Moving to the Cloud: A Practical Guide Community IT

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Helen Fletcher
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1 Moving to the Cloud: A Practical Guide Community IT rev 2014

2 About Community IT Community IT Innovators partners with nonprofits to help them solve their strategic & day-to-day IT challenges. Strategic Proactive approach so you can make IT decisions that support your mission and grow with you Collaborative Team of over 40 staff who empower you to make informed IT choices Invested We are committed to supporting your mission, and take care of your IT network as if it were our own Nonprofit focus Worked with over 900 nonprofits since 1993

Strategic Proactive approach so you can make IT decisions that support your mission and grow with you Collaborative

3 About the Presenters Johanny Torrico Director of Ongoing Network Matthew Eshleman Chief Technical

4 Poll Org Size < <100

5 Agenda Office 365 overview, plans, non profit pricing Planning Exchange Online OneDrive and SharePoint Google Apps

6 Poll Office 365 Google Apps

7 Office 365 Overview Microsoft Cloud offering Exchange Online SharePoint Online Lync Online Office Web Apps Office Suite Downloads

8 Plans Office 365 Small Business Plan Mid Size Business Plan Enterprise Non Profit edition

9 Office 365 for Non-Profits Plans (Qualifying 501c(3)) E1 $0.00 Exchange Online SharePoint Online Lync Online Office Web Apps Add-on Office Pro Plus latest edition (w/ E1 Plan) $ instances per user E3 $4.50 E1 Office web apps Unlimited archiving mailbox (100GB) Office suite downloads (5 instances per user) Litigation Hold

Pro Plus latest edition (w/ E1 Plan) $2.00 5 instances per user E3 $4.

10 What do I need to know before migrating?

11 Office 365: Plan! Understanding Organization needs Do I qualify for Non profit pricing? Bandwidth considerations On-Premises vs. Hosted Exchange Hardware and Software Requirements Third party add-ins How are we using ? Public Folders, resource mailboxes, common mailboxes Mailboxes delegations, permissions Calendar sharing through organization Mobile devices needs: Blackberries, iphones, Androids

Hosted Exchange Hardware and Software Requirements Third party add-ins How are we using email?

12 Office 365: Plan! Understanding Organization needs What about files? More bandwidth needed One drive vs SharePoint Document libraries How are we using files? Do we want to introduce Lync? What type of deployment? Cloud, hybrid, federated.

13 Ready, Set.!

14 Plan!

15 Office 365: How to apply? How do I apply?? Sign up for non-profit trial Use your organization domain! Verify your domain You need access to your Domain Name Registry! Enter a TXT record to verify domain Sit tight! Verification process usually takes 1-2 weeks

aspx Use your organization email domain!

18 yourdomain.org

19 How? Office 365: Plan! - Tools Office 365 Set-Up assistant Experts DIY Draft project plan Discuss details with your organization Phase deployment Office 365 migration tool 3 rd party migration tools

20 Okay Now I am Ready, Set.!

21 Prep!

22 Office 365: Prep! Small targeted approach: - Do I need to test environment first? - What Plan do I choose? - Do I start entering my users manually? - What now?!!!!

23 Office 365: Prep! Small targeted approach: - Do I need to test environment first? interface won t change for users Using Lync will require some testing, and training to ensure adoption Migrating files will require a lot of testing, preparation and planning.

24 Office 365: Prep! Small targeted approach: - How do I know what plan to choose? Size of your organization Litigation hold needs Office Suite needs - Generally: E1 If you need Office licenses: E1 + Office add-in at $2/user E3 if you need MS to keep your records for longer

25 Office 365: Prep! Small targeted approach: - Where do I start? Find a migration partner DIY Tools

26 Start with ! Office 365: Prep! - Is your hosted somewhere else? Migration Wiz Premium license $11 per user Multi-pass migration Other tools: Skykick Create users (or upload csv) on Office 365 Contacts and Distribution Groups on Office 365 Grant full access permissions to mailboxes on hosted exchange environment

27 Start with ! Office 365: Prep! - Is your in-house? Third party SSL certificate Time to clean up your old mail server! What type of mobile devices are you supporting? What about spam filtering? Is RPC/HTTPS turned off? Test Office 365 Enterprise migration built in tool

28 How long will it take to migrate ??

29 to Office 365 EO *Non-profit application *Hardware upgrades, updates *Office Suite 2 weeks Preparation 2 weeks 2 weeks *Number of mailboxes *Size *Customizations Cut-over weekend 1 week Planning Stage migration Support *Prep mail environment *Certificate? *Clean-up *

30 Checklists Exchange environment In-House: Exchange Prep Office 365 environment Sign up for Office 365 Choose your plan Prep your mail server Prep your front-end environment Open remote connection to Office 365 migration tool Test remote connection with Office 365 tool Clean mailboxes, inventory permissions 3 rd party SSL certificate Readiness tool Desktop, Mobile, Software

31 Checklists Exchange environment Hosted: Prep Office 365 Sign up for Office 365 Choose your plan Upload configurations: accounts, etc Prep your hosted environment Test remote connection with Office 365 tool Clean mailboxes Admin access to all mailboxes Export your Global Access List: external contacts, distribution lists Inventory mailbox permissions Public folders Prep your clients Desktop, Mobile, Software Prep your migration tool Purchase enterprise migration tools licenses

32 Checklists Deploy: Cutover migration type Perform upload or pass Run migration batches: 2 weeks prior, 1 week prior, migration weekend, after changing mail records. Adjusting passwords Mailbox permissions Adjusting Exchange online policies Full access permissions Calendar permissions Common mailboxes access DL configurations in exchange online Retention policies Cut over Enter DNS records for Office 365 Test mail flow Configure desktops and outlook profiles

33 Others Office 365: Migration types - Cloud-based - Hybrid - Federated

34 User support Office 365: Others - Staff orientation pre migration - How-to docs: outlook profiles, mobile set-ups - After migration onsite support

35 Office 365: OneDrive and SharePoint

36 Files: Office 365: what s next! - OneDrive for Business - Personal cloud drive - Sharing capabilities - Office online - SharePoint Sites - Shared Document libraries - Granular permissions - Apps

37 Office 365: Files! Planning: Using document libraries and sites - Plan for a staged file migration - How are your files organized? - How do you use your files? - List use cases on how different people access files - Build a test environment on a single use case

38 Office 365: Files! Planning for your pilot case - Map out your use case - Assign an owner, and provide training - Review searching considerations - Build test environment - Provide a timeline - Feedback, changes, meetings

39 Office 365: Files! Prepare your shared document library - Build a team site - Permissions - Document library - Folders vs single files - Document library configurations

40 Uploading your files - Use a third party tool! - Metalogix - Metavix - Thinkscape - Why? Office 365: Files! - Staged file uploads - Audit your files before migrating - Fix errors - Keep metadata information: creation date, modified date, owner

41 Office 365: Files! OneDrive: Personal Cloud Let your users build it

42 Google for Non-profits Google Adwords Google Apps Google Earth outreach You Tube for Nonprofits

43 Google for Non-profits Get Signed up for Google Apps Use Wizard to setup environment Determine migration approach

44 Google Apps Browser is best Sites Drive

45 Google - GAMME Migration from Exchange Suited for larger, centralized migration GAMMO Migration from Outlook Suited for smaller, individual migrations

46 Resources Google Apps Getting Started Google Apps Training Google Apps for Non-Profits

47 Resources Internet Bandwidth Planning: Deployment guide: Connection verification: Google Apps or Office 365

Office 365 Feature Overview

Office 365 Feature Overview Migrating Email to Office 365 September 2014 395 West Passaic Street Rochelle Park New Jersey 07662 www.insys.com Agenda Overview of Changes What is Office 365? What are the