Moving to the Cloud: A Practical Guide Community IT

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A Practical Guide

Community IT

rev 2014

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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

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About the Presenters

Johanny Torrico

Director of Ongoing Network Support

[email protected]

@communityIT

Matthew Eshleman

Chief Technical Officer

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Agenda

• Office 365 overview, plans, non profit pricing

–

Planning

–

Exchange Online

–

OneDrive and SharePoint

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Poll

• Office 365

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Office 365

• Overview

–

Microsoft Cloud offering

• Exchange Online

• SharePoint Online

• Lync Online

• Office Web Apps

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Office 365

• Plans

• Small Business Plan

• Mid Size Business Plan

• Enterprise

–

Non Profit edition

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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) $2.00

• 5 instances per user

– E3 $4.50

• E1

• Office web apps

• Unlimited archiving mailbox (100GB)

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Office 365: Plan!

• Understanding Organization needs

• Do I qualify for Non profit pricing?

• Bandwidth considerations

• Email On-Premises vs. Hosted Exchange • Hardware and Software Requirements • Third party add-ins

• How are we using email?

– Public Folders, resource mailboxes, common mailboxes – Mailboxes delegations, permissions

– Calendar sharing through organization

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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,

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Office 365: How to apply?

• How do I apply??

• Sign up for non-profit trial

–

http://office.microsoft.com/en-us/non-profit/compare-office-365-for-nonprofits-plans-FX104081605.aspx

– Use your organization email domain!

• Verify your domain

– You need access to your Domain Name Registry!

– Enter a TXT record to verify domain

• Sit tight!

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• How?

- Tools

• Office 365 Set-Up assistant

http://technet.microsoft.com/en-us/library/jj993929.aspx

• Experts

– Draft project plan

– Discuss details with your organization – Phase deployment

• DIY

– Office 365 email migration tool – 3rd party migration tools

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Office 365: Prep!

• Small targeted approach:

- Do I need to test environment first?

- What Plan do I choose?

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Office 365: Prep!

• Small targeted approach:

- Do I need to test environment first?



Email 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

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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

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Office 365: Prep!

• Small targeted approach:

- Where do I start?



Find a migration partner



DIY

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Office 365: Prep!

• Start with Email!

- Is your email 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

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Office 365: Prep!

• Start with Email!

- Is your email 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?

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Checklists

Exchange environment In-House: Exchange 2003+

Prep Office 365 environment  Sign up for Office 365  Choose your plan

Prep your mail server  Open remote connection to Office 365 email migration tool

 Test remote connection with Office 365 tool  Clean mailboxes, inventory permissions  3rd_{party SSL certificate}

 Readiness tool Prep your front-end

environment

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Checklists

Exchange environment Hosted: 2003+

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

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Checklists

Deploy: Cutover migration type

Perform email upload or pass  Run migration batches: 2 weeks prior, 1 week prior, migration weekend, after changing mail records.

 Adjusting passwords Mailbox permissions  Full access permissions

 Calendar permissions

 Common mailboxes access

 DL configurations in exchange online Adjusting Exchange online

policies

 Retention policies

Cut over  Enter DNS records for Office 365

 Test mail flow Configure desktops and

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Office 365: Migration types

• Others…

- Cloud-based

- Hybrid

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Office 365: Others

• User support

- Staff orientation –pre migration

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Office 365: what’s next!

• Files:

- OneDrive for Business

- Personal cloud drive - Sharing capabilities - Office online

- SharePoint Sites

- Shared Document libraries - Granular permissions

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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?

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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

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Office 365: Files!

• Prepare your shared document library

- Build a team site

- Permissions

- Document library

- Folders vs single files

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Office 365: Files!

• Uploading your files

- Use a third party tool!

- Metalogix - Metavix - Thinkscape

- Why?

- Staged file uploads

- Audit your files before migrating - Fix errors

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Office 365: Files!

• OneDrive:

–

Personal Cloud

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Google for Non-profits

Google Adwords

Google Apps

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Google for Non-profits

• Get Signed up for Google Apps

• Use Wizard to setup environment

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Google Apps

• Browser is best

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Google - Email

• GAMME

–

Migration from Exchange

–

Suited for larger, centralized migration

• GAMMO

–

Migration from Outlook

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Resources

• Google Apps Getting Started

https://support.google.com/a/answer/1186224

• Google Apps Training

https://learn.googleapps.com

• Google Apps for Non-Profits

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Resources

• Internet Bandwidth Planning:

http://technet.microsoft.com/en-us/library/hh852542.aspx

• Deployment guide:

http://technet.microsoft.com/en-us/library/hh852466.aspx

• Connection verification:

https://testconnectivity.microsoft.com

• Google Apps or Office 365