office 365 for nonprofits: a diy overview march 20, 2014

Office 365 for Nonprofits: A DIY Overview

March 20, 2014

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Office 365 for Nonprofits: A DIY Overview

With Sam Chenkin and Ebony Taylor, Tech Impact

March 20, 2014

Presenters

Becky WiegandInteractive Events Producer

TechSoup

Assisting with chat: Ale Bezdikian and Jon Rush, TechSoup

Ebony TaylorProject Coordinator

Tech Impact

Sam ChenkinDir. Solution Development

Tech Impact

• Introducing TechSoup and Tech Impact

• What is Office 365• Office 365 Nonprofit

Donations through Microsoft• Signing Up• Integrating Office 365 with

On-Premise Servers

Today’s Agenda:• DIY Migration Overview

– Exchange Online– Lync Online– SharePoint Online– OneDrive (formerly SkyDrive)

• DIY Workshops• Additional Resources• Q&A

TechSoup is a 501(c)(3) nonprofit with a clear focus: connecting fellow nonprofits, charities, public libraries, and foundations with

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Office 365 for Nonprofits: A DIY

Overview

Ebony TaylorProject Coordinator

In my daily role, I coordinate all tech projects with our client base. I am the SME (Subject Matter Expert) on both Office 365 and our newest offering of Hosted PBX solution. I am passionate about the clients we serve and the services that we provide.

I know Office 365 inside and out! Ask me anything.

Sam Chenkin Director of Solution Development

Technology has an unrealized promise – to foster “little-d” democracy and disrupt power imbalances in the world – and my mission is to make that happen.

At Tech Impact, I do that by helping nonprofits reduce distractions from technology and use it to transform how they work with clients, funders, and each other.

TECH IMPACT’S MISSIONis to ensure all nonprofits can use technology to better serve our world.

We are the place nonprofits can call to make sense of anything from large-scale technology projects, to simple technology maintenance. We have partnered

with hundreds of nonprofits organizations around the world since 2003, to help each one realize the

potential of technology to achieve their mission and improve outcomes.

What We Do:• Cloud Services

– Office 365 implementation and support– Online backup– Hosted PBX phone systems– Hosted servers and VDIs

• Managed IT Services– Help Desk– Remote Monitoring and protection– Network Implementation

• Data Services– Salesforce.com custom development– Volunteer Connect – SharePoint

Tech Impact’s award-winning technology training program for urban young adults.

Tech Impact | Proprietary and confidential | Not for distribution

What Is Office 365What Is Office 365

What Is Office 365?

A confusing marketing term that Microsoft applies to any of their cloud-hosted services that are used directly by end-users.

What Is It for Your Purposes?

• Hosted Versions of the Same Microsoft Server Products You Use Now

• Email, Calendars, Contacts: Exchange Online• Real-Time Chat/Video: Lync Online• File Sharing: SharePoint Online• Personal File Storage: OneDrive (formerly SkyDrive)

Exchange Online

• Hosted Email Using Exchange 2013 Server– 50 GB of storage space per user (for free nonprofit licenses)– Shared Calendars and mailboxes– Works exactly like an on-premise Exchange server

• Use with Outlook• Use with Outlook Web Access• Use with mobile devices

30 Second Demo

Lync Online

• Web Conferencing, Presence, and IM Using Lync 2013 Servers– Conduct meetings over the web with video conferencing– screen sharing & instant messaging– Works for internal and external users

30 Second Demo

SharePoint Online

• File-Sharing Using SharePoint Server 2013– Web-based file sharing platform (think Google Docs)– Edit documents seamlessly in local or web-based versions of Word,

Excel, PowerPoint, and OneNote– Manage permissions and sharing– Collaborate with external users– Put calendars, contacts, lists, files, all in one place (Intranet)– Limited local file synchronization (like Dropbox)

30 Second Demo

OneDrive

• “My Documents” in the Cloud– Technically part of SharePoint– 25GB (per user) of cloud-based user-specific storage– Sync locally with your desktop (exactly like Dropbox)

30 Second Demo

Microsoft Support

• Community and Phone Support– IT-level web support – 24/7 phone support for critical issues– Our experience with support: competent once you escalate enough

• Continuous Upgrades– Continuous upgrade process – New features added first to Office 365 then on-premise products

Requirements

• Windows Vista or newer• Office 2010 or newer (2013 strongly recommended)• Broadband internet connection

• Anything high-speed is fine• DSL may be too slow for anything but Exchange Online• T1s may be too slow for anything but Exchange Online• Will work over a 4G connection


Benefits for NonprofitsBenefits for Nonprofits

Get. Rid. Of. That. Server.

• Dramatically reduce your management overhead by getting these difficult applications out of your office

• Many organizations can eliminate ALL of their servers by migrating to Office 365

• Other organizations are left with only one application to worry about – legacy databases

Latest Features

• Office 365 gets updates before on-premise server products• Upgrading to new versions is seamless and free• Dramatically increased storage at a much lower cost (50GB

mailbox anyone?)• Access to tools far to complex to configure on-premise for

small organizations

Better Accessibility

• All tools are designed from the ground up to support distributed users on mediocre Internet connections

• Support the nonprofit world’s growing decentralization trend• Work from anywhere• Collaborate with anyone• 99.9% up-time SLA

vs Other Tools• Office 365 Is Not for Everyone

– Feature set as it relates to nonprofit organizations is identical to Google Apps

– Similar functionality can be put together by piecing together a number of other 3rd party tools

– Some weaknesses (file sync, complexity of on-premise integration)• Many Strengths

– By far the smallest transition for your staff. Familiar tools but in the cloud.

– Excellent centralized control and management– Relatively easy migration


Signing UpSigning Up

Available LicensesE1/E2

(free donation from Microsoft)

• Hosted email w/ 50 GB of space• Lync • SharePoint w/ Team sites• OneDrive• Spam/malware/virus protection• Support 24/7• 99.9 % uptime

E3($4.50/user/month)

• Everything from the E1 package• Subscription to Office 2013 for up to 5

PCs/Macs per user• Online Archiving which includes

unlimited storage• Legal hold & encryption capabilities • Mobile apps available for phones and

tablets

Getting the Donation

• Sign Up for an Office 365 for Nonprofits Trial Account– Always sign up for the Enterprise (E3) trial licenses– Pick your .onmicrosoft.com domain

• Add your domain name and update DNS records to verify ownership

• Wait patiently!

Important Signup Considerations

• Your .onmicrosoft.com domain is immutable– If you pick “blah123.onmicrosoft.com” you are stuck with it– Will show up in your SharePoint URL (blah123.sharepoint.com)

• Your Location is immutable– Determines where your data centers are located and therefore

latency


Integrating with On-PremiseIntegrating with On-Premise

Hold tight. This will be over shortly.

Warning

• I strongly, strongly, urge against integrating with On-Premise environments 99% of the time.– <100 users: definitely not worth it– <300 users: probably not worth it– <500 users: maybe– >500 users: still maybe

• Requires long-term maintenance of an on-premise Exchange server. • Provides limited benefits

Deciding on Integrations

• The integration tools you want to use will determine how you migrate

• It can be difficult to switch tools down the road, so make sure you get it right now

Types of Integrations

Directory Synchronization

• Syncs password changes every 5 minutes, other changes hourly

• Requires that you have an Exchange server on-premise• Required for Co-Existence, Federated Services, and Staged

Migrations

Exchange Co-Existence

• Requires Exchange 2010 (latest SP) or 2013• Easily move mailboxes back and forth

– Your outlook clients will automatically redirect to correct server– Your OWA clients will automatically redirect to correct server

• See calendar information across services• Required for staged migration with Exchange 2010 or newer

Federated Services

• “Single Sign On”• If your on-premise environment becomes unavailable users

will not be able to log into Office 365• Requires a minimum of 4 dedicated servers in multiple

geographic locations for redundancy– AD Servers, FS Servers, FS Proxy Servers

• MS documentation for this starts at 20,000 users

Questions to Ask• Am I looking to reduce management complexity

– If yes, avoid all integrations• Are my users willing to learn a new password

– If yes, avoid all integrations• Do I absolutely need to draw out my migration

– If no, avoid all integrations• Am I motivated by concern for my users or a desire for perceived

simplicity– If the latter, avoid all integrations

• In short, avoid all integrations


Email/Calendars/ContactsEmail/Calendars/Contacts(Exchange Online)(Exchange Online)

Important Considerations

• Which on-premise integrations• Which version of Exchange• How many mailboxes

• Are you willing to switch everyone over at once (cutover)• Do you have an Exchange administrator (or consultant)

Types of Migrations

• Manual PST Migration• Export each mailbox to a PST from Outlook• Setup Office 365• Import each PST into a new Office 365 profile in Outlook

• Automated Migration• Use automated tools to move all mailbox data• May automatically transfer all distribution groups, contacts, mailboxes

Why Choose?

• Manual PST Migration• Best for < 20 mailboxes• Does not require you to spend hours configuring your server• Can be done by any organization with very little technical background• Users will not have access to old email until you manually move their data• Every user must have their email in Outlook

• Automated Migration• Requires significant (by some standards) server configuration• Dramatically lowers the time required for larger environments• Users will have mailbox migrated before they start using Office 365

Manual PST Process

1. Setup Office 365 with all user accounts and domains2. Flip MX records to send mail to Office 3653. Users start using Outlook Web Access for new email and Outlook

for old email4. You go to each desktop and export mail to a PST, reconfigure

Outlook for Office 365, and re-import that PST

Automated Migration

1. Configure Server• RPC over HTTP for all automated migrations• DirSync for Staged & Remote Move Migration• Co-Existence for Remote Move Migration

2. Migrate Data• Cutover migrations migrate every user’s mailbox all at the same time. They

stay in sync with Exchange until you are rea

Automated Migration: Cutover

1. Configure Server• RPC over HTTP

2. Automated tool creates all accounts and migrates all mailboxes. Syncs changes once a day.

3. Once migration is complete, switch MX records to Office 3654. Reconfigure Outlook profiles for Office 365, users immediately have

access to old data

Automated Migration: Staged

1. Configure Server• RPC over HTTP• DirSync for Staged & Remote Move Migration• Co-Existence for Remote Move Migration

2. Migrate a few users’ mailboxes3. Assign licenses for those users4. Reconfigure those users’ Outlook profiles5. Continue until all of your users are migrated6. Change MX records to point to Office 365

Exchange 2003 or 2007

Exchange 2010 or 2013

Other Service or Hosted Exchange

Migration Wiz / SkyKick Migration

Remote Move MigrationStaged Migration

Directory Synchronization

Exchange Co-ExistenceRequires

Supports

Requires

Requires

Supports

No Exchange or no Administrator

Manual PST Migration

Supports

Cutover Migration

When Would You Need Help?

• Need help configuring Office 365• Want to do an automated migration but need help configuring

your server• Need to integrate with third-party services, scanners, etc• Interested in a staged migration


Shared FilesShared Files(SharePoint Online)(SharePoint Online)

Important Considerations• SharePoint is straightforward; the minutia will get you:

– Desktop integrations– Strange, counter-intuitive limitations– Architecture decisions that will make life difficult for users in ways not

immediately apparent

• Are you prepared to help your organization completely restructure its data store?

• Are you equipped to walk your staff through a difficult organization-wide transition?

Process

1. Introduce users to SharePoint2. Create a site map3. Determine permissions & apps for each site4. Build5. Migrate / Train

Architecture

ConsiderationsIntroducing Users to SharePoint

• SharePoint is very different than mapped network drives• Designing a SharePoint site requires users be able to “speak”

SharePoint• Users will not be successful if the first time they see it is user

training day

ConsiderationsCreating a SiteMap

• Create the fewest sites possible to help your users find files and enforce appropriate storage of files

• Make company-wide forms and documents easily accessible• Consider users’ workflows and integrations with Office• Remember limitations (5000 item limit for sync, etc)

ConsiderationsDetermine Permissions & Apps

• Permissions are best maintained at the site level• Many apps (Calendar, Contacts, etc) have semi-equivalents in

Exchange Online; Know the differences!

ConsiderationsBuild

• This is not difficult but is tedious• Use templates for similar sites• Permissions are easiest to manage through global security

groups rather than SharePoint groups• Review with users

ConsiderationsMigrate / Train

• Well before the migration/training, mirror your SharePoint environment in your local folder store and have users move files over

• Use Files to Go for the migration– http://www.thinkscape.com/SharePoint-Online-File-Migration-Tool/

• Do the training and migration as close together as possible

http://www.thinkscape.com/SharePoint-Online-File-Migration-Tool/

http://www.thinkscape.com/SharePoint-Online-File-Migration-Tool/


• Need help with configuring SharePoint• Need someone outside your organization to shift momentum• Have too much to do and need someone to help manage a

very complex project for you• Don’t have the time to learn the detailed ins and outs of

SharePoint


Personal FilesPersonal Files(OneDrive, formerly SkyDrive)(OneDrive, formerly SkyDrive)

Why Is This So Confusing?

marketing, marketing, marketingalso, SkyDrive is now OneDrive


• There are two versions of OneDrive – personal and Office 365– They are totally different – no relation.

• OneDrive for Office 365 is technically part of SharePoint


• OneDrive is a website

• OneDrive is a piece of software that runs on your computer and syncs files.– The software can sync your personal OneDrive files to your local

machine– Can also sync shared files in SharePoint with some limitations:

• 5000 items per site

Process

1. Train users2. Install client on local computers so users can migrate data

Important Considerations

• OneDrive can sync only 5000 items per SharePoint site (does not apply to personal OneDrive)

• OneDrive can sync files up to 2GB

• OneDrive should not be used for shared files since managing it centrally is very difficult – consider putting in place AUPs


• You don’t


Synchronous CommunicationSynchronous Communication(Lync Online)(Lync Online)

Important Considerations• Lync is hit or miss for communication with parties that are external

to your organization, particularly for video/file sharing

• Users can communicate via text chat from inside Outlook Web Access

• Everything else requires the Lync client– Lync 2013 Basic (free): does not allow for one-note sharing or video gallery

view– Lync 2013 Pro: included with Office 2013 Professional Plus

Process

1. Train users2. Install client


• You don’t

Getting HelpGetting Help

Tech Impact

• Call us if you don’t know what you need:– Linda Widdop, Director of Technology Services– [email protected] – 215.557.1559x111

• Find our specific offerings– Office 365 Assessment via Tech Soup– DIY Implementation on Tech Soup

mailto:[email protected]

• Office 365 options comparison • Request the free trial• Office 365 for nonprofits FAQ• Are You Ready for Microsoft Office 365 for Nonprofits?• Office 365 for Nonprofits: An Introduction• Office 365: Is It Right for My Nonprofit

Additional Resources

• Tech Impact O365 Assessment ($10) • Tech Impact Office 365 Migration Workshop for Small

Orgs ($300 admin fee, less than 20 staff)• Tech Impact Office 365 Migration Workshop for IT

Departments ($300 admin fee, bigger orgs)• Tech Impact SharePoint Online Migration Workshop

($300 admin fee)

Additional Resources

techsoup.org/tech-impact

Tech Impact DIY Workshops

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