WS 203 Office 365 Feature Explosion: What should

WS 203 Office 365 Feature Explosion: What should you be using? Dont Pa..Panic Consulting Paul Papanek Stork Owner/Principal Architect Author Developers Guide to WSS 3.0 MOSS 2007 Best Practices

MCTS: WSS 3.0 Configuration Study Guide (70-631) Dont Pa..Panic Consulting Microsoft Community Contributor Technet Forums MSDN Forums Yammer Groups Dont Pa..Panic Consulting

SharePoint 2010 Development for Office 365 Contact Information Email: [email protected] Blog: http://dontPaPanic.com/blog Twitter: @PStork Agenda The Problem and Promise caused by Frequent Updates Workshop Approach

Application Categories Collaboration Teams, Yammer, and Groups Forms/Workflow Forms and PowerApps/Flow Video Video and Stream Tasks Tasks, Planner, and ToDo Presentations PowerPoint and Sway Miscellaneous StaffHub Dont Pa..Panic Consulting Office 365 Frequent Updates Advantages New functionality introduced more quickly Problem fixes roll out more quickly Disadvantages Hard to keep track of what is being released

Administrative controls arent always available upon release Applications sometimes seem to overlap Expanded Applications being introduced Obsolete Applications being deprecated Differing Visions from multiple Product Teams Dont Pa..Panic Consulting Examples InfoPath Electronic Forms are Deprecated Original Proposal was to replace it with 4 different applications Currently PowerApps/Flow are the replacement Questions What about the Forms application developed for education market?

Does the introduction of Flow mean Workflows are being replaced? What if PowerApps/Flow doesnt do everything InfoPath did? Can I roll this out gradually to allow for training? DontWhat Pa..Panic is Consulting Microsofts View? as expressed at Ignite Microsoft 365: Universal Toolkit for Teamwork SharePoint Outlook

Email & Calendar Yammer Connect Across Intranets & Content Management the Organization Office 365 Groups Single team membership across apps and services Microsoft Graph Suite-wide intelligence connecting people and

content Office Apps Co-Author Teams Hub for Teamwork Security and Compliance Centralized policy management Microsoft 365 Teamwork Use Case Guidance

Outlook SharePoint Email & Calendar Intranets & Content Management Yamme r Connect Across the Organization

Word, Excel, PowerPoint Teams Co-Author A Hub for Teamwork See whose in the file with you Iterate on a project with your team

Work together with real time coauthoring Chat privately, and make audio, video calls Track whats changed with version history Set-up meetings with HD audio, video and web conferencing

EXAMPLE USE CASES Upgrade your DL to a group inbox with shared notes and files Share updates with your group in email Keep your group in sync with a shared calendar Create a company intranet to share news and resources Customize your

team site to automate document workflows and share lists Share and work together on all your files with OneDrive Office 365 Groups Create a community around topics of interest or areas of practice Drive initiatives for

cross-organizational innovation Foster two-way engagement betwee n leadership and staff Microsoft Graph Security and Compliance Our Approach to this Workshop Separate out the common applications like SharePoint, OneDrive, Outlook and Word Divide remaining Applications into 5 categories Compare/Contrast the Application in each category

Brief Demonstration of the User Experience Discuss the Business Use Case for each Application Highlight Administrative Settings and Controls Available Dont Pa..Panic Consulting Office 365 Applications Dont Pa..Panic Consulting Outlook Web Access Dont Pa..Panic Consulting Office Web

Applications Dont Pa..Panic Consulting SharePoint, OneDrive, & Yammer Dont Pa..Panic Consulting Administrative and Utility Dont Pa..Panic Consulting Collaboration Groups

Dont Pa..Panic Consulting Collaboration Groups Forms and Workflow Dont Pa..Panic Consulting Collaboration Groups Forms and Workflow Video Dont Pa..Panic Consulting

Collaboration Groups Forms and Workflow Video Tasklists Dont Pa..Panic Consulting Collaboration Groups Forms and Workflow Video

Tasklists Presentations Dont Pa..Panic Consulting Collaboration Teams, Yammer, and Groups Groups Dont Pa..Panic Consulting Teams, Yammer, and Groups urree ccttu

i i p p d dd aad o t o t n kk iiccoon c i c

l i l C C Grou Dont Pa..Panic Consulting ps Microsofts Current Guidance Inner Loop People you work with regularly on core projects

Ya s m Outlook m a m e T er Files Email Sites Content SharePoint

Ubiquitous for targeted communications Office 365 Groups Cross application group membership Dont Pa..Panic Consulting Outer Loop People you connect with openly across the organization From AvePoint Three Key Factors Audience

Tone Speed Dont Pa..Panic Consulting Another Business Case See: https://medium.com/@cslemp/how-to-choose-between-microsoft-teams-yammer-and-outlook-1c4b37ac4eb7 Dont Pa..Panic Consulting Key Differentiators Groups Groups The Underlying functionality used by Yammer & Teams

Driven by membership in a Security Group Surfaced in Outlook Web Access (OWA) and Outlook desktop client Yammer Been around the longest many experienced users Conversations can be referenced via a URL better history Larger membership limits Groups and Teams catching up Teams Real time conversations Soon to include Skype Bots for automation Sideloaded Apps must be enabled in Settings Easily extensible Tabs and custom development Best activity feed aggregation Dont Pa..Panic Consulting

When to Use Office Groups To collect files, calendaring and some correspondence amongst a defined list of individuals (Security Group) Users rely heavily on Outlook for day to day work Dont Pa..Panic Consulting When to Use Yammer To learn and share knowledge around an idea or topic Can be configured to use Office Groups as Backend storage Limitation - One Yammer Network per Office Tenant Limitation - Office 365 Authentication must be enforced

Membership unlimited internal and external if not using an O365 Group You have a lot of experienced Yammer users Dont Pa..Panic Consulting When to Use Microsoft Teams To execute shared tasks or a project You want to customize the automated functionality (Bots) You want to Organize Content (Tabs) Membership limited to 2,500 users (originally 600) Dont Pa..Panic Consulting Administrative Controls Groups - On by default

Groups Enable External members under Settings>Services & add-ins>Office 365 Groups Limit Group Creation in Azure PowerShell Teams - On by default Disable for Internal or External users under Settings>Services & add-ins>Microsoft Teams Remove User Licenses (wont disable users with existing accounts) Other settings under Settings>Services & add-ins>Microsoft Teams Limit Team Creation - See Groups above New Admin Center combined with Skype (rolling out now) Yammer On by default in New Tenants Disable for whole Tenant in SharePoint Admin Center Remove User Licenses (wont disable users with existing accounts) Enforce O365 Authentication to control User access

Dont Pa..Panic Consulting Limit Who Can Create Groups Requires AzureADPreview Cmdlets Minimum Version 2.0.0.137 Install-Module AzureADPreview Connect-AzureAD $Template = Get-AzureADDirectorySettingTemplate | where {$_.DisplayName -eq 'Group.Unified'} $Setting = $Template.CreateDirectorySetting() New-AzureADDirectorySetting -DirectorySetting $Setting -ErrorAction SilentlyContinue $Setting = Get-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting | where -Property DisplayName -Value "Group.Unified" -EQ).id $Setting["EnableGroupCreation"] = $False $Setting["GroupCreationAllowedGroupId"] = (Get-AzureADGroup

-SearchString "AllowedtoCreateGroups").objectid Set-AzureADDirectorySetting -Id (Get-AzureADDirectorySetting | where Property DisplayName -Value "Group.Unified" -EQ).id -DirectorySetting $Setting (Get-AzureADDirectorySetting).Values Dont Pa..Panic Consulting Limit Who Can Create Groups - Results Name ---CustomBlockedWordsList EnableMSStandardBlockedWords ClassificationDescriptions DefaultClassification PrefixSuffixNamingRequirement AllowGuestsToBeGroupOwner AllowGuestsToAccessGroups

GuestUsageGuidelinesUrl GroupCreationAllowedGroupId AllowToAddGuests UsageGuidelinesUrl ClassificationList EnableGroupCreation Dont Pa..Panic Consulting Value ----false false False Daf77338-4716-4be7-b612-7972c06ea968 True

False Disable Yammer or Team User License [email protected]("YAMMER_ENTERPRISE", "TEAMS1", "") $cred = Get-Credential -UserName "" -Message "Enter O365 Global Admin Credentials" Connect-MsolService -Credential $cred $AccountSku = Get-MsolAccountSku | Where-Object {$_.SkuPartNumber -eq 'ENTERPRISEPACK'} $NewSkU = New-MsolLicenseOptions -AccountSkuId $AccountSku.AccountSkuid -DisabledPlans $disableplanList Set-MsolUserLicense -UserPrincipalName "" -LicenseOptions $NewSkU

(Get-MsolUser UserPrincipalName "") .Licenses.ServiceStatus Dont Pa..Panic Consulting Forms/Workflow Forms, PowerApps, and Flow Dont Pa..Panic Consulting What about InfoPath & Workflow InfoPath 2013 is deprecated No longer being developed Not keeping pace with new features like Modern Libraries

Workflow 2010 and 2013 Still fully supported Hard to integrate with external data sources Dont Pa..Panic Consulting Forms, PowerApps and Flow Dont Pa..Panic Consulting Administrative Controls Forms - On by default Enable External sharing under Settings>Services & add-ins>Microsoft Forms Remove User Licenses (wont disable users with existing accounts)

PowerApps - On by default Manage through PowerApps Admin center Remove User License (Users can still sign up for free service) Flow - On by default Manage through Flow Admin center Remove User License (Users can still sign up for free service) Dont Pa..Panic Consulting Disable Forms, PowerApps & Flow License [email protected]("FORMS_PLAN_E3", "POWERAPPS_O365_P2", "FLOW_O365_P2", "") $cred = Get-Credential -UserName ""

-Message "Enter O365 Global Admin Credentials" Connect-MsolService -Credential $cred $AccountSku = Get-MsolAccountSku | Where-Object {$_.SkuPartNumber -eq 'ENTERPRISEPACK'} $NewSkU = New-MsolLicenseOptions -AccountSkuId $AccountSku.AccountSkuid -DisabledPlans $disableplanList Set-MsolUserLicense -UserPrincipalName " -LicenseOptions $NewSkU (Get-MsolUser UserPrincipalName "") .Licenses.ServiceStatus Dont Pa..Panic Consulting When to Use Forms For creating simple surveys & quizzes

Automated Statistics and summarization Up to 5,000 responses (Internal & External) Data is stored on servers in the United States and Europe Form is a list of questions Quiz is a form with additional options Assign Points for a questions Supports Math notation for questions/answers Not a Replacement for InfoPath Dont Pa..Panic Consulting When to Use PowerApps To provide a CRUD interface for managing information in SharePoint or other data repositories As an Input form for a FLOW

Designed as replacement for InfoPath Accessible directly from Modern List menu New, View, and Edit PowerApps forms display inline Mobile client available Not suitable for duplicating Paper Forms look and feel Some workloads require additional licensing Common Data Model Salesforce Dont Pa..Panic Consulting When to Use Flow Execute Processes and Tasks Interact with data in external systems Typical Tasks Approval

Synchronize files Data Collection Autmated Processes Lots of sample Templates to build on Over 200 connectors available Not a direct replacement for SharePoint workflow Dont Pa..Panic Consulting Breaktime? 15:00 Minutes Dont Pa..Panic Consulting Streaming Video Video and Stream

Dont Pa..Panic Consulting Video and Stream urree ccttu i i p p d dd aad o t o

t n kk iiccoon c i c l i l C C Dont Pa..Panic Consulting Administrative Controls Video - On by default

Disable in the SharePoint Admin Center under Settings>Streaming Video Service Manage User Permissions in Video Portal Settings Individual Channel Settings Stream - On by default Block Login to Microsoft Stream in Azure AD Applications Remove User License (Users can still sign up for free service) Dont Pa..Panic Consulting Block Application Login in Azure AD Open Azure AD Admin Center Select Enterprise applications Find Microsoft Stream Service

Select the application " Click Properties under Manage from the left blade. Toggle the Enabled for users to sign-in flag to No. Click the Save button at the top of the screen. Dont Pa..Panic Consulting Differences Stream Add as a Tab in Teams Broader Licensing - based on Azure AD O365 license not required Search Integration - offers automated transcription Table of Contents Jump to a point in the video Limitations

No External User Access Authentication issues with Mobile Applications Office 365 Video APIs not yet available in Stream Dont Pa..Panic Consulting Should I Switch to Stream Now Continue using Video if you have developed customizations Microsoft Stream will eventually replace Video Portal Phase 1 (2017 Q3/Q4) Tenant Admin Opt-in for Clients not using REST APIs Phase 2 Tenant Admin Opt-out - Tenant Admins can Opt-out Phase 3 Automatic Transition tenants transitioned to

Stream Content will be automatically migrated from Video to Stream Use Stream if you use Microsoft Teams Dont Pa..Panic Consulting Tasks Tasks, Planner and ToDo Dont Pa..Panic Consulting Tasks, Planner, and ToDo urree ccttu i

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i l C C Dont Pa..Panic Consulting Administrative Controls Tasks On by default Disable Exchange Mailbox Planner - On by default Manage User Permissions in underlying O365 Group Site Limit Group Creation in Azure PowerShell ToDo Still in Preview

Enable Preview application under Settings>Services & add-ins>ToDo Remove User License (Existing Users will be able to use ToDo) Disable Exchange Mailbox Dont Pa..Panic Consulting Disable ToDo & Planner License [email protected]("BPOS_S_TODO_2", " PROJECTWORKMANAGEMENT", "") $cred = Get-Credential -UserName "" -Message "Enter O365 Global Admin Credentials" Connect-MsolService -Credential $cred $AccountSku = Get-MsolAccountSku | Where-Object {$_.SkuPartNumber -eq 'ENTERPRISEPACK'} $NewSkU = New-MsolLicenseOptions -AccountSkuId $AccountSku.AccountSkuid

-DisabledPlans $disableplanList Set-MsolUserLicense -UserPrincipalName "" -LicenseOptions $NewSkU (Get-MsolUser UserPrincipalName "").Licenses.ServiceStatus Dont Pa..Panic Consulting Business Case Planner Best for a Team Mobile App Available KanBan card view ToDo Focus on things tasks for Today Mobile App Available

Tasks Integrated with Outlook desktop and OWA Dont Pa..Panic Consulting Presentations PowerPoint and Sway Dont Pa..Panic Consulting PowerPoint and Sway urree ccttu i i p

p d dd aad o t o t n kk iiccoon c i c l i l

C C Dont Pa..Panic Consulting Administrative Controls PowerPoint - On by default Disable Office 365 ProPlus licensing Sway On by default Enable External Sharing and Data Sources under Settings>Services & add-ins>Sway Remove User License (Users can still sign up for free service) Dont Pa..Panic Consulting

Disable Sway License [email protected](SWAY", "") $cred = Get-Credential -UserName "" -Message "Enter O365 Global Admin Credentials" Connect-MsolService -Credential $cred $AccountSku = Get-MsolAccountSku | Where-Object {$_.SkuPartNumber -eq 'ENTERPRISEPACK'} $NewSkU = New-MsolLicenseOptions -AccountSkuId $AccountSku.AccountSkuid -DisabledPlans $disableplanList Set-MsolUserLicense -UserPrincipalName "" -LicenseOptions $NewSkU (Get-MsolUser UserPrincipalName "") .Licenses.ServiceStatus

Dont Pa..Panic Consulting Business Case PowerPoint Primarily a Desktop application Best for a live presentation More fine grained control over final presentation Sway A Web based application Best for online and on-demand presentation Better for rich media presentations that rely more on images, video, and style Dont Pa..Panic Consulting

Other Talks at SharePoint Fest WF101 - Workflows and Forms in Microsoft world - when to use what? - Asif Rehmani OFF 202 - Office 365 Groups - The Ultimate Guide - Benjamin Niaulin BV101 - Increasing Project Efficiency using Microsoft Teams - Haniel Croitoru WF102 - Introduction to Microsoft Flow- Daniel Glenn PWR102 - PowerApps for SharePoint Users Wes Preston PWR103 - Power Up SharePoint with PowerApps - Bobby Chang WF104 - Approvals in Flow - Scott Shearer ADM106 - Microsoft Teams for Administrators - Matthew J. Bailey PWR201 - Introduction to Office 365 Groups - Drew Madelung PWR303 - Learn what's new and coming with Office 365 Business Apps (SharePoint, PowerApps, Flow, Forms) - Chris McNulty Dont Pa..Panic Consulting

59 QUESTIONS? CONTACT INFORMATION Email: [email protected] Blog: http://dontPaPanic.com/blog Twitter: @PStork Dont Pa..Panic Consulting

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