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Office 365 Tools OneDrive and Skype for Business Office 365 Tools OneDrive and Skype for Business

Office 365 Tools OneDrive and Skype for Business - PowerPoint Presentation

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Uploaded On 2018-11-21

Office 365 Tools OneDrive and Skype for Business - PPT Presentation

November 2016 IT Stakeholder Meeting Office 365 Tools Working Smarter In addition to email and calendar Office 365 includes tools for secure file sharing and collaboration Focus for new tools is improving the way a ID: 731843

files harvard office phone harvard files phone office tools access share users web internal sharing skype mobile business jabber

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Slide1

Office 365 ToolsOneDrive and Skype for Business

November 2016| IT Stakeholder MeetingSlide2

Office 365 Tools: Working Smarter

In addition to email and calendar, Office 365 includes tools for secure file sharing and collaboration

Focus for new tools is improving the way a

person works at Harvard both as an individual or part of a teamAccess to files and colleagues from anywhere using any deviceShare and collaborate on personal files with OneDriveConnect with colleagues using Skype for Business (formerly Lync)Free for use on home and mobile devices with Office Pro Plus

2Slide3

OneDrive

All files stored in the cloud

No need for VPN to access while away from campus

Access and update documents while on-line or off; files automatically sync to the cloudProtect your dataSecure storage of documents on OneDrive (up to level 3 data)No need for consumer tools like DropBox or Google DriveCan eliminate need for “U” drive (saves departments money)Minimizes need for AccellionShare only what you want; limit access by requiring login or expire link

3

Store, share and co-edit

documents easily and securelySlide4

The Choice Conundrum

4

Making the most of Office 365:

Working to provide fewer, better choices at HarvardSlide5

5Slide6

Skype for Business (formerly Lync)

Collaborate with colleagues both inside and out of Harvard

Chat

Desktop shareWeb meetingsAccess via desktop computer or mobile deviceIntegrates with O365 calendar6Slide7

Office Pro Plus

Free Microsoft Office for your personal use

Up to 5 personal computers (home use)

Up to 5 mobile devices (phone/tablet)Always have access to the most current version of office from any computing device whether at home or at work.7Slide8

Definitions and Use

Cases-Collaboration Tools*

8

Term

Definition

Primary

Use Case

Support for Users internal and external to Harvard

Personal File Sharing

Files managed by the faculty, staff member, or student directly. The individual is responsible for sharing or not sharing these files and may choose to do so with people both inside and outside of the University

.

OneDrive

to store and/or share personal work files

Can replace consumer tools like

DropBox

or consumer Google. Some costs associated with storage with these tools when exceed free limits

Can replace U drive and other network shares, saving costs for departments

No additional license cost for OneDrive.

Can be used to share with users both internal and external to Harvard

Group File Sharing

University groups include teams and departments that are predefined as well as ad-hoc groups. The group (often represented by a single administrator) is responsible for defining who has access to files. Access can be granted to users both inside and outside of the University**

SharePoint

to store and manage team or departmental files

Can replace network share drives

No additional license cost

Recommended for internal Harvard use

Can share externally, but can be challenging

Harvard Phone

Harvard Phone includes physical desk phones as well as softphones (Jabber).Desk phone: Make and receive calls in the officeRequires purchase of monthly phone service Jabber: Make and receive calls from your Harvard telephone number, on PC/Mac and mobile devices (No additional cost for Jabber when selecting Harvard Phone Office BundleJabber and desk phone calls to/from anyone using Harvard phone networkAd hoc web conferencingMeeting platform accessed from the web. Used for impromptu internal meetings and working from home. Skype for Business: Includes audio, video, chat and screen sharing. Communication via installed client (computer or mobile device) or link to meeting to join. No additional license costCan replace need for WebEx for someCan be used to share with users both internal and external to HarvardCannot join meeting by phone only, requires use of Skype mobile clientVideo and Web ConferencingLarge group web conferences, planned meetings with many remote attendees. WebEx for richer web conference experienceIntegrates with TelePresence Can join meetings by phone only or via WebEx clientRequires purchase of WebEx license Can be used to share with users both internal and external to Harvard

*Functionality of toolsets overlap. Choice of which tool to use is dependent upon the users preference and the tool/platform they are most comfortable using. For example, when in O365, a user may choose Skype For Business to Chat with a colleague or hold a Web Meeting. Users with Jabber installed may choose the Jabber Chat or web conference feature when collaborating with colleagues.

**These

Harvard group files are not subject to the “Policy on Access to Electronic Information”