When to use what in office 365 @ SPS Chicago Burb May 2019

1. When to Use What in

2. Twitter: @Rockett_15
Houston Office 365 Community President
HOU365 Saturday Houston Chair
National Speaker
Houston, Tx
Johnny is a passionate evangelist who attributes his professional experiences, technical expertise
and real-world SharePoint and Office 365 experience with organizations. He served 10 years in the
U.S. Navy serving on 2 Aircraft Carriers (USS Eisenhower & USS Nimitz) as an Electrical Work Center
Supervisor. He graduated from the University of Phoenix of Houston in 2011 with a Bachelor of
Science degree in Business Information Systems. Johnny has been working in the SharePoint
community for the last 9 years.
Johnny Lopez

3. Sponsors

4. Agenda
• What is Office 365?
• Discover Use Cases
• Define each Service
• Questions
• Demo (If time allows)

5. Productivity Use Cases
• Informational service portal for teams, programs, initiatives, departments
• Employee communications & information gathering
• Employee Directory
• Knowledge Base Articles
• Idea gathering, polling and crowd-based innovation
• Self-help support, FAQs, forums, Blogging
• Work and meeting places for teams, topic groups, programs, initiatives,
departments
• Planning, executing and promoting events, providing a catalog of post event
materials
• Developing and delivering support documents, Collaborative document creation
and approval
• Communicating status and reports

6. Firstly, lets understand Office 365
Power Platform
Azure Services

7. Office 365 Groups
Use Office 365 Groups when you just want
basic collaboration tool of a shared mailbox,
conversations and discussions, a shared
calendar, shared tasks (Planner) and a place to
Share files and work on them together.

8. Office 365 Groups

9. SharePoint
Organizations use SharePoint as a secure place to store, organize,
share, and access information from any device.
• SharePoint Online - A cloud-based service, hosted by Microsoft, for
businesses of all sizes. Instead of installing and deploying SharePoint
Server on-premises, any business can subscribe to an Office 365 plan
or to the standalone SharePoint Online service.
• SharePoint Server - It includes all the features of SharePoint
Foundation. And it offers additional features and capabilities, such as
Enterprise Content Management, business intelligence, enterprise
search, personal sites, and Newsfeed.

10. OneDrive
• OneDrive is the place where you can store, share, and sync your files
and then get to them from anywhere on virtually any device.
• Work on documents with others at the same time (if you store them
in OneDrive).
• Send files from Outlook 2016 as modern attachments
• When you attach files from OneDrive, OneDrive for Business or
SharePoint, you can share them as View only, or give the recipients
Edit permissions, which helps them collaborate easily on one copy
that everyone works on.

11. SharePoint and OneDrive cloud momentum
2016
250K
Organizations
300 %
Data Growth
60%
Online Seats
2017
300K +
Organizations
300 %
Data Growth
65%
Online Seats
2018
450K
Organizations
200 %
Data Growth
70%
Online Seats

12. OneNote
• OneNote is a digital notebook that allows you to gather and organize
your notes and information.
• You can organize text, pictures, digital handwriting, audio, video, and
more, in one notebook.
• It provides powerful search capabilities to easily find information and
you can share your notebooks and work together with others more
efficiently.

13. Delve
• Wouldn’t it be great if you could search for
information at work just as easily as you do on the
Internet? With Delve you can. That means you can
quickly find what you need across sites, files,
conversations and more.
• Now you can always stay connected and informed on
topics that you and your colleagues are working on.
• Let Delve quickly surface the content you need for
your job and the projects you are working on. Delve’s
results are tailored to you so they are relevant, real-
time & up-to-date.

14. Planner
• Planner is a light weight project management
tool that makes it easy for your team to create
new plans, organize and assign tasks, share
files, chat about what you’re working on, and
get updates on progress.

15. Sway
• Sway is an app from Microsoft Office
that makes it easy to create and share
interactive reports, personal stories,
presentations, and more. You can chose
from various templates like; internal or
external newsletters, How Tos, Business
presentations and many more.

16. Stream
• Reach your entire company and keep everyone connected
• Live Events
• Find what you need
• Collaborate more easily in apps you already know
• Intuitive video sharing
• Make your communications more compelling

17. Yammer
• Get connected to the right people, share information across teams
and organize around projects
• Quickly pull together a group in Yammer to share updates, ask
questions, get feedback and collaborate on files—all in a central
place.

18. Microsoft Teams
Microsoft Teams is the chat-based workspace in Office 365. It's the hub for
team chats, calls, meetings, and messages. Teams is extensible and
customizable, and it's secured and standards-compliant to make sure your
company's most sensitive collaborations are private.
• Bring your team together
• Chat 1:1 and with groups
• Connect with online meetings
• Files, notes, apps, and more, all in one place

19. Teams enhances collaboration for Millennials
to Baby Boomers brings them together by:
• Individual Chat
• Group Chat
• Team Chat within a Teams
• SharePoint Sites
• Co-Authoring
• Voice Calls
• Online Meetings
• OneDrive Files
• OneNote
• Tons of Apps
• Bots
• Planner Integration

20. Teams
(call/video)
Teams
(IM)
Email
OneDrive for
Business
Teams
(online meeting)
Delve
Office 365 Groups
PowerApps
/Flow
SharePoint
Teams Meeting
Broadcast
Yammer
Stream
MyAnalytics
Planner
Project Online
Responsetime/Criticality
Visibility
Individual Organization
Non-real-time/LowReal-time/High
Teams

21. Governance Considerations
Provisioning
• How are
workspaces
requested,
approved and
created
Management
• How are
availability,
compliance
and changes
over time are
managed
Lifecycle
• How do I
retain, expire,
delete of
content per
data retention
policy

22. A few use cases
Connect Learn Collaborate
I want to find an expert or expertise inside of my
organization
I want to ask for help on a problem I want to have a collaborative workspace
for myself and my colleagues
I want to manage tasks and assign
responsibilities for others
I want to find an expert or expertise outside of my
organization
I want to read company news or find out more about my
organization
I want to share a file with all colleagues I want to share a video with others
I want to chat immediately with colleagues in different time
zones
I want to search across all content I have access to I want to share a file with specific
colleagues.
I want to co-author content with
colleagues
I want to organise a chat with colleagues in different time
zones
I want information to be automatically served to me based
on my profile, activity and interests.
I want to share a file with External Parties I want to share meeting notes with
others
I want to connect with my colleagues and content when I
am out of the office
I want to store a personal file and control
whom can see it.
I want to manage my meetings more
effectively.
I want to prepare an interactive presentation including
video, images and clickable content
I want to work on documents remotely
online and offline

23. Office 365 Roadmap
The Office 365 Roadmap lists updates that are currently planned for applicable
subscribers. Updates are at various stages from being in development to
rolling-out to customers to being generally available for applicable customers
world-wide. https://products.office.com/en-us/business/office-365-roadmap

25. Questions?