Cloud Office Productivity and AWS Solutions
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Visit http://www.techsoup.org for donated technology for nonprofits and libraries! Interested in using office productivity tools in the cloud, but not sure where to begin? You can replace or add to many desktop-installed tools to create documents, spreadsheets, presentations, and more by folding cloud productivity applications into your daily routine. Access documents from anywhere, collaborate on that budget report with remote board members, share files with your development staff on the road so you can meet those grant deadlines! In this free webinar with Tech Impact and Amazon Web Services, learn about the ins and outs of using cloud office productivity tools, the benefits and limitations, and get help deciding whether your organization should make the switch. We also highlight the office productivity toolset from Amazon Web Services, so you can get a peek at what one looks like in real-time.
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Cloud Office Productivity and AWS Solutions
- 1. Office Productivity in the Cloud With Jordan McCarthy, Tech Impact David Castelhano, Amazon Web Services August 18, 2016
- 2. . © TechSoup Global | All rights reserved2 Using ReadyTalk • Chat to ask questions • All lines are muted • If you lose your Internet connection, reconnect using the link emailed to you. • If you lose your phone connection, re-dial the phone number and re-join. • ReadyTalk support: 800-843-9166 Your audio will play through your computer’s speakers. Hear an echo? You may be logged in twice and will need to close one instance of ReadyTalk.
- 3. . © TechSoup Global | All rights reserved3 You Are Being Recorded… • This webinar will be available on the TechSoup website along with past webinars: www.techsoup.org/community/events-webinars • You can also view recorded webinars and videos on our YouTube channel: https://www.youtube.com/TechSoupVideo • You will receive an email with this presentation, recording, and links within a few days. • Tweet us @TechSoup or using hashtags: #tswebinars
- 4. . © TechSoup Global | All rights reserved4 Presenters Assisting with chat: Susan Hope Bard, TechSoup Becky Wiegand Webinar Program Manager TechSoup Jordan McCarthy Data Analyst and Storyteller Tech Impact David Castelhano Lead Solution Architect, Nonprofit Team Amazon Web Services
- 5. . © TechSoup Global | All rights reserved5 Objectives 1. Gain a better understanding of what office productivity in the cloud is and how to access it. 2. Alleviate some of your concerns about a potential move to the cloud for your organization’s office productivity. 3. Name at least three choices of cloud-hosted office productivity suites on the market. 4. Learn some benefits and features of the Amazon Web Services WorkMail, WorkDocs, and WorkSpaces option. 5. Get your questions answered!
- 7. . © TechSoup Global | All rights reserved7 The Need Is Global – And So Are We • TechSoup’s mission is to build a dynamic bridge that enables civil society organizations and social change agents around the world to gain effective access to the resources they need to design and implement solutions for a more equitable planet. Countries Served TechSoup Partner Location NetSquared Local Group Where are you on the map?
- 8. . © TechSoup Global | All rights reserved8 www.TechSoup.Global
- 9. . © TechSoup Global | All rights reserved9 Our Impact Together, we build a stronger, more resilient civil society. $5.4B in technology products and grants employed by NGOs for the greater good 35 languages used to provide education and support 100+ corporate and foundation partners connected with the causes and communities they care about 6.2M annual visits to our websites 600,000 newsletter subscribers empowered with actionable knowledge 79% of NGOs have improved organizational efficiency with TechSoup Global's resource offering* *Source: survey conducted among TechSoup members in 2013
- 10. . © TechSoup Global | All rights reserved10 Participant Poll What cloud productivity tools are you currently using at your organization? (select any) • Office 365 • ThinkFree • Amazon Web Services • Google Apps • Zoho • Office Web Apps • Salesforce • None of the above • None at work, but some of the above in my personal life
- 11. 11 Office Productivity in the Cloud
- 12. . © TechSoup Global | All rights reserved12
- 13. Tech Impact’s Mission is to ensure all nonprofits can use technology to better serve our world.
- 14. • Just like you, we are a 501c3 Nonprofit • Capacity building organization • Workforce development program for underserved youth • Providing IT Services to Nonprofits since 2003 • Serving 100+ NGO’s with Managed IT Services • Office365 Assessment & Implementation (Outlook & SharePoint) • Cloud Backup/Recovery • Hosted VoIP • Data Management Services – selection, implementation, support Solutions.Integration.Support.
- 15. Helping mission-driven organizations harness the power of data to further those missions DATA ANALYST & STORYTELLER Jordan McCarthy As Tech Impact’s Data Analyst & Storyteller, I help nonprofits harness the power of data to tell important stories about their work to whoever needs to hear them. Whether an organization is just beginning to think about how to use data, or is already collecting data but wants to explore more sophisticated ways to visualize and analyze them, I can help figure out what kinds of tools, analyses, and presentation styles will bring the organization’s data to life. jordan@techimpact.org Schedule a time to chat with me here: https://calendly.com/jordan_mccarthy/15min
- 16. 16 Making the Case for Cloud Computing
- 17. What Is This “Cloud” Thing, Anyway? 17 ???
- 18. Microsoft Data Center Dublin Ireland 18
- 20. . © TechSoup Global | All rights reserved20 Participant Poll What are your greatest barriers to moving your organization’s office productivity to the cloud? • Selecting the “right” tool/suite for your needs • Buy-in from leadership • Training staff/learning curve for new apps/adoption/change management • Cost/subscription/fees • Security concerns/data lineage/HIPAA compliance • Just don’t know how to do it!/Lack of knowledge • No technical support to help us do it! Migration/implementation • Reliable Internet connectivity • Fear of “letting go” of onsite control • Other (comment in chat)
- 21. • Ongoing costs • Somewhat reduced control • Dependent on reliable connectivity • Security / Data Integrity What Are Some Potential Drawbacks of Cloud IT? 21
- 22. • Ongoing costs • Heavily discounted for non-profits • Means that you also get continuous support + rolling upgrades • Somewhat reduced control • Much harder to break things • Again, you have someone to call for support • Dependent on reliable connectivity • In this day and age, you probably need this anyway • Security / Data Integrity • Vastly improved in Cloud systems What Are the Benefits of Cloud IT Services? 22
- 23. • Nothing to own • Low implementation costs • Rapid deployment • Scalability (time + cost) • Convenience (anywhere, anytime) • Ability to use less powerful clients (Net books, iPad, portable computers) • Backup/Recovery/Disaster planning • Downtime is minimized • Updates are automatic/very easy • Security Benefits of Cloud IT Services (Continued) 23
- 24. How Can Cloud IT Be Affordable? • Competition – Internet bandwidth, speed, pricing – Data Center infrastructure in place – Solutions are already pre-built, at commercial scale – Vendors want market share volume, volume, volume 24
- 25. What Does a Productivity Cloud Solution Look Like? • Email • Office Applications • File Storage & Collaboration • Communications (Audio/Video/IM) • Constituent Database (CRM) • Data Analytics 25
- 26. Grow & Transform Run Focus on evolving the business Focus on maintaining the technology Maintain Evolve Reduce TCO Extend Capabilities Reduce Time to Market = Increased IT ROI IT ROI
- 27. Microsoft Office 365 • Outlook Email – Hosted email using Exchange • 50 GB of storage space per user • Shared Calendars and mailboxes • Office applications – Latest version of Office Professional Plus • Web app versions of Word, Excel, PowerPoint, Outlook • Installed versions of Word, Excel, PowerPoint, Outlook, etc. (E3 & P2) 27 • File Storage & Collaboration • Simple file sharing using SharePoint • Centrally-managed sharing / permissions • Use Office Web Apps to create and edit docs online • Personal Cloud Storage using OneDrive Pro • 1TB personal storage, synced to local desktop • Communications • Web conferencing, presence, and IM using Skype for Business • Web-based meetings with HD video conferencing • Screen sharing • Instant messaging • Group conversations with Yammer
- 28. Google Apps for NonProfits • Email – Hosted email using GMail • 30 GB of storage space per user • Shared Calendars and mailboxes • Office applications – Google Docs • Web app versions of Word, Excel, PowerPoint 28 • File Storage & Collaboration • Simple file sharing using Google Drive • Easily share files internally and externally • Communications • Web conferencing, presence, and IM using Google Hangouts • Web-based meetings with HD video conferencing • Screen sharing • Instant messaging Google Sites
- 29. 29 Office Productivity from Amazon Web Services: WorkMail, WorkDocs, WorkSpaces
- 30. © 2015, Amazon Web Services, Inc. or its Affiliates. All rights reserved. Secure, Managed Business Email and Calendaring
- 32. Managed Service Eliminate up-front investments to license and provision on-premises email servers Amazon WorkMail automatically handles all of the patches, back-ups, and upgrades As needs grow, add more users with a few clicks in the AWS Management Console
- 33. Enterprise Grade Security Encryption using customer managed keys Regional data control Secure mobile access Protection from malware, spam and viruses
- 34. Outlook Compatible Compatible with Microsoft Outlook on both Windows and Mac
- 35. Anywhere Access From Outlook on your PC/Mac From any browser From your phone
- 36. Active Directory Integration IT: Control policies with familiar tools Users: Use existing enterprise credentials
- 37. Low Cost Pay-as-You-Go No user or long-term commitments Cost-effective - $4/user/month for 50GB mailbox When purchased with WorkDocs - $6/user/month Get started with a 30-day free trial for up to 25 users
- 38. © 2015, Amazon Web Services, Inc. or its Affiliates. All rights reserved. Managed Desktops in the Cloud
- 40. Simple to Use On-demand, pay-as-you-go Launch the number of WorkSpaces needed Heavy lifting taken care of by AWS
- 41. Simple to Use Use Existing Management Tools Manage WorkSpaces like any other desktop Compatible with popular tools such as SCCM
- 42. Build Golden Images Build WorkSpace image templates Pair images with hardware types to create bundles Launch WorkSpaces from bundles Simple to Use
- 43. Keep Data Secure and Available No data stored on end-user device Only Pixels delivered to users (PCoIP) User volume backed by Amazon S3
- 44. Deploy and Manage Applications Fast, flexible, and secure way to deploy and manage your organization's desktop applications Package your own applications Upload applications where you own the license Subscribe from the AWS Marketplace for Desktop Apps
- 45. Choose the Hardware and Software You Need All WorkSpaces Bundles provide the Windows 7 Experience to users (provided by Windows Server 2008 R2 with RDS). Monthly Price in N. Virginia and Oregon AWS regions. More here: http://aws.amazon.com/workspaces/pricing/ Value Plus Value 1 vCPU, 2 GB memory 10 GB storage $25 - Value $40 - Value Plus Performance Plus Performance 2 vCPU, 7.5 GiB memory 100 GB storage $60 - Performance $75 - Performance Plus Standard Plus Standard 2 vCPU, 4 GB memory 50 GB storage $35 - Standard $50 - Standard Plus
- 46. iPad Kindle Fire HDX Android Tablet Microsoft Windows PC Mac Zero Clients Support Multiple Devices
- 47. Integrate Your Corporate Directory IT: Control policies with familiar tools Users: Use existing enterprise credentials
- 48. WorkSpaces Monitoring Review WorkSpaces health and connection metrics. Set up custom alarms for events
- 50. A secure, fully managed enterprise storage and sharing service.
- 51. Amazon WorkDocs Benefits • • • • • • Easy access to documents from anywhere, across devices Share and comment directly on documents – no more attachments Request feedback with deadlines, and control document versions Set sharing rules and manage document access centrally Store files securely on the AWS cloud in the regions of your choice Use your corporate directory and MFA to authenticate users
- 52. Access and Sync From Any Device • • • • • Web application iOS Phone and tablet apps Android Phone and tablet apps Amazon Fire app Windows & Mac OS desktop sync
- 53. Securing Data • • • • • Your data is encrypted in transit and at rest Choose your AWS region and adhere to data sovereignty laws Implement policies and roles for site access and sharing behavior Store content securely in WorkDocs instead of sending via email Authenticate using corporate directory and MFA
- 54. Amazon WorkDocs Pricing • • • • Pay-as-you-go: $5 per user per month for 200 GB Bundled: $2 per WorkSpaces user per month for 200 GB Free trial for 50 users for 30 days Additional storage available at regular S3 prices
- 56. Easy to deploy and manage Flexible and scalableSecure Fast, familiar user experience Consistent performance Globally available Reliable Cost-effective Why Choose Amazon Enterprise Applications?
- 57. Web http://aws.amazon.com/workspaces http://aws.amazon.com/workmail http://aws.amazon.com/workdocs Documents http://aws.amazon.com/documentation/workspaces http://aws.amazon.com/documentation/workmail http://aws.amazon.com/documentation/workdocs How Amazon.com is moving to Amazon WorkSpaces (re:Invent 2015) https://www.youtube.com/watch?v=kawZBGCLBJU Resources
- 58. $2,000 worth of credits to be consumed by WorkMail WorkDocs WorkSpaces Support http://www.techsoup.org/amazon-web-services $175 Administration Fee
- 59. 59 Amazon Web Services Credits Program for Nonprofits (and Public Libraries!)
- 60. . © TechSoup Global | All rights reserved60 www.techsoup.org/amazon-web-services
- 61. . © TechSoup Global | All rights reserved61
- 62. 62 Questions?
- 63. . © TechSoup Global | All rights reserved63 Learn and Share! • Chat in one thing that you learned in today’s webinar or will try to implement. • Will you share this information with your colleagues and within your network? • Please complete the post-event survey that will pop up once the webinar ends!
- 64. . © TechSoup Global | All rights reserved64 Upcoming Webinars and Events • 8/23: Training Your Staff on Technology: TechSoup Resources • 8/24: Can Libraries Count? Getting a Grip on Social Media Numbers • 9/8: Get to Know GrantStation • 9/13: Building a Powerful Grants Strategy for 2016 – 2017 • 9/22: TechSoup for Libraries - Maximize Your Technology Services with TechSoup • 9/28: Coding Clubs: Youth Programming for Public Libraries • Explore our webinar archives for more!
- 65. . © TechSoup Global | All rights reserved65 ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week. For more information: www.techsoup.org/readytalk Please complete the post-event survey that will pop up once you close this window. Thank You to Our Webinar Sponsor!
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- Welcome everyone to: Title Thanks so much for joining us today.
- Before we get started I want to make sure everyone is comfortable using Readytalk, the webinar platform we are using today. You can chat using the box in the lower left side of your screen. At any time let us know if you have any technical issues such as audio problems or being able to view the slides. You may ask questions for our presenters at any time and we will keep track of them. We will keep all lines muted so that you can get a clear recording to refer to later. You will get that full recording, slides, and any links we share today in a followup email from me by tomorrow. If you lose your connection, you can go back to your registration email to reconnect. If you were registered more than an hour ago, the reminder email has the PowerPoint slide deck attached as a link in the right hand column. Keep in mind a lot of today’s webinar will be a live shared demo so that won’t be in the slides, but will be in the recording to view later. If you are hearing an echo, you may be logged in twice, so you will need to close one of the Readytalk windows. If you have any other technical issues, dial into the 800 number.
- TechSoup Global doesn’t just help NGOs overcome barriers to effective use of technology. We also help NGOs overcome language, economic, geographic, cultural, knowledge, and access barriers. We create new ways to access technology, new paths to connect and network, and new means to learn and develop skills — all so that NGOs can operate at their full potential, more effectively deliver their programs and services, and better achieve their missions.
- TechSoup Global doesn’t just help NGOs overcome barriers to effective use of technology. We also help NGOs overcome language, economic, geographic, cultural, knowledge, and access barriers. We create new ways to access technology, new paths to connect and network, and new means to learn and develop skills — all so that NGOs can operate at their full potential, more effectively deliver their programs and services, and better achieve their missions.
- Our work and our impact are worldwide. Additional statistics showcasing TechSoup Global’s impact (data as of September 30, 2014): 14.1 million software and hardware donations to date 2,250 social innovation technologists and civil society activists convened monthly in 41 cities (22 countries) through TechSoup Global’s NetSquared Local groups 66,000 social media followers 79%of NGOs have improved organizational efficiency with TechSoup Global's resource offering* 57% of constituents have gained new skills using technology acquired from TechSoup* * Source = survey conducted among TechSoup members in 2013
- Lack of knowledge was consistently reported as a barrier across geographies and organization sizes. The only barrier cited more frequently by smaller organizations was lack of knowledge. Medium organizations were on average 10% more likely to cite barriers to cloud computing adoption. Large organizations were 18% more likely to cite barriers. Respondents at large organizations cited all the barriers to cloud computing adoption (except lack of knowledge) at higher levels than other organizations.
- Lack of knowledge was consistently reported as a barrier across geographies and organization sizes. The only barrier cited more frequently by smaller organizations was lack of knowledge. Medium organizations were on average 10% more likely to cite barriers to cloud computing adoption. Large organizations were 18% more likely to cite barriers. Respondents at large organizations cited all the barriers to cloud computing adoption (except lack of knowledge) at higher levels than other organizations.
- Lack of knowledge was consistently reported as a barrier across geographies and organization sizes. The only barrier cited more frequently by smaller organizations was lack of knowledge. Medium organizations were on average 10% more likely to cite barriers to cloud computing adoption. Large organizations were 18% more likely to cite barriers. Respondents at large organizations cited all the barriers to cloud computing adoption (except lack of knowledge) at higher levels than other organizations.
- So let’s talk about how to get registered so you can start getting technology from TechSoup
- Amazon WorkMail makes it easy to manage your corporate email infrastructure and eliminates the need for up-front investments to license and provision on-premises email servers. There is no complex software to install or maintain and no hardware to manage. Amazon WorkMail automatically handles all of the patches, back-ups, and upgrades. WorkMail does the heavy lifting while you hold the keys. To maintain a high level of security you control the encryption keys including where they are stored. All the heavy lifting and provisioning of hardware and software is done for customers by AWS. All you need to do is launch the mailboxes you need. The service takes care of all underlying provisioning processes. Emphasis on pay-go/cloud model/no phone call needed to get started. Simple to use Amazon WorkMail makes it easy to manage your corporate email infrastructure and securely integrates with your existing directory service.
- Amazon WorkMail automatically encrypts all of your data at rest with encryption keys you control, using AWS Key Management Service. Amazon WorkMail also allows you to retain full control over data locality by choosing the AWS region where all of your data is stored. Encryption using customer managed keys Amazon WorkMail encrypts customer data using customer managed keys by integrating with AWS Key Management Service (KMS), which is a managed service that makes it easy for you to create and control the encryption keys used to encrypt your data All mailbox data is encrypted at rest using customer managed keys All data is encrypted in transit Mobile device management including remote wipe Protection from malware, spam and viruses Support for DKIM to sign outgoing messages Regional data control Customers select the region in which their mailbox data will be stored, allowing them to take advantage of lower latency and regional compliance rules. Data privacy protection and security features All mailbox data is encrypted at rest using customer managed keys All data is encrypted in transit Mobile device management including remote wipe Protection from malware, spam and viruses Support for DKIM to sign outgoing messages
- Amazon WorkMail provides native support for Microsoft Outlook on both Windows and Mac OS X, so users can continue to use the email client they are already using without needing to install any additional software, such as plug-ins for Microsoft Outlook. Native compatible with Microsoft Outlook on Windows and Mac Shared calendars and shared mailboxes Global address book Support for resource booking Advanced permissions and delegation Server side rules Supported clients: Microsoft Outlook 2007, 2010, 2013 on Windows Microsoft Outlook 2011 on Mac OS X Mobile devices including iPhone, iPad, Kindle, Android, Fire Phone, Windows Phone Web client using Internet Explorer, Firefox, Chrome, Safari
- Not only is WorkMail compatible with Outlook, but Users can synchronize their mailboxes with iOS, Android, Amazon Fire, and Windows Phone devices (using the Microsoft Exchange ActiveSync protocol). If you are migrating from an on-premises Microsoft Exchange server, your users’ mobile devices can automatically connect to WorkMail with no end-user reconfiguration required, and no change in user experience. A feature-rich web client is also available for users to access their email, calendar, and contacts. Outlook- Browser - Feature rich web application (Access to your email, contacts and calendar, Shared calendars, Scheduling, Amazon WorkDocs integration) Phone – use the email application you’re using today to pull in your WorkMail email. Amazon WorkMail provides customers with a variety of options to connect to their email, . They can use an iPad, a Kindle Fire HDK (including the ability to use a keyboard and mouse), a Windows or Mac desktop. The iPad and Android clients have numerous optimizations to make a desktop experience on the device intuitive, such as a slide out radial control to access commonly used functions and a choice of mouse modes. Zero clients added 2014 October. Provide lower TCO to customer and small device footprint on-prem
- Amazon WorkMail securely integrates with your existing Microsoft Active Directory so that users can access their mailbox using their existing credentials. This also makes it easy to manage users and groups with familiar systems management tools, such as Active Directory Users and Computers. All WorkMail accounts provisioned by a customer will join the customer’s Active Directory domain.
- Amazon WorkMail features simple, low, monthly per-user pricing and costs $4 per user per month which includes 50GB of storage per user.
- Amazon WorkSpaces is a fully managed service. All the heavy lifting and provisioning of hardware and software is done for customers by AWS. All they need to do is launch the number of WorkSpaces they need. The service takes care of all underlying provisioning processes. Emphasis on pay-go/cloud model/no phone call needed to get started.
- Also use WorkSpaces with existing app delivery services where you can bit stream apps into WorkSpace (similar to desktops)
- Amazon WorkSpaces delivers only pixels to users, using the Teradici PCoIP protocol, and customer data does not stay on the end user’s device. The user volume provided for a user’s WorkSpace is regularly backed up to Amazon S3 as a snapshot, helping ensure data durability even in the case of hardware failure.
- With Amazon WorkSpaces, customers have a choice of hardware bundles. We upgrade hardware over time – for example upgraded standard to start using 2 vCPU We will also add more hardware bundles based on customer need…have ec2 catalog of hardware profiles available. Near term – plan to add GPU support.
- Amazon WorkSpaces provides customers with a choice of devices they can use to connect to their desktop. They can use an iPad, a Kindle Fire HDK (including the ability to use a keyboard and mouse), a Windows or Mac desktop. The iPad and Android clients have numerous optimizations to make a desktop experience on the device intuitive, such as a slide out radial control to access commonly used functions and a choice of mouse modes. Zero clients added 2014 October. Provide lower TCO to customer and small device footprint on-prem
- Amazon WorkSpaces integrates with customers’ Corporate Directories. This means that all WorkSpaces provisioned by a customer will join the customer’s Active Directory domain. This means that users can continue to use their existing corporate credentials to get seamless access to corporate resources (eg. Exchange, Sharepoint, other internal applications). This also means that for administrators, as the WorkSpaces join the customer’s Active Directory domain, they can be managed just like any other desktops with management tools or processes that customers are already using. This also makes it easy to manage users and groups with familiar systems management tools, such as Active Directory Users and Computers.
- WorkSpaces is available globally, which means that users should experience low latency from almost anywhere in the world. If you are located more than 2000 miles from these AWS regions where Amazon WorkSpaces is currently available, you can still use the service, but your experience may be less responsive.
- So let’s talk about how to get registered so you can start getting technology from TechSoup
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