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OneDrive for Business: Much More Than a File Share

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At first glance, it seems OneDrive for Business may be a return to the file share days, with folders and files located on a server somewhere. In reality, it's a powerful enterprise content management tool with a robust list of features, including unlimited cloud storage per user. In this session, you'll learn about the features of OneDrive for Business and best practices for including it in your information management toolbox. You'll discuss how it fits into your SharePoint on premise and cloud roadmap, what content to put where, and how to migrate data from a file share or competitive platform into OneDrive for Business.

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OneDrive for Business: Much More Than a File Share

  1. 1. One Drive for Business: More Than a File Share
  2. 2. Agenda # Topic Time 1 What is OneDrive for Business (OD4B)? 10 min 2 High Value Scenarios for OD4B 15 min 3 Governance for OD4B 15 min 4 How to Deploy OD4B 15 min
  3. 3. 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
  4. 4. OD4B Roadmap http://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. • 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.
  5. 5. Where is OneDrive for Business Available?
  6. 6. OD4B is included in all O365 Plans
  7. 7. OD4B High Value Scenarios Personal File Location Extranet & Partner Collaboration Offline Syncing / File Access Anytime, Anywhere Access Eliminate Shadow IT Document Co-Authoring
  8. 8. 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” 8
  9. 9. 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 OneDrive 9
  10. 10. The External Sharing Process View Document Edit Document No Authentication Needed
  11. 11. 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
  12. 12. Our vision for OneDrive Creating “Next-Gen” OneDrive experiences Consumer Enterprise A File’s Future with OneDrive for Business SkyDrive.exe SkyDrive.exe groove.exe
  13. 13. About Next-Gen Sync SharePoint Team Sites Groups OneDrive for Business OneDrive Personal Sync with groove.exe Next Generation Sync Client Windows 7, 8.0, 8.1, 10 & Mac OS Slide via Hans Brender Available end of 2016
  14. 14. 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 14
  15. 15. 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 15
  16. 16. Phone Client Comparison iOS Android Win10 Offline File Sync X X Coming soon Annotate PDF X X Office 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
  17. 17. Eliminate Shadow IT • People need mobile access to their documents • Purchase Box, Dropbox, Google Drive, etc. • Not governed by IT policies 17
  18. 18. What Do You Put Where? Compliance Needed Targeted Compliance Not Needed Broad Great Resource: http://www.whentousewhat.com/
  19. 19. 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
  20. 20. 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
  21. 21. 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
  22. 22. Data Loss Prevention (DLP)
  23. 23. Information Rights Management (IRM)
  24. 24. 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
  25. 25. 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 adoption 25