VT Office SharePoint Online

Transcription

1 VT Office SharePoint Online OVERVIEW FOR IT MARC DEBONIS CCS DIRECTOR

2 Components of SharePoint Online (SPO) Web based applications and platforms based on new and existing Microsoft Technology We are licensing off of the Microsoft Office 365 Plan A2 for Faculty plan Bundled services include: Office Online (formerly Office Web Apps) OneDrive for Business (formerly SkyDrive Pro) Yammer SharePoint Online When we go live licenses will be available for Faculty/Staff immediately Sponsored accounts will need to wait for the ADadmin update

3 Office Online Online versions of Microsoft popular Office products Applications include: Word Online Excel Online PowerPoint Online OneNote Online - Collaborative editing in all but OneNote - Subset of available functions vs. desktop Office - Seamless integration with OneDrive for Business

4 OneDrive for Business Online storage for enterprise customers Application includes: 1 Tb for end user online storage Companion apps supports the following platforms: PC, Windows Tablet, Android, ios, Windows Phone Mac version coming sometime this year probably with Mac Office This is not the same as the consumer version (confusingly enough) - Allows for storing, syncing and sharing data between device, cloud and others users - Save to OneDrive built into Office 2013 and future version - Very easy to manage SharePoint Online document libraries with the client

5 SharePoint Online Cloud hosted web application platform Allows users and delegated departments the ability to create MySite, sites-collections and sub-sites - Sites can be anything from a simple web page to complex workflow feeding data to/from a on-premise SQL database - It can be used for documentation management, an intranet, or pretty much anything you design it to do

6 SharePoint Online When a user activates their SPO license they immediately provision 50 Mb of MySite space. This is a private area online which to manage a SPO profile, build your own sites and sub-sites and link to OneDrive for Business (ODB) files Example: I want to keep a daily work blog so I create a sub-site under my my root MySite and use the default blog template. I share it with my group and link any files reference in the blog to my shared ODB space so they can download them later. If I find a new version of the file I drop it in a folder on my desktop and it gets synched automatically to my ODB.

7 SharePoint Online Some default templates: - Collaboration Team site, Blog, Developer Site, Project Site, Community Site - Enterprise Document Center, ediscovery Center, Records Center, BI center, Enterprise Search My Site Host, Community Portal, Visio Process repository - Publishing Publishing Portal, Enterprise Wiki - Custom Allows us to build a new template for use by others (VT branding?)

8 SharePoint Online SharePoint for departments (or college) After signing a MOU we ll partition a starter 50 Gb site for a department (OU) + 50 Gb when they fill up the first allotment for a total of 100 Gb After 100 Gb, further space will need to be purchased through ITA $2.40/1 Gb/yr. (retail) - Departmental IT is responsible for building out the site and sub-sites - A departmental site-collection is based on your Hokies organizational unit (OU) If you want to build out SPO for your college you need to think about how you are going to deploy subsites for departments, set permissions and manage governance

9 Designing an Information Architecture What is Information Architecture? Site Taxonomy and Structure Metadata Search Schema Navigation Basic Building Blocks of SharePoint Online Why is Information Architecture Important? Usability Adherence to Governance Plan Compliance Site Management/Administration 9 Site/Subsite Site Collection Tenant *Elements taken from A SharePoint Consultant on Information Technology by Paul Olenick

10 Designing an Information Architecture COLLEGE/DEPARTMENT STRUCTURE ORGANIZATION/UNIT LEVEL STRUCTURE Site/Subsite Site/Subsite Site Collection Site/Subsite Site/Subsite Site Collection Site Collection Site Collection Site Collection Site Collection

11 Designing an Information Architecture COLLEGE/DEPARTMENT STRUCTURE ORGANIZATION/UNIT LEVEL STRUCTURE Pros Centralized Information Simplified Navigation Single Administration Panel Cons Shared storage space Common naming structure Shared Resources Pros Site Collection autonomy Variable Navigation Independent storage space Cons Distributed Administration More complex information sharing Decentralized auditing and metrics reporting

12 SharePoint Online SPO has strong documentation management capabilities Metadata attributes are build into the system to support - Data classification (via tags) - Document versioning - Document workflow (approval, redirect, decline, etc.) - Synchronization with Office Online, Office suite, and OneDrive for Business

13 SharePoint Online Also includes the ability to enable applications - Can be internally developed or 3 rd party - There are thousands of 3 rd party apps A search for education returned many hits - Purchasing needs to be worked out with ITA Many are free, some cost monthly, yearly or one time - This will take some time to determine how best to roll this out in a non-enterprise environment - Your patience will be appreciated!

14 How does a user activate their SPO license? Verify you have a valid non-student Hokies account 1. Log into Adadmin at 2. Verify that you have the user role 3. Click on the Messaging/Collaboration menu 4. Select View/Edit VT Office 365 Licenses 5. Click the Activate button next to SharePoint Plan 1 for EDU 1. If already activated they will have green checkmarks next to the license bundle 6. Accept the EULA 7. Verify you have a green check next to SharePoint Plan 1 for EDU 8. Close window 9. Logout of Adadmin Users must be licensed to use SPO, ODB and OO as well as to access any departmental SPO site!

15 User SPO license activation (walkthrough)

16 How does a user access SPO individual components? 1. Ensure you have a valid Hokies account and an active SPO license 2. Point a browser to 3. At username prompt, type: pid@w2k.vt.edu 1. This might be a sticking point, the username is is NOT an address and Hokies\pid is not valid in this field 2. In some places Microsoft actually calls this field your address. Sigh. 4. Hit tab or select the password field and you will be redirected to the CCS Active Directory Federated Services (ADFS) login page 5. In the password field, type in your Hokies password 6. Click OK 7. You will be redirected back to Microsoft and be logged into your MySite

17 User SPO log in (walkthrough)

18 What about de-provisioning? - Once a Hokies active directory account is deleted from the VT AD the license is revoked and goes back into the pool of available licenses -The data from the user s ODB and SPO MySite is then deleted from the MS Cloud -Make sure your users understand that if they are leaving the University that they are going to get de-provisioned and they need to pack up their virtual belongs before their last day! - CCS won t be able to recover it once MS deletes it!

19 SPO support - Calling 4help Support limited to Hokies account authn/authz, SPO licensing and service availability - CCS general VT Office 365 self-help site Includes discussion forum for general university IT collaboration related to VT Office 365 NOTE: Login to this forum itself requires you to be licensed for SPO! - Lynda.com Search for SharePoint, OneDrive and Office Online - Microsoft s SharePoint Online help - Bing/Google - Techsupport, etc

20 Go-live September 29 th, 2014

21 Questions?

22 VT Office SharePoint Online OVERVIEW FOR IT MARC DEBONIS CCS DIRECTOR