Notes from the field

1. Notes from the field Experience Migrating to 0ffice 365

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3. Who am I? • Dean Gross-MCITP, SharePoint • Cardinal Solutions • SharePoint and O365 Consultant • 20+ years industry experience; 10+ SharePoint • My blog: http://dlgross.wordpress.com/ • Twitter: @Dean144

4. Agenda • Carolinas Healthcare System journey to SharePoint Online, so far: • What you won’t know until you dig in and implement it • Company and System Overview • Unexpected behaviors and recommendations • Undocumented limits

5. Carolinas HealthCare System • Upgraded from WSS 3.0 to SP2010 in 2012 • Office 365 500 site collections 7000 sub sites 600 GB 20% annual growth 38K E3 users 70 SP Online sites

6. Why is CHS migrating? • Updates at the speed of the internet – taking advantage of new functionality at a quicker pace. • What business is CHS in? Data centers or patient care? • Which is the better value add from the SharePoint team? • A) Keeping a set of servers patched and running • B) Solving business problems and increasing efficiencies

7. Updates at the “Speed of the Internet” • Microsoft’s goal is to update Office 365 constantly, at “the speed of the internet” • Your organization will need to move at this same speed. • They aren’t kidding.

8. Update notifications • Office 365 Admin Center • Dashboard  View Details and history • Service health (1) – RSS feed available • Planned maintenance (2) – no RSS feed • Six day notice given for a planned multi-hour outage • Message center (3) – no RSS feed • New roadmap now available • Thin on details and few if any dates published • Incomplete

9. Unexpected behaviors and recommendations Problems and Challenges

10. Logging In • Single Sign On • IE security zones configured via AD Group Policy • ADFS set up to allow CHS accounts to login • Must enter email address on the “realm discovery” page

11. Logging In (cont.) • What if you want to log in as another account? • Recommendation • With IE – In Private Browsing or another browser (Chrome, etc.)

12. Logging In (Cont’d)

13. External sharing • Options • Disable • Enable authenticated external users • Enable anonymous guest links • Options can be set • Each site collection • All OneDrive sites • Users that don’t have a license in your tenant • Licensing • Microsoft defines who can and cannot be covered by external license • On site contractors require full license • Off site contractors can use external license

14. External sharing – Authenticated • Process • Site owner sends an invitation to access a document to an email address (J.Doe@partner.com) • John Doe receives the email and clicks the link

15. External sharing – Authenticated cont. • Process.. • John Doe creates a new Microsoft account (Jdoe@RoadRunner.com) • Jdoe@RoadRunner.com now has access to a document that the site owner intended for J.Doe@partner.com. • Recommendation • Training and governance practices currently the only option • Ask partners to use business email accounts • Site owner should review accounts info for discrepancies • Tenant Admin Should Review External Sharing info • 50 user limit – bug, Fixed by End of September 2014

16. People Picker- External User Account from Another tenant Helpful ? • Recommendation • Don’t use accounts from Test/Trial Tenant

17. People Picker -User with 2 AD Accounts Who should I Pick? Customized View with Account Field Added • Recommendation • Filter accounts to limit users with multiple AD accounts to one UPN

18. File synchronization • Allows users to synch files to a local device • Prominently advertised above every library • Security concerns – files can be synchronized to devices not managed by IT • Files remain on the device after the user’s account is disabled • No technical way to require files are only synchronized to an encrypted location • Microsoft is increasing OneDrive storage to 1TB per user

19. File synchronization (cont.) Setting this property to true does not disable synchronization. Instead, it represents a recommendation to the client not to attempt synchronization. • How to disable file synch? • No option in Office 365 Admin center. • Option per site/sub site, from MSDN: • Option per library • Enabled by default on every list and library • NO API AVAILABLE (PowerShell, CSOM, REST) • Users with full control permission can re-enable • CHS solution • CHS developing console app to loop through and disable • App mimics web browser/user to “click” the button

20. Site Mailboxes • Broken for CHS • When created, the domain is one of our sub domains • Email doesn’t route to it • If you have multiple domains with O365, you cannot select which domain is used for site mailbox addresses • You cannot disable the site mailbox “app” • Recommendation • Educate Site Owners • Update each mailbox via PowerShell, after it’s created by users

21. Global Administrators • SharePoint Administrators must be Global Admins • Exchange Administrators must be Global Admins • Recommendation • Administrative Policies/Procedures • Wait for workload specific roles

22. Test Environments • Microsoft does not offer “test” tenants with subscription • Limited testing can occur using test site collections • Possible solution, trial tenants? • Limited to 30 days, can ask for extension • May not be the same build number as your production tenant • Tied to an individual, not to an organization • Recommendation • Use dedicated site collections in existing tenant

23. App Governance • Adding an app to the app catalog makes it available to be added to all site collections • Adding an app from the app store made it available to all site collections • How to test apps before deploying? • Will these apps become the new Fab40? • Recommendations • In SP admin center, set App Purchases setting to No • Use a dedicated Site Collection for testing, invite requestor to help test • Provide a list of external apps to support personnel

24. Custom Themes • New feature

25. Custom Themes (Cont’d) • No Administrative Controls • Users can change their own them • Menu can be different depending • where you are in the suite. • Here are in the order • the Outlook WA version, • the calendar version, • the People version, • the OneDrive version, • the site (and My Site) version and • the Delve version • the Power BI version (from another tenant)

26. Custom Theme (Cont’d) 3 examples Menu differs • Outlook WA • Calendar • People • OneDrive • Site (and My Site) and • Delve • Power BI

27. Custom Theme (Cont’d) SP Team Site Outlook Web App

28. Custom Theme (Cont’d) Issues Multiple Standards • Outlook/Calendar/People/Tasks pages have a different theme than OneDrive/Sites/Delve/Power Bi (and SharePoint sites have also their own theme, and Yammer as well ! ). So we have in fact four themes • One for Outlook/calendar/people/ Tasks/ PowerBI/ Delve • One for OneDrive/Sites page/ Admin pages / My site • One for Yammer • One (or several depending on themes) for SharePoint Online site

29. Advice you won’t heed either

30. Client Software Updates • Microsoft supports • IE current version, minus 1 • Firefox current version, minus 1 • Chrome current version • IE 8 support ended in April • IE8 didn’t break, immediately • MS announced IE8 will only be able to use “lite version” of Outlook Web Access by end of June • Death by a thousand paper cuts – IE8 will break piece by piece • Office 2010 and 2013

31. Recommendations • Plan to update your client computers • Plan to keep them up to date • This includes browser and Office • Office is patched monthly, try to keep up

32. Disruptive Changes • Microsoft will notify customers about upcoming “disruptive changes” • Microsoft defines whether a change is disruptive

33. Disruptive change? • Suite bar update deployed without notice • Suite bar stopped rendering for certain browsers • Text color changed – which broke one Out theme • Could have broken our branding, if we have chosen that color for the background • Recommendation • Learn about MS styling techniques • Keep branding to an absolute minimum

34. Updates applied to users not tenant • Microsoft rolled out UI enhancements to OneDrive and SPO • Starting in April, our users started seeing this above document libraries: • This update was rolled out per user • We confirmed this via a Microsoft support ticket, when noticed a different experience than what they saw on others screens. • Recommendation • Educate Support Personnel

35. Visio Web drawing limits • To render in the browser file must be 25MB or smaller • This is not documented – we confirmed via support ticket. • Recommendation • Use new file format, which results in smaller files.

36. File upload limits • Documented limit: • 2GB max size – document library • Undocumented limit: • 250MB limit on file attachments • 27 minute time limit • This took two months to confirm via a support ticket. • Recommendation • Avoid attachments – especially Large files • Use High Speed connection when uploading very large files

37. Resources allocation • Uploading 127MB file failed until updated • OneDrive site provisioning failed • Workflow errors • Recommendation • Strange behavior – Increase Resources

38. Thank you. • Any questions? • My blog: http://dlgross.wordpress.com • Twitter: @Dean144

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