Frequently Asked Questions for Microsoft Office 365

What's the difference between Microsoft Azure and Office 365?

Microsoft Azure is Infrastructure in the Cloud. It is simply a processor, disk and RAM, which means users are still required to upload and patch the software.
Microsoft Office 365 is a Software as a Service (SaaS) which is managed and routinely upgraded by Microsoft.

Does Office 365 integrate with other Products?

Microsoft Office 365 integrates well with Microsoft platforms like CRM Online, Power BI, Project Server and more. If you are looking to integrate existing systems there are many ways to do this. The most common is via web services. Contact us to talk more about your specific requirements so we can best guide you on the approach to be taken and any limitations you may need to consider.

What's the key difference between the Office 365 E1 and E3 plans?

With the E1 subscription, you don't get the Microsoft Office client, just the browser-based Office web apps for Outlook, Word, Excel and PowerPoint. You can, however, use an existing version of Office. The minimum supported version is Office 2010 with some reduced functionality compared to Office 2013 and 2016.  E1 also includes email, file storage (OneDrive for Business), real-time collaboration (SharePoint), communication (Yammer) and instant messaging and online meetings (Teams). 

E3 Subscriptions include all the features in E1 with Microsoft Office apps available on desktop, web and mobile.  It also has continuous automatic updates to the latest Office version.  It also includes services for PowerApps, Stream, Flow and ToDo. 

Can I mix and match my Office 365 plans?

Yes. Depending on your user structures you may wish to mix between an E1 and an E3 and or other combinations of plans including cost effective kiosk users.

Is there educational or discount pricing for organisations?

Yes there is significantly reduced Education staff pricing and Non-Profit pricing. Please contact Professional Advantage at 1800 126 499 to discover how much you can save.

How can external contacts access content within the Office 365 platform?

The great thing about Office 365 is Microsoft have put sharing at the centre of the platform. Click the Share button to a site or a document and Office 365 will guide you through a couple of simple options relating to whether you wish to provide read only or editing rights to the content. No need to reconfigure firewalls or ask IT to assist with sharing content externally.

When you share a link out to edit externally a document can you shut down access after a bit?

Yes the end user can create and enable links for external sharing in office 365.  To disable they need to go to the individual document and turn it off manually.
You can also automatically control access with Azure Rights Management to automatically expire access to the document.
This feature is part of the Microsoft Enterprise Mobility Suite which is a recommend add-on, or you can manually change the permissions to stop access.

Does Delve replace the necessity of correct Information Architecture?

While Delve can assist with a visual scan of your recent documents (and other Peoples (that you follow) recent documents (that you have permission to view), it doesn’t assist filtering numerous documents authored by numerous people across the organisation.  Leveraging content classification/metadata/tags, can be powerful when faced with a myriad of documents and you quickly need to filter down to the exact one you are after. This is simply one example of the importance of a good Information Architecture. (But Delve is cool none the less!)

What are the difficulties and benefits of using personal and/or professional OneDrive?

The great thing is 1TB of storage per user that’s available via the cloud. The challenge is to make sure your staff area educated and governed in what content is saved to a One Drive account vs Content that’s tagged with metadata and more easily manageable and accessible for all staff in a SharePoint Site. You want to avoid silo’s of information and One Drive Can present a minor risk in that regard.

Can you control who sees what data when using Power BI for analytics and dashborads?

Yes – the easiest way is to use a data source with Role Level Security (RLS), such as Analysis Services.  With RLS, the Power BI service will apply that role level security, and users who do not have sufficient credentials to access the underlying data (which could be a query used in a dashboard or report) will not see that data.

If a user’s access to the underlying data is different from the user who created the dashboard or report, the visualizations and other artefacts will only show data based on the level of access that user has to the data.  If you do not have a RLS data source, when data is shared with other users (such as through a dashboard or report), the original credentials are used to access or display the data.

What mistakes do I need to avoid when migrating to Office 365?

Many IT teams often tackle first OneDrive without a clear set of governance and compliance policies. Many companies consider governance as an afterthought when it should be one of the first things to consider before doing an Office 365 migration. This, along with other pitfalls you need to avoid can be found when you download our ebook here.

Does Office 365 help with my compliance obligations?

While Office 365 alone does not help you to become 100% compliant on policies the likes of General Data Protection Regulation (GDPR) or National Data Breach (NDB) scheme, it does help ease your compliance journey. Available in your Office 365 subscription are built-in security tools that protect personally identifiable information (PII), using encryption, user logs audit, security scores and many more. You can read more about how Office 365 can help with your compliance obligations in this blog.

I’ve migrated to Office 365. What other apps can I use in my subscription?

Available on your Office 365 Enterprise or Business subscription are several useful productivity apps that can help make work a lot easier for you. Apart from the popular and often-used Microsoft Office apps like Word, Excel or PowerPoint, there are a few more that you need to be aware of. SharePoint and Teams for content and collaboration, Skype for Business for online conferencing and chat, Power BI for self-service reporting and analytics, PowerApps and Flow for automated workflows, Stream for storing and playing videos, Forms for online surveys and polls, and many more. If you’re an existing PA customer, we can help you discover these apps through our scheduled quarterly consulting visits. Find out how Office 365 can help you with your compliance obligations in this blog