OM22: Exploring Office 365 & Sharepoint: A Hands-on Immersion Experience Presented by Ruth Halpern The handouts and presentations attached are copyright and trademark protected and provided for individual use only.
Experience Microsoft Office 365 Presented by Ruth Halpern, Certified Microsoft Customer Immersion Experience Facilitator Objectives Understand Office 365 concepts Explore the Office 365 suite Discover collaboration tools Understand security protections Assess legal-specific benefits and concerns 1
Relax and enjoy the show keep your eyes on the big screen! Where are you with Office 365? Your firm already has it, and you want to know more about what it can do You ve tried it but haven t adopted it yet You ve never seen it and don t know what all the fuss is about 2
What s Different About Office 365 Word 201x One-time purchase Installed on each PC Occasional patches fix known bugs Major upgrades every 2-3 years, with integrated software changes Formal training needed for each upgrade Office 365 Ongoing monthly subscription Licensed software installed on up to five PCs per user, also available in cloud Constantly updating and improving Updates pushed out automatically, which may impact integrated legal software No major changes to provide training for need a different model for ongoing learning Scenario: File Sharing What is the difference between OneDrive and SharePoint? Simplest answer: OneDrive=Dropbox, SharePoint=website building tool The many faces of SharePoint and OneDrive 3
Use OneDrive to Share Files Use SharePoint to Design a Site 4
OneDrive vs. Sharepoint: What s the difference? OneDrive for Business Included in Office 365 Business plans Available as a stand-alone service, and there is a similarly-named consumer version Core architecture built on (or powered behind the scenes by) SharePoint Often considered or called a storage location Could be thought of as the cloud version of the My Documents folder on your work computer Manage files/data with metadata and versioning Accessed from browser or local folder or app depending on user preference SharePoint Online Included in Office 365 Business plans Available as a stand-alone service, but no consumerfacing version exists Core architecture built on (or powered behind the scenes by) SharePoint Often considered or called a team site Could be thought of as an internal website and/or file server alternative Manage files/data with metadata and versioning Usually accessed from a browser to use all features, but files can be accessed from local folder OneDrive vs. Sharepoint: What s the difference? (Cont d.) OneDrive for Business OneDrive for Business sync app is used to sync OneDrive for Business files to a folder on local computer All uploads default as private until you decide to share Users sign in to their own OneDrive for Business accounts, with no shared interface Best place to upload private work documents that only you intend to see, or a document that has a limited scope or lifecycle (for example, a doc you only share once) SharePoint Online OneDrive for Business sync app is used to sync SharePoint files to a folder on local computer (separate from OneDrive for Business folder) Uploads default to inherit permissions from the directory/folder in which they are uploaded Users can access SharePoint as a branded company page, managed by an admin, that acts as a dashboard with news, calendar, etc. Best place to upload team files and/or documents that are intended to be collaborative and/or use check-in workflows and permissioning https://www.bettercloud.com/monitor/the-academy/whats-difference-onedrive-sharepoint/ 12/16/2014 5
Scenario: Managing a Project with OneNote To prepare for the firm retreat, Karen Berg and Julian Isla have created a OneNote notebook to manage the entire event Tabs for Attendees Site Contacts Accommodations Meals Events Scenario: Collaborating on a Presentation Karen Berg, a law firm Executive Director, and her assistant, Julian Isla, are preparing a PowerPoint presentation for the annual partners retreat. The Executive Director is already onsite, and is editing via her mobile phone. Her assistant Julian is in the office on a desktop computer. The slide deck is saved in OneDrive. They collaborate through screen-sharing in Skype for Business. 6
Scenario: Securing an Attachment Karen is working with a senior partner to complete an RFP that is due at the end of the day. The partner has drafted it in Word. Karen is responsible for doing a final edit, creating the PDF, and emailing it securely to the prospect. She uses the Rights Management System to email the RFP securely from Outlook. Scenario: Managing Attendance Karen and Julian are both using an Excel spreadsheet to track who RSVP d, who attended, and what each person needs to eat. Watch in real-time as their edits update in Excel. 7
Scenario: All Things Skype One-to-many: Lecture, presentation, speech Group discussion: with or without video, everyone can tell who s talking Collaboration: Screen sharing with multiple presenters Tips & Tricks Agree with your team which of the many collaboration tools you ll use. Don t try to master them all. When using Office365, be aware of whether you re in your work or personal account. Use Windows key + left or right arrow (+) to size windows to half the screen. Use Task View to see and switch between all open programs (like Alt+Tab). Outlook: Filters (Focused, Other, Unread, etc.) @name to call attention while addressing email Insert screen shot Intelligent Services (across all Office apps) Lookup to find additional information about words in documents Change color of background (Read Mode) 8
Questions? Logging On After the Session This session will be available for 24 hours if you want to play with O365 later. To explore on your own after the session DIRECT URL: https://cie-transform.microsoft.com/quicksession/q1cpfwclh2 Enter your contact info (name and email) and click on a persona Click Connect Click the download file with their name on it. If prompted, use their login to enter the virtual session Username: First name last initial(firstnamel) Password: pass@word1 9
About Halpern & Associates Ruth Halpern, President of Halpern & Associates, is a Microsoft certified Customer Immersion Experience facilitator Halpern & Associates provides technology consulting and training to law firms and corporate legal departments. Our services include: Independent CIO Long-term strategic planning Project management Training 10
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