 50 GB mailbox Office 365 Switch Plans OneDrive for Business Storage increase Lync Online Q&A manager
- 107. Functionality updates Platform updates Release cycle: Type of updates
- 109. Release cycle: Message center
- 110. Release cycle: Message center
- 111. Release cycle: First release
- 112. Release cycle: First release
- 113. Release cycle: NDA preview
- 114. Release cycle: Public roadmap
- 115. Release cycle: Update process
- 116. Share Conference | 116 Release cycle: Communications
- 117. Release cycle: Be patient
- 118. Challenge: Staging & Life cycle management
- 119. Staging & Life cycle management: Use one tenant?
- 120. Staging & Life cycle management: Deployment
- 121. Challenge: Hybrid
- 122. Hybrid: Integration limited to…
- 123. Hybrid: Search
- 125. Hybrid: User Profile Service
- 126. Hybrid: Content Type Hub
- 127. Hybrid: Requires an investment
- 132. SharePoint On Premises versus SharePoint Online
- 133. The winner is?
- 134. SharePoint Online/Office 365 is the future
- 135. SharePoint Online/Office 365 is the future
- 136. SharePoint Online/Office 365 is the future
- 137. Friend or Foe?
- 138. • SharePoint Online is a suitable option for certain workloads • Create a SharePoint Governance structure to “control” the impact of SharePoint Online changes • Office 365 is the future for SharePoint innovation / new features • Review your business requirements before making a decision between the Cloud or on premises Share Conference | 138 Key Points to Take Home
- 141. Resources OneDrive plans & pricing OneDrive official blog One place for all your work files - introducing OneDrive for Business OneDrive for Business updates web user experience File and Folder Considerations with OneDrive for Business One-Way Outbound Hybrid Search Step-by-Step and OneDrive for Business SharePoint Online: software boundaries and limits What is Windows Azure Rights Management? Manage external sharing for your SharePoint online environment Share sites or documents with people outside your organization Windows PowerShell for SharePoint Online ADFS VS DIRSYNC WITH PASSWORD SYNC: THE USER EXPERIENCE Implementing Office 365: Password Sync vs. ADFS
- 142. Resources Drag and drop requirements & limitations SP24 - SharePoint Online vs On-Premises vs Hosted - Making the Right Choice Pre-Release Programs Hybrid for SharePoint Server 2013 SharePoint Hybrid, what you do and don’t get Hybrid SharePoint Environments with Office 365 Office 365 Demo Request permission as external user Office 365, SharePoint Online and SharePoint 2013 On-Prem Feature Matrix File Migration for SharePoint Online & OneDrive for Business Information Protection and Control (IPC) in Office 365 with Microsoft Rights Management service (RMS) whitepaper Yammer brings conversations to your OneDrive and SharePoint Online files
Editor's Notes
- Anyone on BPOS? SharePoint Online 2007 was part of BPOS. The first Cloud version of SharePoint 2007 On Premises. BPOS was released in 2008 around 1.5 to 2 years after the On Premises release. BPOS really offered a light version of SharePoint 2007. The features were aimed at building basic Intranet Portals with: Company brand / look & feel Document Management Team Sites News Workflow with SharePoint Designer 2007 I worked on really nice and functioning SharePoint portals for internal collaboration.
- There was still a major gap with SharePoint On Premises that prevented companies moving to the Cloud. The major differences were: Search: It wasn’t possible to search through multiple Site Collections. The Search was limited to one Site Collection. Customers with many site collections had to maintain multiple Search centers. This was very time consuming. Business Intelligence: SharePoint Online 2007 didn’t provide any support for Performance Point to create advanced management dashboards. Line of Business: SharePoint Online 2007 didn’t support an integration with Line of Business systems. Development: There wasn’t an option to work with full trusted code. Customers were limited to JavaScript, JQuery and SharePoint Designer to customize SharePoint Online 2007.
- In 2011 Microsoft dropped BPOS and introduced Office 365. SharePoint Online 2010 proved to be a more mature version of SharePoint Online with many of the same features as SharePoint 2010 On Premises: My Site Term Store (Managed Metadata) Search multiple site collections and refinement panel Sandbox Solutions for more development options BCS This new release introduced new scenarios: Extranet through the external invites system Internet through the Internet template For the first time an release schedule was introduced to new features. One of the first updates were: BCS External Invites These were features that weren’t available during the release of SharePoint Online 2010.
- Although SharePoint Online 2010 was a major improvement compared to SharePoint Online 2007, there were still gaps compared to the On Premises version. These were the most important ones: Business Intelligence: There was still no support for Performance Point Services. There were more BI options by using Excel, Access and Visio Services. Excel Services made it possible to publish Excel sheets and display charts and data. Search: Although the Search engine was a major improvement compared to SharePoint Online 2010 there were still features missing: FAST Search Custom iFilters Control Crawl schedules Internet: The Internet capabilities of SharePoint Online 2010 weren’t comparable to SharePoint 2010. Customers had to use templates and gadgets provided by Microsoft. The out-of-the-box WCM features for SharePoint 2010 Internet Sites weren’t available.
- Office 365 version 2.0 was introduced in 2013 with all the 2013 version of Exchange, Lync and SharePoint. This time the release was only a couple of months after SharePoint Server 2013. Microsoft announced their Cloud first strategy at the 2012 SharePoint Conference in Las Vegas. From this moment, new features and updates are released in SharePoint Online 2013 first before available for SharePoint Server 2013. The differences with SharePoint Server 2013 are so minor that the online platform stepped out of the shadow of SharePoint Server and finally matured. New and improved features such as: Social Search eDiscovery PowerShell support App store Information Rights Management A fully functional release cycle was introduced.
- Why should you use SharePoint Online/OneDrive for Business for a storing online work documents? 1 TB: Every business users receives 1 TB to store documents, pictures or videos. You can limit the storage to 50, 100, 250 or 500. Standalone subscription: You aren’t required to buy SharePoint licenses to use OneDrive for Business. You can acquire a standalone subscription. Very reasonable prize for 2.50 dollar per month per user. Office Online: You are able to work with Office Online to create or edit Office documents within the browser. Apps: Apps are available for Windows 8 Desktop and RT and iOS. Android has Office Mobile Yammer: Post documents to Yammer to share with all your colleagues or a group Sharing documents: Very easy and user friendly to share documents with colleagues or external users
- Only show when features aren’t available yet.
- Auditing: No auditing system in place, to get an overview of all your end-users sharing of document with external users. You have to visit each site, per colleague, to view what documents are shared and with whom. Sensitive content: By enabling external sharing you can’t prevent users adding documents with sensitive content in OneDrive and sharing it with external people. Governance: How do you apply Governance without auditing and controlling sensitive content? Totally rely on trust of your employees.
- Start typing = start finding. The new OneDrive for Business search box is now smarter. You simply start typing to find a document that was shared with you, or one that you tucked away several folders deep. And just as important as finding what you are looking for is taking immediate action—like sharing these files—directly from within your search results. Note the circular sharing icon in the image below. The OneDrive for Business search box is scoped to the content, documents, and folders that have been shared with you and files that live in your Site Folders. This means you’ll find what’s closest and most relevant to you much faster.
- Start typing = start finding. The new OneDrive for Business search box is now smarter. You simply start typing to find a document that was shared with you, or one that you tucked away several folders deep. And just as important as finding what you are looking for is taking immediate action—like sharing these files—directly from within your search results. Note the circular sharing icon in the image below. The OneDrive for Business search box is scoped to the content, documents, and folders that have been shared with you and files that live in your Site Folders. This means you’ll find what’s closest and most relevant to you much faster.
- Most of us work in projects and most of the time with our customers or partners. Wouldn’t it be great if we can collaborate and share content from one central location? Easy accessible by yourself, your colleagues and external team members? Building a customer project portal in SharePoint Online is a perfect workload to facilitate in the Cloud.
- The solution for an efficient external collaboration process is the combination of SharePoint and Yammer.
- Quick deployment: You don’t need to set-up local resources such as a separate server with an AD and SharePoint Portal Licenses external users: You don’t have to buy additional licenses for external users. You can invite them. Licenses can be acquired and are relatively cheap. Lower costs: Overall costs are a lot cheaper then realizing this scenario within your on premises. This is based at local hardware, software, configuration and licenses.
- The Project Site contains all the features you require for project collaboration with external partners. Tasks & Timeline: The project leader can assign tasks to all the project members. An overview of all the project tasks is presented at the home page of the project site. Notebook: Every project site has an integrated OneNote Notebook. This Notebook is accessible through the browser and any mobile device through the OneNote App. Calendar: A central calendar to add all important project events such as project meetings. Yammer Feed: Connect to the Yammer Group for the project and use it to start discussion. Document libraries: A central library to store all project documents instead of sending by e-mail. Collaboration within documents enable by the power of SharePoint Online. Easy to share: The project leader, who is the site owner, can share the site and its content easily with the external project members.
- Yammer really enhances the power of SharePoint Online with three features: Connect & Collaborate: The power of Yammer is the ease of connecting people, internally or externally, and enable collaboration in an user friendly Social platform. It allows the project members to ask each other questions, come to agreements and review important documents. Mobile Apps: Yammer is available as an App for all popular mobile devices. This enables to project members stay up-to-date and keep connecting and collaborating at anytime and anyplace.
- How are you going to structure your project documents? Are you going to use folders? Metadata? A Taxonomy? Or even enable versioning? In case you don’t create an agreement or rules every project site will become different from the other and eventually become unworkable and chaotic. At my previous employer we had project sites without any Governance. Every project leader had his or her own methods and this resulted in different project sites and a complete mess for storing documents.
- explanation
- Auditing: No auditing system in place, to get an overview of all your end-users sharing of document with external users. You have to visit each site, per colleague, to view what documents are shared and with whom. Sensitive content: By enabling external sharing you can’t prevent users adding documents with sensitive content in OneDrive and sharing it with external people. Governance: How do you apply Governance without auditing and controlling sensitive content? Totally rely on trust of your employees.
- SharePoint Online is part of Office 365 a
- Cloud first Monthly releases of updates and new features Need to be aware of content of updates and impact on tenant Change management Impact on Apps Current challenges of the release cycle: App stability: Unaware of coming updates/changes
- explanation
- explanation
- First access to selected production service updates Ideal for staging environments
- First access to selected production service updates After two weeks, after first release, updates are released to the general public (this takes time!!)
- Pre release program, before features are released publicly 30 – 90 days
- Public roadmap: Screenshots Impact Timeline to first release Released soon
- Public roadmap: Screenshots Impact Timeline to first release Released soon
- Rolling out new features takes time. For example the document library new top navigation. Took weeks before every customer had the new features. Also some people had the new feature within one company and others didn’t.
- Hopefully we all by know that the most important thing in life is keeping the production environment stable, clean and safe. With our on premises farms this is done relatively easily with virtual machines, hyperV ect. For our SharePoint Online tenant we don’t have this luxury. To just create multiple staging site collection is a NO GO: Shared Service Applications such as the managed metadata, including content type hub, search, user profile services. Making changes or tests within these application can have a big impact on your production environment. You need to acquire an additional Office 365 tenant for test and acceptance. At the moment the downside is that you can’t control the MS changes to each tenant, so your production tenant can receive updates before your test tenant. This is hopefully going to change with First Release.
- Managed Metadata: Changing the structure or parts of the structure such as groups, term sets, terms has an impact on the production environment. There is also one content type hub Content type hub: There is only one content type hub. Adding new content types or changing current ones impact the production environment. User Profile: Adding or changing profile properties impacts current users profiles Search: Creating demo content such as documents are picked up by Search and can end up in the production search results
- Not all companies want to migrate all their SharePoint workloads to the Cloud but want to start with a hybrid solution. This should offer a seamless integration between both an on premises and online SharePoint environment. End-users shouldn’t able to notice the difference. This isn’t as easy as it sounds.
- The real exchange between data in SPO en On Premises is really limited to: Search BCS Duet
- You are able to view on premises search results in SPO and vice versa. This is limited to the result block. Are you going to use this feature? Please make it clear to the end-users which results are from which platform. Hopefully in the future results are combined within the main results instead of the result block
- You have to make a large investment for a hybrid solution in the shape of extra hardware, licenses, software and a smart consultant to implement this for you. This isn’t a cheap solution!
- You have to make a large investment for a hybrid solution in the shape of extra hardware, licenses, software and a smart consultant to implement this for you. This isn’t a cheap solution!
- explanation
- explanation
- explanation
- What are the main differences: Control & automate: You have no control over the SharePoint Server such as the Central Administration. This limits you in changing timer jobs for example for the managed metadata service application to processes changes in the taxonomy. There is no control over Search crawls, this is automated by Microsoft and its unclear when you can expect new search results to appear. You can’t deploy content, solutions or execute maintenance of your SPO portal with the full feature set of PowerShell. Internet Solutions: SPO doesn’t come with the full feature set of WCM capabilities to build Internet portals. Although the Office 365 Internet Solution is limited compared to on premises you can make very cool websites. Just take a look at the Sparked website. Development: You are never going to be able to deploy full trust solutions in SPO. Microsoft developed the App model, that’s the future, for more advanced development solutions. The App model is the future of custom development for SPO.
- explanation
- PowerBI Office Graph
- Ask who already is using SPO