Start using OneDrive for Business and your team site for file storage and online collaboration

One of the best ways to set up file storage and sharing for your business is to use OneDrive for Business and an Office 365 team site together. This is ideal if you have a small business with a few employees.

Office 365 includes a basic team site for you to get started. You can immediately start storing files in OneDrive for Business and collaborating on files in your team site.

Where you can store documents in Office 365

  • OneDrive for Business is designed for individual use, with the occasional sharing of files. OneDrive for Business is ideal for storing files you own.
  • An Office 365 team site is designed for sharing and collaborating on files regularly. A team site is ideal for storing files that have shared ownership where several people or the whole team owns the files and might collaborate on them.

Both OneDrive for Business and team sites provide anywhere access for you and your employees.

A diagram of how you can use two types of storage: OneDrive or Team sites

Here are recommendations for what to store in each location when you use OneDrive for Business and Office 365 team sites together:

Storage location What it’s for What to store here
OneDrive for Business Storing content on OneDrive for Business is like storing files on your computer; no one else can easily access them.

It’s ideal for storing business files that you’re working on by yourself.

Business files that other team members won’t need to collaborate on or access regularly.
Office 365 Team site An Office 365 team site is like a website, but by default it’s not public; it’s accessible only to people you give permissions to.

It’s ideal for sharing and collaborating on files.

Shared documents that all of your employees can access and collaborate on. For example, collaborate on a PowerPoint presentation, store team plans that everyone updates, or publish meeting agendas.
Office 365 Team subsite An Office 365 team subsite is like a separate section on your team site with a unique look or unique permissions for access.

It’s ideal for sharing and collaborating on files with a customer or partner external to your business.

It’s also ideal for storing files you want to keep private from the rest of the people in your business who have access to the team site. You can set up a subsite so only you (and if needed, one or two others) can access it.

Files you want to share with people external to your business.

Files your want to keep private from others in your business. For example, you might want to store personnel and financial information here.

Office 365 Site collections File storage and sharing, but the site collection is completely separate from your existing team site.

A new Office 365 site collection has its own address and permissions. It can be used for internal or external collaboration.

Larger businesses use site collections in the same way small businesses use subsites. A small business with advanced security needs and strong technical skills might also want to create a site collection.

Store the same shared information in a site collection as you would in a team site and subsite.

 Step 1: Tell team members to store their own files on OneDrive for Business

Each person in your business who has Office 365 gets OneDrive for Business cloud storage. Tell them they should store business-related files here if they are the only ones who need to use the files. For example, they might store a draft proposal, their meeting notes, or the script for a demo they’re going to deliver.

It’s also important to tell employees to share their OneDrive for Business folder with you and coworkers. If employees get sick or leave the company, it’s difficult to access their files stored on OneDrive for Business. But if the OneDrive for Business folders are shared, you can always access the files if needed.

Here’s how each person on your team gets to their OneDrive for Business and shares their folder.

  1. Go to https://portal.office.com to sign in.
  2. Type your user name and password, and then select Sign in.
  3. On the Office 365 Home page, choose OneDrive.

    From the app launcher, choose the OneDrive tile.

  4. In OneDrive for Business, if you already have a Shared with Everyone folder, open it. This is where team members should store their own business-related documents in OneDrive for Business. Choose Share, and go to the next step.

    Or, if you don’t already have this folder, choose New to create a new folder. Name it Shared with Everyone, and choose Invite People. If you don’t see Invite People, click Create and then right click the new folder and click Share.

    Choose the Shared with Everyone folder in OneDrive

  5. In the Invite people box, type names or email addresses of team members who you want to have access to the folder. You can include your own email address to get a copy of the email that will be sent to the people you give access to.

    The dialog box for listing the email addresses of the people you want to share your OneDrive for Business folder with.

  6. Select a permission setting for the folder to Can edit or Can view.
  7. Type a message to be included with an email that’s sent to the people you invite so they know that the email includes a link to your shared business files. Choose Create. The email is immediately sent to the people you invite.

    Here’s what the email looks like when it’s sent. It includes a link to your Shared with Everyone folder at the bottom so they can get to it.

    Open the email and click Open the website.

Step 2: Explore your Office 365 team site

Office 365 includes a basic team site with some features to help you get started. Only the people in your business can access this internal website.

Here’s how you get to your team site:

  1. While still signed in to Office 365, in the upper-left corner of the page, choose the app launcher Office 365 app launcher icon , and then choose Sites.

    In the upper right corner of the page, choose the app launcher and then choose Sites.

  2. On the Sites page, choose Team Site.

    To access your team sites, click Sites, then click Team Sites.

You’ll see the Home page for your team’s internal website with a default title of <your business name> Team Site. This Home page includes:

  • Tiles to features to help you get started customizing your team site.
  • Left-side links for navigating to other areas on your team site.
  • A document library, so you can start storing and sharing files with your team.

The initial Team sites page includes tiles to commonly used features for customizing your site.

Step 3: Upload files to your Office 365 team site for online collaboration

To help you get started storing and sharing files quickly, your team site comes with a place to store files. It’s called the Documents library as in a “library of documents.”

Here are the steps:

  1. On the Home page of your team site, choose Documents from the navigation menu on the left. This will take you to your Documents library.

    Choose the Documents library on the left menu

  2. While you’re still signed in to Office 365, open File Explorer from your Start bar or other location.

    Open File Explorer from the Start bar, or other location.

  3. Go to the files you want to upload to your team site.

    Choose Browse to navigate to the file on your computer you want to upload to your team site.

  4. Select the files you want to upload to your team site, and drag them to the Documents library.

    Example of a file uploaded to the Documents library on your team web site.

    When you’re done, the files will be stored in both your team site and your computer.

    An image of what the Documents library looks like after you upload files to it.

    You can delete the files from your computer. In the next step, Step 4: Sync online files with your desktop, you’re going to create a new location for these files on your computer.

    If you have a lot of files or large files to upload to your team site, read these tips on uploading large or many files to a library.

    If you need more storage space, see Change storage space for your subscription.

    Step 4: Sync online files with your PC or Mac

    Now that you have files on your team site, you can set them up to sync with your PC or Mac. This way, you can work on your files from your PC or Mac instead of working in Internet Explorer, Chrome, or another browser. It’s also useful to have a version of your files synced on your computer for situations when you need to get to a file and you aren’t connected to the Internet.

    After you set up files to sync with your computer, when you’re connected to the Internet, they’ll be synchronized automatically about every 10 minutes.

    Here’s how to synchronize files on your team site with your desktop:

    1. On the Home page of your team site, choose Documents from the left-side navigation menu. You can’t set up synchronization from the Home page, you have to open the library from the navigation menu.

      Tip: When syncing files on your team site, you’re syncing each document library on the site, not the entire site.

      Choose the Documents library on the left menu

    2. In the Documents library, choose Sync. Or select the individual files you want to sync.

      Choose the file and then choose sync.

    3. At the OneDrive for Business box, choose Sync now. (OneDrive for Business is the process doing the synchronization.)

      Choose the Sync now button to start synchronizing files from your team site to your desktop.

    4. If you then get a security prompt, choose Allow. If you get a prompt to enter your Office 365 credentials, enter your Office 365 user ID and then your password. When the syncing process starts, you’ll see this dialog box:

      An image of the dialog box you'll see when synchronizing starts.

    5. Choose Show my files to see your documents in Windows Explorer. You can see the files on your computer in your SharePoint folder. The little green check mark next to the file indicates that it’s up to date and has been synchronized with the version on the team site.

      Use File Explorer to navigate to the synchronized file on your desktop. It's in the SharePoint folder.

      Notes: When you sync files on OneDrive for Business, they are located on your desktop in your OneDrive for Business folder.

      A screenshot of what it looks like in File Explorer after you've synced a OneDrive for Business file and your desktop

    6. Go to your SharePoint folder, and open the file. Make a change, and then choose Save. If you’re connected to the Internet, at the bottom of your screen you’ll see Uploading to SharePoint, indicating the file is being saved to your team site. It’s also saved to your desktop in the SharePoint folder at the same time. If you get the message “Failed to upload,” try again. Sometimes an inconsistent Internet connection can disrupt saving.

      An image of the status message you get when a file is saved to your team site.

      Congratulations! You’re done setting up file storage and online collaboration for your organization.

Team Collaboration with SharePoint team site on Office 365 event registration

Category: Office 365 User Group Nepal Community Event

Venue: LABA, Anamnagar, Kathmandu, Nepal
Audience: IT Professionals, Microsoft Partners, Microsoft Client organizations, System integrator, Solution providers, Financial & Banking Organizations and SharePoint beginners
Capacity: 50
Registration: Register your seat

Learn how you can provide your organization with productivity suite online, next-generation communications and collaboration services that integrate with the familiar Microsoft Office desktop applications in Office 365.

Why Microsoft SharePoint?
ITS has evaluated the use of the S:drive, H:drive and requests that continually come to us for document management, storage and online collaboration. Microsoft SharePoint provides a robust, cloud based solution in a familiar environment. The college-wide SACS Reaffirmation Project is a good example of excellent use of the collaborative web-based features available in SharePoint.

What is Microsoft SharePoint?
SharePoint provides:

  • Sites and sub-sites
  • Lists & libraries
  • Workflows, Dashboards
  • Advanced search capability
  • Databases
  • Announcements, Discussion Boards, Communications
  • Content Management Tools
  • Administration and Security
  • Microsoft Office Web Apps
  • Social Networking Features
  • Service applications
  • Web applications
  • Multi-browser support
  • Workflows
  • And more

What is a SharePoint site?
A SharePoint site is a dynamic and interactive website that provides a central storage and collaboration space for documents, information, and ideas. A SharePoint site helps groups of people (whether work teams or social groups) share information and work together. For example, a SharePoint site can help you:

  1. Coordinate projects, calendars, and schedules.
  2. Discuss ideas and review documents or proposals.
  3. Share information and keep in touch with other people.
  4. Create document libraries that provide central management capability.

 

AGENDA

The SharePoint Team Site with Office 365 (Introduction as the ultimate file, storage and team collaboration suite)

Creativity and productivity SharePoint Team Site with Office 365

Demo 1: SharePoint Team Site Online and Document Sharing

Demo 2: SharePoint Team Site Online and Document Library Creation

Demo 3: SharePoint Team Site Online and Team Site Creation

Demo 4: SharePoint Team Site Online and Team Site Customization

Team Collaboration with SharePoint team site on Office 365 workshop will be hands on, personalized and adapted to meet you where your skills are at. You can bring your own laptop to the workshop to use for the duration of the workshop. Educators from all sectors and departments are invited to attend. During break times we are open and you are welcome to visit us and have some discussions.

If you have any queries please do send us via our Facebook page https://www.facebook.com/groups/O365CN

Thank you
Office365 User Group Nepal

Creating Office 365 Demos with Microsoft Demos

For those of you that haven’t had a chance to see, Microsoft has remade their Office Demos site. It is very slick and, I believe, empowers the user to interact with demo environments smoothly and efficiently. The goal of this blog is to help walk you through the steps needed to create your very own Microsoft Demo Environment. Ready?

In order to begin the process of setting up a Demo Environment, you need to navigate to the Microsoft Demos Sites, located at https://demos.microsoft.com. Once you get there, this is what you’ll see:

There are two options on this page to sign in with, one is with your Microsoft Partner Login, and the other is with your Microsoft User Login. I attempted to login with my Microsoft User Login and had a few issues. If you go this route, you may need to contact Microsoft about logging in – as I was unsuccessful in doing so. I did, however, successfully login with my Microsoft Partner Account, so going forward I performed all steps using the Microsoft Partner Login.

Once you log in, you will be taken to your home screen. On the home screen, you will see a few widgets that allow you to interact with each of your demos. We will dive into some of these and discuss how you can use them for your demo purposes.

The first thing you will want to do is create a tenant. Tenant creation can be done by clicking on the Tenants Tab on the left hand navigation bar.

On the new screen, you should see 6 empty slots, with a plus sign in each of the slots. These will represent each of your demo Tenants. You are limited to a total of 6 active Tenants at a time. It also states that they will remain active until their expiration date. In fact, there is no option to delete these manually, so if you need to wipe one and create a new one, you either have to use another slot, or wait until one of the six that you currently have expire.

So let’s create a Tenant. Go ahead and click the Create button on your first Tenant slot.

A new screen will come up with the option to select a Tenant type. Currently there is only Quick Tenant, but I imagine they are working on other types to add in the future. Click on
Quick Tenant.

A new pop up will appear with the ability to select your Quick Tenant Type. There are three choices:

  1. Standard O365 – This is a standard (nothing special added) Office 365 environment with the ability to use Enterprise Mobile and Project Online add-ons.
  2. Productivity Solution – This includes Dynamics CRM and Power BI.
  3. Industry – This will have content within the Office 365 tenant specific to some of the demos they have in place. These are the following types of industry specific environments you can select:
    • Consumer Goods
    • Financial Services
    • Higher Education
    • Manufacturing & Resources
    • Media & Cable
    • My Human Resources
    • Retail
    • K-12 Education

*If you select an industry specific Tenant, be sure to keep that in mind when selecting the Demos at a later time.*

Go ahead and select one of the 3 options above. Once you do, a popup will ask you if you want to add on Enterprise Mobility Suite, be sure to check the box if you want that included. Click next, and then finally click Finish.

It will take a few moments for the Tenant to spin up, but once it is finished, you will now see a Tenant filling in one of your slots. For this walk-through, I created a Retail Specific Demo. Below is what I was given:

Take note of a few things:

  1. Domain – The domain was created by Microsoft, which means you don’t get the ability to name your domain anymore.
  2. Content Pack – It also displays the type of Tenant you selected. For me, I selected Retail.
  3. Demo Used – This is currently set to none. This will change once you select a demo to use within the environment.

Now that we have setup our Tenant, we need to select a Demo to use within the Tenant. On your left navigation bar, select Demos. You will be brought to a screen that looks something like this:

Select Create a New Demo at the top of the screen. When you do this, you will see that the next screen has some demos to select, but they are greyed out. This is because you will need to fill out the first two sections, Name Your Demo and Select a Tenant. Fill out a name for your demo. It can be anything you like, just be sure to name it something practical and Next, select your Tenant from the drop down menu. There should only be one in there from earlier. Once you do that, you will notice that the demos are now ready to use.

It will only display 6 demos right off the bat, but there are several of them on. In order to see them all, you need to click on load more, and this can take some time as it only adds another 6 at a time.

Once you see a demo you would like to add, click the add box within the demo’s properties box. It is important to note, you can select multiple demos, unless they have an asterisk (*) next to them. If they have an asterisk, you can only select one. Once you have selected all the demos you would like, scroll to the top and click create demo!

Your Demos page will now look something like this:

Now to add documents, guides and slides on your demo environment to show when require, add resources. Select the required resources for your tenant. You will notice that there are Word documents, slides and videos that you can open when this is done. These Word documents will provide you the instructions to walk through each of the Microsoft Demos within your Tenant. Once you are done with this demo, you can delete it and add a new demo to your Tenant. You can do this an unlimited amount of times (that I have seen at this point) within the Tenant’s lifespan.

To connect to your demo environment go to your demos from dashboard then download and install the client setup tool. You need to fulfill some requirements before installing client setup tool so be careful on that. After the client setup tool installation you can now access your demo environment from your PC.

If there are any issues that you experience with your demos or Tenant, you can select the Support tab and place a ticket with the Microsoft Demos Team.

I hope this guide helps you to create your own Microsoft Demo Environment. I would encourage you to take some time to walk-through the demos before presenting the content/demo to others. While the Tenants have been laid out well and have a large amount of content, it is good to make sure that the Demo Scripts are accurate and walk-through everything you would be looking for.

Removing the Office 2013 version of Office 365 ProPlus

Office 365 Admins and users must know that from March 1, 2017 Office 2013 installation from your Office 365 tenant will not be available. Office 2016 is the recommended version of Office 365 ProPlus and includes all the latest upgrades and new features. As Microsoft Office team announced in September 2015, when they released Office 2016, beginning March 1, 2017, the Office 2013 version of Office 365 ProPlus will no longer be available for installation from the Office 365 portal.
How does this affect me?
Beginning March 1, 2017, your users will no longer see Office 2013 as an option for download through the Office 365 portal, and admins will no longer have the option under Software download settings in the admin portal to choose to enable Office 2013.
In addition, Office 365 team will no longer provide feature updates for this version, nor provide support.
What do I need to do to prepare for this change?
We recommend you install Office 2016 as soon as possible to have the latest and greatest features and support. Please click Additional Information to learn more.

Meeting broadcast with Skype for Business

Skype for Business lets you connect with co-workers or business partners in your company or around the world.

  • Start conversations with IM, voice, or video calls.
  • See when your contacts are available online, in a meeting, or presenting.
  • Set industrial-strength security for meetings.
  • Broadcast online to a large audience.
  • Present your screen during meetings or give control to others.
  • Use Skype for Business in other Office programs to chat, call, or join a meeting with a click.

What is a Skype Meeting Broadcast?

Skype Meeting Broadcast is a feature of Skype for Business Online and Office 365 that enables you to schedule, produce, and broadcast meetings or events to online audiences up to 10,000 attendees. The Skype Meeting Broadcast portal is where you schedule a meeting of this size.

With Skype for Business, set up online meetings in advance or on the fly.

  1. Open your Outlook calendar and click New Skype Meeting.
  2. Add your invitees, type in a subject and agenda, and choose a date and time.
  3. Click Scheduling Assistant to check everyone’s availability.
  4. Preload attachments to a Skype for Business meeting:
    • Click Insert tab.
    • Select Attach File.
    • Browse to the file you want to include.
  5. Before sending the email:
    • Click Meeting Options icon in the Outlook ribbon to review meeting permissions.
    • Click A new meeting space to enable the meeting permissions of your choice.
  6. Click Send once the meeting invite is ready to go.
  7. If someone doesn’t have Skype for Business, they can click on the link from the email invite to join.
  8. For impromptu meetings:
    • Click Meetings tab Meetings Tab_SfB in Skype for Business.
    • Click Meet Now button.
    • Invite the person you’d like to chat with and click OK.

Get started with Skype Meeting Broadcast

After your admin enables the Skype Meeting Broadcast feature for your organization, you can start using it. If the feature hasn’t been enabled, you’ll get a message that you don’t have permissions to use it.

Step 1: Schedule your broadcast

You use the Skype Meeting Broadcast portal to schedule a broadcast. This is what the portal looks like.

An image of the Skype Meeting Broadcast portal

At the portal you can schedule a broadcast for up to 10,000 attendees. You can also choose to:

  • Secure the meeting so only attendees listed can attend
  • Create a video recording of the meeting (a downloadable MP4 file)
  • Make a video on demand available after the meeting.
  • Add an audience participation app, such as the voting app Microsoft Pulse. It let’s you keep attendees engaged, and you’ll know how the event is being received real-time.

Step 2: Produce your broadcast event

Now you switch to Skype for Business to produce your event:

  1. If needed, upload any PowerPoint decks that will be presented during the meeting. Also cue live feeds from camera sources
  2. Verify audio is working properly
  3. Activate feeds
  4. Start and stop the broadcast

Step 3: Download the recorded meeting and meeting report

When your broadcast is finished, go back to Skype Meeting Broadcast portal to download a recording of the broadcast, and a report about the event. The meeting report includes session IDs, participant names and email addresses, browser information, date and time stamps, activities (join, play, pause), and language. You can use this information to contact attendees with follow up information about the broadcast.

Skype Meeting Broadcast roles

In a large business there may be several people involved in producing a broadcast meeting:

Role What this person does
Organizer Creates the meeting request and invites attendees. Reviews meeting reports.
Producer Manages the meeting sources (presentations, audio, video, and PowerPoint decks), records the event, and posts the recording to Office 365 Video.

Note: Using an embedded video in a PowerPoint presentation is currently not supported in Skype Meeting Broadcast.

Event team member Participates in the meeting as a speaker or presenter.
Attendee Watches the event online.

System requirements

Here’s what each role needs to produce or attend a meeting broadcast:

Role What software they need
Attendees Internet Explorer 11, Chrome, Firefox, OSX Safari, iOS 8 or later, Android (KitKat)

Note: Adobe Flash is required for Internet Explorer 11 on Windows 7, Firefox versions 41 and earlier, as well as Safari on Mac.

Producer and Event team members Skype for Business installed on their PC. You need to make sure you have a recent version of the Skype for Business app. To find out what version you’re using, in Skype for Business choose Help > About Skype for Business. You need one of the following versions:

  • For Skype for Business 2015 apps, you must have the September Update, build 15.0.4747 or later
  • For Skype for Business 2016 apps, you must be using Click-to-Run, build 16.0.4227 or later. (MSI installations only support the presenter role). Producers can join through a different client, as explained in this knowledge base article.
  • Or, if you’re using a Mac, Lync for Mac 2011 (presenter only). See this knowledge base article for more information.

If your version is older than the above, uninstall the app and then download and install it again.

Producers To host the meeting, producers need following licenses:

  • Skype for Business Online Standalone Plan 2 (or 3).
  • Enterprise E1, E3, or E5 – which contains the Skype for Business Online Standalone Plan 2 license.