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Drive adoption of Office 365 - successfully

A successful Office 365 rollout focuses on driving adoption and helping everyone understand the benefits of working in a new way.

Driving adoption is about understanding the business challenges that organizations will address with solutions based out of Office 365. It is about ensuring that people across the organization understand the benefits and embrace the solutions you provide.

That's why Microsoft recommends a four-step approach to help organizations to successfully drive Office 365 adoption.

1. Define a vision and identify business scenarios

One of the most important factors in driving Office 365 adoption is to define a clear, concise, and comprehensive vision and outline the organization’s desired business scenarios. A well-defined business vision and list of targeted business objectives will serve as a guiding light throughout the launch and rollout planning, and also help secure buy-in across the organization.

2. Prioritize solutions and create an adoption plan

Once the organization has established its vision and has assessed its business challenges and opportunities, the next step is all about mapping the Office 365 capabilities to the organization’s targeted business goals and prioritizing the workloads that will help it get there.

3. Commit resources and execute an adoption plan

Raising awareness is an essential step to driving Office 365 adoption as it informs, involves, and inspires the users about the business value that Office 365 can bring to their day-to-day functioning. As the organization goes about launching the messaging and events, it must remember to highlight the vision and business scenarios that it has identified in the previous adoption stages so it can easily convey the "What's in it for me?"

4. Measure, share success, and iterate

As the organization moves through its adoption journey, it's important to continuously consolidate feedback, assess levels of success, and iterate on the approach through identifying new business scenarios, use cases, and audiences. After an organization-wide launch, it is essential to measure how well Office 365 has been received and how usage relates back to the success criteria that was established early on.

Archive your mails on the Cloud - No more local PSTs

Microsoft Exchange Online Archiving is a Microsoft Office 365 cloud-based, enterprise-class archiving solution for organizations that have deployed Microsoft Exchange Server 2013, Microsoft Exchange Server 2010 (SP2 and later), or subscribe to certain Exchange Online or Office 365 plans.

Note: For Exchange Online customers, Exchange Online Archiving is what is referred to as “In-Place Archive” as feature in Exchange Online.

Exchange Online Archiving assists organizations with their archiving, compliance, regulatory, and eDiscovery challenges while simplifying on-premises infrastructure, and thereby reducing costs and easing IT burdens.

Features

Archive mailbox

  • An archive mailbox is a specialized mailbox that appears alongside the users’ primary mailbox folders in Outlook or Outlook Web App.

  • Users can access the archive in the same way that they access their primary mailboxes. In addition, they can search both their archives and primary mailboxes.

Move messages to Exchange Online Archiving

  • Users can drag and drop messages from .pst files into the archive, for easy online access.

  • Users can also move email items from the primary mailbox to the archive mailbox automatically, using Archive Polices, to reduce the size and improve the performance of the primary mailbox.

Deleted item recovery

  • Users can restore items they have deleted from any email folder in their archive.

  • When an item is deleted, it is kept in the archive’s Deleted Items folder. It remains there until it is manually removed by the user, or automatically removed by retention policies.

  • After an item has been removed from the archive’s Deleted Items folder, the item is kept in the archive’s Recoverable Items folder for an additional 14 days before being permanently removed.

  • Users can recover these items using the Recover Deleted Items feature in Microsoft Outlook or Outlook Web App.

  • If a user has manually purged an item from the Recoverable Items folder, an administrator can recover the item within the same 14-day window, through a feature called Single Item Recovery.

Retention policies

  • Helps organizations reduce the liabilities associated with email and other communications.

  • Administrators can apply retention settings to specific folders in users’ inboxes.

  • Administrators can also give users a menu of retention policies and let them apply the policies to specific items, conversations, or folders.

  • Offers two types of policies: archive and delete. Both types can be applied to the same item or folder. For example, a user can tag an email message so that it is automatically moved to the personal archive in a specified number of days and deleted after another span of days.

In-Place eDiscovery

  • Supports In-Place eDiscovery for searching the contents of mailboxes, primary mailboxes and archives.

  • Administrators or authorized Discovery managers can search a variety of mailbox items – including email messages, attachments, calendar appointments, tasks, and contacts.

Scenarios

  • Reduce potential liabilities. Archive and delete emails as per business needs. Employees don’t have to create and manage multiple PST files on their devices any more

  • Reduce Risk. Compliance search and eDiscovery gives Legal/Compliance teams ability to search all emails

  • Drive Mobile Productivity. Employees can search and view all their emails from Outlook, Outlook on the Web and mobile devices.

Your company's IP remains your company's in Office 365

Rights Management Services enables users to restrict access to documents and email to specific people and to prevent anyone else from viewing or editing them, even if they are sent outside the organization.

  • Exchange Online IRM Integration. Enables users of Exchange Online to IRM protect and consume e-mail messages (and attachments). Exchange Online administrators can enable additional features, such as transport rules, to ensure content is not inadvertently leaked outside of the organizational boundary and edit the content of the message to include disclaimers.

  • SharePoint Online IRM Integration. Enables SharePoint Online administrators to create IRM-protected document libraries so that when a user checks-out a document from the IRM-protected document library, protection is applied to the document no matter where it goes and the user has the usage rights to that document as they were specified for the document library by the administrator.

  • Office IRM Integration. Enables Microsoft Office users to be able to IRM protect content using predefined policies provided by the service within an organization. Office applications that include these capabilities are Word, Excel, PowerPoint and, Outlook.

Features

  • Help protect emails against unauthorized access by applying different IRM options to email messages.

  • Enhance security of your SharePoint libraries by using IRM to set up appropriate permissions.

  • Help keep information safe, online or offline, because files are protected whether they’re viewed using Office Online or downloaded to a local machine.

  • Seamless integration with all Office documents helps guard an organization’s intellectual property.

  • Apply custom templates based on business needs in addition to using default Rights Management Services templates.

Examples of policies users can apply to email and documents with Rights Management for Office 365 are:

  • Do not forward (email)/ Restricted Access (Office apps): Only the recipients of the email or document will be able to view and reply. They cannot forward or share with other people or print.

  • ABC Company Confidential: Only people inside the organization (that is, people with an Office 365 account @companyname.com) can access the content, make edits, and share with others inside the company

  • ABC Company Confidential View Only: People inside the organization can view this content but cannot edit or change it in any way. They can print and share with other people inside the company.

Levels of Protection

Native

  • For text, image, Microsoft Office (Word, Excel, PowerPoint) files, .pdf files, and other application file types that support AD RMS, native protection provides a strong level of protection that includes both encryption and enforcement of rights (permissions).

 Generic

  • For all other applications and file types, generic protection provides a level of protection that includes both file encapsulation using the .pfile file type and authentication to verify if a user is authorized to open the file.