using office365 to build collaborative teams

05/03/2023 Copyright OS-Cubed, Inc. 2017 - please contact for perm

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Office365

LEVERAGING OFFICE365 FOR SUCCESS WITH TECHNICAL DOCUMENTATION TEAMS

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2What are the challenges?

ChallengesEnvironmentsTechnical

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3Getting information from source?

Collaborate Organize Validate informationNew information

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4Revision control

New documents Modifications and revisions to

documentsChange trackingWhoResponsibilities and workflows

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5Consistency of product

Style standards and layouts Templates, graphics, and other important

resources Organization Enforce editorial and workflow standards

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6Teamwork challenges

Multiple team members Internal Communications External Communications Controlling Access Dividing up duties Juggling several projects from several teams. Schedules and due dates

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7Technical education

New team membersThose not familiar with Office365 Best way to tackle a new taskWhat tools are available

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8Office 365 Tools – offline vs onlineApp Off-Line Installed On-Line Browser

Word All Views (Draft, Full Screen, Web Layout) available. Can create styles.

Basic Editor. No split Windows, only a Print Layout view. No rulers and Gridlines. Cannot open password protected doc. Find/Replace is not available, only Find. Save is Automatic

Excel Changeable Print Layout, Page Layout, Add-Ins. Shapes can be edited. Data Model, Power View.

Basic Editor. Surveys! Data Validation is not available. Save is Automatic. Cannot open password protected doc.

PowerPoint Full Functionality. Rulers and Gridlines. Can insert shapes and charts.

Limited Functionality. Video and Audio do not play, but they are preserved in the file. Zoom is not available. Limited Slide show options, animations, transitions.

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9WordOffice365 Online vs Office2016 Installed

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10ExcelOffice365 Online vs Office2016 Installed

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11PowerPoint Office365 Online vs Office2016 Installed

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12Office365 Tools continued:Publisher vs Word

Publisher – Absolute layoutWord – Relative layout

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13Office365 Tools continued:OneNote

OneNote is a wiki-like document for storing information Easily searchable Wide variety of data types OCR capability for photos Auto Sync, works with online and offline documents Tablet/mobile/desktop/web/phone versions Easy to understand

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14OneNote

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15Office365 Tools continued:Sway, Delve

Sway Quick sharing presentation tool Alternative to PowerPoint

Delve Shows documents, no matter where they are stored (OneDrive, SharePoint) Anything you already have access to, you will see. People cannot see your private documents. Surfaces recently accessed, updated or used documents

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16Delve

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17Office365 Features

Monthly updatesNo purchase of upgradesContinuous improvement Bug fixes and enhancementsNew capabilities and features released.

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18Integration tasks

Internal workflowExternal workflowTask managementComplex document assemblyDifferent technical platformsFull Office app, rather than the web apps

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19Keeping tabs

What is my team doing?What are others working on?Communication

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20Security and access challenges

Permissions Document storage and retrieval Standalone documents Email – ugh – version hell Who controls permissions/permission recovery Publishing documents

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21Unique document creation environments

The “Lone producer" environment The "Team producer" environment The "Multiple team" environment The "Multiple company" environment

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22Platform challenges

Multiple OS environments (Windows 7-10, Apple IOS, Android, linux etc)

Multiple Office versions (2010-2016) Multiple browser environments (IE, Edge, Chrome, Firefox, Safari

etc) Screen formats and sizes (Phone, tablet, laptop, desktop, multi-

monitor desktop) Bandwidth challenges (internal bandwidth, internet bandwidth,

bandwidth offsite) Firewall or email limitations

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23Technical environment challenges

Servers Security Learning Pace of change Management specific issues Who owns a problem

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24What are the tools that Microsoft Office 365 offers

Common Desktop tools Lesser used but valuable desktop tools The web equivalents of all those tools Online only tools Web collaboration tools Storage and file sharing tools

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25Office 365 Tools The Standard apps

Excel PowerPoint Word OneDrive for business

Lesser known office apps Publisher OneNote

Premium apps Access *

Communications apps Skype for business Yammer

Online only apps Sway Delve PowerApps* Flow Planner

Other tools SharePoint Video Shared mailboxes and groups Teams

* Not covered in this presentation

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26Specialty Apps Lesser known applications that may be used

OneNote Collaborative real-time editing Yammer Sway Group Pages Moving/Publishing documents between libraries Workflows Planner/Tasks Skype Delve Flow Teams

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27For each challenge what are the best tools – Document Source tools Document source tools – gathering, collating

and cataloging information about our technical subject OneNote Excel Surveys Office365 groups Shared mailboxes Teams

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28What tools to solve each problem – revision management

Groups, shared SharePoint libraries and OneDrive

Revision tools inside documents alsoOneNote Powerapps and flow for workflow tool.

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29What tools – enforcing consistency

Document repositoriesLibrariesTemplatesWord and Excel Template files

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30Overcoming challenges - Collaboration

Microsoft Groups and Teams Yammer Skype for Business SharePoint

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31Yammer/Teams/Email/Skype – why use one or the other

Yammer – independent app, doesn’t require you to be part of the company active directory to participate. Consider this the “medium lane” for non-urgent persistent communications that can encompass an outside source.

Teams – Equivalent to Slack – instant messaging for use within your team, for intensive collaborative real-time work. Has direct message, and channel capability to further refine collaborative teams.

Emails with groups – Individual person-to-person emails should be reserved for private one-on-one communications. All group activities should be forced through one of the other channels. The Group mailbox should be reserved for “all team” important announcements.

Skype – for when you want teleconferencing, face-to-face or video communications.

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32Document and Process Security

Permissions in Office365: Active directory Role and resource based Managers vs Users Overall security choices for entire installation Each organization should purposefully choose a

permission style Security should be planned Some security choices are not technology enforced

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33Document and Process Security Continued

Hybrid security – Active Directory integration

Online security – managing security in the cloud

Don’t go too far without deciding on security

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34How do we set up the environment

Permissions and security Choose AD or online admin – not both Security basics User permissions OneDrive vs Groups/SharePoint Decide on DLP strategy if any (license dependent) Consider regulatory environment (ITAR, HIPAA, etc)

Integration options Allow outside access? App integration

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35Integration and offline considerations

Editing documents while not logged in Syncing SharePoint libraries Syncing OneDrive libraries

Using libraries and groups from your everyday workflow Integrating tablets, phones, and other devices Work from offsite without a VPN Integrating with external apps Integrating with external vendors, clients or partners Integrating with Outlook

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36Limitations

Go here for a great article on SharePoint limitations: http://icansharepoint.com/ultimate-guide-to-sharepoint-size-and-usag

e-limitations/ What CAN'T you do What are the file limitations for libraries What are the practical limitations for groups What are the "gotchas" for keeping things organized Problems that crop up frequently

SharePoint size and limitation chart

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38Transitioning from other systems

Plan, Plan, Plan How will things be organized How will we move files Permission

Transition technical considerations File naming conventions 256 character maximum path Numbers of files and syncing considerations

Training and on-boarding considerations

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39Practical applications and exercises

Create a group/team Customize a group/team Setup a company SharePoint library Create a document within a library Modify the document within the library Collaborating on a document Setting up a FLOW Integrating with your desktop

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40Practical applications and exercises

On Browser:

Portal.office.com

name@os3inc.net

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41Practical applications and exercises–Create a Group/Team

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42Practical applications and exercises–Create a SharePoint site

Enter the Team Site Name and set the permissions

Add additional Owners and thenhit Finish

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43Practical applications and exercises–Customize a group/team

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44Practical applications and exercises-Setup a company SharePoint Library

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45Practical applications and exercises-Create a document within a library

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46Practical applications and exercises-Modify the document

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47Practical applications and exercises-Collaborating on a Document

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48Practical applications and exercises-Setting up a FLOW

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49Practical applications and exercises-Integrating with your desktop

Setting up syncing Opening a document locally Adding a link to favorites Other exercises as requested by audience

Please note: Your accounts will be active for 1 month, if you want to change the features, play with the functions, feel free to do so. Please contact us at our work emails with questions.

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50Contact Information

OS-Cubed274 North Goodman Street Suite A401Rochester, NY 14607585-756-2444

Lee Drake, CEO ldrake@os-cubed.com

Kathryn Hutton, Sr. Systems Engineerkhutton@os-cubed.com

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