Using Office365 to build collaborative teams
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This presentation reviews the various tools available within the Office365 infrastructure in 2017 to work together as a team to build collaborative documents and document libraries
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Using Office365 to build collaborative teams
- 1. Office365 LEVERAGING OFFICE365 FOR SUCCESS WITH TECHNICAL DOCUMENTATION TEAMS 1
- 2. What are the challenges? Challenges Environments Technical 2
- 3. Getting information from source? Collaborate Organize Validate information New information 3
- 4. Revision control New documents Modifications and revisions to documents Change tracking Who Responsibilities and workflows 4
- 5. Consistency of product Style standards and layouts Templates, graphics, and other important resources Organization Enforce editorial and workflow standards 5
- 6. Teamwork challenges Multiple team members Internal Communications External Communications Controlling Access Dividing up duties Juggling several projects from several teams. Schedules and due dates 6
- 7. Technical education New team members Those not familiar with Office365 Best way to tackle a new task What tools are available 7
- 8. Office 365 Tools – offline vs online App 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. 8
- 9. Word Office365 Online vs Office2016 Installed 9
- 10. Excel Office365 Online vs Office2016 Installed 10
- 11. PowerPoint Office365 Online vs Office2016 Installed 11
- 12. Office365 Tools continued: Publisher vs Word Publisher – Absolute layout Word – Relative layout 12
- 13. Office365 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 13
- 14. OneNote 14
- 15. Office365 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 15
- 16. Delve 16
- 17. Office365 Features Monthly updates No purchase of upgrades Continuous improvement Bug fixes and enhancements New capabilities and features released. 17
- 18. Integration tasks Internal workflow External workflow Task management Complex document assembly Different technical platforms Full Office app, rather than the web apps 18
- 19. Keeping tabs What is my team doing? What are others working on? Communication 19
- 20. Security and access challenges Permissions Document storage and retrieval Standalone documents Email – ugh – version hell Who controls permissions/permission recovery Publishing documents 20
- 21. Unique document creation environments The “Lone producer" environment The "Team producer" environment The "Multiple team" environment The "Multiple company" environment 21
- 22. Platform 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 22
- 23. Technical environment challenges Servers Security Learning Pace of change Management specific issues Who owns a problem 23
- 24. What 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 24
- 25. Office 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 25
- 26. Specialty 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 26
- 27. For 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 27
- 28. What tools to solve each problem – revision management Groups, shared SharePoint libraries and OneDrive Revision tools inside documents also OneNote Powerapps and flow for workflow tool. 28
- 29. What tools – enforcing consistency Document repositories Libraries Templates Word and Excel Template files 29
- 30. Overcoming challenges - Collaboration Microsoft Groups and Teams Yammer Skype for Business SharePoint 30
- 31. Yammer/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. 31
- 32. Document 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 32
- 33. Document 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 33
- 34. How 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 34
- 35. Integration 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 35
- 36. Limitations Go here for a great article on SharePoint limitations: http://icansharepoint.com/ultimate-guide-to-sharepoint-size-and-usage- 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 36
- 38. Transitioning 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 38
- 39. Practical 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 39
- 40. Practical applications and exercises On Browser: Portal.office.com name@os3inc.net 40
- 41. Practical applications and exercises– Create a Group/Team 41
- 42. Practical applications and exercises– Create a SharePoint site 42 Enter the Team Site Name and set the permissions Add additional Owners and then hit Finish
- 43. Practical applications and exercises– Customize a group/team 43
- 44. Practical applications and exercises- Setup a company SharePoint Library 44
- 45. Practical applications and exercises- Create a document within a library 45
- 46. Practical applications and exercises- Modify the document 46
- 47. Practical applications and exercises- Collaborating on a Document 47
- 48. Practical applications and exercises- Setting up a FLOW 48
- 49. Practical 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. 49
- 50. Contact Information OS-Cubed 274 North Goodman Street Suite A401 Rochester, NY 14607 585-756-2444 Lee Drake, CEO ldrake@os-cubed.com Kathryn Hutton, Sr. Systems Engineer khutton@os-cubed.com 50
Notas do Editor
- What challenges do Technical Documentation teams face in collaboration and production of documents? What unique environments are there within Technical Documentation (Team structure, workflow, etc)? What technical environmental challenges are there (variations on system spec, limited resources, non geographically located teams, bandwidth, etc)?
- How do we collaborate with document sources to get the information we need? How do we organize that information and keep it accessible? How do we validate information? How do we know when there is new information?
- How do we establish the need for a new document and let those that need to know it is there access it/know about it. How do we control modifications and revisions to documents How do we know when a document has changed How do we establish who is working on a document How do we establish responsibilities and workflows
- How do we establish and enforce style standards and layouts? How do I access resources like templates, graphics, and other important resources? How do I organize these libraries for best access? How do I enforce editorial and workflow standards?
- Custom Search Ability How do we manage more than one team member working on a document? How do we enable communications between team members? How do we enable communications with team members and the outside environment (within or outside our company)? How do we be sure more than one person isn't working on the same thing? How do we be sure that each part of a document is assigned to a resource to develop? Juggling several projects from several teams. How do we manage schedules and due dates?
- How do we bring new team members or those not familiar with Office365 technology on board and educate them? How do we find out/research the best way to tackle a new task? What tools are available within Office365 to educate ourselves and our staffs?
- Word Online:
- Publisher - Absolute Layout Document elements (text, graphics, etc) are laid out on screen like they are being pasted up – relative to the page, not each other. Worse at documents that “flow” as edited, better at documents that need absolute positioning like a brochure, or an advertisement Word - Relative Layout Document layout is relative to other document elements, inserting an element moves the other document items around. Better for “flowing” documents where content may move or shift based on new content being added S
- This tool allows you to gather information and share it easily. Notes (including Handwritten) Drawings Screen shots (including Snipping Tool copy/paste) Audio Documents (embedded, printed into the tool) Photos OCR documents Syncs automatically and is available Online and Offline. Tablet and Mobile phone supported Organized in easy to understand drawers, folders and pages
- Exercise: Opening OneNote and adding a quick note from cell phone. Sync and it shows up.
- Monthly (Free) feature updates from Microsoft. No purchase of upgrades to stay current. Continuous improvement of both online and offline versions. Bug fixes and enhancements slipstreamed monthly. New capabilities and features released.
- How do we integrate our workflow with our own work capabilities and flow? How do we integrate our workflow with other companies or departments? How do we automate updates and manage tasks without a lot of manual management? How do we integrate together complex documents with many parts? How do we deal with the wide variety of available operating systems and application versions out there? What if we need the capabilities of a full Office app, rather than the web apps?
- As a manager how do I know what my team is doing? How does my team keep tabs on what others are working on? How do we communicate status, work blockages, due dates and other important project management information?
- How do we restrict access to documents? How do we permit access to documents? How do we keep documents from being improperly modified? What tools are best for document storage and retrieval? What about documents that AREN'T team based? How do we combat document version proliferation due to email? How do we recover access to documents that others have created? How do we control the publication of documents to wider audiences?
- The "lone producer" environment – one documentation expert, multiple information sources. The "Team producer" environment – a single team of multiple people produces documents. The "Multiple Team" environment - multiple documentation teams work separately or together within the same company to produce documents. The "Multiple company" environment – multiple documentation teams or individuals at different companies work together to produce documents.
- 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
- Limited storage space on servers Security and permission management Lack of technical knowledge Fast changing pace of features and capabilities Management and authority challenges Responsibility challenges (IT? Manager? Individual?)
- Traditional desktop tools: Word, Excel, PowerPoint, Outlook (Includes Email, Calendar, Contacts and Tasks) Lesser used but valuable desktop tools: OneNote, Publisher The web equivalents of all those tools – think of them as feature limited but powerful web based versions. Suitable for core development and full editing, but limited in functionality. Online only tools: Delve, Sway, Planner, Flow, PowerApps*, Dynamics 365* Web collaboration tools: Skype, Yammer, Groups Storage and file sharing tools: OneDrive, SharePoint, Video * These items will not be covered in this class
- Document source tools – gathering, collating and cataloging information about our technical subject OneNote can be a key collaborative tool – wiki for all team members (and collaborators) to add data to. Excel Surveys can be used to gather data quantitatively – think quick online forms without the limitations of survey monkey! Office365 groups allow you to create collaborative teams with contributors, editors, and publishers. Shared mailboxes provide open communications between group members, and shared libraries allows users to place documents where everyone can see and edit them. Teams, like Slack and other realtime/async tools can be used for collaborative development of source tools.
- Ability to check in and check out Groups, shared SharePoint libraries and OneDrive allow you to track document changes and revisions and roll them forward and backwards. Revision tools inside documents also help with this. Excel now lets you track changes to spreadsheets for auditing and seeing who has changed what. Tools such as OneNote keep track of who modified data, and can roll back changes. You can create formal multi-stage revision management workflows with the full SharePoint library and workflow environment, including publishing workflows and document revision workflows.
- Creating document repositories, and protecting the contents using permissions Creating libraries of graphics and other resources Creating templates and themes and hooking them to word or other document editors Word and Excel Template files
- Microsoft Groups and Teams – groups and teams are the based unit for creating collaborative subsets of your company to work on data together. Groups creates a doc library, common discussion space, and SharePoint site for each project. Teams allows real-time communications. Yammer – yammer can be used as an asynchronous social communications mechanism for sharing information and having discussions online. Can reduce the flow of data through email where it’s more difficult to manage. Skype for Business – allows real-time communications and telemarketing. SharePoint for publishing libraries company wide.
- 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.
- Permissions in Office365: Based on Active Directory, just like on a file server Different users may be assigned different permissions for different resources Some users may only be able to consume secure resources, others can assign security There are some broad security choices to be made at the organization level that impact security at all levels (Allow groups to be created, etc) Permissions may be adapted to each company’s requirements (more secure, less secure, more purposeful organization, more free form organization) Planning your organizations security is a key factor in managing it There are a lot of personal security decisions an average user can make that affect other people’s access to things (OneDrive vs Groups for instance)
- Security can be directly integrated with Active Directory in a Hybrid environment. In this case you can use AD security groups to assist you in managing Office365 Security. For those whose Office365 Security is independent, you automatically get an online Active Directory account where you can perform some management type functions and where some of your security choices are stored. Security structure choices like this should be made EARLY and roles specifically determined and chosen. Sorting it all out later can be very complex, and requires an expert at AD and Office365 to sort out. Sorting this is beyond the scope of this presentation.
- DLP- Data Loss Prevention. Look for certain patterns (credit cards/ SSN) being sent. Permissions and security Choose AD or online admin – not both Determine security basic requirements (Password complexity, password change policy, etc) Decide on whether to allow users to create groups, SharePoint sites, etc. Decide on a OneDrive vs Groups/SharePoint library policy Decide on DLP strategy if any (license dependent) Consider regulatory environment (ITAR, HIPAA, etc) Integration options Allow outside access to documents or libraries? Look at other apps that may need to be integrated
- 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
- What CAN'T you do What are the file limitations for libraries Number of files – 20,000 100 GB of information per library Max File size – 10GB per file with drag/drop – 2GB per file using upload button 25TB total in all libraries Sync limit – 5000 files Max directory depth url length – 256 characters, longest file name 128 characters What are the practical limitations for groups 5000 users in a group 10000 groups per instance What are the "gotchas" for keeping things organized Nested directories a problem due to 256 char limits Specialty characters in file names not allowed Different file size limitations depending on upload method Syncing large libraries can be bandwidth hungry for multiple users No more than 5000 items in a library – a folder is an item, as is a document Some things can’t be stored in SharePoint (access files for example) Problems that crop up frequently No more than 10 concurrent editors in a document are recommended. No more than 99 concurrent editors are ALLOWED in a document
- Planning the transition Organizing files, permissions and access Moving files to the new system Moving permissions to the new system Transition technical considerations File naming conventions 256 character maximum path Numbers of files and syncing considerations Training and on-boarding considerations