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Business Productivity with Office 365 Cloud
- 1. 1 Business Productivity with Office 365 Cloud Business Productivity with Office 365 Cloud Apr, 2019
- 2. 2Presentation Title Month xx, 2018 Who am I…. •Name : Indra Appala •Role: Sr. Manager Office 365 Applications •Company: The Howard Hughes Corporation •Twitter : @indraappala •Blog: http://sptechlearn.com
- 3. 3 Agenda Five most used Apps in Office 365 The Problem… The Solution… Business Productivity with Office 365 Cloud
- 4. 4Presentation Title Month xx, 2018 4
- 5. 5Presentation Title Month xx, 2018 5
- 6. 6Presentation Title Month xx, 2018 Five apps to increase productivity in Office 365 • SharePoint • OneDrive • Teams • Flow • Planner
- 7. 7Presentation Title Month xx, 2018 7 SharePoint
- 8. 8Presentation Title Month xx, 2018
- 9. 9Presentation Title Month xx, 2018 Where SharePoint fails? • Using SharePoint just because you have license • IT decides how and what SharePoint should be and how to use it • Do not just put SharePoint for heck of a project, remember it can do a lot more than that and most importantly use it as platform • No end user training
- 10. 10Presentation Title Month xx, 2018 SharePoint Online Productivity • Users can BYOD • Everything works in MacOS (Apple fan boys are happy ) • Sharing - Users can share files internally and externally without IT infrastructure team dependency • Tight integration with Office applications in Office 365 • Co-authoring is the best • Users can use file explorer features in new modern libraries and lists • Mobile friendly
- 11. 11Presentation Title Month xx, 2018 Top 4 features in SharePoint Online File Explorer Experience Sharing Co-authoring and AutoSave documents Mobile Experience
- 12. 12Presentation Title Month xx, 2018 Suggested Tools/Applications for Office 365 • ShortPoint - For Branding in SharePoint • MS Flow - For Workflows • MS Forms/HTML - Forms for Surveys/ HTML forms for custom developed applications • Sharegate for migrations, cloning permissions, deleting orphaned users, generate audit reports • MS Streams for Videos hosting • Planner for task management • Teams for collaboration with internal and external employees
- 13. 13Presentation Title Month xx, 2018
- 14. 14Presentation Title Month xx, 2018 Build/Buy What we Build? • Single Page Applications • Custom SPFX navigation • Custom ReactJS App What we bought? • ShortPoint for branding sites • Sharegate for migrations, and day to day admin tasks • Nintex for Office 365 (we are not happy and will retire soon and convert to Flow and Custom forms)
- 15. 15Presentation Title Month xx, 2018 My Dashboard
- 16. 16Presentation Title Month xx, 2018 eCARFORMS
- 17. 17Presentation Title Month xx, 2018 ShortPoint
- 18. 18Presentation Title Month xx, 2018 18 OneDrive for Business 18Presentation Title Month xx, 2018
- 19. 19Presentation Title Month xx, 2018 SharePoint Online and OneDrive Mechanics Document Library Documents available in the File Explorer on Your PC Auto Synched with the Cloud Synching happens thru the OneDrive App File Explorer
- 20. 20Presentation Title Month xx, 2018 Top 4 Features in OneDrive You Get Great Mobile experiences Advanced Sharing outside Your Organization External Sharing Governance Selective/ On-Demand Sync OneDrive for Business is all about sharing, but the latest updates give you greater control of how this is done. While it has always been possible to share documents straight from OneDrive for Business to external parties, there’s now even more flexibility. You can now set expiry dates on a shared link, and can add permissions to who that link can be shared with. Microsoft has released new updates that lets you work more productively from your mobile device. Meanwhile, iOS users will be able to interact more powerfully with documents. By simply holding your finger on a specific file you’ll now get a series of commands to share, move, delete and view details pop up. Neat! It’s great that you can now share more easily with external partners, but IT administrators will have the ability to control how data is shared more closely. IT teams will be able to audit external sharing invitations, limit external sharing for specific users, and manage external sharing domains. If you’re using a device with a small hard drive, you won’t have space for all those enormous files stored in your personal OneDrive for Business folder. Avoid filling your local disk up by choosing which files and folders get synced to that specific device.
- 21. 21Presentation Title Month xx, 2018 Why Should I care, I know all these you ask? The Problems • Why not Dropbox/Box/Google Drive • Syncing large files • Windows vs MacOS The Solution • Cost effective • Turn on “On-Demand” by default • It’s cross platform • End user training
- 22. 22Presentation Title Month xx, 2018 Techy Tip Unlimited personal cloud storage for qualifying plans for subscriptions of five or more users, otherwise 1 TB/user. Microsoft will initially provide 1 TB/user of OneDrive for Business storage, which admins can increase to 5 TB/user. Request additional storage by contacting Microsoft support. Storage up to 25 TB/user is provisioned in OneDrive for Business. Beyond 25 TB, storage is provisioned as 25 TB SharePoint team sites to individual users.
- 23. 23Presentation Title Month xx, 2018 23 TEAMS 23Presentation Title Month xx, 2018
- 24. 24Presentation Title Month xx, 2018 What is Microsoft Teams? • Microsoft Teams provides you With a collaboration space for you and your coworkers to access chat, meet, share files, etc. in a single place. • Teams is the hub for team collaboration in Office 365 that integrates the people, content and tools your team needs to be engaged and effective.
- 25. 25Presentation Title Month xx, 2018 Clients for Microsoft Teams Full-functioned chat client that can be used from a variety of browsers. Doesn’t yet support conferencing. Desktop Provides support for audio, video, and content sharing for team meetings, group calling, and private one-on-one or private multi-party calls. Mobile Geared at users participating in chat-based conversations while on the go , and currently allows users to have peer-to-peer audio call. Web
- 26. 26Presentation Title Month xx, 2018 Teams 101: Features CHAT • Getting quick answers when you need them • Building connections with memes and @mentions • Easily take the conversation where it needs to go: add files, add call/video MEETINGS • Hosting on-demand or scheduled meetings • Chatting, audio/video calling • Screen sharing, and adding files in context COLLABORATION • Create a team to manage a project or workgroup • Create channels to track workstreams within a team • Easily edit and share files with your team CALLING • Making Voice over IP (VoIP) calls from Teams client to Teams client • 1:1 screen sharing
- 27. 27Presentation Title Month xx, 2018 Teams 201: Features TEAMS • A digital hub that brings conversations, content, assignments, and apps together in one place • It can be people based or project based • One stop shop for all your day to day work needs. CHANNELS • Dedicated sections within a “Team” to keep conversations organized by specific topics, projects, disciplines • Place where everyone on the “Team” can openly have conversations, hold on-the-spot meetings and share files. CUSTOMIZATION • Integrate apps from Microsoft and third-party partner services to tailor your process, increasing teamwork and productivity. • Take meeting notes, Add Planner, Calendar, etc.
- 28. 28Presentation Title Month xx, 2018 Memberships and Roles Team Owner Team Member Team Guests Create Team - - Leave Team Edit team name - - Delete Channel - - Add channel * * Edit channel name * * Delete channel * * Add members * - - Add tabs * - * Can be restricted through Teams settings by the owner
- 29. 29Presentation Title Month xx, 2018 Why Should I care, I know all these you ask? The Problem • No control over teams creation • Support emails to consent 3rd party apps • Permissions nightmare • How to delete orphaned users? The Solution • End user training is must • Create Project level teams • Integrate Planner for tasks • Do not use teams for 1:1 chatting, just use chat feature in teams • Delete Azure AD account too – Inform IT to delete Azure AD guest account
- 30. 30Presentation Title Month xx, 2018 Continued • Adding SharePoint document libraries as Tabs • Create Team templates and use those for projects
- 31. 31Presentation Title Month xx, 2018 Use Teams as Email enabled document libraries
- 32. 32Presentation Title Month xx, 2018 32 Flow 32Presentation Title Month xx, 2018
- 33. 33Presentation Title Month xx, 2018 What is Microsoft Flow? • Microsoft Flow helps non- developers work smarter by automating workflow across apps and services.
- 34. 34Presentation Title Month xx, 2018 Clients for Microsoft Flow MobileWeb Full-functioned web based workflow platform that can be used from a variety of browsers. Full blown mobile app, user can trigger flows and create flows supports IOS and Android
- 35. 35Presentation Title Month xx, 2018 Flow 101: Features Get notifications Copy files Collect data Automate approvals
- 36. 36Presentation Title Month xx, 2018 Triggers in SharePoint • Triggers
- 37. 37Presentation Title Month xx, 2018 Actions in SharePoint • Actions
- 38. 38Presentation Title Month xx, 2018 Templates
- 39. 39Presentation Title Month xx, 2018 Scheduling Flows Delay, Delay until Actions
- 40. 40Presentation Title Month xx, 2018 Notifications • Push notifications • Mobile-centric right now • Expecting updates soon
- 41. 41Presentation Title Month xx, 2018 Managing Flows Web Interface http://flow.microsoft.com Flow Mobile App
- 42. 42Presentation Title Month xx, 2018 What about Email enabled document libraries? Again…. Yes we can use File System Connector to copy files from SharePoint to Local Server’s.
- 43. 43Presentation Title Month xx, 2018
- 44. 44Presentation Title Month xx, 2018 Why Should I care, I know all these you ask? The Problem • Inconsistent timing when flow runs • Approvals are black box for now • Trial/Pricing confusion • New Updates does not update existing actions • Cannot start another flow (requires developer skills to accomplish it) • Migrating Flows from different tenants or Site collections is not easy The Solution • The flow trigger speed is based on number of actions • Since approval is black box, create tasks lists manually and use that in flows • For migrations nightmares try to avoid hard coding URL in SharePoint or outlook connectors, instead use variables
- 45. 45Presentation Title Month xx, 2018 45 Planner 45Presentation Title Month xx, 2018
- 46. 46Presentation Title Month xx, 2018 W O R K M A N A G E M E N T F O R T H E M O D E R N W O R K P L A C E Planner
- 47. 47Presentation Title Month xx, 2018 G E T O R G A N I Z E D Q U I C K LY A C H I E V E M O R E W O R K T O G E T H E R E F F O R T L E S S LY
- 48. 48Presentation Title Month xx, 2018 A simple, visual way to organize teamwork. For everyone.
- 49. 49Presentation Title Month xx, 2018 Multiple Users per Task Share the work • Add multiple people to any task • All members see task in their My Tasks list and when grouped by Assigned to • Only one person needs to complete the task
- 50. 50Presentation Title Month xx, 2018 External User Access Plan Owner/Members • Owners can add guest users • Members are aware of guest participation across all group endpoints Guests (subscribed experience in their email account) •Receives a welcome email and groups messages •Access Plans as well as files and notes Tenant Admin can turn on/off: guest access to groups within tenant adding of guest users per group adding of guest users across any group within tenant
- 51. 51 Planner mobile apps across platforms Windows 10 Universal App Native iOS Native Android
- 52. 52Presentation Title Month xx, 2018 52 Questions?
- 53. 53Presentation Title Month xx, 2018 Techy Tip • Testing applications in SharePoint Online with different accounts • What’s the replacement of SharePoint Designer in SharePoint Online world?
- 54. 54Presentation Title Month xx, 2018 Multiple User Profiles in Chrome
- 55. 55Presentation Title Month xx, 2018 55 Thank you
Hinweis der Redaktion
- Ok for all Dev - Hey where is PowerApps – This is more Hey I’m SharePoint person, so obviously SharePoint comes first.
- I’m not going to talk about what SharePoint can do, I’ll talk to about what it cannot do! And what it cannot do is….
- Oh yeah there is no problem with SharePoint, we can do anything, here technology is not the issue, the perception. I hear even now users have perception that SharePoint is just CMS, I agree because that is how it started, but how can we change that perception and how to convince users that SharePoint with Office 365 is whole new platform altogether, that is what I’ll talk about today. But still why SharePoint Fails ?
- When I say IT, SharePoint team should not decide how to use SharePoint to business users, SharePoint team should talk to business users and then come up with plan and work on it. Just do not use SharePoint for storing documents, use it as platform to automate business processes but what are the advantages of SPO in Office 365 and how it improves the productivity
- Tight integration is not just with Office apps, with Flow and PowerApps too Co-Authoring – Works awesome and it’s cross browser and platform independent File explorer features – This is one if the most selling points, talk about challenges in on-premises / Classic Use SharePoint App but there is better than that will talk about that soon
- These are the selling points and
- I’ve listed the apps that we use HHC and also I highly recommend it.
- Productivity is also based on Build/Buy decision – why? Time and Labor matters. We can use 3rd party tools to cut down delivery time – I see clients say customization in SharePoint and in SPO it takes time and we need fast
- Our Dashboard, we used Graph API, and SPFX and we’ve used our Partners Sparkhound and it’s great team work here, and the output is this…
- This is an reactJS application, and yeah it looks cool!!, and from here it’s our internally resources
- This is done in Shortpoint and if I say that we can do this in 30 min with that tool, I’m not exaggerating that the truth, they have demo site you can visit and copy paste from demo site to SharePoint site and that’s it, and then configure things like change URL of the list and you are good to go!!
- Syncing large files, yes it does consume time
- Microsoft Teams is the hub for Team work and Collaboration. Teams bring together chat, meetings, files altogether in one place. It gives you the ability to perform all of your tasks in one centralize area.
- Day to day basis at your work. Chat, meet, call, work with files etc. Instead of going to the different work spaces Teams brings you all the different features in one central place.
- Support tickets and calls to approve some 3rd party apps, should we approve it or not? Deleting guest accounts? – we should depend on our infrastructure team and make sure it’s all deleted and ofcourse we need to follow the governance and data retention policies
- Have you ever thought we can use teams to solve SharePoint On-Prem issues, one major issue for us is email enabled document libraries, and we solved it by…
- Here is the screen shot what we are using, I’ve a team called integrations and I’ve converted my email enabled document libraries to email enabled channels and as you aware channels are folder in SharePoint and once in SharePoint we can use Flow or whatever workflow engine is or even with PowerShell we can do same stuff as On-premises
- End users see flow and PowerApps button in lists and libraries, we see Nintex too if you have it, but how to explain to users and mostly power users? User like to be notified when something happens (trigger can be new document uploaded, my favorite is your expense approved, and etc) and approve the stuff too. So first and last ones are the most used it Flows.
- Tight integration with SharePoint, and talk about one by one
- Last but not least I want to give 2 tips to Developers and Power Users –
- if you want to test SharePoint online with multiple test accounts, you can use Chrome profiles, I can show how it looks And if you want to use VSCode for all SharePoint stuff, you can there is a extension called “Spgo”, I can check-in Check-out by aspx, html files and edit and save it and publish it.
- Here we go