Video: Webinar – What’s New with Office 365 for Nonprofits? – 2015-06-25
Welcome to What’s New with Office 365? My name is Becky Wiegand and I am the Webinar Program Manager here at TechSoup Global. I am glad to be your host for today’s event. We will also be joined today by Tech Impact’s two staff people that we are happy to have on the line. They will be our experts on Office 365 and they are true experts in both the rollout and implementation and maintenance of Office 365 where they do it with Tech Impact and their nonprofit community in helping organizations install and roll it out on a day-to-day basis. So I will first mention Sam Chenkin who is going to be our primary speaker today who is the Dir.
of Solution Development for Tech Impact a Philadelphia-based nonprofit that provides a tech support and cloud services to nonprofits, charities, and NGOs around the world. He has worked with nonprofits for his entire career. And I should mention Tech Impact is also a nonprofit like TechSoup. His passion is designing and implementing technology rooted in context ensuring that it is meeting the real world goals and challenges of the organizations he supports. So we are glad to have him on the line. We will also be joined by Linda Widdop who will mostly be on the back end helping answer your questions throughout the webinar. And She Is the Dir. of Technology Services at Tech Impact managing all aspects of client relationships including providing nonprofits with project plans and budget development, implementation oversight, and resource allocation for their projects. So we are happy to have her joining us.
They have years of experience and do this every day helping other nonprofits with their Office 365 rollouts in addition to a whole host of other services. So we are lucky to have them joining us. You will see on the back end Kevin Lo who is a staff person here at TechSoup. He will be there to grab your questions and help you with any technical issues. TechSoup’s headquarters is here in San Francisco. Today I am actually joining you from the suburbs of Detroit Michigan. And we have Linda in New York, New Jersey, Pennsylvania, someplace around there. So go ahead and chat in to let us know where you are joining from. While you do that, I will do a quick overview of our agenda. I will start out with an introduction to TechSoup, and then Linda will join us to do a quick introduction of Tech Impact. We will have a couple poll questions to get an idea of where you, our audience, has experience already with Office 365.
Then we will bring Sam on the line to commerce some important information and talk about some of what is new with Office 365. If you haven’t participated in an Office 365 webinar before, or if you are not familiar with the product already, this is not intended to be a brand-new introduction to it. A couple of weeks back we held a webinar called What is Office 365 and we linked to that on that registration page. That is actually an ideal webinar if you are brand-new to it. So today we are going to be talking about things that may be a little bit more complex, may be a little bit deeper or higher level. We are not going to be walking through the nuts and bolts of what each part of Office 365 does because we have covered that before. So if that is new to you, this may not be the right event for you but you are welcome to stay with us either way. Everybody is welcome but we want to make sure that you know that there are other resources, the webinar from a couple of weeks ago as well as a host of other events that we’ve done on Office 365 in the past.
So to introduce us, TechSoup Global is a nonprofit network of 63 partner NGOs worldwide serving nonprofits in 120+ countries around the world. We do that by delivering nonprofit’s technology resources, support, donations, and things like Office 365 to the nonprofit sector. And you can see that we do that all around the world where all those dots are located. And so far we have served more than 615,000 NGOs around the world. And we have delivered donations of technology products, resources and grants to nearly the tune of $5 billion throughout the sector around the world. And we are proud to have done that. Prior to being a staff person here I worked for 3 small nonprofits in Washington DC and Oakland California where I was the beneficiary of many of those donations. So I am happy to be part of the staff in helping deliver these kind of trainings to you.
You can learn more about our product donation programs at TechSoup.org. and I will show where to access Office 365 donations for those of you who haven't actually begun and implementation and think you might want to, in just a couple of moments. But before I do that I would like to bring on Linda Widdop to give us a little bit of an introduction of what Tech Impact does and their work. So welcome to the line Linda. We are glad to have you on. Linda: Thanks Becky. As Becky mentioned, my name is Linda Widdop. I am the Dir. of Technology Services. We are located, our main office is in Philadelphia Pennsylvania. I see a lot of people chatting out their locations and some people saying hot, hot, North Carolina. We actually cool down a bit yesterday, so that was nice. You’ll meet Sam Chenkin in a minute, but I wanted to go real quickly over Tech Impact and what we do.
So Becky mentioned we are also a nonprofit. We are a 501(c)(3) nonprofit organization started in 2002 to deliver implementation services to other nonprofits. And our 12 years we have grown from serving just the Philadelphia region to serving nonprofits across the country and across the globe. Our mission is to ensure that all nonprofits can use technology to better serve our world. So we are trying to look at big picture which is a lot of what Sam does, and also help with the day-to-day tasks of, I can’t print, and what kind of email should I use? So we do a lot of work with managed IT services. We are a help desk. We provide help desk services to over 100 nonprofits across the country. We also do a lot of Office 365 assessment and implementation work which is why we are asked to provide content like this on webinars for TechSoup and Microsoft and all kinds of places. We also do data management, so we do file backup services. We also look at helping organizations deal with data on a daily basis. So what database should I use? How can I get that report to run? How about system integration? We work a lot with that as well.
And then finally we do a voiceover IP phone system which we resell to nonprofits at a very low cost. So if you are looking for that kind of stuff please feel free to contact me. Hold on a minute. So the next slide you will see is our reach across the country just to give you a little bit of context of where we work. And we have also done some work across the pond as they say in Europe, India, and a couple of different places. So with that, I will turn it over to Sam so that he can get the content started. Becky. Great. Well actually I’m going to jump back in for a minute. Thanks for that. So folks are already clicking on the survey which is great. And we asked your organization’s size here because size matters when it comes to Office 365 implementation and rollout. And based on how big your organization is or how small it is can depend on the best tasks and methods for you to use to implement Office 365.
And even though we are going to be talking about some of the “what’s new” today, some of the “what’s new” may be much more relevant to your organization if you have 100 people, or if you have 50 people, versus if you have 2 or 3, it might not be worth your time and effort. So we will be talking about some of that. I have one other poll question so let’s wait just a couple more seconds for everybody to participate. Right now we have 165 or so people in the room and we will capture that quickly. And then I will talk about where you can get Office 365 before turning over to Sam. And while people are still answering the question on the screen, Linda mentioned some of Tech Impact’s services. And toward the end of the webinar I’ll just briefly show where you can access some of the heavily discounted donated services that they provide through TechSoup’s catalog as well. So let me go ahead and click on to the next one. It looks like most people participated in this. I’m just going to show quickly that we have quite a big number of organizations that are 1 to 5, or 6 to 20 staff.
That’s about half of our audience. And we have actually quite a lot of organizations that are pretty large too. So that’s great to know kind of where the span is in today’s webinar. The next question I am going to ask is just about what features you have already implemented in Office 365. And this is assuming that you may have implemented some parts of it. Maybe you have started using file storage, or maybe you have started your email. Maybe you have used Yammer or you are using Skype for Business which used to be called Lync. Maybe you are using the free office web apps or something else. So let us know in chat where you are at currently with any Office 365 implementation. And again, this is just to get an idea. Somebody is commenting in chat that they just signed up for the donation yesterday, so maybe that is your situation and you have requested seats and you just don’t know where to go next, or you haven’t started yet. So this is helpful.
You can select more than one thing on that option list, so go ahead and do that. And again, this helps inform our presenters as to where our audience is really at in their own process of moving to Office 365. And I’m going to go ahead and show the results so we can move forward. It looks like almost 60% have not implemented any so far. So like I said, a number of people have commented that they have requested seats in the donation that is available for Microsoft but they have and actually done anything with it yet. And it looks like the majority of those who have started, have started with email followed by using Office web apps which you can do without actually requesting Office 365. So to move us forward quickly, I just want to go ahead and talk about the donated licensing options. If you are on TechSoup’s website and you search for Office 365 or you just go to TechSoup.org/office 365, you will come to this page and it is Microsoft’s product page that talks about their donations, different details, the descriptions, how you get it, the rules and eligibility. If you are currently in TechSoup’s database and you are eligible for Microsoft donation, then you are eligible for Office 365.
You can click to get it now. And it doesn’t take you to one of TechSoup’s pages because we don’t actually fill this donation, Microsoft does. It takes you to this page where you can then scroll to the bottom, this Microsoft’s Corporate Citizenship page. They actually fulfill the donation directly and you get to select one of these 4 options. And we really look at the E1 and the E3 options are what were available last year. And now they have expanded it to a Business Premium and a Business Essentials option too. Most folks are still looking at the E1 and the E3. Some are looking at the business premium as well. And the E1 is a full donation. You can access that for no cost for your organization if you are an eligible nonprofit. It is a full donation. The difference between this one is that it doesn’t include a full installed Office Productivity Suite. So this gives you access to it with using just those web apps of Word and Excel and PowerPoint.
If you need full installed Office Suite, then you can rent it essentially with a $2 per user per month fee, or a $4.50 per user per month fee, or you can purchase – I’m putting that in – you can purchase licenses through TechSoup’s donation program with Microsoft, and those are perpetual licenses where you pay one time. You get it. They come with Software Assurance. You can upgrade those for free for no additional cost within 2 years. So any time there is a new upgrade for a new version of Office, you can upgrade for free through that. So many organizations do that, but there are limits because you can only get up to 50 licenses of the Office Suite through the Microsoft donation program with TechSoup. So if you need more than 50, you may want to get those 50 through our donation program and then subscribe to one of these monthly per user per month options through the Microsoft donation program of Office 365. I’m not going to spend more time on that now. Did you want to weigh in, Linda? Linda: I just want to jump in and clarify one thing about the nonprofit E1 donation.
Once you get the E1 donation you can add the Office 2013 Professional Plus Suite subscription for $2 per user per month. So there is kind of an in between option for nonprofits that we would be happy to talk about at another time. Becky: Right. And that is here on the screen too. So it’s either the $2 per user per month, or the $4.50 per user per month. Linda: Now, this is something different. The E1 you can add for $2 per user per month. It is not on Microsoft’s website. Becky: Okay, I’ve got ya. Linda: So once you are in the licensing console it will show up as an option. So that is kind of a thing that is a little bit confusing, so I just wanted to throw that out there for folks who might want to have that as an option and not have to go with the $4.50. Becky: That’s great to know. Thank you. I appreciate the clarification because I was [indistinct] the 2. Can we go ahead and have Sam take over? We are a little bit off on time so I want him to be able to move forward.
And I will work on answering any questions that came in the chat, directly in the chat. So Sam, thank you. Welcome to the program. Talk to us a bit about some important considerations and things that are happening, and tell us what is new with Office 365. Thanks. Sam: Thanks Becky. So we are going to talk today about some of what is new in Office 365. This is going to be of limited use to people who have not already implemented any piece of Office 365, but hopefully for some of you you will get to see some of the things you might be able to do once you do a basic of implementation. And of course, we do have webinars on TechSoup with a demo, and we do a demo every other week of Office 365 on our website, techimpact.org if you want to learn more about what Office 365 is. So today we are going to talk about some important information. We are also going to cover what’s new in Office 365.
So I want to start with just a little bit of information about how updates and new features get added to Office 365, and where you can go to find information about what is coming up and what is already being implemented. So Office 365 is the same tool that you can install on a server. So you can go to TechSoup and you can find Exchange Server. And you can purchase Server 2012 and you can install that on a physical machine on your network. Or you can go to Office 365 and you can get the same services donated from Microsoft where they are hosting that. So your data is still in the same Microsoft products but Microsoft is managing the whole thing for you. They are making sure that everything works together. So your data is in at least 3 data centers in the continental US, and it is in at least 3 servers in each of those data centers.
And if an entire data Center drops off the map you can lose up to 5 minutes worth of data. That’s the maximum sync time when you send an email or make it change to a file, or something like that. And that is if an entire data Center disappears which has not happened. Microsoft is making new features available first to Office 365 subscribers. So when they create a new feature that feature becomes available to you in Office 365, and then they will roll out to on premise software after the fact. So being in Office 365 is the way to get access to a lot of technologies that you wouldn’t be able to get access to first. And one of the downsides of this is that sometimes things just kind of turn on. So it is important that if you are in to pay at least a little bit of attention to what is changing and what is coming up since that will be just pushed out to you in most cases without you being in control of whether or not it happens.
So there are some great resources that you can use to understand what is going on here. If we take a look here on the roadmap, this is a website. And it when you get these slides these are all hyper linked so you will actually get a link to this website. But the roadmap tells you all the features that are coming up on Office 365, so you can see features that are rolling out, and you can see features that are in development, and features that are launched. And if you click on them you can’t expand each of these sections and you can get a really good idea of what’s coming up. This is a great place to keep an eye on. Another place that I know that I look pretty extensively which didn’t make it into the slides, but I will certainly include that in the follow-up slides is there is also a blog where Microsoft posts updates about things that are coming up on Office 365 relatively frequently. So I follow that blog and that is how I am aware of new things that are happening. You do have some limited control over new features in Office 365. In Office 365 if you log into the Admin Center, you go to Service Settings, and then Updates, you can turn on or off first release v.
standard release. So features first become available to organizations that have opted in 2 first release. So here you can see that we have opted in to our entire organization, getting releases first. So whenever a new feature is available, maybe before it is entirely ready for prime time we get access to it so that we can tell our clients about it. You may stay in the standard release cycle, so you will get them less often and once they have been vetted a little more thoroughly. You can also request those features just for a few individuals. So if you want to have access to those features, but you don’t want all your staff to because they might panic, that something that you can do directly from within the screen. SharePoint itself also has functionality to enable or disable preview features, so this is the 2nd place you may need to go.
And here you can control within SharePoint whether or not your users have access to preview features. So that’s about it for the architecture but I want to show you this slide. This is the drop-down menu. If you haven’t seen Office 365 recently, this is the app menu where you can go to see all of the different services that are available to you. We probably have a few more tools then you might have access to, partially because of the first release like Sway here, and partially because we have some additional licenses that you may not be using for CRM, and Project, and Power BI, and some other things. But you can see here there are so many apps that are included as part of Office 365, and it can be a little bit overwhelming to keep up. So again, I would encourage you to take a look at that roadmap, and to take a look at controlling whether or not you are getting access to those features.
Okay, so that is sort of setting a framework here. Now I would love to step into what is actually knew inside of Office 365. I’m going to take a pause after each new feature and have an opportunity here for people to ask questions. So if you do have any questions when we finish covering a certain topic, please type them into the chat window. And those that we think will be useful for the whole group to hear we will answer publicly. So one of the biggest changes, something you’ve probably heard about recently is Lync is now Skype for Business. So it used to be Lync Online and now it is Skype for Business. And this is the new Skype for business client. If you have not received, if you are already using Lync you will probably have been updated to Skype for Business. That probably just happened, and that is something you would have known about if you took a look at the roadmap and the blog.
It’s kind of a knowing that there it is. There are some great things here. So one thing to keep in mind is that Skype for Business is still Lync. So it’s named Skype but it is not Skype it is Skype for Business. And it is a separate client from the Skype client. So you can still go to Skype.com which is owned by Microsoft and you can download this Skype for Desktop client. But that Skype for Desktop client will not allow you to login to your Skype for Business account. So it’s still a separate client. And the features that are available in Skype are not necessarily available in Skype for Business. So for instance, you can’t make phone calls to phone lines and you can’t receive calls from phone lines. So calling a regular phone number is not something that you can do with Skype for Business even though it has Skype in the name. That is probably something that is coming in the next year or 2, but it is not available yet. It is possible to pay for a connected conference bridge. So like what we are doing with ReadyTalk, some of you are in the audio via the app and some of you are in the audio via dial-in number. You can set that up with Skype for Business or with Lync, but you do need to pay for that.
That is a separate service and it is not free. I do want to point out that with Lync you could talk to Skype for Business contacts, but only if they had – I’m sorry, from Lync you can talk to Skype users but only if those Skype users have a new Microsoft account set up with the new version of Skype for Business. You can actually talk directly to Skype contacts from within Skype for Business. You do however, have to enable it and see you can see here from the admin portion of Skype for Business, you can turn on Public IM Connectivity. There is a check box there. And in Skype if you want to be able to be seen by people who are using Skype for Business, you have to allow IMs from anyone. So I want to point that out. So this is a feature that is now available with Skype for Business. Any questions about Skype for Business that we think would be useful for the whole group? Becky, I don’t know if anything has come through. Becky: Sorry Sam. Yep, we do have one question that was asked. You know what, I think it might have just been answered in the chat. I think we can keep ongoing.
Thanks. Sam: Okay, let’s continue and talk about Delve. Delve is a brand-new feature that is part of Office 365. I guess it has been around for about a year but it has just recently become useful. And it is a place that you can go to see what people are working on, and what you are working on. So we take a look here, is a place to see information about your coworkers or yourself. You can see recently accessed files that you’ve edited, files you’ve sent or received in an email, or files you might be interested in. So it’s kind of doing a guess. So you can see here in or screen shot we are looking at Gabe. And we can see his recent activities and we can also see his recent profile and we can see what he’s working on. I can also look at myself and see the same information. Delve is security based so you can only see what you have access to. When we are actually viewing a file inside of Delve, we can easily take action on it. We can edit it. We can see who has access to it if we are worried about security.
We can email it or post it to Yammer. So again, this is sort of one place where we can go to take a look at what is trending in our organization, and what is being used. We can also create boards with Delve. And when we create a board we can add files to that board and those become publicly usable. So if we have a project that we are working on or we have some HR documents that we want everyone to be able to find really easily, those documents can be shared and SharePoint, but we can make them really easily accessible using a board inside of Microsoft Delve. And again, this is accessible just from the app menu on top of Office 365. And that is a short introduction to Delve. Becky, do we have any questions about Delve that would be helpful for the whole group to hear? Becky: Nothing about Delve. I do actually have one question that came up about Skype if you don’t mind jumping back to Skype for Business for just a second. Keira asked, can the admin set to allow IMs from anyone within the whole organization with the permissions in Skype for Business? Or how does that work with permission setting? Sam: Sorry, can you repeat the question? Becky: They are asking if an admin can set whether you receive Skype messages from anybody across the whole organization, or if you can limit that, or if there is any admin control over who can Skype and IM with one another? Sam: You cannot limit that from within Office 365, although, you could control who had a Skype for Business license and just not give them a license.
You can talk to other Skype for Business users that are in other organizations and you can control which other organizations you can communicate with. But within an organization that can’t be limited. Becky: Great. And we did just have another question, in about Delve actually. Robert asked, how does Delve differ from Team Sites? Is it essentially just more concise? Sam: Yeah, it’s pulling information in from Team Sites. So the data is still stored in Team Sites or in One Drive, or as attachments in your email. Delve is one place to go to sort of see what you are working on and what is trending across the organization, so it is a different view of the same data. Becky: Great. I think that’s it. And we are working hard on the back end to try and answer questions as they come in as well. So feel free to ask them as they come to you even if we don’t ask them live on the line with Sam, we will be trying to plow through them directly one-on-one on the backend. Sam: Okay.
So let’s power through. Here is Azure video. So Azure Video is another feature that’s accessible now. This is an early release feature of Office 365. I want to point out that with most of these features you need to be on an E plan in order to use them. So the P plan is limited in what you have access to and so you really do need to be on an E plan to take advantage of a lot of what Office 365 has to offer. And since there is really no compelling reason to be on the P plan because you can get the same functionality just with that E1 license plus the $2 per user per month for the Office Pro Plus license, I would encourage everyone to make sure that they sign up for an E1 or E3 plan as opposed to the Professional plan. So Azure Video is a place that we can go to store internal videos that are going to be used by my organization.
So we can use this to store videos of events that we may want to use for marketing purposes. We can use it to store videos we might want to use for training. We can use it to store any kind of internal video. So again, this is sort of like a private YouTube. Within Azure Video you are organizing content into channels and each channel can have different permissions about owners, editors, and viewers. The videos are actually stored in SharePoint Online, so that does count toward your storage usage, but they are transcoded in something called Azure Media Services. So you can upload a video in pretty much any format and it is going to automatically manage converting that to a format that you can view on your smart phone or in a web browser. This is a preview feature, so it is not necessarily ready for prime time, but it may be something you want to take a look at.
So one of the things is that playback is flash based so you need flash player to use it, and that I am sure is going to change very soon. There is also limited customization, so in the future I would expect you be able to add tags to videos, add managed metadata to the videos. But right now, we are really limited to just sort of a name and a description for every video. And then, the storage is still in SharePoint Online which obviously does have a cost associated with it, although it is relatively inexpensive. And that is it for Azure Video. Becky, are there any questions a came in about Azure Video or anything we talked about so far? Becky: Not specifically about that, no. So we can go ahead move forward. Sam: Thanks. So I am going to dive into compliance within Office 365. We are actually going to talk about a lot of different features in Office 365 that are recent, or new, or coming that allow nonprofits to stay in compliance with PCI and HIPAA and all those other things. So this is a big part of what I wanted to talk about today. Inside of Office 365 there are a number of tools that we are going to mention. There is a new Compliance Center, and we are going to talk about retention, and legal hold, and DLP, and some SharePoint tools as well.
This is the new Compliance Center inside of Office 365. You can see we can go to one place and we can control our data lost prevention. I’m going to talk about that a little bit later. We can create cases where we can control, where we can automatically search centrally for content, and we can set up anything related to compliance in Office 365 in one place. So let’s start here. Let’s talk about retention a little bit. Retention is a tool that allows us to control what happens to email after a certain age. So we can control whether or not we are deleting, archiving, removing mail that is older than a week or a month. And this is server side, so it’s kind of like auto archive except everything happens on the server rather than being within your actual Outlook client. Next up, retention is actually a feature that has been around a little while, but it is something that sort of ties into everything else that Office 365 offers.
Another tool is Legal Hold. So Legal Hold is a feature that requires either an E3 license or a one dollar per user per month add onto an E1 license. And with it, you can determine whether or not email that is deleted or modified, or calendar appointments that are deleted or modified get held in the back end. So if you want to be able to go back and say oh yes, we definitely received this email or we definitely sent this email, and no, no one deleted this email or edited this email, you can do that using Legal Hold. And you can indicate mailboxes or parts of mailboxes that should be protected. Okay, the next tool I want to talk about as part of Exchange, this is a new tool that’s called Data Loss Prevention. We can set up rules in Office 365 that allow us to scan email for privileged content.
So if you have PII that you are worried about if you are worried about someone sending a social security number or credit card, or even like a home address or driver’s license number, you can set up rules that are going to detect when that content is in an email, and you can take action on that. So if that email is being sent outside of the organization you could automatically encrypt that email. Or you could prevent a user from displaying that email, or you could notify their manager that they are sending that email. So if you are working in a compliance based organization where you need to track this stuff, you need to make sure that people are following your policies DLP, or data loss prevention is a great way to do that. This does require an E3 license inside of Office 365. And the last Exchange tool that I want to talk about, this is auditing tools. These are turned on by default for the most part. So you can go into Office 365 and you can run reports. So if you are worried that someone went in and did something they shouldn’t do, you can go in and take a look for permission changes wondering if someone changed permissions to access another person’s mailbox.
Or you can take a look and see messages that match a particular rule. If you are doing Legal Hold using an E3 license you can search all your mailboxes for certain kinds of content or for an email with a certain subject, or email sent to or from a certain person in a certain date range. You can also run a report to see who has access to other people’s mailboxes. So maybe you have given someone permission to access someone’s mailbox but you want to know what they did in that person’s mailbox, you can actually go – [break in audio] Becky, are there any questions about anything that we’ve talked about? Becky: Yeah, we did actually get a couple of questions. And Sue just asked is there any limit for retention, like how many years or anything like that? Sam: There is no limit for retention. There is an unlimited retention. Becky: Okay, great. And then regarding Azure Video, we had a question that came in just as you were moving on saying, you said flash based will change, to what? And kind of following up on that, with the use of Macs are there any browser issues with flash or whatever it will change to? Sam: Sure.
Another tool that is available now is Data Loss Prevention. This is coming soon, so it hasn’t been entirely announced. We don’t know exactly what’s included. We don’t know what kind of license it is going to require. It will probably require an E3 license. But basically, right now inside of SharePoint Online and One Drive you can search for files that might violate certain policies. So you can look for files that have a social security number in them or you can look for files they have credit card information in them. You can flag those files so that you know that people are storing stuff in SharePoint Online or in One Drive that shouldn’t be there. It should be in your database or in QuickBooks or something like that.
So that is sort of included right now. You can do that and that does not require an E3 license. But moving in the future we are going to have some additional functionalities so we will actually be able to display warnings to users. So if users try to save a Word document that matches your case notes template somewhere other than the document library in SharePoint that is specifically designed to store your case notes, it can prevent them from saving that template in to Office 365 or One Note, and let them know that they need to store it in this other location. Or if they have a file with a social security number and they are trying to save that to SharePoint, it can automatically encrypt that document, or it can prevent them from saving it at all. So these are tools that are becoming available in SharePoint Online. And if you take a look in that roadmap website you will see all that information.
Another tool that is available right now is Filed Based Encryption inside of SharePoint Online. This does require an E3 license. When you do this, you can set up encryption in a document library and you can automatically encrypt the files that are in that document library. And when you do that and you open up a file in Word, or in Excel, or in One Note, Word or Excel or One Note actually checks the user name and password that you have logged into that application with, and it asks Office 365 for the encryption key to decrypt that document. And if Office 365 says that you don’t have access to access that document, that you don’t have the permission to access that document, it won’t release the encryption key and the document will not be able to be opened. So this is true filed based encryptions, so no matter where the file is that file cannot be opened unless you have access to it.
You can invite other people and that can actually encrypt the file with a Windows Live account. So no matter where it is, if it’s on your computer, if it is in SharePoint, if you have email it outside of your organization, if you don’t have access to that file you won’t be able to edit it. You can also do things like make the file visible but not printable or editable, but still allow people to open it and read it. That is built into the encryption as well, and Word and Excel and Power Point will respect that. There are some drawbacks. There are some performance drawbacks with encrypting files. And also, you can’t edit encrypted files in the web app. So you can view them but you can’t edit them. If you want to edit them you have to download them to your computer. And that’s it for compliance tools in SharePoint Online. Linda: Hey, Sam.
Sam: Yes, go ahead. Linda: Do you want to talk a little bit about the Microsoft Trust Center and compliance with HIPAA and business agreements and all that? Sam: Sure, absolutely. Becky, do we have any questions about anything that we’ve talked about and then I can go on and speak a little bit to that. Becky: Sure. Well, we have gotten a handful of questions about HIPAA, specifically since we are talking about compliance on this. But for the ones that you mentioned specifically, let’s see. James had a question saying are there compliance features for files that violate policy? Can that be enforced and used also for One Drive? So can you use some of this compliance stuff in One Drive as well? Sam: Yeah, so the compliance works in One Drive or SharePoint Online. Right now it is limited to searching for documents that violate policies. But in the near future, the next release is going to include functionality to prevent people from saving things in places they shouldn’t be able to save them, and doing things like notifying managers if they try to do so, so you do have some kind of feedback trail on what is going on.
Becky: Gotcha. I think that was the only thing that was specifically compliance related, but we have gotten like I said, a couple of questions about HIPAA and whether Office 365 complies with HIPAA, and whether Microsoft will sign compliance agreements those kind of things. So if you have any thoughts on that, that would be helpful for the folks that are concerned with that specifically. Sam: Great. I have lots of thoughts and zero lawyerly credentials, so I’m going to try and answer it but obviously talked to your lawyers. And I am sure someone is going to say that what I’m saying is wrong, but hopefully I get pretty close. So most of HIPAA, NPCI, and these things have more to do with your policies and procedures and how you use the information than about the technology that you are actually using.
So Office 365 can be HIPAA compliant, and Microsoft will sign what’s called a Business Associates Agreement that says yes, we are able to be HIPAA compliant. We have the controls in place to make sure that our employees can’t access data that they shouldn’t be accessing. We have security in place to be monitoring for external threat. We have the physical security to say, yes, people can’t enter our data centers and access our servers without our knowledge. So that is all something that is included in that HIPAA agreement that Microsoft will sign. And you can also store other kinds of sensitive data inside of the Microsoft cloud. You can actually request like a personalized signed HIPAA agreement just for your organization from Microsoft which is certainly something that is unusual with a lot of these players. Now just because you are in Office 365 does not mean that you are HIPAA compliant.
My understanding – this is where we step a little bit into the uncharted here, but my understanding is that as long as you have policies and procedures that say that you cannot store information inside of SharePoint Online that has social security numbers. That has to go into our case management system. Or this data has to go in this place because only certain people have access to that, and you have policies, and you are doing training, and you are enforcing those policies, you are in line with the HIPAA regulations. But what a lot of these tools to do is they help you take it a step further and make sure that people are actually following those policies and procedures rather than having them be sort of best effort and publishing the policies and trying to enforce them, they are actually required because the tools themselves enforce them which is good because you are still on the hook if your personal information gets lost. So if you lose a spreadsheet that has all of your client’s social security numbers on it, you are on the hook for notifying all of those people about the data breach, and for providing credit monitoring, and all the funds stuff that you have to do in that situation.
So what a lot of these tools can do like the file based encryption and preventing people from saving that stuff in SharePoint is to minimize the chances of something happening with that. Any other questions? Linda, did I cover what you were hoping I would cover there? Linda: Yes, and I chatted out the Microsoft Trust Center link. Sam: Oh, great. Yeah, the Microsoft Trust Center is a great place to go to get any information about Office 365. If you are getting questions from your Board or from your counsel, or from your accountant, send them to the Microsoft Trust Center. It’s pretty overwhelmingly impressive about all the credentials and the certifications, and there are all these security white papers that talk about the physical and the personnel levels of security. They do a good job with that. Becky: Well, great, thank you for that. We’ve had a handful of folks on the backend asking questions about that she has one person who is using Google apps for email and document sharing and have had some trouble with security. And I think what you just commented about that you need to have the policies in place and help your staff understand how to use them.
Because no matter if you have weak passwords, if you have people who open emails or send emails that they shouldn’t be sending, that undermines any kind of agreement or compliance you might be trying to work toward regardless of whether the software is technically compliant. User behavior is often the thing that will undermine anything that you are using whether it’s Google Apps or Office 365 for installed programs, so making sure your staff, your users, your students, whoever they may be are aware of kind of the smart behaviors to keep things secure as well. We don’t have any other questions that are specific to compliance but we do have a bunch of other questions, and I think unless there is anything else that you want to wrap up with here, I think we are at the point where we can start Q & A officially. Did you have anything else to add before we move to that? Sam: No.
Sounds good. Becky: Great, so I’m going to go ahead and pop this open and let people know that they can continue to ask questions also in our Office 365 for Nonprofits forum thread after this event as well. But I will go ahead and start asking a few questions that came in more generally. Kathy asks, can you have a group shared calendar in Office 365 where you can see everybody’s calendars on one page? Where is that set up in Office 365? How does that work? Sam: Sure. You can do it in a few different ways. You can add up to – so inside of Outlook itself you can actually over lay multiple people’s calendars. You can show them all one on top of another in a number of different views, either a calendar view, or sort of like a timeline view, so you can easily find appointments. You can also add a special web part to a SharePoint site where you can view up to 10 people’s calendars all at once inside of SharePoint on a webpage. So it is certainly possible. You can also view multiple people’s calendars with the Outlook iOS and Android.
Becky: Great so a variety of ways to do that. We also had a question about storage. How much storage do you get with Office 365? And they are comparing with what they currently have which is Google apps to see if one might be better than the other for their needs. Sam: Sure, so storage with email with and E1 license is 50 GB, so you get 50 GB of storage for every mailbox, each individual mailbox gets that amount. The E3 license comes with unlimited email storage so there is no limit in the amount of email you can have. With SharePoint Online you now get 100 GB of storage for your organization, plus 100 MB for each user. So if you have 10 users, that’s 5 GB plus 100 GB, that’s 105 GB of storage for your sort of shared content, so for shared documents for stuff that multiple people are using. One Drive actually is unlimited, so each user gets and unlimited One Drive account. So they can store as much as they want in that One Drive. But again, that’s not for sharing. So that sort of replaces that personal My Documents folder.
Becky: Great. We also had a question asking – where did it go? It just moved up on my screen. Does SharePoint 365 have a help desk feature? Sam: I’m not sure I understand the question. I mean, you do get support with Office 365. That’s included, both phone and email support. As far as tracking help desk operations, ticketing, that sort of thing, you certainly could build something in SharePoint that would do that but it is not something that is sort of built-in or comes with the product. Becky: Yeah, that’s great to know. And there are lots of programs out there that can act as a ticketing system if you need something for your own help desk tickets. We also have a question asking, is there a way to share contact groups with multiple users in Outlook? Sam: Sure. You can create distribution groups inside of the administrative control panel and you can add external people to those distribution groups so that multiple people can access them.
That’s probably the best way to manage it. You can also share a contact list which can include distribution groups, but you do need the Outlook client to access that. So you can’t access shared contact list with Outlook web access, or with the mobile client. Becky: Great. Let’s see, we have, how many accounts can you make in one year? So I’m assuming that it’s, is there a limit to the number of Office 365 accounts you can create? Sam: I have talked to nonprofits that have created 30,000 accounts inside of Office 365. Becky: Great. And Jeremiah who asked that question, if you were asking about some other kind of account let us know in the chat and I can clarify that question more. We also have a question about attachment limits or sending emails in Exchange 365 referencing that it was 4MB before.
Is there is still an attachment limit, like the size of an attachment you can send through Office 365 email? Sam: As long as I have known it was 25 MB at least as long as I have been tracking. Maybe that is relatively recent, but they did just recently increased it to 150 MB, although you do need to manually update. The default is still 25. But I would point out that very few external email servers are going to accept attachments that are bigger than 125 MB or even as big as 150 MB, excuse me. So use that feature with care. Becky: Great. And Andrea comments just for folks who are wondering, that Google is still at 25 MB comparatively. So it looks like Office 365 has expanded well beyond that at this point which is great. Sam: Although I would like to point out, you shouldn’t be sending 150 MB attachments. You should be putting that stuff in SharePoint and sharing it out from there. Becky: Exactly. Send people a link to where they can find it. That’s definitely good practice. We have a question asking about, how difficult is it to enable public folders, so to make a folder public? Is that just a simple thing? Sam: I’m going to assume that this relates to the Exchange public folders which are a featured that Microsoft did recently realize that they couldn’t kill off in Office 365.
They tried for little bit and then they brought it back. And it’s pretty easy. Inside of the Exchange control panel there’s actually a whole tab, the Exchange Online control panel for public folders, and you create a public folder mailbox, and then you create a public folder under that and you would make yourself the owner of it. And then inside of Outlook you would create sub folders that are storing calendar appointments, or mail appointments, or contacts or whatever that is. And then you would be able to mail enable that. You go back to the Office 365 web interface and mail enable them. So it is a little bit convoluted but it does work. You can access mail public folders and calendar public folders from Office 365 Outlook Web Access, but anything else you can only access from outlook itself. Becky: Great. That’s helpful even if a little bit funky to get to from the sound of it. James asks, with One Drive, granting my users one terabyte of personal storage, what about business storage is that separate from the one terabyte? Sam: One Drive and One Drive for Business are totally separate things.
They are not at all related even though they share a name. So each user would get One Drive for Business and they would get – right now, for some people its one terabyte, for some people it’s unlimited. It’s going unlimited for everyone so that we get unlimited storage inside of one Drive. And that is designed to store their business documents, like their My Documents folder. You can make a decision for your organization whether or not you want to let them store their music and their pictures in there, but it is designed to be all business storage. So that is shared with your One Drive for Business account. They could have a separate One Drive account which is a consumer product that’s separate. Becky: Right.
And you can also have a policy like mentioned about whether you allow staff to store music, or stream videos, or save things like that. Sam: And I promise they would follow that policy to the letter. Becky: Yeah, right. That’s what I was going to say. You can have a policy but whether they actually follow it is a totally different story. So it is good to consider before moving into that. We had a follow-up question from John about the public folders asking, would he be able to import his data from his current public folders, or would he have to start anew? Sam: The easiest way to do it is to export to a PST and then import it in. Becky: Okay, great. What’s the best way to share a calendar of meetings to multiple outside users that may be using various mail and calendar clients? Is there a way to publish a calendar or share it via email? Sam: Yes, you can publish a calendar in a standard format that other people can access.
That’s a pretty new feature. You can access that from Outlook. It will probably require Outlook 2013. I’ve never tried in Outlook 2010. Becky: So if you are in your admin compliance section, and jumping back to that whether your staff can store videos and their personal photos, can you use the admin compliance thing to limit people from doing that? Sam: You could. So right now what you could do is you could look for files that have video extensions and then yell at people for that. In the future you will be able to prevent them from saving that stuff to One Drive – well, probably. They haven’t released all the features yet. So I know that when you are working in one of the Office applications it will check the content to determine whether or not it is allowed. I don’t know if you will be able to do that with other file extensions. Becky: Right, and I guess if you’re limiting file extensions, if you are able to limit the file extensions that would potentially limit staff who may be are taking legitimate work related videos for you from being able to save them as well.
So some things to consider there before locking things down necessarily. We have another question just asking, One Drive used to have a limit of 20,000 files at one time. Is that still the limit? Sam: It is still the limit. So right now they are working on rewriting the whole sync client. It’s going to be combined One Drive and One Drive for sync client. It should work a lot better and that is going to do away with that limit and also enable selective sync. And that will becoming this year. Becky: Well, terrific. So I am going to go ahead and the last couple of minutes here, we’ve answered most of the questions and there are still a few in the back end that we are working to answer. Linda chatted out Sam’s contact info as well as hers so we can continue to follow up with them directly. And also like I mentioned, the link on this page I’ll be sure to include this link down here at the bottom to our Office 365 for Nonprofits forum thread where you can continue to ask additional questions. Really quickly I just wanted to show where you can get additional Tech Impact support so from folks like Sam and Linda directly.
We have a couple of offers in our catalogue. Again, there is a link to Office 365 for Nonprofits that you can get directly through Microsoft. If you are trying to decide if this is the right fit for you, Tech Impact offers a $10 admin fee Office 365 assessment where they will talk to you about your organization’s specific needs and goals, how much staff you have, what your situation is with tech support on board at the moment, and help guide you as to whether it is the right fit for your needs. And they also have a series of workshops so if you are trying to migrate your organization over they have workshops for smaller organizations with fewer than 20 employees and larger organizations, and they also have a workshop series, a do-it-yourselfer workshop series on migrating SharePoint.
And these are available through our catalogue. It’s a great discount, a $300 admin fee for the series of trainings that will walk you through step-by-step how to do those things. So I just wanted to highlight that quickly. And again, you can find these just by searching on the TechSoup.org website. If you just search Office 365 these options pop up. You can also search under Tech Impact as a donor partner on our site in the various offers that they have in our catalogue will show up too. So again, I’ve got links to each of these. They also have a one hour consultation that they offer with a tech advisor like Sam or Linda to talk to you about the different options and tech needs that you may have. If you need one-on-one support and advice they are there to give it to you. And again, they are a nonprofit so they are hoping to support you in making the best decision for your organization’s needs.
Here are some additional resources. This will be included in the slide deck. Many of you have already received the slide deck on the right side of that final reminder email. So if you want to dive right in you can look at these links. This is the link to the product page where you can get Office 365. This is that webinar it referenced from a couple of weeks ago that is more of a beginner walk-through of what’s included with Office 365, how to get it, how the licensing works in more detail. And then lots of other resources that we have here, whether it is right for your organization other webinars that we’ve done, an overview of how to do it yourself if that is how you are looking to go. That was also done with Sam. There is a higher level overview of what things you need to consider if you are going to migrate to Office 365 on your own, lots of resources that I would recommend checking out if you are moving that direction and need some additional support. I’d love it if you could chat into us to let us know what’s one thing that you learned today that you are going to be taking back with you to implement, to try out, or check out at your organization.
And I’d love it if you would let us know if you will plan to share this resource with your friends and colleagues who could benefit from it too. We hope you will, and share it with anybody who may need more information about Office 365. Lastly, I would like to invite you to join us for any upcoming webinars and events. We have an NPTechChat coming up on Tuesday. This will be on Twitter just following that hashtag, #NPTechChat where we will be talking about how data is fueling a social change. So if you are into data, big data, data sciences, that’s a great conversation to join Tuesday. Then we will be doing a webinar on July 9 on using Google AdWords grants to drive impact for your nonprofit and get that donation for your social media marketing. We will be doing a crash course with Adobe on their creative cloud product, and then we will be talking about nonprofit payment processing and credit card processing options for nonprofits later on in July. So feel free to join us for any of those events. Thank you so much to Sam and Linda for your expertise today. We really appreciate hearing from you.
Thank you to Kevin for helping on the back end. Please join us again at TechSoupGlobal.org, TechSoup.org, and on our Facebook and Twitter channels. Lastly, I’d like to thank ReadyTalk for the use of their platform sponsor in today’s webinar by providing it for us to use on a weekly basis. You can learn more about their donation of ReadyTalk in this webinar platform at TechSoup.org/ReadyTalk if you are looking for tool like this to use for your own events. When you close out of the window please complete the postevent survey to help us to continue to improve our webinar programming. We really appreciate you all joining us today. Thank you so much everyone. Have a great day. Bye-bye..