onedrive for business: much more than a file share
TRANSCRIPT
One Drive for Business: More Than a File Share
Agenda# Topic Time1 What is OneDrive for Business
(OD4B)?10 min
2 High Value Scenarios for OD4B 15 min3 Governance for OD4B 15 min4 How to Deploy OD4B 15 min
What is OneDrive for Business?
Co-Authoring
Versioning
Co-Authoring
Versioning Auditing & Reporting
eDiscovery (E3 Plan)
IRM & DLP
Offline File Sync Offline File Sync
Enterprise SearchMobile Apps Mobile Apps
OD4B Roadmaphttp://fasttrack.microsoft.com/roadmap
• Access to SharePoint Online document libraries and Office 365 Group files from the OneDrive mobile app.
• Intelligent discovery of documents from both OneDrive and SharePoint.
• Copy from OneDrive to SharePoint in the OneDrive web experience.
• OneDrive Universal Windows Platform (UWP) application.
This Quarter• Document analytics surfaced in OneDrive to
provide insight into document usage, reach and impact.
• Synchronization of SharePoint Online document libraries with the new OneDrive sync client.
• Synchronization of shared folders with the new OneDrive sync client.
• Mobile access to SharePoint document libraries in on-premises farms.
• Move and copy files between OneDrive and SharePoint in web experiences.
End of 2016
Where is OneDrive for Business Available?
OD4B is included in all O365 Plans
OD4B High Value Scenarios
Personal File Location
Extranet & Partner
Collaboration
Offline Syncing / File
Access
Anytime, Anywhere
AccessEliminate Shadow IT
Document Co-Authoring
Personal File Location
• 5TB of storage per user (enterprise plans). Unlimited storage is currently rolling out
• Store files up to 10GB in size• Limit of 20,000 office files when syncing offline• Can access documents from mobile apps (iOS,
Android, Windows)• Can access files from “outside the firewall”
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Extranet and Partner Collaboration
• Can be enabled / disabled at site collection level by a tenant admin
• Can share documents with anyone that has a Microsoft account (Office 365 account, Live ID, @outlook, @Hotmail, etc.)
• Also can share via a link• External users cannot be a site collection admin or
get their own OneDrive9
The External Sharing ProcessView Document
Edit DocumentNo Authentication Needed
Document Co-Authoring
• Available in: Word: synced at the paragraph level PowerPoint: Synced at the object level OneNote: synced at paragraph Excel: only in web app, synced per cell
• Available on all devices • Supports up to 99 users editing at the same time
Our vision for OneDriveCreating “Next-Gen” OneDrive experiences
Cons
ume
r
Enterprise
Source: Ignite Session :A File’s Future with OneDrive for Business”
SkyDrive.exe
SkyDrive.exe
groove.exe
About Next-Gen Sync
SharePoint Team Sites Groups OneDrive for
BusinessOneDrive Personal
Sync with groove.exe
Next Generation Sync ClientWindows 7, 8.0, 8.1, 10 & Mac OS
Slide via Hans Brender
Available end of 2016
Offline Syncing / File Access• Can sync files to your PC, iPhone, or Android for offline access• Selective sync is available using the NGSC• Can sync SharePoint document libraries (5,000 item limit)• 20,000 office file limit for OD4B sync• No % or # characters (fixing this is in development)• 256 character limit on file name• Can sync any file types – this can be limited by admin
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Anytime, Anywhere Access
• Can access files from any computer• Phone apps for iOS, Android, Windows Phone• Can include multiple ODFB and OneDrive Personal
accounts• Most recent files are automatically synced no matter
where the file was accessed
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Phone Client ComparisoniOS Android Win10
Offline File Sync X X Coming soonAnnotate PDF X XOffice Lens Save X X Coming soon
Use with multiple accounts
X X X
Send a link from Outlook Coming soon Coming soon
Attach a OD4B file in Outlook mobile
X X
Data Loss Prevention X X
Eliminate Shadow IT
• People need mobile access to their documents• Purchase Box, Dropbox, Google Drive, etc.• Not governed by IT policies
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What Do You Put Where?Compliance
Needed
Targeted
Compliance Not Needed
Broad
Great Resource: http://www.whentousewhat.com/
OD4B Lifecycle Management
One Drive for Business Provisioning
Collaboration with Coworkers and Partners
Account Disabled, License Revoked
What do you do with their OneDrive for Business Content?
Roll out OD4B
Employee Tenure
Employee Departure
Governance and
Compliance
Provision OD4B• Populate data to OD4B for the first time
• Typical sources File shares (don’t do this) Personal hard drives Dropbox / Box / google drive SharePoint / MySites
• Migration options OD4B Sync tool (don’t do this) 3rd party tool Fast Track migration from file shares coming soon Fast Track migration from google drives coming soon
Roll out OD4B
Protect Your Data• Deploy Data Loss Prevention (part of the Office 365
Compliance Center)• Limit file sync to domain joined PCs• Scan for sensitive information, such as SSN and credit card
numbers• Limit external sharing
• Information Rights Management (part of Azure Rights Management)• Helps secure your information by encrypting it and applying
an intelligent policy so that only specified internal and/or external people can “act” on your information
Governance and
Compliance
Data Loss Prevention (DLP)
Information Rights Management (IRM)
What should you do with the data?• After an employee leaves, what do you do with their OD4B
data?• OD4B data is deleted after 30 days
• If the Manager field is populated for the deleted account access to the site is granted to the manager.
• If the Manager field isn’t populated for the user account and a secondary owner was configured in Setup My Sites under the User Profile section of the SharePoint admin center, access to the site is granted to the user.
• But, you can only move content off of the OD4B using a third party tool• Move to another OD4B, a SharePoint site, file share, or
other archive location
Employee Departure
In Summary• OD4B is a great way to get started with the cloud• It is a huge area of investment for Microsoft• Consider the lifecycle of an employee, plan
accordingly, and put policies into place• Start with a pilot – can restrict access by using
audiences• Disable offline sync until NextGen sync tool is ready• Conduct a campaign around the high value
scenarios to drive adoption25