1. Office 365 Tools OneDrive and Skype for Business
November 2016| IT Stakeholder Meeting

2. Office 365 Tools: Working Smarter
In addition to and calendar, Office 365 includes tools for secure file sharing and collaboration
Focus for new tools is improving the way a person works at Harvard both as an individual or part of a team
Access to files and colleagues from anywhere using any device
Share and collaborate on personal files with OneDrive
Connect with colleagues using Skype for Business (formerly Lync)
Free for use on home and mobile devices with Office Pro Plus

3. OneDrive All files stored in the cloud
Store, share and co-edit documents easily and securely
All files stored in the cloud
No need for VPN to access while away from campus
Access and update documents while on-line or off; files automatically sync to the cloud
Protect your data
Secure storage of documents on OneDrive (up to level 3 data)
No need for consumer tools like DropBox or Google Drive
Can eliminate need for “U” drive (saves departments money)
Minimizes need for Accellion
Share only what you want; limit access by requiring login or expire link

4. The Choice Conundrum Making the most of Office 365:
Working to provide fewer, better choices at Harvard

6. Skype for Business (formerly Lync)
Collaborate with colleagues both inside and out of Harvard
Chat
Desktop share
Web meetings
Access via desktop computer or mobile device
Integrates with O365 calendar

7. Office Pro Plus Free Microsoft Office for your personal use
Up to 5 personal computers (home use)
Up to 5 mobile devices (phone/tablet)
Always have access to the most current version of office from any computing device whether at home or at work.

8. Definitions and Use Cases-Collaboration Tools*
Term
Definition
Primary Use Case
Support for Users internal and external to Harvard
Personal File Sharing
Files managed by the faculty, staff member, or student directly. The individual is responsible for sharing or not sharing these files and may choose to do so with people both inside and outside of the University.
OneDrive to store and/or share personal work files
Can replace consumer tools like DropBox or consumer Google. Some costs associated with storage with these tools when exceed free limits
Can replace U drive and other network shares, saving costs for departments
No additional license cost for OneDrive.
Can be used to share with users both internal and external to Harvard
Group File Sharing
University groups include teams and departments that are predefined as well as ad-hoc groups. The group (often represented by a single administrator) is responsible for defining who has access to files. Access can be granted to users both inside and outside of the University**
SharePoint to store and manage team or departmental files
Can replace network share drives
No additional license cost
Recommended for internal Harvard use
Can share externally, but can be challenging
Harvard Phone
Harvard Phone includes physical desk phones as well as softphones (Jabber).
Desk phone: Make and receive calls in the office
Requires purchase of monthly phone service
Jabber: Make and receive calls from your Harvard telephone number, on PC/Mac and mobile devices (
No additional cost for Jabber when selecting Harvard Phone Office Bundle
Jabber and desk phone calls to/from anyone using Harvard phone network
Ad hoc web conferencing
Meeting platform accessed from the web. Used for impromptu internal meetings and working from home.
Skype for Business: Includes audio, video, chat and screen sharing.
Communication via installed client (computer or mobile device) or link to meeting to join.
Can replace need for WebEx for some
Cannot join meeting by phone only, requires use of Skype mobile client
Video and Web Conferencing
Large group web conferences, planned meetings with many remote attendees.
WebEx for richer web conference experience
Integrates with TelePresence
Can join meetings by phone only or via WebEx client
Requires purchase of WebEx license
*Functionality of toolsets overlap. Choice of which tool to use is dependent upon the users preference and the tool/platform they are most comfortable using. For example, when in O365, a user may choose Skype For Business to Chat with a colleague or hold a Web Meeting. Users with Jabber installed may choose the Jabber Chat or web conference feature when collaborating with colleagues.
**These Harvard group files are not subject to the “Policy on Access to Electronic Information”