Office 365 could present large opportunities to reduce costs, but only if you know what licensing plan you really need.

1. Office 365 Series:
How Much Could You Save?

3. Jill Hannemann
@JHCherryBlossom
Editor,
Digital
Workplace
Today
Director of
Advisory
Services
10+ years in Knowledge
Management
SharePoint expertise: information
architecture, records management,
content migration, document
management
Culinary project: perfect
pizza dough

4. About Portal Solutions
We deliver Digital
Workplace Products
and Solutions that help
organizations share
what they know and
find what they need by
connecting people,
data, and content.
4

5. 5
“Office 365 has a lower TCO,
and greatly reduces
implementation times
compared to a similar on
premises solution.”
• Office 365
• Navigating Licensing
• Getting Started
• Understanding Your Needs
Agenda
- Forrester Consulting Total
Economic Impact Study, Dec. 2010

6. 6
“Office 365 delivered a 315% return on
investment with a four month payback period
for the composite enterprise organization.”
- Forrester Consulting Total Economic Impact Study, Dec. 2010

7. What is Office 365?

8. Office 365 At A Glance
• Familiar & full Office user
experience
• Fast deployment & broad
management controls
• Per-user licensing
Office 365 ProPlus:

9. Insights
• Dynamics
• CRM
• Power BI for
O365
Other Tools
• Visio Pro
• Project Online
Platform
• Azure
Don’t Forget

10. 10
What this Means to the Business: Context!
Search
Email
Sites
File Sharing
Mobile
Availability
Collaboration
Knowledge Transfer
Reduced IT Maintenance

11. Navigating Licensing

12. Licensing 101
Channels Consumer Small & Medium Business Enterprise
FPP / OEM / Direct Open / Direct / Syndication Select / Enterprise Agreement
Types of Licenses On-premises Cloud
Client Licenses Server Licenses & Client
Access Licenses (CAL)
User Subscription License
(USL)
Types of Commitment Occasional Buyer Multi-Year Commitment Committed Subscriber
Transactional / Perpetual Annuity / Software Assurance Subscription

13. SharePoint Usage Scenarios & User Licensing
.
* External Users: users that are not either your or your affiliates’ employees, or your or your affiliates’ onsite contractors or onsite agents.

14. Online Plans

15. 15
Most Common Plans
• E Plans - Enterprise
• K Plans – Kiosk
Workers
• Small Business – 25 users max
• Midsize Business – 300 users max
• Enterprise – unlimited users
 Core suite of features for the digital
workplace
• Kiosk – “Desk-less” workers
 Shift or retail workers
 Shared PCs
• Mix and match with Enterprise level
plans
Office 365 Plans: The Basics

16. SharePoint Online Plans
E4
E3
E1
SharePoint Online
Plan 2
SharePoint Online
Plan 1
Kiosk
Small Business
Premium
Small Business
Midsize Business

17. • $1.50/user/month for Office with SA or
Office 365 ProPlus customers

19. External Users
Not employees,
contractors, or
onsite agents for
either you or your
affiliates.
You can grant access to
external users by using
the Share command to
send them an email
invitation to a
document or site
External users can use
Office Online for
viewing and editing
documents.
An external user is a person who has been
granted access to your SharePoint Online site,
but who is not a licensed user within your
organization.
here

20. SharePoint Feature Tiering
Area SP Online Plan 1 / Standard CAL SP Online Plan 2 / Enterprise CAL
Apps App Catalog and Marketplace
Collaboration Team Sites
Work Management (Project Site, My Tasks, Site Mailbox)
OneDrive for Business
Social (Newsfeed, Community Site)
External Sharing
Content Management Content Management
Records Management
eDiscovery & compliance
Search Standard Search (People & Expertise Search,
Visual Previews, Visual Best Bets, OOTB
Recommendations)
Enterprise Search (Video Search, Custom Query
Rules, Entity Extraction, Extensible Content Flow,
Item Recommendations, CBS)
Business Intelligence Scorecards & Dashboards*
Excel Services, PowerPivot, Power View
Business Solutions Workflow
Access Services**
Business Connectivity Services***
Visio Services
InfoPath Forms
SharePoint Service Description page

21. Office 365 Licensing Options
Full
Add-

22. Comparing Office 365 Add-Ons vs. Full USL
$17.00 $17.00
Prices in US Dollars. Reflects pricing for customers with EA Level D pricing rounded to nearest $.50

23. Add-On vs. Full USL
Add-on Full USL
Midterm At EA renewal
Low Organizational Device Growth Multiple Devices Per User
Customer desires a hybrid-cloud strategy Customer desires a cloud-centric strategy
Customer is at the beginning of their
cloud journey and values the ability
to move at their own pace with no
change to their EA
Customer has a defined cloud strategy
in place Desires easier per-user
licensing and feels comfortable
changing EA
Company A Company B

24. Core CAL
+
Office
Office 365 Add-on options
Core CAL
Only
Office 365 ProPlus
Subscription
EA License
Position
Core CAL
+
Office 365
ProPlus
E3 Add-on
E4 Add-on
E3 Add-on
E4 Add-on
Exchange Plan 1
Lync Plan 1
SharePoint Plan 1
E3 w/o ProPlus Add-on
E4 w/o ProPlus Add-on
Office 365
Add-Ons E1 Add-on
ECAL
+
Office
Exchange Plan 1
SharePoint Plan 1
Lync Plan 1
Office 365 Add-ons are available for EA customers who have signed the required OLS T&Cs.
CAL Suite + Office is required to purchase E3/ E4 Add-ons. ECAL-only customers may purchase E3 without ProPlus and E4 without ProPlus.
E3 w/o ProPlus Add-on
E4 w/o ProPlus Add-on

25. Visio Pro for Office 365 $13 Subscription of the advanced diagramming software, including roaming access and click to run
Project Pro for Office 365 $25 Subscription version of Project Professional client software with roaming access and click to run
Project Online $33 Online version of project server, delivering enterprise Project, Program and Portfolio Management
Project Online with Project Pro for Office 365 $58 Subscription version of Project Professional client with online capabilities of Project Online
Exchange Online Kiosk $2 2GB email, calendar
Exchange Online (Plan 1) $4 50 GB Email, calendar, personal archive, eDiscovery, AV/AS, team mailboxes
Exchange Online (Plan 2) $8 Unlimited archive, voicemail, advanced archiving, data loss prevention
Exchange Online Protection $1 Protection from spam, viruses, phishing and policy violations
Exchange Online Archiving $3 Legal hold and compliance
Yammer Basic $0 Free Enterprise social networking
Yammer Enterprise $3 Directory Sync, keyword monitoring and content management, export data for eDiscovery,
SharePoint Online (Plan 1) $3 Collaboration with sites, drag and drop, team mailboxes
SharePoint Online (Plan 2) $7 Forms, Data visualization, Access/Excel/Visio Services, eDiscovery, Compliance, PowerView,
SharePoint Online (Plan 1) with Yammer $4 Collaboration with sites, drag and drop, team mailboxes, Yammer Enterprise
SharePoint Online (Plan 2) with Yammer $8 Forms, Data visualization, Access/Excel/Visio Services, eDiscovery, Compliance, PowerView, Yammer Enterprise
SharePoint Online Extra Storage $0.20/GB Additional 1GB of storage
Lync Online (Plan 1) $2 Presence, instant messaging, and peer-to-peer voice and video, Skype federation
Lync Online (Plan 2) $5.50 Lync Meetings, multi-view video, Lync Room Systems
Office Web Apps with SharePoint Online (Plan 1) $5 Web Apps, collaboration with sites, fast search, drag and drop, team mailboxes
Office Web Apps with SharePoint Online (Plan 2) $8 Web Apps, Forms, Data visualization, Access/Excel/Visio Services, eDiscovery, Compliance, PowerView
Office 365 ProPlus $12 Office subscription, PC/Mac, roaming, mobile rights
Office 365 Standalones

26. Comparison Across Suites
Small Business
Small Business
Premium
Midsize
Business
Enterprise K1 Enterprise E1 Enterprise E3 Enterprise E4

 
 
   
  
Pull Pull Push Push
   
     
      

27. Office 365 Enterprise Suites (Included Plans)
Enterprise K1 Enterprise E1 Enterprise E3 Enterprise E4
Service
Plans
Exchange Kiosk Plan 1 Plan 2 Plan 2
SharePoint Kiosk Plan 1 Plan 2 Plan 2
Office Web Apps Authoring Authoring Authoring Authoring
Lync Plan 2 Plan 2 Plan 2, Plus CAL
Yammer   
RMS  
Office Client ProPlus ProPlus
Licensing
Client Installs 5 5
Mobile Installs 5 5
Dual Access Rights   
Support Priority 24x7
Minimum Commitment Annual Annual Annual Annual

28. SharePoint Online Plans: Quotas and Caps
Limit O365 Small Business O365 Midsize Business Enterprise plans Kiosk plans
Base tenant storage (excluding
personal storage)
10 GB + 500 MB per user 10 GB + 500 MB per user 10 GB + 500 MB per user 10 GB
Maximum tenant storage 1 TB 20 TB Unlimited Unlimited
Site collection quota limit
(per site collection)
Up to 1 TB Up to 1 TB Up to 1 TB Up to 1 TB
Site collections (#) per tenant 1 20 10,000 10,000
Subsites (#) per site collection Up to 2,000 Up to 2,000 Up to 2,000 Up to 2,000
OneDrive for Business
(personal) storage
25 GB per user 25 GB per user 25 GB per user Not available
Public Website storage default 5 GB 5 GB 5 GB 5 GB
File size limit 2 GB per file 2 GB per file 2 GB per file 2 GB per file
Number of users cap Up to 25 users Up to 300 users - -
Maximum number of unique
external users per tenant
500 10,000 10,000 10,000

29. 29
Licensing
Comparison:
Dunder Mifflin Paper
Co. - 350 users
On-Premise SharePoint =
Year 1 $104,206
Office 365 =
Year 1 $29,400
Item License
Software
Assurance w/Both
SharePoint Server License $4,926.00 $2,463.00 $7,389.00
Windows Server - Std $726.00 $363.00 $1,088.00
SQL - Std - 1 Proc $7,171.00 $3,586.00 $10,756.00
TOTALS for Infrastructure $12,823 $6,412 $19,233
SharePoint Standard CAL (Per
User) $95.00 $48.00 $142.00
SharePoint Enterprise CAL (Per
User) $83.00 $42.00 $125.00
TOTALS per User CAL $178.00 $90.00 $267.00
Licensing Costs for On-Premise (SharePoint)

30. Office 365 Add-ons
Simplified Licensing for Office 365
Easy
The underlying EA
does not change.
SA benefits are
retained, including
rights to new versions.
Great Price
Pricing recognizes
existing investment in
Office and CAL Suites.
Preserves EA discounts
for
on-premises and
volume discounts for
online services.
Flexible
Add Office 365 at any
time, for any number of
users, to any workload.
A simple, low-cost way for customers
to add Office 365 services at any time,
while maintaining current
EA and SA benefits

31. Getting Started
What is the Total Cost of Ownership of Office 365?

32. Evaluating Total Cost of Ownership (TCO)
Start up costs (and activities)
32
Labor needed to assess need
and define business objectives
Governance for Email, SharePoint,
OneDrive, Yammer, Lync usage
Determine usage of SharePoint
Assess LOE for Exchange migration
Depending on size, migration
could be a costly effort
Exchange mailbox migration
SharePoint content migration
Lync configuration
Basic user training is necessary
to communicate changes
Email in the cloud
Mobile capabilities
File storage and sharing
Social collaboration
Number of users is a determining factor as to how costly start up will be
Discovery/Design of Pilot Implementation and
Migration Training

33. Migrating to SharePoint Online
33
• SP to SP version upgrade
(cannot migrate directly from
2007-2013)
• Few customizations
• On-Prem to on-Prem
• No IA rebuild required
• Works for all types of
migrations
• SharePoint to SharePoint
• Unstructured file repositories
• Third party DMS
• Only supported path to
migrate to SP Online
• Copy, paste, tag
• Works in all situations
• Extremely labor intensive
Content Database
Migration
3rd Party Migration Tool
or Custom Scripting Manual Migration
On-Prem Hosted On-Prem Hosted O365 On-Prem Hosted O365

34. Perpetual Costs (TCO)
34
Hardware
Ongoing Training
Microsoft Licensing/Subscriptions
Additional Bandwidth
Ongoing Administration

35. 35
3rd party products like
365iQ can help with
analytics:
http://centrixsoftware.com/
• Number of users
 Number of users will impact start up
costs and needs analysis
• Existing license structure with
Microsoft
 Your ROI can be influenced with
• Office 365 components to be used
 What licensing levels do you need?
Understanding Your Needs

36. 36
• Email
• Instant Messaging
• Video Conferencing
• Content Management
• Collaboration
• Corporate Communication
• Workflow Processing
• Business Intelligence
• Data Management
• What do your users need today?
 Evaluate usage of:
 Microsoft Office Products (Word, Excel,
PowerPoint)
 Current intranet
 Enterprise Systems and Systems of record
(CRM, Customer data, transactional data)
 Other public cloud provided document
sharing (Dropbox, Google Docs)
 Other collaboration apps (Evernote, etc.)
Which Cloud Service
Should I Pursue?

37. Getting Started
37
1 Benefit vs. Risk Analysis
2 Evaluation of user needs
3 Determine licensing combination
4 Quantify ROI with current costs
5 Define governance for capabilities

38. Accelerating Office 365 deployment (150+ seats)
Enterprise plans and Exchange Online Add-on or Full USL
Licenses purchased through EA, MPSA, AOS, Open, or MOSP
Deployment May Include:
Contact Jill Hannemann at
jhannemann@portalsolutions.net