Bagels & Bytes Meeting Notes – September 2014

This month, we met for the final time this year at Jewish Residential Service at Rodef Shalom Congregation.  Thank you to Paula and all the JRS staff for hosting us!

We are also grateful to Julie and Tim from LANtek, who provided us with a demo of Office 365 during this month’s meeting.  The notes from the demo follow.

Office 365 Demo Notes

  • Office 365 is 1 of 3 current products in Microsoft’s cloud portfolio
    • Office 365 is the productivity suite, similar to regular MS Office
      • Scaleability
      • Social web analytics
      • Mobility
      • Live data feeds
      • Advanced analytics
    • Cloud OS – Windows Azure is the brand name of their cloud server service (Windows Server is still the name of thelocally-installed network operating system software)
      • run MS apps on cloud-based server
      • Other apps (QuickBooks, etc.) – must run on local server(though can get most of these in cloud-based forms these days)
  • Bandwidth is important  – 10 MB can typically support 10-50 users easily
  • Is HIPAA compliant, has all the certifications (SOX, SAE, etc.)
  • Email encryption possible + rights management (can control printing and reading)
  • Also can host MS products and all your other apps on a data center (LANtek has a local data center)
  • Email is usually the 1st thing that goes into cloud – easy to uncouple, gives IT admins most grief.
  • Typical challenges – midsize business
    • Anywhere access
    • Work together
    • Easy IT
    • Best Value
  • Included in Office 365
    • Word
    • Excel
    • PPT
    • Access
    • Publisher
    • Project and Visio extra
    • Business email – Outlook
  • Document sharing – via SharePoint
  • Web conferencing – voice and video from PC (need mics + cams of course)
  • There are levels of licensing
  • Can still set up shared resources (conf. rms, etc.)
  • Shared mailboxes (info@) are free
  • Staff profiles/org charts feature included
  • Real-time document collaboration
  • Can share w/Lync if need to give read-access to a lot of people
  • Online meetings – videos, presentation, chat features – also remote desktop control capabilities (via Lync session)
  • MS makes Office 365 for iPad now too (cross platform support)
  • OneDrive (formerly SkyDrive) gives 20 GB cloud storage per user
  • Encrypted in flight and at rest (per HIPAA compliance requirements)
  • Can choose to enter credentials each time or to cache credentials
  • Use pass phrases, substituting numbers for letters
  • Don’t have to worry about backups anymore
  • Still have to add/delete/manage user accounts
  • Anti spam + AV built-in > AV vendor recently acquired by MS – up to 8 AV engines
  • 99.9% uptime and get credited for downtime if happens
  • 24/7 monitoring
  • Online community
  • Various packages/levels of help desk support
  • Replicated across multiple data centers
  • Sometime redundant internet useful (if truly redundant, not different carriers on same poles – must go through separate paths)
  • Instead of big upfront cost, smaller predictable monthly cost
  • Licensing available on TechSoup
  • E3 – biggest pack corp. ($20/user/month)/called A4 for nonprofits ($6/user/month)
  • 1 user can login from anywhere – up to 5 devices can load office software
  • No longer have to purchase Office with devices (Laptops/Desktops)
  • Don’t have to worry about uninstalling home use licenses with 365 – simply uncheck a box in admin panel and user gets a notice that software license expired when tries to use software
  • Phone systems can be integrated with voicemail several ways (depends on system)
  • Migration
    • Federation and Dirsync for single sign on
    • No support for Exchange 2003/07 migration
    • There are third-party tools to assist with migration (Skykick, Quest)
    • Public folders – can of 50 GB on store in 365
    • Outlook – 2003 and earlier – not supported
    • Address auto-complete, signature block, etc. – not migrated by default
    • Can do staged migration or cutover
    • MX record can take up to 72 hours to propagate
    • SkyKick – email migration tool, cloud-based (Outlook assistant) – only available through MS partners
    • OneDrive build on SharePoint technology (was named SkyDrive originally)
    • Choose domain name wisely – very hard to change (tenant space name)
  • Still need AV on desktop PCs to monitor for viruses
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