I’ll be talking on Global Azure Bootcamp this year:

I’ll be talking on Global Azure Bootcamp at Bengaluru this year .

GAB slide

The details about the event as well as the agenda can be found in this link : http://bengaluru.azurebootcamp.net/

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Office 365 groups -What you need to know?

Office 365 groups lets you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. Resources such as a shared Outlook inbox, shared calendar, shared document library, Planner and a site for collaborating on files are a part of an Office 365 group.

The best part of Office 365 groups is such that you don’t have to worry about manually assigning permissions to all those resources because adding members to the group automatically gives them the permissions they need to the tools your group provides. Additionally, groups are the new and improved experience for what we used to use distribution lists or shared mailboxes to do.

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Although, Office 365 groups helps in addressing many gaps from a collaboration stand point it has become a huge challenge for IT/Office 365 administrators to manage them. So, in this article I’ll be explaining in detail about what Office 365 groups is all about, how you can create it and what are the different sources from which we can create an Office group. So, let’s get into the details …

  1. What are Office 365 groups?

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Well, to put it in very simple words, Office 365 groups is nothing but a cross-application membership service in Office 365. It’s an object created in Azure Active Directory with a list of members in it and also has some inbuilt workloads associated with it such as a SharePoint Team site, Yammer Group, Shared Exchange mailbox, Planner, Power BI and OneNote. You can add or remove people to the Group just as you would add any other group-based security object in Active Directory.

So, what does this mean to me? Well, it simply means that you don’t need to go to different places in your Office 365 eco-system to collaborate with your team members or to find a document that’s stored in a SharePoint document library in a SharePoint site. You have a single console now called as Office 365 groups which can help in bringing all the required workloads into one single hub so that it’s easy for you to collaborate within your team members while you’re working on a project.

Alright, I think I’m just talking all technical stuff till now, but I haven’t really talked or even showed you folks about how this can add value as an end user or as a project manager/ team lead. So, let’s get into the fun stuff now ….

Every time I create an Office 365 group this is what it looks like …

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I would get a welcome email in my mailbox stating that the group is ready and the members whom I’ve added to the group would receive a similar email notification stating that they’re a part of that group now. If you’re using Outlook 2016 or Office 365 Pro Plus, then the group would automatically get mapped as a folder in your outlook client as shown in the image below.

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In addition to that, once you have created a group you would get the below mentioned workloads by default along with the Office 365 group.

a) Conversations -This helps you to have email conversations within the group by sending an email to the group’s email address as shown in the image below. Any conversation which happens within the group can be viewed by all the members of the group.

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b) Files -You can upload all the files related to your project /team in this Tab and once it’s uploaded here it will be available to all the team members as shown in the image below.

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c) Calendar (you can schedule or view the meeting on the group if you’re a member of the group). In addition to this you can view your own calendar as well in the same Tab.

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d) Notebook (Notebook which is used to share updates with the entire team in the group or you can create new section which is password protected). This can be used for capturing meeting points or something of that sort.

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In addition to all these tabs, you would notice an ellipsis button towards your right side next to the “Notebook” Tab as shown in the image below. Clicking on that ellipsis would give you two options as shown in the image below. 1.  Planner & 2. Site

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Now, let’s look into these two options.

e) Planner (You can create tasks and plan them using planner). Any tasks that you need to plan as a part of your project can be added to the Planner with appropriate deadlines. You would also get email reminders for tasks that are nearing the deadlines.

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f) Site (SharePoint group site, which can upload documents or create new pages, web part, InfoPath form, etc.). So, when you click on site it would take you to a SharePoint Site which has the Modern experience and you use this for document collaboration and other SharePoint related stuff.

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Note: The “Files” tab which I was talking about earlier is nothing but a document library which is a part of this SharePoint site. So please don’t get confused that it’s a different document library altogether. I see many people getting confused about these two workloads in an Office 365 group where they think that these are two different pieces altogether. So please bear in mind that these are both the same. The reason why Microsoft has given this as two pieces is, using the “Files “tab you can directly upload the files/documents to the document library instead of navigating to the “Site” tab and uploading it to the document library from there.

Listed below are the features that you get in the Modern SharePoint site …

  1. Responsive Pages to provide Team News
  2. Group Classification and Privacy always on display, an indicator for external users will also show up here
  3. Jump to the Outlook Conversations or manage Group members right here
  4. Create something new: Document Libraries, Lists, Pages, etc.

Now, that I have given an overview of Office 365 groups and the workloads in it and its functionality let’s try to understand how to create an Office 365 group. Well, when I think about it, it really excites me and scares me at the same time and I’ll explain the reason for that below.

The below mentioned image depicts the different ways of creating an Office 365 group in Office 365 (meaning, the different places from which an end user can create an Office 365 group)

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Note: As shown in the image above, an Office 365 group can be created from all these different sources and this may or may not change in the mere future (meaning, Microsoft can add few more sources from which you can create an Office 365 group, or they might even remove the creation of an Office 365 group from a specific source).

As of today, any end user who has access/license assigned to all these applications can create an Office 365 group. Of course, this is really exciting to me from an end user perspective as I don’t need to go to a specific location in Office 365 to create an Office 365 group and it can be created from within SharePoint, Outlook, Planner, Power BI, Teams, Yammer, Microsoft Dynamics 365 & StaffHub.

But when I think about this from an IT admin/ Office 365 admin perspective it really scares me because this would just open the door for all the users to create an Office 365 group either knowingly and unknowingly (meaning, may be the users intent was just to create a Yammer group or a Planner but, in the backend, it creates an Office 365 group and the user wouldn’t know about this).

However, there’s a catch here. If you pay attention to the image above you would notice that the behavior or the features of the Office 365 group is not the same when its created from a different source (meaning, when a group is created by the creation of a Team in Microsoft Teams you would only get outlook, Teams, SharePoint & Planner and not Yammer. On the other hand, when an Office 365 group is created as a result of the creation of a Yammer group you would only get Yammer, SharePoint & Planner). So, the point here, there’s going to be difference in the features/workloads you get in an Office 365 group based on what’s the source. The reason behind this is, Office 365 acts as a building block for all these groups created in Yammer, Teams and so on.

Now, if you’re interested in knowing more about the functionalities of all these groups and how they differ based from which source they get created then please go through the links below.

  1. Creating a Planner in Office 365 (this would create an Office 365 group in the backend) :_ https://support.office.com/en-us/article/create-a-plan-in-microsoft-planner-93e65b03-6fac-4661-a502-e3161475ab93
  2. Creating a group in Outlook :_ https://support.office.com/en-us/article/create-a-group-in-outlook-04d0c9cf-6864-423c-a380-4fa858f27102
  3. Creating a group in Yammer :_ https://support.office.com/en-us/article/create-a-group-in-yammer-b407af4f-9a58-4b12-b43e-afbb1b07c889
  4. Creating a group in StaffHub :_ https://support.office.com/en-us/article/add-employees-or-groups-in-microsoft-staffhub-f56ba0bb-8ca2-4583-8c0e-e10be3fc8985
  5. Creating a group in Power BI: _ https://docs.microsoft.com/en-us/power-bi/guided-learning/publishingandsharing#step-6
  6. Creating group in Microsoft Dynamics 365: _ https://docs.microsoft.com/en-us/dynamics365/customer-engagement/admin/deploy-office-365-groups
  7. Creating a team in Microsoft Teams( this would create an Office 365 group in the backend) :_ https://support.office.com/en-us/article/create-a-team-for-staff-in-microsoft-teams-314ac9d5-36a9-408e-8ae4-7ef20e9f1ddf
  8. Creating a modern team site in SharePoint Online (this would create an Office 365 group in the backend):_ https://support.office.com/en-us/article/create-a-team-site-in-sharepoint-online-ef10c1e7-15f3-42a3-98aa-b5972711777d

So, I believe by now you would have understood the beauty of an Office 365 group and how to create it and what are the different sources from which you can create an Office 365 group.

Now, let me get into the flip side of this….I believe by now you folks would have understood  that Office 365 groups is the basic building block for all the groups that gets created from different sources and let me also tell you that it’s also possible to create a group in Yammer or create a Team in Microsoft Teams from an existing Office 365 group ( meaning , when you create a new group in Yammer or while creating a Team in Microsoft Teams it creates an Office 365 group and that’s something which I already explained before .In addition to this I can create a Yammer group or a Team in Microsoft Teams from an existing Office 365 group ) as shown in the image below .

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Note: In the image above, you can see that I’m trying to create a Team in Microsoft Teams and it gives me an option to choose an existing Office 365 group that already exists in Azure AD.

Behavior of an Office 365 group when it’s connected to Microsoft Teams:

  1. When a Group is created through Teams, the privacy of the Office 365 Group is automatically set to private and cannot be changed.
  2. You can add a Teams chat to an existing Office 365 Group if it’s set to private and has fewer than 600 members in the group. Note that this may change in the future.
  3. Teams cannot be added if the Office 365 Group uses Yammer for conversations instead of Outlook, as mentioned above

 

Behavior of an Office 365 group when it’s connected to a Yammer group:

Outlook Conversations are for emails; Microsoft Teams are to live chat and Yammer is for forum-like threaded conversations. Yammer conversations are a little different, as they are not always available with Office 365 Groups. To get an Office 365 Group with Yammer Conversations, you must create it from within Yammer and Yammer only.

If you decide to create a Yammer connected group, it’s exclusive. You will not be able to use the Outlook Conversations, Microsoft Teams, or the Calendar.

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The behavior of an Office 365 groups varies based on which service it’s connected to and you can test if for yourself by creating it from different sources.

Alright. That’s all I have for this blog post and I’ll come back to you folks soon on different topics in Office 365 groups such as 1. How to restrict the creation of Office 365 groups to all the users? 2. Best practices for Office 365 groups administration 3. PowerShell for Office 365 groups etc.

Please stay tuned until then and good luck with Office 365 groups!!!

 

 

 

 

 

 

 

 

 

 

 

Recording of our webinar on “Deep Dive into the new Features of SharePoint Online and OneDrive for Business -Part 1 ” by Jayanthi

jayanthi.PNG

Webinar Recording :_  https://youtu.be/LPohYbozOSM

 

Link to the PPT Slides :_ https://www.slideshare.net/JayanthiP4/deep-dive-into-the-new-features-of-share-point-online-amp-onedrive-for-business-part-i

Please keep checking my blog site for more webinars and useful articles .

Good luck with the new features in SharePoint Online and OneDrive for Business !!!

Recording of my Webinar on Security and Compliance in Office 365-Part 1:

Security and Compliance

Webinar Recording :_  https://youtu.be/eqhtos-Tf00

Red Team and Blue Team in Microsoft :_ https://youtu.be/gvqRcV5INtU

OneHunt -Red Team and Blue Team :_ https://youtu.be/IYcGA-AqcWo

Link to the PPT Slides :_ https://www.slideshare.net/VigneshGanesanMCPMCI/security-and-compliance-in-office-365-part-1

Please keep checking my blog site for more webinars and useful articles .

Good luck with Security and Compliance in Office 365 !!!

Webinar on Security and Compliance in Office 365 :

Hi All,

Please join me for a webinar on March 17th ,2018 at 6:00 pm IST on ”Security and Compliance in Office 365-Part 1″

Security and Compliance

Agenda:
We will be discussing in detail about how Microsoft secures the customer’s data in Office 365 datacenters by following the defence in-depth approach and we will also look into the Security and Compliance offerings in Office 365 such as ATP, Threat Intelligene, DLP, AIP, Compliance Manager for Office 365 and Cloud Access Security Broker etc.

Webinar Details :_ https://www.c-sharpcorner.com/events/security-and-compliance-in-office-365-part-1

Thanks for enrolling yourself for this session !!!

Slide decks of our event on Digital Transformation at Microsoft Bangalore:

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Hi All,

Thanks to everyone who attended our event at Microsoft Bangalore last Saturday on Digital Transformation . Please find the slide decks below .

1. Modern Workplace with Microsoft 365 by Ravikumar SatyaMurthy:

2. Working with workflow using Visual Studio 2015 in SharePoint Online by Bijay Kumar

http://www.enjoysharepoint.com/Articles/Details/gave-session-on-working-with-workflow-using-visual-studio-2015-in-sharepoint-online-22246.aspx

3. What’s new in SharePoint Online by Jayanthi P

 

4. Overview of Enterprise Mobility and Security by RadhaKrishnan 

Please keep a watch on the link below for all are upcoming events

http://www.c-sharpcorner.com/chapters/bengaluru-chapter

Recording of my Webinar on Digital Transformation and Microsoft 365:

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Webinar Recording :_  https://youtu.be/A-QNENq0sUU

Link to the PPT Slides :_ https://www.slideshare.net/VigneshGanesanMCPMCI/overview-of-digital-transformation-and-microsoft-365

Link to few useful PDF docs on Digital Tranformation and Microsoft 365 which I want you all to read :_ https://1drv.ms/f/s!AoFihz1Q1IhzgpgfhVhAic1npWyoTA

Please keep checking my blog site for more webinars and useful articles .

Good luck on your Digital Transformation journey!!!

Co-authoring in SharePoint & Why Check out a document is necessary in SharePoint?

In this article I will discuss about what is co-authoring in SharePoint & why we require to check out a document in SharePoint. SharePoint is the platform where multiple users can work on the same document at the same time.Co-authoring in SharePoint helps multiple users to access a document or edit a document simultaneously.

So let’s get started.

What is Co-Authoring?

Co-Authoring can be defined as several people working on a document at same time. This helps organizations to remove barriers to server-based document collaboration without any server setup which improves user experience & provides consistent access to up-date versions of documents.

What is Required to Co-Author a document?

A )The following locations requires to store a document for co-authoring:-

  1. SharePoint Online.
  2. SharePoint Server.
  3. One Drive for Business.
  4. One Drive Consumer.

Note:-In SharePoint Online co-authoring is enabled by default.

B) Co-authoring Supported apps:-

  1. Excel mobile apps and excel 2016 with O365.

Word and PowerPoint on all devices and versions more recent than Office 2010 that supports co-authoring.

C) Files to be co-authored:-

The following four files can be co-authored:-

  1. Word
  2. Excel
  3. PowerPoint
  4. OneNote

Visio
D) Permission Levels:-

For co-authoring a document users must have permissions to access & edit the documents.

How Co-authoring Works with Word & PowerPoint in SharePoint?

  • Co-authoring With Word Document

The following steps illustrate how to co-author with word documents:-

a. Create a team site as shown below.

Co-authoring With Word Document.png

b. Upload the word document as shown in the below screenshot:-

word document.png

c. Open the document in word which you saved & leave it open. Refer below screenshot:-

Word Documents.png

d. Open the same document from another computer which is having office 2013 as well. The below screenshot shows the person editing the document. Here it shows Swati Smita Biswal is the editor of the same document at the same time.

Document Edit.jpg

Notification always appear on the upper right hand corner when another user edits the document at the same time.

  • Co-authoring with PowerPoint

The following steps shows how to co-author with PowerPoint:-

a. Upload the ppt to the SharePoint team site created as shown below.
upload PPT.png               b. Open the ppt and leave it open. Refer below screenshot:-

Open PPT.png                  C. Open the same ppt from another computer .The below screenshot shows the person editing the document. Here                          it shows Ambuja Kulkarni is the editor of the same ppt at the same time appears on the top right corner.

Demo PPT.png

  • Co-Authoring with Excel

The following steps shows how to co-author with Excel Web app:-

a. Upload the excel sheet to the SharePoint team site as shown in the below screen shot

Excel demo.png

b. Open the excel sheet and leave it open. Refer below screenshot.

Excel sheet.png

C. Open the same excel from another computer .The below screenshot shows the person editing the document. Here it shows Ambuja Kulkarni is the editor of the same excel sheet at the same time appears on the top right corner

Excel.png

When edits made to excel cells they happen live & changed cells will be highlighted.

  • Co-Authoring with One Note

Co-Authoring in OneNote works both with browser editing & native application. Notification will appear on the top right corner same as word & excel when another user edits at the same time. This works same as word & excel co-authoring.

Co-authoring works with visio same as with other word/excel/one note.

Check out a document in SharePoint

Check Out in SharePoint Stands opposite to Co-Authoring. Check Out in SharePoint restricts multiple users to make changes/edit the document at the same time. This prevents other users to make any changes in the document until the user check the document back in.

Benefits of Check-Out a Document

The following shows the benefits of Check out a Document:-

  • Helps to find out who is currently editing this document.
  • Control Version Number with each save.
  • Allow only one user to edit the document at a time unless it is released by the user.
  • While the document/file is checked out the changes made by the user are not visible to the others.
  • This prevents conflict where multiple people want to edit the same piece of content at the same time.

How to check out a Document

Document checkout enables the user to check out from the document automatically. Below are the steps for check out a document:-

a. Go to the document library & select the respective document library as shown in the below

Sharepoint Library.png

b. Select the library and click on library settings from the top as shown in the below screenshot

Sharepoint docs.pngSharepointDocs.png              c.  Select “Versioning settings” as shown in the below screenshot:-

Sharepoint docs settings.png            d. Select require check out option to “Yes” & click ok:-

Sharepoint.png

What Happens when a document is checked out?

When a document is check out other user will able to view only the document in read only mode as shown in the below screenshot. User will not be able to edit the document.

Microsoft Online.png

So in this way we can implement Co-authoring & Checkout in SharePoint.

Webinar on Digital Transformation and Microsoft 365:

Hi All,

Please join me for a webinar on Jan 27th ,2018 at 6:00 pm IST on ” Digital Transformation and Microsoft 365″

26238793_1746907218716744_2609163963299549981_nAgenda:

A detailed overview of Digital Transformation and how it has been disrupting the organizations across the globe and how Microsoft 365 can help in planning your organization’s Digital Transformation.

Webinar details : _ http://www.c-sharpcorner.com/events/overview-of-digital-transformation-and-microsoft-365 

 

General Availability of the Microsoft SharePoint Migration Tool :

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Couple of months back I wrote an article on the Microsoft SharePoint Migration Tool when it was newly introduced , today I’m really happy to see that Microsoft has announced the General Availability of this tool .

Please go through the article below to read in detail about this :_

https://blogs.technet.microsoft.com/wbaer/2018/01/11/general-availability-of-the-sharepoint-migration-tool-sharepoint-migration-assessment-tool-updates/

Happy SharePointing !!!