 Thank you very much. We're excited to be here. Office 365 is becoming one of those necessary evils in our life where everything seems to be moving to the cloud. So our goal today is to discuss what that means, to kind of do a high-level overview of what all is included and what do we mean when we say Office 365 so that we can make better decisions for how we'll use the technology ourselves and of course using the technology with our team. There are lots of different components to Office 365 so what I thought I would do to start off with is do a super high-level overview so we're all using the same vocabulary and then actually dive in to Office 365 and I'm going to highlight several different tools. We probably won't have an opportunity to look at all of the tools and the level of detail that we'll want to today but that's why all those webinars that are coming up are important and we'll try to carve out a little time to go into some more detail at a later time. Definitely, if you haven't had an opportunity to hit the YouTube channel, that learning is really great guys and it's an opportunity for us to kind of refresh even some of the topics we talk about today, hit it up later, re-watch the broadcast as needed. The wheel that I have on our screen is kind of giving us a 30,000 foot view of Office 365 so the first thing I want to do is I just want to clarify that when we say Office 365 a lot of times you see folks thinking about well they just mean word and PowerPoint and Excel in the cloud and that's cool and I appreciate that there's the ability to use word in the cloud but I'm a creature of habit and I'm going to use the installed application. I hear that a lot and I think one of the disadvantages to not having a 30,000 foot view of Office 365 is we're missing the opportunity to fully leverage the technology so if you notice how the wheel is structured the first outer rim of the wheel talks about something called Office Graph and Office Graph is a really cool technology for Microsoft that actually kind of keeps a pulse on what you're using in Office 365. What I mean by that is Office knows which documents we've used recently and it knows which team I'm on and understands which conversations I'm having in that team. Well Microsoft is able to build out a mechanism that helps getting reconnected to those data points to those documents to those conversations easier and easier and there are several different wedges of the wheel that will leverage Office Graph so it's that first kind of understanding that Microsoft's goal is for Office 365 not just to move things to the cloud but to move things in a direction that makes it easier for us to function, collaborate, work together as our goal is to get something done so that outer rim of the wheel kind of demonstrates Office Graph and I can go into detail on that in here in just a little bit. The next rim of the wheel is talking about Office Groups and I hear a lot of different teams use different terminology here but we're talking about the teams that we work inside of. I think about Outlook back in the day when we create distribution lists and I could group certain contacts together because those are contacts I needed to communicate to all at once. Groups is a new way to think about that. You'll notice the little tagline in the wheel says it connects the right people to the right product and I think that is what gets me excited about the idea of Graph and the teams or the groups that I work with is that Microsoft is going to make it easier for us to work together so if you and I are on a team together and then maybe we're on another board together the documents that we use across those totally separate groups both of us can find easily so it makes collaboration between documents and applications a lot easier. It becomes more seamless. Those two outer rims they feel so abstract they feel so sometimes they say as clear as mud but I think it'll come to more clarity if you think about how you'll leverage the Graph or leverage the group or teams that you're in. If you notice the wheel is kind of broken up into several different wedges and I'm going to just do a super quick kind of vocabulary lesson on what this means and then we'll get practical and we'll dive into Office 365 and I'll show you some of the really fun things that we can do using the technology. So the first thing I'm going to talk about is the giant orange wedge that says Office. So when you think about Office I know what comes to my mind I think about Word, Excel, and PowerPoint and Outlook. Those are the apps that I probably use the most when it comes to Microsoft Office and it's important to remember that all Office 365 is is a subscription service that gives us the ability to share documents and use applications in the cloud but it also extends the option to use those applications installed on our device and just because we have Office 365 doesn't mean that we're forced to use an internet or cloud version of the application. We absolutely can use the installed Outlook, PowerPoint like we've done for so many years but having the document stored in the cloud being centrally located and those same centrally located files are accessible by all of our other team members it changes the way that we approach the application. It changes the way that we collaborate around documents. There's lots of different things that Office 365 will open up for us as a team as we do the day-to-day task that we've done for so many years. So when you see Office as a wedge you're right that's the standard Office apps. We just now have an option of using them installed on our local machines or we can use internet-based or cloud-based versions of them. The wedge directly underneath it is OneDrive for Business and OneDrive for Business is storing our documents in the cloud. OneDrive is very similar to a Dropbox or a Google Drive. There's lots of different file storage options available to us where it stores our files in the cloud. The advantage of document storage in the cloud is we can access those documents from any machine as long as we have an internet connection but there's also advantages related to version control and kind of resting in confidence that our files are always backed up and not having to worry about having any downtime. If IT needs to refresh my laptop I can instantly gain access to my documents because they're stored centrally in the cloud. So there's some really great things that we can do with OneDrive and I'll go into a lot of detail and just a little bit on that. Planner. Planner is an application that allows us to basically build a checklist. Planner reminds me a little bit of project and that's Microsoft's goal that we can do kind of very light project management using the Planner app. So it is a card-based task management system and I'll give you a demonstration of that here in just a little bit. Skype for Business. Skype for Business is a term that we know, right? We know Skype. Before it was purchased by Microsoft, it was Microsoft. It was one of the most leveraged voice over IP technology services and Microsoft purchased Skype and is embedded into the Office 365 app. They've embedded it in their Xbox platforms and it's a great way for us both to chat, video conference, share files. There's lots of different things that Skype leverages as far as voice over IP technologies. Delve. Delve is a way that we can actually see Office Graph in action because what Delve is, it's a way for us to discover content and people that we're associated with. Since Microsoft, being the big brother that they are, knows the documents that we're using and the teams that we're on, it can use Delve as a way to uncover documents that may be of interest to us. If you haven't explored Delve, we'll be looking at that a little bit during this webinar today. Power Apps. Power App is a way for us to have documents stored in the cloud and to build workflows around those documents and build our own mobile apps. I always think of Power Apps as building mobile applications without knowing or understanding code. It's a really powerful feature of Office 365 and it's one of the ways that Microsoft allows us to connect. Lots of different files, lots of different documents and present those in a different way. That's a Power App is a great tool set for those of us who also access Office 365 from our mobile device. Both your Android and your iOS device can leverage those Power Apps. Video Portal. Video Portal reminds me of YouTube without the ads. It's very similar to Vimeo. There's lots of great other sites out there where we can store content but what's really great about the Video Portal in Office 365 is it fully leverages Microsoft's streaming services. So it doesn't matter how long or how short our video is, Microsoft will always serve the appropriate version based on the device that I'm using. So I can have team members viewing it on their iPhone and streaming a different version over 3G, let's say, and a totally appropriate, more high quality version streamed to their laptop when they're connected via their Wi-Fi. It's a great service. I was super excited when Microsoft pulled that out of beta. Sway. Sway is one of those tools that the marketing will love. It's a way for us to piece together snippets of text and pictures and present it similarly that we would present PowerPoint presentations but in a way that is it's more user-centric. It's that ability to tell a story suddenly. It's one of those tools that we expect Microsoft to grow as our users use it more and more. One note. I know a lot of us are already using it. It's been part of the Office Suite for many, many years and one note in the cloud and the options that are afforded us when things are stored in the cloud makes one note super exciting to use. I love the fact that we can have a document shared across our entire team, take that one note file and maybe use it in a meeting or use it as a digital whiteboard. The shareability of one note is pretty awesome. SharePoint. So SharePoint is one of those tools that helps us collaborate. We think about the way that we collaborated in the past. We would use Outlook because we could communicate back and forth. We could attach documents to each other. We could create tasks for each other. We could do lots of things that would help move work forward but when SharePoint came out several several years ago it gives us so many more options. So of course we could store documents there. We can build lists. We can still do task-based activities but it's I like to think of SharePoint as a centralized hub for Office 365 and that'll come to light in just a minute when we get into the practical side of this talk. Yammer. Yammer is Microsoft's social media platform. It's at an enterprise level. It's very similar to a Facebook or a LinkedIn but Yammer is designed in a way where it allows us to once again collaborate around something but with a social aspect and for those of us who are always continually learning we understand how important it is to pull an audience and not just having one person communicate knowledge to us but to vet that knowledge or to dive deeper or just dive differently on the topic by being around other people who are using the technology. Yammer is a great way for that to happen internally. We can create a Yammer group for our teams and all the subject matter experts can post their information in a centralized location so then we can share knowledge and kind of break outside of that more siloed approach that we see inside of businesses. So the social piece being important. The next one is calendar and we know our outlet calendar when we live and we die by it don't we? Well the calendar inside of Office 365 they pull it out of Outlook. Did you notice that? Because Outlook in email are two separate wedges of Office 365 so calendar and task and all of that can be done inside of the traditional Outlook application but you also have full access to your calendar in the cloud of course full access to your contacts in the cloud etc. And the last one is Power BI. And Power BI is an emerging technology. It allows you to connect several different data sources together and to build interactive dashboards. It is part of the Office 365 license. There are also paid versions of it. Power BI is exciting for our team because a lot of times there's only so much you can do visually with your data only using Excel or only using PowerPoint to lay out your charts. But there's a trend right now where we want to see our data visually and not only do I want to see the data presented beautifully to my team but I want the flexibility of pivoting it or changing it or doing something different with the data on the fly and Power BI helps the creation of those interactive beautiful digital dashboards. And just as a quick side note we just did a webinar on using data strategically with a bunch of examples from legal services organizations. There was a little bit of discussion of Power BI in that webinar and it is one of the things that we're looking at doing an entire webinar focused on is data analytics and Power BI and maybe one other tool like Crystal or something else next year. So if that's of interest to you definitely let us know and we'll consider it for next year's trainings. Very good point, very good point. It's all about finding the right technologies isn't it guys? So when you look at this wheel you'll see lots of different options and the truth is I'm going to use some of these applications differently than you will and you will use it different maybe than people on your very own team. So our goal is to uncover how we can be as efficient as possible leverage the technology to its fullest without implementing necessarily all of it and I think that's important just because there's so many options doesn't mean we have to fully leverage all of them. Let's find the ones that mean that are meaningful to our team meaningful to our workflow and let's focus on those. So what I'd like to do now is I'd like to dive in and actually show you some of these. Like I said before we can't show all of them but we want to demonstrate them as many of them as we can. So what I have pulled up on my screen right now is actually SharePoint and that's one of the wedges of Office 365. SharePoint being the main starting point for Office 365. The URL to access Office 365 is just portal.microsoft.com and then once you log in as IT we can kind of control where you go but we normally cast them into the Office 365 portal. So let me give you an example of that. If I go to my browser and if I head on out to the portal normally you'll see an experience like this and what this is actually showing us is all of the available tiles. Now tile is the word that we need to know right especially if we have new computers with Windows 10 tiles are becoming part of our life now and the tiles are of course found up here in the very top of my screen. Every single tile represents a different wedge of Office 365. From the Office 365 portal you'd also see recently used documents and if I scroll down you'll see recently used OneDrive folders because Office 365 is in the cloud and it is fully leveraging OneDrive. It's making it easy. This is Microsoft Graph in play showing us some of those recently used documents. If I scroll back up to the top I also want you to notice that in the upper left hand corner there is also a menu that will show you the tiles. This menu across the top this black bar Office 365 bar is persistent across the entire Office 365 platform. So as I go in and start to use different tiles I'll always have this persistent bar across the top that allows me to get to the other tiles that I might want to leverage. So normally you're balancing back and forth between different applications just like you would do on your computer. Now since we're in a browser we need to have a 30 second talk on what that means. Since we're accessing these applications inside of a web browser browsers will potentially limit what you can do. So if your browser has maybe a pop-up blocker or it has maybe you're using an adware type blocker that potentially could interfere with something opening or performing correctly. The same way that Microsoft wants us to use modern browsers with Office 365. So I always chuckled because when Mozilla Firefox kind of when Microsoft finally killed off Internet Explorer 7 they sent them a cake to their office. So I want you to kind of remember that story when you start using older machines in Office 365. It might be time to upgrade to more modern browsers. IT handles that for instinctively so 99.9% of the time it's not an issue. But since Office 365 can be accessed from any web browser you might be on an alternate device or at the house or somewhere else and I don't want you to be frustrated if you're using an out-of-date browser and certain things do not work. When all this fails Internet Explorer is Microsoft's recommended browser. The truth is I use Google Chrome more and I don't have any issues using Chrome or Internet Explorer with Office. So the black bar will be persistent across this little tour. So let's just start diving in and let's start exploring some things. So the first thing I'm going to do is I'm going to look at the core Office apps quickly. So if you notice my tiles for Word, Excel, here's PowerPoint then secondary applications would be one note and then where is my, here is mail which is another word for outlook right. What's different though is is when you think about your mail you have it there's a difference between your email which is actually the mail icon and let's go up here to the top to see all of them in your calendar right or people which we used to call contacts or task. So when I think about outlook, outlook is actually helping us collaborate across all of these tiles. To also notice that there are lots of applications that show up on this larger tile dropdown that are presented to you on the portal. So I hardly ever I'm using the portal icons here. I'm usually going up to my little tile and seeing my available options and from there I'm jumping in and starting to use one of the apps. So that's what I would like to do. So let me start by jumping into, let's do Word first. If I single click on this Word icon I wanted you to notice a tab opened up. So over here is the portal website that I was on. When I click the icon it opened up a new tab and I'm overemphasizing that because of my comment before about pop-up blockers potentially messing with it. So you'll notice I am inside of Word online so all my recent documents are over here on the left hand side. You'll notice at the very, very bottom of this blue bar there is an option to open up from OneDrive for business. So if I'm storing any documents inside of my OneDrive from that single click on the bottom I could open up any documents. You'll also notice underneath that there is an option to add a place and if I click add a place I could actually open up from third party resources. So maybe I'm collaborating with a client who's using Dropbox or Box or any of the other online file storage locations. I can do that from the bottom. So there was a quick question here. Is there a browser that works best or is it just any of the modern browsers will work? Yeah that's a really good question. The one that works the best is Internet Explorer. Not the Edge version but the current version of Internet Explorer and you'd have to check beyond that. I think it's version 11. Is the current version of Internet Explorer after that? It's probably Google Chrome then Mozilla Firefox then lastly Safari. Thanks. So in addition to opening any files that I already have on the left hand side and I'm not going to do this when we go to the other applications because this is the same in PowerPoint or in Excel but this is recent documents where I could open from any other location. In addition to that you also have all of your templates and these are templates that Microsoft has provided for us. So I'm going to start just from a blank template using the blank office or word document to show you quickly that word online which is what we're demonstrating is a simplified version of the installed version of word. So if you compare just even mentally like the ribbons across the top I have home and I have insert page layout review and view well if you're thinking about actual word installed on your computer you have a couple extra ribbons on the installed version and that's important for us to remember. So if you're fighting using the online version at any point in time you can actually click in the center of the well it's actually at the end of the ribbon maybe the better way to say it is the option to edit in Word and what that will do is it will seamlessly open up the Microsoft Word version and this is the installed version of Word and it will allow me to kind of pick up my editing using the full blown version of Word which cancel the sign in just for my example but see look mailing and review there's lots of different options there that were not there on the online version and I love that ability to kind of flip back and forth between the online version and the installed version. Now here's something that we should mention when you are doing editing inside of the browser right the tools that are available to us are always the newest latest tools available for Microsoft so that's what's really exciting about Office 365 is you're kind of moving away from the whole version game where it's like do I have the most current version question mark and does my client have that version there's all these problems that versions kind of introduce into the scenario we're using Office 365 we always have the current version both available inside the browser but also the installed applications are always the current version and that subscription model is what allows Microsoft to make that happen so the first thing I'm going to recap is that remember all of these web applications you can bounce into the actual installed application using a link at the end of the ribbon there's one really cool thing about typing documents inside of the browser so here I'm typing some text and you'll notice that if I go up to my file menu like I would if I was using the installed version of Word I would expect to go up there and hit save but there is no save in the online version it saves automatically yes I know some of y'all are seeing the save as option but you guys know what that means save as would save the document but give you the option of giving it a different name and potentially saving it in a different location so save and save as are actually quite different watch the top of my screen it says document one it tells me that my document has been saved automatically if I start typing and you watch that up at the top so this is some more text that I'm typing you'll notice how great to see that the office apps online are automatically saving as you're using them so that's a really cool feature um one of the things that I get asked frequently is like wait a minute saved it like where where is it saving this document that is important isn't it so the first thing I want to talk about is right here next to the word save it says document one just like if I was in the installed version and I used to play template it would do the same thing but I can click right there and I can give it any name that I want so I'll say this is a test and I'll hit enter and that's the name of my document that's being saved but if you look over here on the far left hand side it's the where it's saving and you'll notice I'm inside of my account just in bond and it's being saved in my documents and these are called breadcrumbs so if I click on the word documents you'll notice how it'll take me into automatically into my one drive for business and there is the document that I was just editing I'll click on it again to pull it back up on word online so super nice um convenient that it's automatically saving it's one of those things that I appreciate more and more as I use the online apps so let's do a super quick look at some of the other ones I'm actually going to I'm going to come over here just to show you really quick I am in preview mode when I click that from my one drive folder so I could open in word online if I needed to edit so I can just viewing it or I could say open it up in word and that would open up in the installed version on my computer so I wanted you to notice that another kind of cool feature we'll stay here for a second um is once you're like previewing a document or viewing a document from your one drive they give you great little actions here if I can I could share it out to other people in the organization that would send them a link right to the document inside of my one drive when I share something which really kind of cool about one drive when you share something you get to choose their level of permission on the fly so I have this document I want to send it to someone notice right here it says anyone with the link can view and edit and I would just type their names here and they would get an email and they would have a hyperlink and a hyperlink in this example would allow them to see the document how we're seeing it but they would also have the option to click edit just like we do right as owners of the document but if I drop down the options I could also send it as is I could say people in my organization only so and that's what this little option the second one says people in my organization or I could say no I need to limit it even more so only these very specific people that we choose they're the only ones that have view slash or edit access if you're questioning that whether you want them to edit did you notice there's a little checkbox down here at the bottom so I could say send it to specific people if I undo allow editing now it created a custom hyperlink for me that when I type the folks names in here it'll send them an email automatically with a link in this example for review so that that's a really great feature of files stored in the cloud in this case we're using on one drive for business and actually a couple of the other ones really quick copy link is pretty great too so the idea is that I just want to quickly copy the hyperlink and what's cool about that and allow access in this browser as soon as I click copy link it automatically copies it to my clipboard so I don't need to come down here and hit the little copy but same options like we saw before so there's always like question here like well what Justin why is there a share versus copy like what's the story there well it depends on our use like if we want to automatically send an email yeah use the share feature but for me I'm usually drafting an email to them already so I can hop over to my one drive hit copy craft the hyperlink how I want it to look and I'm pasting that into my email my favorite part about copy link is the bottom option where I can set an expiration date so I love that feature especially when I'm doing work for clients and I you know you have a proposal that ends at a certain date or time or you maybe just want to restrict access to something after a certain amount of time it's such a really cool feature and that's the main difference for me anyways is that expiration date on copy versus share okay another option you guys get these last two is download and delete so download a local copy because remember this document stored in the cloud so if I click download it's downloading it locally onto my device and there's all kinds of inherent problems with that so we always try to break those habits with our team we encourage them to edit the documents in the in the collaborative space the one drives the share points of the world and to not have a local copy just because we don't want the document getting out of sync there's lots of conversation around that I realize if you have questions obviously I can answer those around that delete deletes on the really cool thing is that automatically goes into a recycling bin just like if we were to delete something on our actual computer so you have 30 days to recover it out of your recycling bin by default it's usually more than enough time to reverse any of those accidental deletion of files of course there's a couple other things here talking about accessibility mode if you do have a need for any accessibility items microsoft builds it into all of their online platforms they're fully 508 section compliant so they handle all of that brilliantly for us and of course on the left hand or for our right hand side it's just page navigation so it kind of gives us a way to navigate the document so anyways I wanted to show you all of that really quick while we were there since I did open that file from my one drive that's how that would look I'm going to go ahead and actually know what and close these open tabs and go back to the portal that's the beauty of it opening them in tabs for us is the modern browser allows that to happen right because tabbing is fairly new last three four years five years probably inside of browsers but you also can open it in its own window it all comes down to how you click something like just clicking an icon automatically opens it in the tab but in a lot of these applications if I hold down my shift key while I click something it'll always open it up in a new window you see what that did now maximize it so that's word again the only reason it opened up in a whole separate window is I held my shift key while I did the click so the default is tab which actually usually works really well so let's very quickly look at just one more of the web apps let me go into excel I just did a single click there so it opens up in a tab same idea so very consistent user experience left hand side the big green bar is all of my recent documents I also could open from one drive or in a third-party cloud storage of course I could use any of their available templates we'll go ahead and click the blank template again for our example and I'm just going to add one thing to our conversation here the cool thing about documents that are stored in the cloud is multiple people can edit at the same time I can't demonstrate that today but if you notice I'm logged under my user account so I could invite my entire team I could maybe share the link to them or I send them an email and I copy and paste the link using the features that we just talked about when they click the link they would be brought to the same document online and then we all could collaborate together now you you guys understand better than anyone like we both can't fight over using the same cell but we could all be editing different parts of the document at the same time and what's really cool about that experience in office 365 is that every single person who's editing we see their cursor and every single cursor has a different color so maybe I'll be green in this example but you log in and you're viewing the document yours would be a different color and has a little kind of little tool tip above your cursor that tells me who you are so I can say oh there's Sal and she's like doing her work over there and there's Kim and it's super convenient when you're collaborating around a document together there are ways to prevent that too for those of you are curious like in SharePoint we could take advantage of check in and check out and we could prevent users from editing at the same times there's there's pros and cons to this concept I realize and there's preventative measures we can put in place both to prevent it from happening and there's ways that we can help to encourage it as well so I love the collaborative things that we can do related to editing documents alive together so I'm actually going to go back up to my little um tile just as kind of emphasizing the fact that I am in an excel document online but clicking the little tile which remember the office bar is persistent across the 365 portal and I can jump into something else let's jump in to planner now planner is an application that is really great when you're trying to build simple project management workflows so I usually treat planner like a checklist for myself and I can have a team and we're all working together and maybe we'll actually take an opportunity to get through this little tutorial Microsoft always helpful Microsoft we can build a tiny little plan that just kind of keeps us all on the same page so you'll notice in the center of my screen are all different plans that I'm currently working on these will be teams I'm a part of every single team automatically can have a little planner I wanted you to notice that Microsoft has a little ad at the top it's kind of cool it says planner in your pocket because there is an android and an iphone app for this just pretty awesome but I'm going to come up here to the top I'm going to click new plan just to show you how quickly I can create a plan so we'll call this one this is our training plan I get to choose whether it's public or private notice if it's public anyone in my organization can see the plan that's an important word because Microsoft will eventually start pivoting Office 365 and you're already seeing it but it will be available to more than just my organization so we're seeing that in their teams app obviously in SharePoint in these hyperlinks that we were creating when we shared a document that availability of sharing and collaborating with people outside of the organization so that's a really cool feature of Office 365 and we see Microsoft kind of widening the fences how we say right as the app matures so right now planners just for people either inside my organization or private and that means only members that I add can see the plan so not everyone but maybe just me and three of my other team members so I'll make it private for now I'm going to create and you'll notice how easy planner works you have these little buckets across the top so and here is a to-do bucket and there's I can add as many other buckets that I want so maybe there's things to do and I can add a bucket and these are things that I'm doing and then maybe these are things that are done and then what I can do is I can start adding things to these little buckets so to do maybe we need to build a PowerPoint template and then there's my little card I'm gonna do one more let's say we need to send email to client just really simple this one I'll set a due date on and then I can assign it to someone so I'll sign it to myself looks good oops cooperate have a task you see how this is working so this one down here build a PowerPoint template it's not assigned to anyone doesn't even have a due date this one is assigned to me and here's my little due date and what's really cool about these is you can actually move them through whatever project management process you want to use so am I super simple example maybe this is something that I'm currently doing so I can drag and drop it over to this other tab cooperate Microsoft so now I'm doing this in the email once I'm done I same thing I can move it over here to done and it's a really simple way for as a team first to kind of get a pulse on you know different milestones inside of our project super super simplified though um you'll also notice they do have in this example I have a task and there's a little completion I could do right here I could say yes I'm done with that one I can complete that task notice drops off the list it's still there right because I can expand this and see all the tasks that I've completed so there's several different ways for you to leverage this as a team so it's really really fun it's one of the things that we're getting excited about using it even internally as a team just staying organized on on high level milestones but for clarification's sake the view you're looking at right now is called the board and you'll notice at the top and I have the board selected but you also have a chart and if you look at this it's a very graphical way to kind of view the status and all your members and what tasks have been assigned and we treat this as a burn down chart um for those agile project managers in the room it's a super quick way for us to kind of get a pulse on any project and it's built in Office 365 so that's a super simple example I'm going to go back up to my tile and let's look at a couple more together I'm going to come down here and I'm going to do one note so a lot of us have already been using one note on our computers and it's getting better and better and introducing it into Office 365 is pretty awesome because now what we can do is see um all of our documents stored online automatically so if I want to share collaborate with you on one of these documents the complicated part of making sure that it's shared um it's done so that's like really really awesome so you'll notice I have my recent notebooks of course here is um my notebooks um recent notice could be um documents that are or notebooks rather that are stored in my space or documents that are shared so here's a couple um that are project based or they're actually from client sites and then here's an example of one that's personal so and that's what's important is that um you can use one note just for yourself and for those of you here like wait a minute what why don't we even know what this is what is the one world is one note one note it's just a digital notebook and it's a way for you to stay organized what's cool about one note and I know the the comparison everyone always makes is what is this like Evernote oh yes it is it's similar to Evernote um it's that flexibility of being able to store anything I want a little notebook and store links that I visit regularly or I want a notebook that stores all my notes from my project or I want to be able to like draw something out I want to sketch something out really quick on my surface one note is a way for you to do that instead of fighting the manual way that we create notes right like we'll launch Microsoft Word during a meeting and take our notes in Word and then we're bound to the margin space in the document or we're in excel trying to make a checklist and then we're frustrated because we have to organize rows and columns or we are in a meeting and we're trying to present a drawing in PowerPoint and then we're limited to using the inking controls and presentation mode and then frustrated because we didn't tell it to keep our ink well one note kind of combines all of that technology into one and it gives you that availability of having like an organizational structure too which is really awesome like if you just look at this little example of this personal notebook over here and you'll notice it's going to cooperate with me I'm gonna I'm gonna stay right here hold on one second let me get my go to meeting controls out of the way there we go so what's really kind of cool about this is I can insert any drawing so I don't have to use PowerPoint for this what's really cool is even how like fun like little stickers that make things a lot easier as you're building something out and of course some of them are absolutely ridiculous you also if you notice my drawing tab like very intuitive drawing tools especially if you have a surface or any any device doesn't have to be serviced any device that you can draw with your hand right or a stylus so you can do that on your iPhone or your Android because there is a great one drive mobile app that you can use you'll also notice from the home ribbon I can actually type anything that I want so maybe this is a training page and notice I can click right here at the top this is text but I also have to come down here further and I can click down here this is more text like I'm not bound to margin space so I can do a lot of really creative things as they start taking notes since we have the shareability of a one-note document I love being able to store this in my one drive for business folder or share it out and share point and then I can have multiple people in the document at once so it's a great little app for those of you who have never explored it what I recommend doing is looking at it installed on your computer so if I if I just open one note on my computer what I love about it is they actually give you a tutorial on how to use it so if you're never used to before it's a great starting place you'll notice they have a little tab across the top that says quick notes and that's your kind of little training guide on how to fully leverage it of course when you're done you can delete that one or you can just go through the process of adding your own tabs all color coded I mean so much potential here inside of one note if you haven't explored it it's definitely something you should explore in your office 365 subscription okay very good so let's clean up a little bit closing planner closing one note back in the office portal I'm going to come up here to my tiles again and I'm going to look at the outlook components really quick so we're not going to spend a ton of time here but the idea would be that the mail icon is your web mail so some of us in the old days remember outlook web access this is that idea right that I can be in a browser you can access my email everything that you can do an outlook you can do inside of your browser what's really really slick about your mail is that all your folder structure any rules that you've created like all the things that you do in outlook related to your inbox it applies so it's really really great the only frustration that I hear from folks is when they use the app on their phones a lot of times the folders don't display how we want and we're frustrated by some of the things that Apple makes this do related to tasks but for the most part the trick is if you're going to commit to using office 365 then you need to use the Microsoft apps and not any third-party apps so Microsoft does make a mail a calendar app for all the mobile devices for those of you who choose to use it on your phone so we're talking about the browser experience today so you can kind of imagine that I'm not going to go into my mail but I will go into my calendar just to show you this would be very similar to your outlook calendar and all of your calendars will be listed across the top so I can close and open calendars I can even add calendars just like I would do inside of the installed version of outlook this is all inside of my browser you'll notice on the left hand side of my screen would be any other people's calendars that I've already subscribed to in outlook of course what's really cool about office 365 is every team that I'm on is also presented and I'm using the word team and group I'm interchangeably today so any group or team that I'm on they also have their own calendars and of course there's a little training calendar we talked about just a little bit ago so it's really really great there's a lot of things about office 365 you'll start to appreciate more and more as you use it so I know it's super simple but if you look here today is the 11th and there is actually weather built in to the application so it's given me you know a little five-day forecast kind of based on my location and don't you love that the fact that we can be anywhere in the world and you know all of the stuff is happening automatically for us time zones are updating it's giving me current weather based on my geolocation really exciting things so that's a very simple example show you people really quick too because I don't want you to miss these outlook components another thing that you can view is your contacts and what's really really great about this screen notice it says choose how you see people Microsoft realizes that we all use these apps differently so it's giving me the option of actually like kind of pivoting the view that I would have as I use you know the calendar or in this example the contacts so you're seeing people that I recently have communicated with it's kind of giving me information about my last contact with the individuals notice I could have people on whichever calendar I chose I could have people on my calendar displayed I also could have some favorites which you don't have set up yet and there's an important little thing to kind of notice is this little pin icon which we're getting used to this in office 365 aren't we that's all over the place and you'll see I can actually pin any of these to my view and that will make sure that this view will always be one of first things that I see here's another example of that if I go ahead and launch word this is the installed version of word but if you'll notice over here is my recent documents if I hover over these there's also a little push pin here and that just means that document will always be pinned or available for me to use so it's part of all of office 365 okay of course look at the left hand side you'll see all of the groups that I'm a part of because groups have different teams so if I go into one of my teams let me see who's part of this client project you can see all the members of the of that particular group you also will see that I have all my contacts which I don't use um outlook contacts we use a different CRM for our contacts but if I did I would see them all there in addition to the entire organizational directory okay I'm gonna keep moving forward then so the mail the calendar and the people are all parts of outlook and then here's the last one it's task which is also an outlook function so if you all have used that in outlook we're currently using it all of your task will pull forward to this tile as well what's really cool about task is you're seeing them used more frequently you saw our example of planner when we were creating the task and I signed it to myself well that would automatically create a task that would sync to my outlook of course it will be available here too so there's lots and lots of different things that are available to us both online and inside of our our outlook application so these four okay so let's get into some of the other ones like those are ones that for the most part we should be familiar with I mean outside of maybe planner but the other ones we have exposure to so what are some of the other options so the first thing that I'm going to look at is delve so if you notice I've hit my tile I'm going to come down here and find delve you may have accidentally gotten to delve because if you're ever in SharePoint and you hover over a user's name and you click their username it'll also take you to delve so what this is actually showing me is all of my interactions with other team members so this is leveraging Microsoft Graph so it knows which teams I'm on it knows who I'm sending emails to and who I'm editing documents with etc and it's presenting that to me so instead of me having to remember the saved location I could go to delve and I could start to use it to uncover these documents but it also goes a step further it kind of helps you uncover right so if I come over here and look at the people these are all the folks that I have been interfacing with so if I choose one of the users we'll use Rick as an example now I'm seeing Rick's delve profile kind of gives me his information kind of shows me a high level on his calendar and it also shows me documents that he and I have recently sent back to each other of course I could scroll down because I like how this part works says discover documents from people around Rick Miller so what this means is it Microsoft Graph understands that I'm working with Rick on something but it also knows that there are potential other documents that maybe Rick and another staff member are using together that also are important to me although I potentially wasn't looped in now there's there's always like that fear question right here it's like wait a minute that seems a little too big brother for me like Rick should be able to have a personal conversation of someone and I shouldn't like be looped in you're right the only reason it's looping me into these people around Rick are these are folks on my same team and the same shared folders that both of us use so it's never exposing sensitive data if you have data that's locked down if you have proprietary documents maybe stored in a SharePoint library with permission set up correctly you will not expose those to Microsoft Graph and you will not have to worry about team members uncovering them here's a perfect example so Raymond Rothberger is my boss so you'll even notice over here there's a little organizational chart and you'll see my name and then directly above me is Raymond and I am only seeing documents that I have access to I'm not seeing any of the documents related to any of his other staff members I'm not being exposed to things I shouldn't have access to I'm only seeing documents that Raymond and I collaborate on or documents related to teams that Raymond and I are on or documents in the same shared locations that both of us have access to so I know there's a lot of sometimes confusion around delve and there's always this kind of impulse like let's just turn it off which is an option but I do see some value in it and if you use it well it's only going to get better and better if you leverage groups and you work inside of all of these shared folders you can expect this experience to even get more rich than it already is so trying to give you a super high level of some of these other technologies technologies that always get kind of skipped over as Microsoft rules them out to us that was delve right next door to delve is video and this is like one of the ones that's it's newer and I was super excited on when it came online we're trainers so we do a ton of training and we use lots of different video services and some of them are so so costly it's exciting to see Microsoft do video based storage I won't go into a ton of detail on this today if you all have exposure to Vimeo or YouTube you'll be familiar with Microsoft video it's a place for you to store documents you can divide your your documents or videos in this example into channels so you'll notice on there's a channel button right here and you can build as many different channels as you want so just think category right so you can maybe have a channel for training and maybe another channel for my office party highlights or another channel for something else and then you can just upload the videos into those different categories channels which makes it easier for your folks to find so if I click the little upload I just wanted to show you you can literally upload any video type in Microsoft will automatically convert it and make it fully web ready and I know that seems it's hard for me not to go into detail on that because I'm so passionate about the web technologies but that is awesome guys that we can record something on our mac uploaded as a thought you know an mp4 and then our windows users can still view it right or I can be on my phone and it streams an appropriate version to my phone so it's a really cool service it's super quick there there are limitations as far as file storage because every single office 365 user has x number of storage available to us it configures that it's enormous though by default I would even have to look it up because even as trainers I mean I have trainers that are uploading dozens of videos today and have never reached their maximum quota so it's a very generous amount of storage by default of course Microsoft is more than willing to sell us more storage should we ever need it so but there is there is a limit which we can look up if needed so video is super exciting once you have a video uploaded which I'll just I'll show you so here's a channel and here's a video right here I'm not going to click on it because I don't want to like start playing the video but what's what's interesting about the videos you got these little thumbnails and then when you click on the video which let me see if it'll I can pause it really quick um oh it's coming on it's coming on the webinar good that's good I want to start playing um what I don't want to be able to do is ever limit my users so what's really cool about uploading a video and viewing it in the browser is you can do really cool things um on other platforms like send an email campaign and include that video in your email campaign or host a video inside of Microsoft video and embed it in your corporate website right and you'll notice kind of towards the bottom of my screen it kind of tells us who uploaded it you put description information that there's a download button which they could download an appropriate version of it because maybe they're going to do something with it locally or there's an embed and I could then just like I would do a YouTube or Vimeo video couldn't embed it into any other website of course I love that email option so that's where we use it the most where what we'll actually do is record videos um and instead of trying to type a complex technical email to someone we'll just record ourselves doing it load it up into Microsoft video and then send them a video um email if they get a hyperlink they can click on it and they can view that maybe very technical thing more as a screencast so it's a lot of fun we love it that's a video option let's um let's look at another obscure one one that I wish was used more um it's sway it's storytelling um if you've been in my and in my other sessions you know how much I love PowerPoint is it one of my favorite apps there's so much you can do inside of PowerPoint but what's interesting about PowerPoint is that we we're responsible for making sure we're doing amazing storytelling and what I always notice is that when folks are um creating their own story they get kind of that white or a blank canvas kind of um kind of anxiety where it doesn't have to be that hard well what's awesome about sway is if I come up here and I create a new one it's going to like step me through the storytelling process and I love that and it's going to make it super easy to have like beautiful looking slides or stories um and it's what's awesome about it is what once you're done you get to choose like what you're going to do with your document like maybe you're not going to print it but that's an option you could print it or maybe you're going to present it um in your SharePoint site you can maybe present a little web part on your homepage of your intranet there's always really really cool things that you can do so you'll notice it's kind of kind of fun how this works but if you look at the right hand side of the screen there's all of these cards that I can put in so you'll notice there's like headings and there's all kinds of different media that we could do and that's like images or video or audio but look at the fourth one I also could embed it's like it may be embed a video from a youtube channel or some other source any other third party source pretty awesome of course you can present it differently by doing different ways that we group parts of our story so there's stacks and comparisons and little slideshows and grids and all that these are is super awesome you just single click and it adds them to our little storyboard and then we can drag and drop them and position them differently and what's really kind of fun and we just do a couple more let's do a heading we're responsible for making sure you know that we still do the storytelling right so I can add a this part of the story is um here I'll just keep it simple this is um we love sway and then I can actually drag this wherever I want it and then maybe here I'm gonna add some content so what type of content and look at all these great things that we can do here so these are like like the microsoft templates at the top and on the bottom of course could be any of our content notice that content could be stuff that's stored locally right or stuff we have stored up inside of our one drive for business so for right now I'm just going to put in um you know just go to backgrounds we'll throw in this background now looks good and I can put a little caption this just so we have some some information we can actually choose a focus point which is kind of fun because if the image is super large like we can actually choose what part is visible and that's important because if you look at what they're showing us right here this is going to look great on a computer screen or a tablet but it's automatically going to scale it down for consumption on a smaller screen like in a mobile device and setting the part that's important becomes important because I wanted to be able to say that's the part that I want to focus on so when I view it on a smaller screen it makes sure that part is visible I think super awesome so I'll let that one be um you also can do like really cool things um related to after this is all said and done here I'll cover and just show you're super quick there's all these other designs that we can produce and so this this opens up some things for us it also makes our head spin so I've seen a couple team members I think wow there's just so many options like I don't even know where to start and I have the other side of that coin which is the marketing guys and they're like wait a minute this also match our corporate branding I get all of those things right but I get excited that Microsoft gives us options right where maybe you don't have to be a full blown designer to be able to present content in a logical beautiful way for your audience and that's what it's doing for us and if you need to follow corporate band branding then yes you're not going to use one of maybe their their stock but you'll start with maybe stock artwork and then customize it and during that customization step make sure that you're not using their colors but you know making it match your own so anyways sway is a very interactive way to build um out a story or um tell a story when you're all said and done two quick things that have come through on the questions one was just pointing out the storage is um one terabyte plus uh half point five gigabyte per user that sounds right yep and then additionally there was a question over with sway can you add things like native charts tables that type of stuff how much flexibility do you have yeah that's a really great question um the answer is yes all of those things um the only thing is that sways not interactive so once you get it presented um it's kind of it's feel static if that makes sense in the sense that I can't pivot the data but that's a good business case for power bi so a lot of times I'll create a hyperlink inside my sway that would link out to a more interactive dashboard sway is emerging too like this is a brand new app um so microsoft always produces really great learning around any of these um new um applications so if you notice in the upper right hand corner of my screen I can create a brand new sway document um since I'm inside the sway tile but there's also all of microsoft's tutorials available to us as well um and the reason that's important is they're constantly adding to it so a lot of the things um that we want to do inside of sway um example like we start in powerpoint realize that it's taking us too long we want to pick it up inside a sway well there's even an option instead of creating from one of microsoft's templates is to start from a document and that could be your powerpoint document or you know whatever document you started your presentation and I just don't want to use that word like it is more than presentation I feel like it for me personally it feels different than a standard powerpoint presentation definitely something I'd ask that y'all explore depends on audience depends on our needs but it's definitely something it's a lot of fun okay I have a couple more um the next one that I would like to um look at is if I come down to my tiles I'm going to go to flow really quick flow is a way for office 365 to interact with other third-party applications I'm just going to do a super kind of quick definition of flow and I would ask that you always check with it before you do anything right because they're the ones that are smarter than all of us when it comes to understanding like what we're exposing ourselves to right they do a really good job of that so but the reason I'm I'm kind of giving that little disclaimer is flow would allow you to build your own workflow that's what flow is short for right a workflow that leverages any other service so example and you kind of see their little even have some little examples at the top so this little workflow says that it saves an office 365 email attachment to one drive for business automatically so that email comes in it has an attachment it automatically saves it to your one drive for business so workflows are designed to make things happen more quickly for us automatically so there's the next example right next to it it says start approval when a new item is added so in this example it's going to use a little share point template so it's using actually a share point list which I know there's probably a lot of us leveraging this already but anytime that event is added or that document or list item is added to the library or list it can automatically kick off a workflow asking the item to be approved we can fully customize the email that gets sent out and fully customize the task that is generated by that workflow and we kind of kind of customize it to meet our need along the entire workflow but there's great templates and starting places which I don't want to go too far into it but if I just want to scroll down a little bit to show you the popular services do you see it's not just Microsoft so I could say I want something maybe it when I create a note in my one drive I automatically wanted to update my wonder list which is down here actually wonder list or every time I create a calendar event in my xyz calendar add that event automatically to this client facing google calendar or automatically do something in Slack or update my Trello board I mean there are so many third party services that interact with Microsoft this guys is exciting because we're talking about big data now we're talking about it being more than just a static document stored in some server in some location in our basement we're talking about documents that are truly collaborative that are cross platform and that ability to leverage them fully and it's super exciting we're living in a time where we have an opportunity to do some really creative things with how we use data kind of breaking out of that static kind of document based format that we've been so used to so flow they show up for workflow it's a great place for us to build workflows that work both inside of the office 365 platform but can be extended to many of the other partners that Microsoft is linking arms with you're seeing lots of examples here so a quick question is sway just a more elaborate version of PowerPoint how is it is it just the templates that make it different yes yes that's a good question it's yes and no it's different in your delivery normally when PowerPoint the way PowerPoint is structured it naturally causes us to go down slide to slide to slide to slide to slide so our storytelling feels more one-dimensional where sway gives us the opportunity to cluster our our data points or the parts of our story into different ways and it doesn't have to feel like a presentation Microsoft's main goal being we're all kind of like PowerPointed to death so it's another way to present content but it's focused being storytelling not necessarily presenting a chart presenting a graph but presenting a chart in a graph and wrapping it in context and having like you said templates available to help control the mood of the story or is there audio and video it's playing behind it so I want you to I don't want you to picture it as much as PowerPoint as I want you to picture it as I mean it's loosely but more video kind of editing yeah we'll William Geithen makes a really good point that the transforms between slides are very good it's it's designed really to create that visual medium where PowerPoint was not originally designed for that and this it's just right on point there yeah okay we have just about 10 minutes left I'm gonna do a couple quick things obviously we're we welcome all of your questions too so let me try to cover a couple other quick things and let's get these questions in too so I'm gonna go back up to my tile and I just want to quickly call out definitions for Yammer and I'm also gonna do one for teams which I mean and see now I'm wanting to see it all right here teams so definitions Yammer and teams are two ways that we can collaborate outside of SharePoint right SharePoint being normally the main hub of collaboration but Yammer actually I'll go and click on Yammer Yammer is like a social media platform feels a lot like Facebook we can send out posts we can like them we can organize into groups just like Facebook organizes into groups but it's enterprise level it's not designed to be shared with everything outside of the organization it's designed for our organization only but that's not the only way that we can collaborate teams is another way to do it now teams is it's kind of like mashing up what Skype and SharePoint do for us Microsoft teams 90% of the time is used as a chat system so the goal would be is that you could build out as many different groups or teams that you want and then as you're inside now just click on one of these as you're inside of a group all the conversation and dialogue the files that we share together as a group it's in a centralized location so yes it's a lot like Skype and the fact that we can chat back and forth about something it's also a lot like SharePoint because it fully leverages our SharePoint libraries and lists so you'll notice I have a little section of top of this group called SharePoint that would be all the libraries where documents are stored for this team it also has a dedicated one note notebook so our team can have a centralized place to keep notes and it also has a files section and that would be an extension of SharePoint again it would be normally it's a library directly related to this team in my example the customer experience team the SharePoint link would be any other libraries that we want access to it also takes in some other components of Skype and then we can do virtual meetings with each other so I can start a chat conversation I can chat with anyone in my organization but I also can say you know what I want to screen share with this person or I want to start a meeting with this person and you can do it all virtually and it works super slick if you've done it in Skype or you've used go to meeting or go to webinar these other applications they're all very similar but this is geared today for our organization only Microsoft is going to release sometime in this last quarter teams for people outside of our organization where then we can start leveraging SharePoint and chat and video conference all of these things with our clients using the 365 platform so we're super excited about it we actually use it heavily in our organization the feature we use the most is chat really quick kind of victory is email becomes overwhelming sometimes with the volume alone so being able to set an expectation that you know what if you need me immediately hit me up in chat and we use teams of course to do that of course Skype for business can be hooked into it as well but it kind of solves the problem of sending an email and waiting to see to that person get that email yet oh I forgot to send their read receipt on that thing and it solves a lot of those problems that we have in traditional kind of communication using out only it's something to explore um the thing that will confuse you the first time you launch teams is that it does work inside of groups so it's going to want you to establish groups first once groups are established you add people to those groups and then those groups can communicate together so it's not like Skype where you have its contact first and then you can kind of lump them together um teams does work in that kind of group model first there's great video tutorials on how to leverage teams it's something that I recommend that you explore it's just about five minutes left I'll reserve the last couple minutes for questions absolutely but the last thing I wanted to demonstrate if I go back up to my tile is Microsoft we'll add and remove from this list actively um Microsoft recently added this little guy down here Microsoft Dynamics 365 and the reason I'm mentioning this in closing is just because something is presented to you inside of your tile list does not mean that we're licensed to use it Microsoft will always give us a free trial to something and one of the pushbacks that I have on 365 is when they release something like Microsoft Dynamics which is an amazing CRM but when you click on Dynamics 365 I'm not licensed to use 365 so what it's actually going to do is ask me actually to sign up for it so that is something that's kind of it's been frustrating for our team so I just wanted to bring make you aware of that we notice a change in Power BI Microsoft recently changed licensing for that as well I'm going to click off of that before I go into that um Microsoft Teams I'm sorry um Microsoft Power BI was always free but now they have a free version where we only have X number of data storage I think it's one gigabyte which is enormous for Power BI and if you need any more storage than that then you have to subscribe to service so I just mentioned that because I think there's confusion sometimes just because we see an icon doesn't mean we have full maybe full access to something in closing I would encourage you to explore I would encourage you to approach the technology without fear um Microsoft is constantly changing the technology it's kind of um the world that we live in now so I encourage you to always explore and share your knowledge with those around you um take advantage of the webinars that have been recorded on the YouTube channel um and kind of use those as a refresher and reminder as you guys start using your technology to its fullest