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Workplace Analytics for the Productivity Pros

Microsoft has announced an update to the Office 365 people profile experience under Delve, which consolidates the profile and activity pages to make it easier for you to discover relevant content, connect with colleagues and find experts inside an organization.

Learn more about your colleagues

The new profile page gives users a place to learn more about their colleagues, providing their contact information, a photo, who they work for and a summary of their experience and expertise, as well as discover their recent activity and a quick glimpse of what they are working on. The profile is actionable, too. Users can start a Skype chat, call or email to a colleague right from their profile page. Remember, Delve only shows content that the user already has permission to see.

The whole experience is responsive and looks great on any device.


Customize User profile and quickly find documents

Users can give their Delve profile a personal touch—upload a favorite profile photo, choose a unique background or edit your expertise. Up-to-date profiles make it easier for others to find out about the user and help the user when the user is looking for information. From the user’s profile, users can also quickly and easily get back to their documents, as well as see documents their most frequent contacts are working on.


Delve is more useful and intuitive than ever thanks to the new profile page. By connecting the users with the content and the contacts who are relevant to them, Delve helps break down silos and keeps the user in the know.

The new profile experience will roll out to First Release Office 365 tenants over the next several weeks, and Microsoft expects it to roll out to all eligible Office 365 customers by the second quarter of 2016.

Delve is included in the Office 365 Enterprise E1–E5 subscription plans (including the corresponding A2–A4 and G1–G4 plans for Academic and Government customers, respectively). Delve is also included in the Office 365 Business Essentials and Business Premium plans.

Delve never changes any permissions and only shows the users content that they already have permission to view. Only they can see their private documents in Delve, and other people can’t see their private activities—such as what documents they’ve read, what emails they’ve sent and received or which Skype for Business conversations they have participated in. Other people can see that they’ve modified a document, but only if they have access to the same document.

Mobile Apps for Office 365

Office provides the following apps:

·         Office for Android™: View, create and edit documents with touch-friendly Word, Excel and PowerPoint apps. You can count on Office for Android to keep your content and formatting intact so the document looks great when you’re back on your PC or Mac. In Word, add comments or track changes while you work together with others. Review and update Excel spreadsheets and easily add formulas or charts. Make changes to PowerPoint presentations and project them wirelessly on a big screen.
You can view documents for free with Office for Android. Editing and creating documents requires an eligible Office 365 subscription: Office 365 Home, Office 365 Personal, Office 365 University, Office 365 Business, Office 365 Business Premium, Office 365 Enterprise E3, E4, and E5, Office 365 Enterprise E1 and E3 (Government Pricing), Office 365 Education Plus, and Office 365 ProPlus.
·         Office for iPad®: View, create and edit documents with touch-friendly Word, Excel and PowerPoint apps. You can count on Office for iPad to keep your content and formatting intact so the document looks great when you’re back on your PC or Mac. In Word, add comments or track changes while you work together with others. Review and update Excel spreadsheets and easily add formulas or charts. Make changes to PowerPoint presentations and project them wirelessly on a big screen.
You can view documents for free with Office for iPad. Editing and creating documents requires an eligible Office 365 subscription: Office 365 Home, Office 365 Personal, Office 365 University, Office 365 Business, Office 365 Business Premium, Office 365 Enterprise E3, E4, and E5, Office 365 Enterprise E1 and E3 (Government Pricing), Office 365 Education Plus, and Office 365 ProPlus.
·         Office Mobile: Office Mobile is preinstalled on Windows Phone 8 and is available for select models of iPhone® and Android phones. Office Mobile offers great Office content viewing and on-the-go content editing capabilities. And you can count on Office Mobile to keep your content and formatting intact so the document still looks great when you’re back on your PC or Mac. Office Mobile for iPhone and Android phones can be used for free for non-commercial use, simply download the app from the store on your phone.
In order to edit or create documents or to access documents stored in SharePoint and OneDrive for Business on premises, you must have a qualifying Office 365 plan: Office 365 Business Premium, Office 365 Enterprise E3, E4, and E5, Office 365 Enterprise E1 and E3 (Government Pricing), Office 365 Education Plus, Office 365 ProPlus, and Office 365 University.
·         Outlook Mobile: Windows Phone 8 includes a pre-installed version of Outlook that you can use to access your Outlook.com, Office 365, or Exchange email.
·         OneNote: You can use the mobile OneNote app to access your notes while on the go. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
·         OWA: If you have an Office 365 subscription that includes Exchange Online, you can use the OWA app to sort, scan, and respond to email, and stay on top of your schedule. This app is available on iPhone and iPad.
·         Lync Mobile: If your organization uses Skype for Business or the newest version of Lync, you can use the mobile Lync app or the Skype for Business mobile app, to stay connected while on your mobile device. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
·         SharePoint Newsfeed: If your organization uses the newest version of SharePoint, you can use the SharePoint Newsfeed app to access your newsfeed from your mobile device. This app is available on Windows Phone 8, iPhone, and iPad.

Tell me what "Tell me what you want to do" is in Office 2016

Although, there aren't many new features in Office 2016, over the years Microsoft has been adding a lot of new features and even has added new apps (e.g., Sway and Planner). So, today is becoming more difficult to track and remember where a feature or a button is located within the app. This is when Tell Me becomes very useful.

http://www.windowscentral.com/sites/wpcentral.com/files/styles/larger_wm_brb/public/field/image/2015/09/tell-me-desktop-office-2016.jpg?itok=oYZizjRV

Tell Me sits on the tabs menu of every Office 2016 app. To use the feature, simply click on "Tell me what to do", and type what you want to know, such as commands you can't find or options you want to configure.

On the results, you will have instant access to the feature you're seeking. From the results, you can also get more help from the online Office documentation, and you can even jump right to Smart Lookup.

Look up anything using Smart Lookup in Office 2016

There is a new feature included in the Office 2016 apps called Smart Lookup. (This feature is similar to the one you'll find in Microsoft Edge when you ask Cortana for assistance in the web browser).

Smart Lookup allows users to research specific content using the web information through the Insights functionality.

http://www.windowscentral.com/sites/wpcentral.com/files/styles/larger_wm_brb/public/field/image/2015/09/office2016-smartlookup.jpg?itok=00zUOVqr

If you need to know the definition of a word, or you need to research a place or a person, or you simply want to know more about something specific. Instead of using the web browser and leaving the document, simply select and right-click the text you want to research, and select Smart Lookup.

Word opens a new Insights panel to the right of the screen and displays two tabs – Explore and Define.

Explore provides options to explore the web for the contents that deal with the selected word.

Define provides the dictionary definition of the word including phonetics and pronunciation of the word

Not only does Smart lookup add to user’s confidence but also proves itself as a wonderful language learning tool for Students and learners.

Here is an example of what you will see when you Smart Lookup “Edge”:

Explore tab:

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Explore Wikipedia

https://www.bing.com/th?id=OIP.M15f33cb6f9a897e3e3a00c928de45c87o0&pid=Api

Microsoft Edge - Wikipedia, the free encyclopedia

 

Microsoft Edge (codename "Spartan") is a web browser developed by Microsoft and included in the company's Windows 10 operating systems, replacing Internet Explorer as the default web browser on all device classes.

Enhanced Data Rates for GSM Evolution - Wikipedia, the ...

 

Enhanced Data rates for GSM Evolution (EDGE) (also known as Enhanced GPRS (EGPRS), or IMT Single Carrier (IMT-SC), or Enhanced Data rates for Global Evolution) is a digital mobile phone technology that allows improved data transmission rates as a backward-compatible extension of GSM.

 

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Edge - Villains Wiki - villains, bad guys, comic books, anime

Edge

edge ancien champion world heavyweight

Edge WWE Superstar

 

Edge showing his well built 6 pack abs. Click on image to enlarge

 

Edge returns to SmackDown, only to get mixed up in a therapeutic ...

 

 

 

 

 

 

 

 

 

 

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Edge.org

https://www.edge.org

 

To arrive at the edge of the world's knowledge, seek out the most complex and sophisticated minds, put them in a room together, and have them ask each other the questions they are asking themselves.

Edge - definition of edge by The Free Dictionary

http://www.thefreedictionary.com/edge

 

edge (ĕj) n. 1. a. A thin, sharpened side, as of the blade of a cutting instrument. b. The degree of sharpness of a cutting blade. c. A penetrating, incisive quality: "His simplicity sets off the satire, and gives it a finer edge" (William Hazlitt).

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    Edge

    [ej] Listen to the pronunciation

    noun

    noun: edge, plural noun: edges

1.     the outside limit of an object, area, or surface; a place or part farthest away from the center of something:

"a willow tree at the water's edge"

synonyms border, boundary, extremity, fringe, margin, side, lip, rim, brim, brink, verge, perimeter, circumference, periphery, limits, bounds border, boundary, extremity, fringe, margin, side, lip, rim, brim, brink, verge, perimeter, circumference, periphery, limits, bounds

antonyms middle middle

2.    the sharpened side of the blade of a cutting implement or weapon:

"a knife with a razor-sharp edge"

verb

verb: edge, third person present: edges, past tense: edged, past participle: edged, present participle: edging

1.     provide with a border or edge:

"the pool is edged with paving"

synonyms border, fringe, verge, skirt, surround, enclose, encircle, circle, encompass, bound, outline, trim, pipe, band, decorate, finish, border, fringe, bind, hem border, fringe, verge, skirt, surround, enclose, encircle, circle, encompass, bound, outline, trim, pipe, band, decorate, finish, border, fringe, bind, hem

2.    move gradually, carefully, or furtively in a particular direction:

"she tried to edge away from him"

synonyms creep, inch, work one's way, pick one's way, ease oneself, sidle, steal, slink creep, inch, work one's way, pick one's way, ease oneself, sidle, steal, slink

3.    give an intense or sharp quality to:

"the bitterness that edged her voice"

4.    ski with one's weight on the edges of one's skis.

origin

Old English ecg ‘sharpened side of a blade,’ of Germanic origin; related to Dutch egge and German Ecke, also to Old Norse eggja (see egg2), from an Indo-European root shared by Latin acies ‘edge’ and Greek akis ‘point.’

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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.

The Where and the How of Data Leak Prevention

To comply with business standards and industry regulations, organizations need to protect sensitive information and prevent its inadvertent disclosure. Examples of sensitive information that they might want to prevent from leaking outside their organization include financial data or personally identifiable information (PII) such as credit card numbers, social security numbers, or health records. With a data loss prevention (DLP) policy in the Compliance Center, organizations can identify, monitor, and automatically protect sensitive information across Office 365.

With a DLP policy, organizations can:

  • Identify sensitive information across many locations, such as SharePoint Online and OneDrive for Business.

For example, admins can identify any document containing a credit card number that’s stored in any OneDrive for Business site, or admins can monitor just the OneDrive sites of specific people.

In addition, separately from the Compliance Center, admins can also create a DLP policy in the Exchange Admin Center that applies to email and other mailbox items.

  • Prevent the accidental sharing of sensitive information.

Across all sites, admins can identify any document containing a health record that’s shared with people outside the organization, and then automatically block access to that document for everyone except the site owner, document owner, and the person who last modified the content.

  • Monitor and protect sensitive information in the desktop versions of Excel 2016, PowerPoint 2016, and Word 2016.

Just like in SharePoint Online and OneDrive for Business, these Office 2016 desktop programs include the same capabilities to identify sensitive information and apply DLP policies. DLP provides continuous monitoring when people share content in these Office 2016 programs.

  • Help users learn how to stay compliant without interrupting their workflow.

Admins can educate the users about DLP policies and help them remain compliant without blocking their work. For example, if a user tries to share a document containing sensitive information, a DLP policy can both send them an email notification and show them a policy tip in the context of the document library that allows them to override the policy if they have a business justification. The same policy tips also appear in Excel 2016, PowerPoint 2016, and Word 2016.

  • View DLP reports showing content that matches your organization’s DLP policies.

To assess how the organization is complying with a DLP policy, one can see how many matches each policy and rule has over time.

Admins create and manage DLP policies on the Data loss prevention page in the Office 365 Compliance Center.

- Office 365 Help pages

Your mails and attachments are the safest in Exchange Online

Microsoft Exchange Online Protection (EOP) is a cloud-based email filtering service that helps protect an organization against spam and malware, and includes features to safeguard the organization from messaging-policy violations. EOP can simplify the management of the company’s messaging environment and alleviate many of the burdens that come with maintaining on-premises hardware and software.

The following are the primary ways organizations can use EOP for messaging protection:

  • In a standalone scenario.   EOP provides cloud-based email protection for the organization’s on-premises Exchange Server 2013 environment, legacy Exchange Server versions, or for any other on-premises SMTP email solution.

  • As a part of Microsoft Exchange Online.   By default, EOP protects Exchange Online cloud-hosted mailboxes.

  • In a hybrid deployment.   EOP can be configured to protect the messaging environment and control mail routing when the company have a mix of on-premises and cloud mailboxes.

Features

Anti-malware protection

  • Using multiple anti-malware engines, EOP offers multilayered protection that’s designed to catch all known malware

  • Messages transported through the service are scanned for malware (viruses and spyware)

  • If malware is detected, the message is deleted. Notifications may also be sent to senders or administrators when an infected message is deleted and not delivered.

  • Office 365 Admins Customize anti-malware policies in the EAC. They can configure the default policy for company-wide settings.

  • Admins can create custom content filter policies and apply them to specified users, groups, or domains in the organization

Anti-spam protection

  • Uses proprietary anti-spam technology to help achieve high accuracy rates.

  • Provides strong connection filtering and content filtering on all inbound messages.

  • Outbound spam filtering is also always enabled if the service is used for sending outbound email.

  • Spam filtering cannot be completely disabled, but certain company-wide settings can be modified by editing the default anti-spam policies

  • Admins can create custom content filter policies and apply them to specified users, groups, or domains in the organization.

Quarantine

  • Messages identified as spam and messages that match a transport rule can be sent to the administrator quarantine.

  • Administrators can search for and view details about quarantined email messages in the EAC.

  • After locating the email message, Admins can release it to specific users and optionally report it as a false positive (not junk) message to the Microsoft Spam Analysis Team if it was misidentified as spam.

  • Spam quarantine for end users lets them manage their own spam-quarantined messages.

Junk Email Reporting

  • From Office Outlook or Outlook Web Access, EOP lets users easily report junk (spam) email to Microsoft for analysis to help reduce the number and impact of future junk email messages filtered by the service.

Hold a Townhall style meeting using Skype Meeting Broadcast

Skype Meeting Broadcast enables organizations to broadcast a Skype for Business meeting on the Internet to up to 10,000 people, who can attend from a browser on nearly any device. Meeting broadcast makes it easy to host large virtual meetings like internal “Town Hall” style meetings and public webinars. The service includes integration with Bing Pulse, for real-time polling and sentiment tracking, and Yammer, to enable attendee dialogue during the broadcast.

Skype Meeting Broadcast roles

  • Organizer. Creates the meeting request and invites attendees. Reviews meeting reports.

  • Producer. Manages the meeting sources (live presentations, dial-in presentations, audio, video, and PowerPoint decks), records the event, and posts the recording to Office 365 Video.

  • Event team member. Participates in the meeting by presenting live or dialing in from a remote location.

  • Attendee.  Watches the event online.

 Attendee options

  • Anonymous: anyone with the meeting link can join the meeting

  • Secure: only attendees listed below can join the meeting

  • All Company: anyone from my company can join the meeting

Features

Schedule a meeting: Use the Skype Meeting Broadcast scheduling and management portal to schedule a meeting

  • Manage an Event: Upload PowerPoint decks, cue live feeds from Camera sources, activate feeds and, switch sources during event. Users can have one feed providing audio and another providing video.

  • Customize a meeting: Add a Yammer feed or Bing Pulse to meeting so the audience can participate during the event and the user can gauge their involvement and satisfaction

Large Meeting Capabilities

The Maximum audience Size is 10,000. The presenter can have the audio and video capabilities. The presenter can also present a PowerPoint show and also share the Desktop / app. Yammer, Pulse and Q & A can be used during the meeting to engage with listeners. The whole meeting can be recorded and stored on the cloud. Client side DVR controls like pause and rewind are allowed. The whole meeting can be branded. There is also a possibility of nominating somebody as a Meeting Producer.

Set up Skype Meeting Broadcast

Distribution of the media content of a broadcast meeting utilizes Microsoft Azure's Content Delivery Network (CDN) to achieve very high scale, supporting thousands of people watching a broadcast. The chunked media content passing through the CDN is encrypted, and the CDN cache has a limited lifetime. Skype Meeting Broadcast has been disabled by default for all locations worldwide.


Customers with EU Standard Contractual clauses must choose whether or not to opt into the service after reviewing the information in Microsoft’s communication to them.  In the regions not affected by the EU Standard Contractual Clauses, the IT Admin can manually activate the Skype Meeting Broadcast feature.

To setup …

  • Enable Skype Meeting Broadcast for your organization: The O365 / Skype for Business Admin has to enable Skype Meeting Broadcast for the organization.

  • Enable external access and setting up allowed domains: The Admin can use either Skype for Business admin center or the Office 365 admin center to enable external access and allow access.

The Skype Meeting Broadcast portal can be found at portal.broadcast.skype.com.

Optimizing SharePoint performance during migration to O365

A Microsoft IT Case study


Microsoft IT focused its performance optimization efforts for SharePoint Online on two major areas: a gradual, staged migration plan that mitigated most impacts of migration on performance, and a SharePoint portal performance analysis that led to important configuration optimizations in caching, content rendering, and navigation. Because of these efforts, Microsoft IT enjoyed an especially smooth migration of SharePoint content and portals to Office 365.

Optimizing migration through categorization and gradual onboarding

When Microsoft IT began migrating to SharePoint Online, there were approximately 70,000 site collections and over 100,000 My Site personal sites. Through a combination of cleanup efforts and a “Start Fresh” approach, (see below for a full description) to encourage net-new adoption, Microsoft IT was able to reduce the actual number of site collections that had to be fully migrated to 22,063 Team Sites. These sites consisted of 36 terabytes of data, and were approximately a 50 percent reduction in sites to be migrated (this did not including self-migrations of Team Sites or My Sites, which were primarily content-only moves). After the Start Fresh adoption and cleanup efforts were completed, the team successfully migrated more than 97 percent of its relevant SharePoint sites to the cloud in less than one year. Part of this success is attributable to the development of new SharePoint Online migration APIs (currently in preview; see Resources) coupled with a third-party tool developed by Metavis, which greatly improved throughput for migration throughout the year. Microsoft IT also treated the migration as a large-scale project, complete with project management assignments, a detailed communication plan, a rollback plan, and buy-in from all stakeholders. Most importantly, Microsoft IT planned and performed migrations in a staged manner that greatly minimized impact on performance.

Key takeaway

  • The most important step to prepare for migrating to SharePoint Online is to perform a detailed audit and to clearly understand your environment. Determine which sites have not been edited for some time and reach out to the site owners to find out if they are still needed. Remove those that are not needed any longer. This cleanup is essential to make sure you are only migrating the most relevant data.
Categorizing migration

Before beginning site migrations, Microsoft IT created four migration categories defined by site complexity (the level and breadth of existing customizations) and the degree of business value associated with the content. The categories were:

  • Start Fresh. Individuals and teams were encouraged to create new sites in the cloud and manually migrate their own content as needed, only moving the most important files and discarding the rest.
  • Forklift. Microsoft IT performed a bulk migration of nearly 30,000 high-value SharePoint sites, using third-party migration tools.
  • Partial Move. Select content was moved to the cloud, and more complex content (such as content for highly customized portal components) remained on-premises until it could be redesigned.
  • Redesign. Some portals with highly customized applications and solutions were slated for complete redesign, with custom workload migration and completely rebuilt solutions to take advantage of newly available technology, such as Azure media services, and to leverage the new app model.

Key takeaway

  • Performing migrations according to site categories is essential to efficient SharePoint migration.

Although all four approaches were instrumental in the successful Microsoft IT SharePoint migration and can serve as a model for any IT department planning a migration to SharePoint Online, the Start Fresh approach was perhaps the most significant for mitigating potential migration-related performance issues. This approach involved regular communication and a generous timeline, allowing users to self-migrate at their convenience.

To simplify the transition and encourage users to move, Microsoft IT created a process by which users could create a new SkyDrive Pro (now OneDrive for Business) site on first visit by simply clicking a link. Additionally end-users were informed that their on-premises My Sites would eventually be eliminated. Within a specified time (approximately one year), users could migrate critical content on their own and discard anything no longer needed. Microsoft IT did not migrate any content from My Sites on-premises to SkyDrive Pro. For more complex sites requiring third-party migration tools, users could request migration assistance from Microsoft IT in the form of forklift moves, partial moves, and redesigns.

Key takeaway

  • Establishing a project plan and using a third-party tool (Metavis) that takes advantage of the migration APIs developed by the SharePoint product group can reduce the overall impact of migration on performance.
Gradual onboarding and organic adoption

As users moved to their new sites and experienced the benefits of cloud document storage and accessibility firsthand, SkyDrive Pro experienced viral adoption. Growth in use of SharePoint Online in Microsoft IT was organic and gradual, but also highly efficient and effective. A year after the start of the SharePoint migration in Microsoft IT, more than half of its SharePoint footprint was in the cloud.

This gradual onboarding and adoption approach is ideal for organizations that can increase network bandwidth as needed over time. Although a large migration to Office 365 ultimately requires some increase in network capacity, very little upfront network load planning is necessary in a long-term migration model. This approach minimizes the effect of migration and any associated performance issues because it greatly reduces the possibility of sudden changes in throughput or network capacity.

Key takeaway

  • A gradual approach to SharePoint site migration that provides a generous timeline for more user control can minimize the effect of migration on network performance.