using office365 to create collaborative documents

TECH COMM PRESENTATION

BOBBI WERNER/LEE DRAKETHE STORY OF A COLLABORATION MIGRATION GONE BAD AND

HOW BEST TO USE OFFICE365 FOR COLLABORATIVE DOCUMENTATION CREATION

Bobbi Werner, Lead Technical Writer

STC Rochester’s Tech Comm Showcase

November 17, 2016

From Google to Office 365Adventures in Migrating to a New Collaboration Tool

About Welch Allyn…

• 101-year-old medical device manufacturer• Headquarters in Skaneateles Falls, NY• 2500 employees in 26 countries, including 900 in Skaneateles Falls• Acquired by Hill-Rom in September 2015• 2015-2016 – Welch Allyn’s most successful year ever

Selected products

NG LAV /CSM in Google

NG LAV /CSM in OneDrive

Tech Comm team impact – Project Mgmt.


Sample Literature BOM Sheet

Tech Comm team impact – Work instructions

The situation, in a nutshell…

USING MICROSOFT OFFICE365FOR TEAMS

USING OFFICE365 FOR COLLABORATIVE DOCUMENT PRODUCTION

BEST PRACTICES

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OFFICE365 FEATURES RELEVANT TO COLLABORATION

• EMAIL• MICROSOFT SHAREPOINT LIBRARIES• MICROSOFT SHARED MAILBOXES• MICROSOFT DISTRIBUTION LISTS• MICROSOFT GROUPS

• SHARED CALENDAR• ONENOTE NOTEBOOK• PLANNER• SHAREPOINT SITE• YAMMER, DELVE, CONNECTORS AND

SWAY


FEATURES THAT APPEAR USEFUL BUT MAKE MANAGEMENT MORE DIFFICULT

• MICROSOFT ONEDRIVE• MAIL DISTRIBUTION LISTS


ADVANCED FEATURES

• MICROSOFT FLOW CAN BE USED TO CONNECT BOTH INTERNAL AND EXTERNAL APPLICATIONS FOR WORKFLOW

• SHAREPOINT SITES CAN BE CUSTOMIZED TO PUBLISH PUBLIC DOCUMENTS, OR CUSTOMIZE THE INTERNAL SHARING OF INFORMATION FOR COLLABORATION

• SHAREPOINT LIBRARIES CAN BE CUSTOMIZED TO LIMIT DOCUMENT TYPES, PROVIDE CUSTOM SEARCHES AND SORTS, AND RETAIN ADDITIONAL META INFORMATION ABOUT DOCUMENTS

• USING MICROSOFT OUTLOOK TO ORGANIZE ALL YOUR NEEDS• INTEGRATING THE OFFICE EXPERIENCE INTO MICROSOFT WINDOWS 10Presentation copyright OS-Cubed, Inc. www.os-cubed.com 17

BASIC GROUP FUNCTIONALITY

WHAT IS A GROUP AND HOW DOES IT WORK


WHAT MAKES UP A GROUP• SHARED MAILBOX – (CONVERSATIONS) THE GROUP MAILBOX IS USED TO HOLD CONVERSATIONS BETWEEN

GROUP MEMBERS. THINK OF IT AS A GROUP BULLETIN BOARD. MESSAGES SENT TO THE GROUP ARE RETAINED THERE FOR EVERYONE TO SEE.

• SHARED SHAREPOINT FILE STORAGE (FILES)– THE SHAREPOINT FILE STORAGE AREA IS USED TO SHARE DOCUMENTS AND FILES AMONG GROUP MEMBERS. BY DEFAULT EVERYONE HAS ACCESS TO THIS FILE STORAGE AREA WHO IS A MEMBER OF THE GROUP, AND CAN EDIT DOCUMENTS WITHIN IT. DOCUMENT CHANGES ARE TRACKED, AND DOCUMENTS HAVE VERSION CONTROL BY DEFAULT.

• SHARED CALENDAR (CALENDAR) – ALLOWS SCHEDULING OF GROUP MEETINGS AND DUE DATES IN A STANDARD LOCATION.

• ONENOTE NOTEBOOK (NOTEBOOK) – STORE EASILY SEARCHABLE DOCUMENTATION ABOUT YOUR PROJECT, AND NOTES AND IDEAS, AND MEETING NOTES ALL IN ONE EASILY ACCESSIBLE PLACE. SEARCH FOR DATA EASILY. – THE PROJECT WIKI DONE RIGHT

• PLANNER – THIS SIMPLE TASK MANAGEMENT SYSTEM IS STILL BEING DEVELOPED. NOT THERE YET.• SITE – A FULLY CONFIGURABLE CUSTOM WEBSITE WITH ALL THE POWER (AND COMPLEXITY) OF

SHAREPOINT


PLANNER

• VERY SIMPLE PROJECT MANAGEMENT TOOL• PROBABLY TOO SIMPLE FOR ALL BUT THE EASIEST PROJECTS• ALLOWS YOU TO CREATE AND ASSIGN TASKS, AND ASSUMING USERS

UPDATE, SEE PROGRESS• MANAGER CAN’T MARK THINGS AS COMPLETE – ONLY THE ASSIGNED

USERS• PROBABLY WILL DEVELOP AS TIME GOES ON – NEW TOOL


SHAREPOINT SITE

• THE SHAREPOINT SITE ALLOWS THE USER TO CRAFT A FULLY IMMERSIVE EXPERIENCE

• SHAREPOINT IS VERY GRANULAR AND COMPLEX, ALLOWING YOU CREATE A SECURE, TRACKED FILE STORAGE AND PAGE BASED EXPERIENCE.

• HAS INTEGRATION TO ALL OFFICE365 FUNCTIONS• ALLOWS THE CREATING OF ADDITIONAL FEATURES LIKE WORKFLOWS, TO

DO LISTS, ETC.


ONE NOTE NOTEBOOK

• ONE NOTE IS LIKE AN EASILY SEARCHABLE WIKI. YOU CAN SEARCH ACROSS MULTIPLE NOTEBOOKS IN ONENOTE OFFLINE, OR WITHIN A NOTEBOOK ON THE ONLINE VERSION.

• COPY / PASTE IMAGES, WEB PAGES, DOCUMENTS, ETC. INTO A ONE NOTE NOTEBOOK

• CAN OCR IMAGES• GREAT FOR CAPTURING MEETING NOTES


SHAREPOINT LIBRARIES

• SHAREPOINT LIBRARIES ARE CENTRAL FILE STORAGE THAT ALLOWS YOUR ORGANIZATION MUCH MORE GRANULAR CONTROL THAN A SERVER FILE SHARE, OR A DROPBOX OR ONEDRIVE SHARE

• YOU GET A LOT OF SECURITY AND CONFIGURABILITY WITH SHAREPOINT LIBRARIES• OVERALL FOLDER STRUCTURE IS FAMILIAR TO USERS• YOU CAN ADD FEATURES LIKE WORKFLOWS, GRANULAR PERMISSIONS, FORCING DOCUMENT

CHECKOUT TO MAKE CHANGES, OFFLINE SYNC, AND • A SPECIAL FEATURE OF GROUP LIBRARIES IS THAT ATTACHMENTS TO DOCUMENTS SENT TO THE

GROUP EMAIL LIST ARE AUTOMATICALLY ADDED TO THE LIBRARY.• YOU CAN SUBSCRIBE TO LIBRARIES AND GET AN ALERT EACH TIME A DOCUMENT IS ADDED OR

CHANGED


SHARED MAILBOX

• MORE LIKE A “FORUM” OR CONVERSATION MANAGEMENT TOOL.• ALL CAN SEE THE RESULTS. YOU CAN SUBSCRIBE TO GET COPIES IN YOUR

OWN INBOX, OR TO DECLUTTER PERSONAL INBOXES JUST LOOK AT IT DIRECTLY ONLINE. AVAILABLE IN BOTH OUTLOOK AND WEB VERSIONS (BUT NOT EASILY ACCESSIBLE ON MOBILE). YOU CAN ALSO SUBSCRIBE TO JUST GET UPDATES VIA TEXT/EMAIL ON EITHER A DIGEST OR IMMEDIATE BASIS

• NO “PRIVATE CONVERSATIONS” ON GROUP MAIL• ATTACHMENTS AUTOMATICALLY ADDED TO THE LIBRARY


SHARED CALENDAR

• USERS CAN JUST ADD THE CALENDAR TO THEIR OWN CALENDAR DISPLAY. NO NEED TO INVITE EVERYONE TO A CALENDAR EVENT THAT GETS PUT ON THEIR CALENDAR.

• IF USERS DON’T ADD THE CALENDAR, THEN YOU CAN INVITE PEOPLE TO THE CALENDAR EVENT AS WELL.

• CALENDAR IS DISPLAYED AS A TAG, USEFUL FOR REGULAR MEETINGS, DUE DATES, ETC


THE BADTHINGS TO WATCH OUT FOR


EXTERNAL USERS

• SHAREPOINT’S ACCESSIBILITY TO EXTERNAL USERS IS LEGENDARILY A GIANT PAIN IN THE BUTT. THESE TOOLS WORK BEST WITHIN YOUR ORGANIZATION OR BETWEEN TRUSTED ORGANIZATIONS.

• ONEDRIVE IS SLIGHTLY BETTER AT EXTERNAL SHARING, BUT ONLY SLIGHTLY.


FEATURE/LICENSING ISSUES

• NOT ALL APPLICATIONS WORK NICELY IN ALL BROWSERS, OR OSES. BEST COMBO IS OFFICE 2016/WINDOWS 10 PROFESSIONAL/OFFICE365 FOR FULL FEATURES.

• SOME FEATURES NOT AVAILABLE IN BUSINESS ESSENTIALS, BE SURE YOU’RE PURCHASING THE RIGHT LICENSES.


STORAGE LIMITATIONS

• THERE ARE MAXIMUMS FOR NUMBER OF DOCUMENTS YOU CAN STORE IN A LIBRARY• THERE ARE SMALLER MAXIMUMS FOR THE NUMBER YOU CAN SYNC• THERE ARE LIMITATIONS ON FILE NAMES• MAC FILES DON’T STORE WELL DUE TO RESOURCE FORKS• YOU MAY HAVE TO SPECIALLY CONFIGURE THE LIBRARY TO STORE CERTAIN TYPES OF FILES• SHARED FILES LIKE ACCESS CANNOT BE USED IN LIBRARIES• UNLESS YOU SYNC YOUR LIBRARY LOCALLY, PROGRAMS LIKE CAD OR LAYOUT THAT OPEN

MULTIPLE FILES AS PART OF A LIBRARY OF FILES MAY NOT WORK CORRECTLY DIRECTLY OPENING FORM SHAREPOINT.


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