Microsoft’s eDiscovery Platform SharePoint Saturday Twin Cities 2015 Presentation


Presenting at SharePoint Saturday Twin Cities about Microsoft’s eDiscovery platform found on-premise as well within Office 365. This year I have worked with several clients around both areas and found there are some sticking points that organizations need to be aware of ahead of time before implementing. You can check out the presentation here. Hope you get some good information from there. If you have any questions please post a comment!

</don>

Advertisements

Office 365 – Are You Distracted by Shiny Things!


Team CollaborationWithin the last six to eight months, Microsoft has made a tremendous push by adding more features to Office 365. As I am talking with my clients about these features, I am always asked “So now what are we going to do?” or “That new feature is really cool!”. Most organizations will look at these new features and say “We are going to restrict the use until we have time to figure out what this can do”!. They do not want to have the “Shiny Thing” issue that can happen when new features are implemented. Additionally, they never really get to it because IT is distracted by many other internal activities.

So what are some of the features we are talking about? They include:

  • Office 365 Groups
  • Delve
  • OneDrive for Business
  • Sway
  • Yammer
  • Video Portal
  • SharePoint Online (not new but still being improved upon all of the time)

Additionally Microsoft has promised more things will be added in the future such as Infopedia and Office Planner.

With that said, it is important to not be caught up in the “Shiny Thing” frenzy that sometimes happens within organizations. So what does an organization do? Really, nothing different than what you are currently doing. Make sure you are continually answer the following questions:

  • What type of content do we currently have?
  • How do we communicate and collaborate internally and externally of our company?
  • Where does our content live and how do we want it available?
  • What type of business processes are users interacting with daily, weekly, or monthly?

When you look at the “Day in the Life” of a user within a department, you will be able to answer these questions and then determine the eventual solution. I have found that not talking about the technology and focusing on what users are doing helps to create an safe meeting that participants give us useful information.

After the information has been gathered, then you need to look at all of the functionality that is available not only within the SharePoint online area but anything that Office 365 has available. This will mean diving in and understand what Office 365 features can do. As you determine the best solution for your business units, it is important to document the best practices to ensure end users know what is the overall solution for this type of business requirement.

Here are some examples of business requirements and possible solutions that involve Office 365. I purposely made these examples similar in nature so show how business requirements may change the end delivery.

Example 1

Business requirement: The sales department primarily collaborates using emails which typically contain document attachments of content they are working on. Additionally the email conversations can become very lengthy and rarely include everyone that needs to have a say. Additionally the sales manager would like to move this information out of Outlook and centralize document sharing because IT has a mailbox quota in place.

Possible solution: Combination of SharePoint Online team sites for centralized document collaboration, embedding Yammer group feed into the team site and using the Post to Yammer feature already integrated into the platform. Additionally, the organization should implement Identity Management components to enable seamless single-sign on between applications.

Example 2

Business requirement: The sales department primarily collaborates using emails which typically contain document attachments of content they are working on. Additionally the email conversations can become very lengthy and rarely include everyone that needs to have a say. Because they are Sales, they live and breathe through their Outlook client. Their focus is centralizing their content around the conversations they are having within Outlook.

Possible solution: It is highly recommended the Sales team uses Office 365 Groups and Outlook 2016. Office groups allow the department members to still utilize Outlook 2016 to connect with the group. The Office Group also has a OneDrive for Business area to allow the group to collaborate on content.

Example 3

Business requirement: Currently the Marketing department is utilizing DropBox to send files to external consultants. The Marketing director has had a hard time when someone leaves the company and they need to retain an of those files that were used in DropBox. The marketing director also wants to leverage Microsoft products because of their integration.

Possible solution: Implement OneDrive for Business (ODFB) for the Marketing group. This solution allows for files up to 10 GB to be added into their person ODFB, they are allowed to share externally to other users and information is retained using Active Directory security. Additionally Information Rights Management can be implemented to ensure that intellectual property is retained.If someone leaves, all files can be made available to the Marketing manager. Additionally, with ODFB desktop sync, it allows for files to be made available locally.

Example 4

Business requirement: Currently the Marketing department is utilizing DropBox to send files to external consultants. The Marketing director has had a hard time when someone leaves the company and they need to retain an of those files that were used in DropBox. The marketing director also wants to continue to leverage DropBox because of some of features.

Possible solution: Implement Azure AD Premium which allows the organization to have single sign-on functionality with DropBox. Once established, DropBox is integrated into Outlook Online as well as iPad/iPhone apps. This also allows IT and Marketing director the ability to have access to the content if someone leaves the company since it is controlled by Azure and the companies Active Directory.

When it comes down to it, business requirements will still need to be met no matter how “Shiny” the features are. If they do not provide a solution to an existing problem then hold off on implementing. Good luck and remember not to be distracted by the “Shiny Thing”!

</don>

 

SharePoint Online Feature Set


Many times as I am working with a client I find it important to understand which version of SharePoint they purchased and what features are available. That way I can build out the environment with these features in mind. With all the recent changes to the SharePoint Online environment, it can be very difficult to keep up with these changes.

There is a great website on MS TechNet that lists all of the different features associated to the versions of Office 365 that are available. Just like anything else on TechNet it maybe difficult to wade through the masses of information that is available. Recently I have been playing with the Excel 2013 add-in called Power Query (Download Add-In Here) and the ability to scrape information from a website (See this Office Support page for Importing data from web page). One of the nice things about Power Query is that I can go in and refresh the information in the spreadsheet (depending if webpage has not physically changed) it should update the information. The following is the results of playing around with this Excel 2013 Power Query feature. Hope you are able to use this information.

</don>

Office 365 SharePoint Online Feature List


Office 365 beta has been out since April and I have been tooling around both versions that are currently out. The beta program features on the small business side the P1 version and to showcase the Enterprise version E3. There are a lot of differences between the different packages that will be available. However in this post I wanted to focus on SharePoint Online for Office 365. The following tables show the major differences as far as functionality within the SharePoint environment.

Word of warning! These features may change between Beta and release of Office 365. It has been rumored that features like the BCS, which is not available in SharePoint Online will eventually be added.

Site Collection Features

P1

E3

Content Type Hub Syndication

X

Site collection Help

X

X

Disposition Approval Workflow

X

Document ID Service

X

Document Sets

X

External user invitations

X

X

In Place Records Management

X

Library and Folder Based Retention

X

Managed Metadata Term Store

X

Office Web Apps

X

X

Open documents in Client Applications by Default

X

X

Publishing Approval Workflow

X

Reporting

X

Search Server Web Parts

X

X

SharePoint 2007 Workflows

X

SharePoint Server Enterprise Site Collection Features

X

SharePoint Server Publishing Infrastructure

X

SharePoint Server Standard Site Collection Features

X

Three-state Workflow

X

X

Workflows

X

BCS

X

Site Templates

P1

E3

Assets Web Database

X

X

Basic Meeting Workspace

X

X

Basic Search Center

X

X

Blank Meeting Workspace

X

X

Blank Site

X

X

Blog

X

X

Charitable Contributions Web

X

X

Contacts Web Database

X

X

Decision meeting workspace

X

X

Document Center

X

Document Workspace

X

X

Enterprise Search Center

X

Express Team Site

X

X

FAST Search Center

X

Group Work Site

X

X

Issues Web Database

X

X

Multipage meeting workspace

X

X

Personalization Site

X

X

Projects Web Database

X

X

Social meeting workspace

X

X

Team Site

X

X

Visio Process Repository

X

X

List/Library Templates

P1

E3

Announcements

X

X

Asset Library

X

Calendar

X

X

Contacts

X

X

Custom List

X

X

Custom List in Datasheet View

X

X

Data Connection Library

X

Discussion Board

X

X

Document Library

X

X

External List

X

X

Form Library

X

X

Import Spreadsheet

X

X

Issue Tracking

X

X

Links

X

X

Page

X

X

Picture Library

X

X

Project Tasks

X

X

Report Library

X

Slide Library

X

Status List

X

Survey

X

X

Tasks

X

X

Web Part Page

X

X

Wiki Page Library

X

X

Category

Web Parts

P1

E3

Business Data Business Data Access

X

Business Data Connectivity Filter

X

Business Data Item

X

Business Data Item Builder

X

Business Data Item

X

Business Data Related List

X

Chart Web Part

X

Excel Web Access

X

Indicator Details

X

Status List

X

Visio Web Access

X

Content Rollup Categories

X

Content Query

X

Relevant Documents

X

X

RSS Viewer

X

Site Aggregator

X

Sites in Category

X

WSRP Viewer

X

XML Viewer

X

X

Filters Choice Filter

X

Current User Filter

X

Date Filter

X

Filter Actions

X

Page Field Filter

X

Query String (URL) Filter

X

SharePoint List Filter

X

SQL Server Analysis Services Filter

X

Text Filter

X

Forms HTML Form Web Part

X

X

InfoPath Form Web Part

X

List and Libraries LVWP

X

X

Media and Content Content Editor

X

X

Image Viewer

X

X

Page Viewer

X

X

Picture Library Slideshow Web part

X

X

Silverlight Web Part

X

X

Outlook Web App My Calendar

X

My Contacts

X

My Inbox

X

My Mail Folder

X

My Tasks

X

Search Advanced Search Box

X

Dual Chinese Search

X

Federated Results

X

People Refinement Panel

X

People Search Box

X

People Search Core Results

X

Refinement Panel

X

Related Queries

X

Search Action Links

X

Search Best Bets

X

Search Box

X

Search Core Results

X

Search Paging

X

Search Statistics

X

Search Summary

X

Search Visual Best Bet

X

Top Federated Results

X

Social Collaboration Contact Details

X

Note Board

X

Organization Browser

X

Site Users

X

X

Tag Cloud

X

User Tasks

X

X

**Content query web part available in E3 if Publishing Features have been enabled.
1/20/2012
Update – As of the end of 2011 Microsoft updated Office 365 – SharePoint to include the Business Connectivity Service (BCS). This currently only works with SQL databases that are within your companies network and on premise.