Daniel Anderson & Loryan Strant

SharePoint & OneDrive in Education

Talking points SharePoint – intranet & document management for the business side of the school

OneDrives for home drives Planner Groups Administration & Management

Getting to SharePoint & OneDrive

Migrating to SharePoint & OneDrive

• Planning is crucial• Metadata is key• SPFileZilla -

https://spfilezilla.codeplex.com/

• FastTrack Onboarding Center can help with migration

Change management is key Create a sense of urgency Create a guiding coalition Develop a change vision Communicate the vision for buy-in Empower broad-based action Celebrate short-term wins Consolidate gains and generate more change Make it stick

Migrating DL's to Groups Office 365 Groups provide:

Inbox Calendar Library OneNote notebook Planner

Scripts available to convert distribution lists

Working with SharePoint & OneDrive

Which to use?

SharePoint in your pocket Students are always

wanting to use their mobile phone for communication

OneDrive app now allows you to access both your OneDrive files but also SharePoint site document libraries

Allows you to take files offline and edit them with your Office client

OneDrive Mobile App• BYOD • Access files on any

Device• Consumer vs OneDrive

for Business• SharePoint mobile app

and the OneDrive mobile app work together

• Lets you view and manage your SharePoint files. Your files remain in SharePoint.

NextGen Sync Client OneDrive allows for 1TB of

storage (up to unlimited) Potential HDD Capacity

problems Next Gen Client now

supports Selective Sync Works on PC and Mac

Get started with the OneDrive for Business Next Generation Sync Clienthttps://support.office.com/en-us/article/Get-started-with-the-OneDrive-for-Business-Next-Generation-Sync-Client-in-Windows-615391c4-2bd3-4aae-a42a-858262e42a49

New SharePoint Sites Every Group will be upgraded Different devices (BYOD) Responsive OOB Pages – Allows teachers to create on a per class or topic

basis

New look Document Libraries Copy a file from OneDrive for Business to SharePoint

Pin Important Documents

No reason for Teacher USB Sticks

Sharing, Co Authoring and Backup Students can share folders and documents with teachers

Teacher feedback Shared with me Students can Co Author with other Students

Re Imaging Recycle Bin

Demo on Sharing and Co Authoring

Revision Management and Alerts One Document, multiple

versions You collaborate with the

faculty on a particular document and want to be notified of changes to it

You set an alert on shared calendar to be notified of new events added by your peers

External sharing Authenticated users

Authenticated users are those who are invited to sign in by using a Microsoft account or work or school account.

Guest Users Guest users, also called anonymous

users, don’t need a Microsoft account or work or school account to access documents. They access the document via a guest link that you give to them.

Power BI in SharePointRestrictions around embeddingApp available in Office store ($$)

Microsoft FormsA new formative assessment and survey tool in Office 365 Education

Security & ProtectionRights Management for the business side of thingsStudent data

Administration & Management

Pre Provisioning OneDrive for Business PowerShell to the rescue Avoids new Students and Staff seeing “Please wait while your personal site is setup”

Build into user provisioning at the beginning of the school year

Additional Administrators

PowerShell to Manage Office 365 Groups Robust API allows for automation from student management systems

Pre provision and populate groups at the beginning of the year, term or semester

Create Groups, Add Members, Set Quotas Disable Office group creation for Students ? Set-OwaMailboxPolicy –Identity “<policy name>” –

GroupCreationEnabled $false

Compliance & Reporting Limited out of the box functionality Third-party solutions available

Student data at the end of the year What do you do with home drive data now? Do you keep or remove it?

Two choices: Students can sync locally, move the content to wherever they want. School can use a third-party tool to copy content into a site

collection for historical purposes. Faculty data is different: manager will get notification when user has been deleted, access will be granted.

Questions?Loryan StrantCloud CTO | Office 365 MVPloryan.strant@generation-e.com.au

Daniel AndersonPractice Lead – SharePointdaniel.anderson@generation-e.com.au