Moving to Office 365: Top 10 things you should know. Steve Pogrebivsky 04/05/2014

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1 Moving to Office 365: Top 10 things you should know Steve Pogrebivsky 04/05/2014

2 Office 365 Some Background 2 Republished from ZDNet: The Road to Microsoft Office 365 (Nov, 2010)

3 Major Events Spring Microsoft offers hosted Exchange, SharePoint 2007 and LiveMeeting to a select group of customers. Eventually became BPOS-D. Fall 2008 Microsoft rolls out BPOS (Business Process Online Suite) with SharePoint 2007 Contained subset of features available on-premise New features are first rolled out on-premise Not designed to be multi-tenant Side business for Microsoft Spring/summer Office 365 released with SharePoint 2010 Contained a significant portion of features available on-premise New features are still rolled out on premises but the time difference diminished Designed to be multi-tenant Microsoft focus changing to SaaS model 3 Spring 2013 Office 365 platform update including SharePoint 2013 and SkyDrive Contained most features available on-premises, but limited customization New features are rolled out online, not on premise (e.g. Yammer integration) New user portal introduced in June 2013 Today Office 365 is primary delivery vehicle for updates and releases Full out push to move customers to Office 365 New features do not have firm delivery dates for on-prem environments OneDrive for Business as an alternative Office for IOS and Android released (connects to Office 365)

4 #1: Pros and Cons of a Public Cloud Monthly or Annual Fee Microsoft takes care of hardware and software maintenance and updates You get most standard features of SharePoint and access to new features first. Easier to work with external partners Employees can work anytime, anywhere Play by Microsoft s rules Trust that Microsoft will secure your content Trust that your site will be available whenever you need it 4

5 #2:The Hard Costs: On Premises vs Cloud On-Prem Cloud Capital Costs Hardware, Software, Licenses Purchase Office 365 user licenses Resources Business Continuity Compliance Team to deploy, support and maintain SharePoint Need backup and disaster recovery plan Need to Implement and Audit Tenant Administrator (Microsoft is responsible) Minimal (Microsoft is responsible) None (Microsoft is responsible) Some limitations on auditing in the cloud Upgrades Planned and implemented internally None (Microsoft is responsible) Migration May or may not be necessary Likely 5

6 #2: The Hard Costs Options, Options, Options 6 *stand-alone SharePoint Online is also available at $3/user/month

7 #3: Migrating Existing Content Two common types of migrations: SharePoint to SharePoint File System to SharePoint Take the time to do SharePoint discovery and analysis Plan your migration Consider reorganization Not everything is supported Automate and phase your migration How long will it take? 7

8 #4: Backing up Your SharePoint Microsoft provides Disaster Recovery - Site Collections can be restored up to 14 days File Deletion Recycle Bin available for 30/90 days Do you want to retain a backup locally or at another cloud environment? What will you do if there is an outage? Backing up your permissions Options for throttling 8

9 #5: Office 365 Security Microsoft provides SharePoint Security Permissions, Permission Levels, Permission Groups Information Rights Management (IRM) Prevents sensitive information from being printed, forwarded, saved, edited, or copied by unauthorized people Only available on list/library level Data Loss Prevention (DLP) intended to protect only edicovery - discovers electronic content for civil litigation or investigation, including content stored in SharePoint Online, Exchange Online Records Management - prevent important documents from being edited or deleted, and define how long documents must be stored. Information Management Policies document auditing and expiration Audit Logging - track changes that are made to site collections External Sharing risk/reward 9

10 #6: Administration Microsoft provides Create, delete, restore Site Collections Allocate and monitor Site Collection storage Managing term store Assigning site collection administrators Setting up access for partners and other external parties Set up user profiles Limited PowerShell support (can t do everything you can do on prem) Also important Track the growth of content, both overall and per site/library Track who uses content and who should have permission to use it Track how content is being used (archiving) 10

11 #6: Administration 11

12 #7: Content Located in Other Systems File Shares Cloud (e.g. Google Drive, Dropbox, etc.) Exchange Public Folders Planning a migration User driven IT Bulk Migrations File Shares/Cloud limited metadata Autotagging Options for storage Site/Library OneDrive for Business 12

13 #8: Search classification, taxonomy Microsoft provides Apply specific configurations to sites/site collections Optimize search based on history Query Suggestions Should you enrich metadata during migrations? Take advantage of managed metadata and term stores Convert Folder structure into metadata Preserve authorship and date information 13

14 #9: Collaboration vs Cloud Storage Microsoft provides SharePoint OneDrive for Business (April 1, 2014) Is OneDrive enough? Co-authoring Create/View/Edit Documents online Versioning and history Mobile apps 25 GB for $2.50 Intended for you, not a group Harder to manage (content distributed) 14

15 #10: Customization Microsoft provides Cloud App Model (CAM) Microsoft Store Apps for SharePoint Full-trust code (FTC) and Partial-trust Code (Sandbox) are only supported on-prem What are the advantages of CAM Scalability Security and isolation Not tightly coupled Choice of alternate Development Toolsets and Deployments 15

16 Platinum Gold Silver Web

17 SharePoint User Group SharePoint End Users Administrators Architects Developers IT Pros Meetings: 2 nd Tuesday of the month, Microsoft Malvern, 5:30-8 pm WEB:

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