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10 Things That Many IT Professionals Don’t Know About Office 365 Presented By: Richard Harbridge
Abstract There is great guidance out there on how to migrate your Exchange environment the right way, or how to configure SharePoint Online to work well with your on premises environments. Understanding these things as well as identity planning, management, and how to manage Office 365 services is a requirement for any IT Professional working with Office 365. Would you be surprised to know that there are many other things an IT Professional should know about Office 365, but often doesn’t? Join Richard Harbridge as he goes beyond Office 365 fundamentals for IT Professionals and digs into the common things that many IT Professionals don’t seem to know about Office 365, may overlook, and what you can be done about it.
RichardHarbridge My twitter is @RHarbridge, my blog is at http://RHarbridge.com, and I work at Speaker | Author | Super Friendly
There is a lot to know about Office 365… But what about beyond the basics? What else should every IT Pro know?
In Fact a ton of new information just came out at Ignite 2015… So what are the biggest things you might not know but should?
1. Office 365 Tools
Office 365 Management APIs Programmatic access Innovate on top Office 365 Management APIs PowerShell for Office 365 Automate and customize Advanced functions PowerShell Office 365 Admin Center Out-of-the-box solution Simple but extensible Office 365 Admin Center Office 365 Admin App On-the-go solution Contextual Office 365 Admin App Office 365 admin tools… There are four primary Office 365 admin tools (APIs include 3rd Party)
Update in March: Dashboard User management Service management Support status Recent enhancements: License management for identity managed on premises Office 365 Admin App… Coming soon… Push notifications!
Simplified setup Management services include: Users Groups Service settings Licenses Monitoring services include: Service health Reporting Service communications Support Office 365 Admin center… Out of the box solution for the Office 365 admin lifecycle.
Office 365 Admin center reports… To provide you with lots of data on what’s happening with your tenant. Reports include: Browser versions and operating system versions used OneDrive For Business storage Mailbox access by non-owners Role group changes Malware detections, spam catches and Advanced Threat Protection Auditing administrator actions Azure AD user activity DLP policy and rule matches
New dashboard view to get cross workload usage insight Trend and aggregate view More Office 365 services Top level metrics per workload to signify usage Drill Down to individual Workload activity reports New Insights… New insights are being added to Office 365’s Admin Center on an ongoing basis.
Workload specific usage reports Multiple views per workload Trends for tenant level aggregates Details for User level information Customize to view relevant information at a glance Export ALL user details Feedback New insights are being added to Office 365’s Admin Center on an ongoing basis. More details…
Office 365 reporting content pack in Power BI Enables multi dimensional analysis Enables cross workload usage analysis Easily share insights Office 365 Reporting API surfacing rich usage data New insights are being added to Office 365’s Admin Center on an ongoing basis. Need more analytics?
Enables Office 365 admins new to PowerShell to get started quickly Consolidates setup information Simple but useful scenarios Download sample scripts Links to more resources such as TechNet and Office 365 Network When this comes out it will summarize the key things you need to know… Coming Soon: Powershell.Office.com…
Office 365 Management API… Third party solutions like exoprise leverage these.
More Tools?! There are many targeted tools that you can also leverage with Office 365…
2. Office 365 Limits
This is something that IT should know and expose as needed to the organization… Limits not just for SharePoint but across all Office 365 services…
3. How Office 365 Change Is Managed
At the organizational level… Always an impact to productivity. We can accelerate to get positive results sooner.
Service change management process… Microsoft does this for each and every service.
RING 1 RING 2 RING 3 RING 0 RING 4 WORLDWIDE ONCE VALIDATED BY FIRST RELEASE RING FEATURE TEAMS OFFICE 365 TEAM MICROSOFT FIRST RELEASE ONCE VALIDATED BY MICROSOFT RING Microsoft validates and deploys through each ring. Rings of validation for changes…
Journey so far… There is more coming based on customer and IT Pro feedback.
Opt-in feature, available to most customers Existing tenant Fully supported, SLA backed features A group of users gets early access to service updates about a week before they roll-out to the rest of the organization Two release options— Standard & First Release (Entire organization or Select people) Most changes and features: Select People applies only to Office 365 navigation bar, Office 365 Admin Center, & Exchange Online Office 365 ProPlus Preview available for First Release today Office Sway for Business How does this help you? What stays the same? First release vNext…. First Release is evolving based on customer and IT Pro feedback.
Office 365 service management toolkit… Let’s dive a little deeper into some of the tools in your toolkit.
FEEDBACK-BASED IMPROVEMENTS Tagging items as “First Release” Page specific search Mobile optimized experience Simple social sharing options Individual item-level links Additional content links for specific content on deploy.office.com and success.office.com when applicable Roadmap improvements… Roadmap.office.com 2.0 improvements based on customer feedback.
Office 365 Blog… Personalize your office blog based on the products important to you.
Message Center provides: Targeted communications Relevant to your environment 3 types of communications A single location WHO’S THE TARGET AUDIENCE? WHY SHOULD I USE MESSAGE CENTER c In-product notification of important changes and new features coming to Office 365 Provides details on changes and highlights required admin actions Authoritative information and what options or actions can be taken Administrators IT Communication teams Help desk AOBO Partners Message center… Have you checked your Office 365 message center?
Service change communications… Be aware of how service changes are communicated.
Stay up to date with Admin app 2.0… Mentioned it in the beginning of this presentation - it can also help here.
API Provides: Health information for all Office 365 services Real time health status Historical health status Message Center communications WHO’S THE TARGET AUDIENCE? WHY SHOULD I USE THIS API? ISVs and reseller partners In-house development teams AOBO Partners, IT pros, and CTOs Simplify Office 365 monitoring and improve visibility Real time and historical service status Communications for service incidents, planned maintenance, and message center Extend the ecosystem around service communication Create applications and integrate with service management panels Part of the Office 365 Management APIs c Communication api… Part of those wonderful Office 365 Management APIs.
Change Roles & responsibilities…. What follows is some guidance around roles & responsibilities for change.
Before a Change… Note what you should do before a change.
During a change… Note the things you should be doing during a change.
After a Change… Note what you should do after a change.
4. What If There Is A Service Incident?
When there are service incidents how do I get information?
5. Driving Adoption
Getting more people to use the technology is important… Often getting people to use more of the technology is just as important.
Value Is Realized Through Usage & Adoption Even when people have the tools, vision, and an understanding of the risks.
It Doesn’t Happen On it’s Own… Even when people have the tools, vision, and an understanding of the risks.
This is Important For All Of Us… The more people use the platform the more value the technology provides.
Coach Others & Find Champions… Learning via Co-Workers is among the most effective and most used methods.
Office 365 Customer Success Center success.office.com ? Scenarios inspire people to work in new ways using Office 365, along with related communication kits to support adoption. Scenarios A four-step approach to drive adoption supported by downloadable templates and best practices. Methodology Featured adoption communities where you can learn from your peers and adoption experts. Communities Helpful resources to learn about other customer stories and special offers to make it easier to get started. Resources Learn how to get the most out of Office 365, quickly get your team onboard, and drive adoption. Build an adoption plan…
Real World Adoption Activities & More… Find great ideas for driving adoption in our latest book http://improveit.how/book
Download the when to use what In Office 365 Enterprise User Guidance Whitepaper! It goes into much greater depth and can be found at WhenToUseWhat.com
6. Mobile Device Management
Built-In Device Management Selective Wipe & Reporting Built-in to Office 365 Powered by Microsoft Intune Application Management User-centric approach Office 365 comes with MDM that Office 365 IT Pro’s should be aware of. MDM for Office 365…
Before mobile devices can access 365 data they must be enrolled and healthy. Conditional access with Office 365…
Set PIN complexity Require encrypted backup Block Screen Capture Block Bluetooth + Others Control settings on the device which helps manage data leaving the device. Device Settings with Office 365…
When they trigger the wipe, all of the data cached or stored by the apps will be deleted, while all of the user’s personal content remains intact. The IT admin can wipe Office 365 data from the user’s device. Selective Wipe with office 365…
* Deployment of VPN and email profiles for Android devices to be added in Q2 CY2015 Be aware of MDM capabilities in Intune and SCCM that go even further… Compare…
7. Multi-Factor Authenication & Azure AD Premium
Multi-factor Authentication (MFA) Second factors include a telephone call, SMS text or validating via an app. Needs something you “know” (a password) and something you have “a mobile phone” Free for Office 365 subscribers Can extend into on-premises and other apps with Azure MFA
With AADP you can connect 2400+ SAAS solutions… Providing easy single sign on for your users as well as reporting.
It also Provides a designed login page… Which can help communicate additional messages like instructions for help.
There is an Azure sso portal… Group management and approvals are important to note here.
The SSO Apps you configure can show in the app launcher for users… Bringing the power of Azure AD SSO right to users in a very meaningful way.
8. Azure Rights Management
While Azure Rights management can be applied to folders in file systems… Taking permissions and encryption further.
It can also secure individual files on a desktop… Giving users an easy way to ensure their data remains visible to whom they want.
In fact Office documents have it built into their interfaces… Enabling a natural experience of securing and protecting a document.
Would you believe you can even implement this in office 365 just as easily? Giving you all of the reporting and benefits Azure RMS provides in Office 365.
With SharePoint DLP and IRM being a great example… Of how you can leverage Azure Rights Management Services to secure content.
Data Loss Prevention (DLP)… Ensure data (confidential/personal nature) can’t be uploaded, shared or emailed. Available in SharePoint Online and Exchange Online Create policies to restrict content being saved to SharePoint Online or OneDrive for Business, or shared externally, or emailed. Enforced on create/edit and with during background search crawling Can create document fingerprints to ensure standard company forms are not distributed Can extend DLP templates to suit business requirements (Exchange only at present) Reporting and incident management available Built into the Office 365 portal and can have emailed incident reports
9. Power BI for Office 365, Office 365 Video, Groups, & Delve
How we make decisions together has changed… No longer combing through excel work sheets to get an update on status…
Share Meeting Recordings On Your Office Video Portal… Go beyond the meeting recording with Office MIX https://mix.office.com/
With messaging, calendaring, file sharing, and more. Connect experiences with Office 365 groups…
Examples of management could include naming conventions or scopes. Manage New Office 365 Groups… Naming conventions Set on display name during create/change Blocked word list, pre-/post-fix based on AAD attributes or fixed text Same policy for DL and groups IT admins can override Create scopes Control groups create UI in OWA and OLK for certain or all users through OWA policy Does not prevent users from using groups IT can still create groups (managed scenarios)
Connect Experiences Across Office 365 with delve… Based on what the user does put the best technology together to improve that.
Basic site hierarchy allows sections and organization Includes both explicit, curated content and dynamic related content Absolutely the best way in the world to talk about a set of Office documents Badging denotes authoritative content Modern, on rails authoring canvas Microsites… Going beyond Delve Boards and providing great content experiences.
Auto-saved as you work Friendly URLs Looks great across your devices (phone, tablet and PC) Connected to social (Yammer) Fast and fluid navigation Compliant and secure Natively embed Office 365 documents and video Will be used to create pages in Blog, Office 365 Groups, Codename “InfoPedia” and more Microsites & articles… It all starts with easy to author articles. Then Microsites and codename Infopedia.
Infopedia… Sections, TOCs, & Entire “Infopedia” collections of articles/microsites.
10. You Can Give Feedback (And Should)
ADMIN FEEDBACK TOOL Key use scenarios: specific changes & their impact communication (Message Center comments) GENERAL CHANGE MANAGEMENT FEEDBACK Yammer network aka.mvs/Office365Network Feedback options… Share your feedback around the IT Pro elements of Office 365!
Microsoft Is Listening & Improving… Technology must adapt based on user needs/feedback.
There is a lot to know about Office 365… But what about beyond the basics? What else should every IT Pro know?
Now you know about 10 more things about office 365… There is still even more to learn and know! The Great (And Many) Admin Tools Limits You Should Be Aware Of How Office 365 Communicates And Makes Changes What To Do During & After A Service Incident How Important It Is To Drive Adoption (And Commit To Doing What You Can) Mobile Device Management (MDM) In Office 365 Is Awesome Azure Active Directory Premium (AADP) Helps Provide More SaaS Control/Ease Of Use Azure Rights Management (Azure RMS) Is A Critical Part Of Modern Enterprise Security Office 365 Has Released Many New Features & Capabilities You May Want To Roll Out There Are Many Ways To Provide Feedback & Microsoft (And The Community) Is Listening
Thank You! Organizers, Sponsors and You for making this possible. 100+ Sharepoint Presentations At.. Slideshare.Net/RHarbridgeWhen To Use What Whitepaper.. WhenToUseWhat.com Improve It Book.. ImproveIT.How/BookOffice 365 Success Center.. Success.Office.Com Message Me On LinkedIn or Email Richard@2toLead.com Speaker | Author | Super Friendly My twitter is @RHarbridge, my blog is at http://RHarbridge.com, and I work at
Resources & Bonus Slides… What can you the admin do with Office 365? (Beyond the basics.) Office 2013 Resource Kit: https://technet.microsoft.com/en-us/library/cc303401(v=office.15).aspx Downloads: https://technet.microsoft.com/en-us/library/cc178979(v=office.15).aspx Group Policy for Office 2013: https://technet.microsoft.com/en-us/library/cc178969(v=office.15).aspx Download Admin Template files: https://technet.microsoft.com/en-us/library/cc178992(v=office.15).aspx Creating Query Rules https://technet.microsoft.com/en-us/library/jj871014(v=office.15).aspx Understanding Query Rules http://office.microsoft.com/en-us/sharepoint-server-help/understanding-query-rules-HA102848833.aspx?CTT=1 Send Document to another location: https://www.youtube.com/watch?v=t3LLKnvcYdo Power Hour, user adoption discussion: https://www.youtube.com/watch?v=Jif80XF4qIs Manage and Deploy Apps: http://blogs.msdn.com/b/richard_dizeregas_blog/archive/2013/03/04/sharepoint-2013-app-deployment-through-quot-app-stapling-quot.aspx
Systematic approach to securing your identities, data, and applications in the cloud Visio version PDF version Microsoft Cloud Security for Enterprise Architects… What can you the admin do with Office 365? (Beyond the basics.) Systematic approach to securing your identities, data, and applications in the cloud Visio version PDF version
Systematic approach to securing your identities, data, and applications in the cloud Visio version PDF version Microsoft’s Enterprise Cloud roadmap… What can you the admin do with Office 365? (Beyond the basics.) Resources For IT Decision Makers - http://aka.ms/CloudArchitecture Map of Microsoft SaaS, PaaS, IaaS, and private cloud offerings Identity architecture Security architecture Deployment and integration options for Exchange, Lync, and SharePoint Azure architecture blueprints Cloud design patterns Design stencils
Add Published Links to Office Application Ease of saving, opening files Target to an audience Add Personal Site URL in Active Directory Attribute is called WWWhomepage by default… Create Promoted Sites Different types of sites and links to choose from Associate an image Target to an audience Group Policy Settings Download Administrative Templates for Office 2013 Hundreds of settings are available, not just file locations This can be a great way to help users do more… Push links to commonly used libraries & Sites…
Create Custom Template Locations Use them from Office programs Templates targeted to me Use Document Library with Template Synchronization Each set of templates can have a target audience Push Links to Commonly Used Libraries and Sites - Templates Solutions
Office Applications - Share Create a library with its own workflows All Office users can run these common workflows Their file gets moved to that library They are notified and can start the workflow Group Policy – Home Workflow Library Solutions
Name your SharePoint Save straight to your published links Each user gets “Documents” which is their OneDrive Group Policy – SharePoint Product Name Solutions
Create archive locations or file drop locations Use across site collections Defile action: Copy Move Move and leave link Allow or disallow manual submission by users Create Content Organizer Rules Defined at each drop site Send To Locations Solutions
Create Compliance Policies Retention Policies Deletion Policies Clutter Turn on or off using OWA Train Clutter Relies on the Office Graph Data Archiving and Clean Up Solutions
Add Sites to IE Local Intranet Policy or Trusted Sites Single Sign On Custom Level Automatic Logon with current user name and password… Group Policy Settings Set per IE version Add trusted sites, home page default, security settings Windows Components\Internet Explorer\Internet Control Panel\Security Page\Site to Zone Assignment List Also: Preferences\Internet Settings Push Internet Explorer Settings Solutions
Integrated Windows Authentication for internal/domain users Configure a default domain for FBA Users Configure OWA Authentication Solutions
Apps provide solutions beyond the out-of-the-box Deploy strategically Too many, confuses users Deploy by path, URL, Template Monitor and control them Manage the App Store Solutions
Configure Search Query Rules Search Analytics Number of Queries Top Queries * Abandoned Queries * No result Queries Query Rule Usage People Directory Popular request Keep AD accurate Set up sync from other HR systems Exchange iFilters for Office and PDF Solutions
New and Changing Services Services Delve Office Graph Settings SharePoint Admin Center>Settings>Office Graph User Option Video Portal Educate, prepare Look and Feel Watch for Announced Changes Limit customizations that could break Resources Office 365 Roadmap http://roadmap.office.com/en-us Office Blogs http://blogs.office.com/ Yammer Office 365 Network https://www.yammer.com/itpronetwork#/Threads/index?type=algo Solutions
Extras to Install/Configure Office Web Apps Provides better experience for users Quickly know it is the correct information in Search Edit in the preview window if needed Bring Your Own Device Workflow Manager Incoming Email OneDrive Settings on server Keep up to date with Service Packs Offline OWA Access Allow users to work with devices while offline without a client Autodiscover Mobile device users can configure by entering their email address Solutions