VT Office SharePoint Online

VT Office 365

-SharePoint Online

20140922

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

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When we go live licenses will be available for Faculty/Staff immediately

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

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 2015

- 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

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

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.

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

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

Tenant Site Collection

Designing an Information Architecture

What is Information Architecture?

◦ Site Taxonomy and Structure

◦ Metadata

◦ Search Schema

◦ Navigation

Why is Information Architecture Important?

◦ Usability

◦ Adherence to Governance Plan

◦ Compliance

◦ Site Management/Administration

Basic Building Blocks of SharePoint Online

9

Site/Subsite

*Elements taken from “A SharePoint Consultant on Information Technology” by Paul Olenick http://sharepointpromag.com/blog/sharepoint-consultant-information-architecture

Designing an Information Architecture

COLLEGE/DEPARTMENT STRUCTURE ORGANIZATION/UNIT LEVEL STRUCTURE

Site Collection

Site/Subsite Site/Subsite

Site Collection

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

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.)

SharePoint Online

Also includes the ability to enable applications - Can be internally developed or 3rd _party

- There are thousands of 3rd _{party apps}

◦ http://tinyurl.com/cw5gyr2

◦ 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

How does a user activate their SPO

license?

Verify you have a valid non-student Hokies account 1. Log into Adadmin at http://adadmin.w2k.vt.edu 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

User SPO license activation

(walkthrough)

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 http://my.office365.vt.edu

3. At username prompt, type: pid@w2k.vt.edu

1. This might be a sticking point, the username is NOT @vt.edu, is NOT an email address and

Hokies\pid is not valid in this field

2. In some places Microsoft actually calls this field your email 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

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!

SPO support

- Calling 4help

◦ Support limited to Hokies account authn/authz, SPO licensing and service availability

- CCS general VT Office 365 self-help site

◦ http://onto.office365.vt.edu

◦ 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

Go-live

VT Office 365

-SharePoint Online

20140922