OneDrive for Business: Much More Than a File Share

One Drive for Business: More Than a File Share

Agenda# Topic Time1 What is OneDrive for Business

(OD4B)?10 min

2 High Value Scenarios for OD4B 15 min3 Governance for OD4B 15 min4 How to Deploy OD4B 15 min

What is OneDrive for Business?

Co-Authoring

Versioning

Co-Authoring

Versioning Auditing & Reporting

eDiscovery (E3 Plan)

IRM & DLP

Offline File Sync Offline File Sync

Enterprise SearchMobile Apps Mobile Apps

OD4B Roadmaphttp://fasttrack.microsoft.com/roadmap

• Access to SharePoint Online document libraries and Office 365 Group files from the OneDrive mobile app.

• Intelligent discovery of documents from both OneDrive and SharePoint.

• Copy from OneDrive to SharePoint in the OneDrive web experience.

• OneDrive Universal Windows Platform (UWP) application.

This Quarter• Document analytics surfaced in OneDrive to

provide insight into document usage, reach and impact.

• Synchronization of SharePoint Online document libraries with the new OneDrive sync client.

• Synchronization of shared folders with the new OneDrive sync client.

• Mobile access to SharePoint document libraries in on-premises farms.

• Move and copy files between OneDrive and SharePoint in web experiences.

End of 2016

Where is OneDrive for Business Available?

OD4B is included in all O365 Plans

OD4B High Value Scenarios

Personal File Location

Extranet & Partner

Collaboration

Offline Syncing / File

Access

Anytime, Anywhere

AccessEliminate Shadow IT

Document Co-Authoring

Personal File Location

• 5TB of storage per user (enterprise plans). Unlimited storage is currently rolling out

• Store files up to 10GB in size• Limit of 20,000 office files when syncing offline• Can access documents from mobile apps (iOS,

Android, Windows)• Can access files from “outside the firewall”

8

Extranet and Partner Collaboration

• Can be enabled / disabled at site collection level by a tenant admin

• Can share documents with anyone that has a Microsoft account (Office 365 account, Live ID, @outlook, @Hotmail, etc.)

• Also can share via a link• External users cannot be a site collection admin or

get their own OneDrive9

The External Sharing ProcessView Document

Edit DocumentNo Authentication Needed

Document Co-Authoring

• Available in: Word: synced at the paragraph level PowerPoint: Synced at the object level OneNote: synced at paragraph Excel: only in web app, synced per cell

• Available on all devices • Supports up to 99 users editing at the same time

Our vision for OneDriveCreating “Next-Gen” OneDrive experiences

Cons

ume

r

Enterprise

Source: Ignite Session :A File’s Future with OneDrive for Business”

SkyDrive.exe

SkyDrive.exe

groove.exe

About Next-Gen Sync

SharePoint Team Sites Groups OneDrive for

BusinessOneDrive Personal

Sync with groove.exe

Next Generation Sync ClientWindows 7, 8.0, 8.1, 10 & Mac OS

Slide via Hans Brender

Available end of 2016

Offline Syncing / File Access• Can sync files to your PC, iPhone, or Android for offline access• Selective sync is available using the NGSC• Can sync SharePoint document libraries (5,000 item limit)• 20,000 office file limit for OD4B sync• No % or # characters (fixing this is in development)• 256 character limit on file name• Can sync any file types – this can be limited by admin

14

Anytime, Anywhere Access

• Can access files from any computer• Phone apps for iOS, Android, Windows Phone• Can include multiple ODFB and OneDrive Personal

accounts• Most recent files are automatically synced no matter

where the file was accessed

15

Phone Client ComparisoniOS Android Win10

Offline File Sync X X Coming soonAnnotate PDF X XOffice Lens Save X X Coming soon

Use with multiple accounts

X X X

Send a link from Outlook Coming soon Coming soon

Attach a OD4B file in Outlook mobile

X X

Data Loss Prevention X X

Eliminate Shadow IT

• People need mobile access to their documents• Purchase Box, Dropbox, Google Drive, etc.• Not governed by IT policies

17

What Do You Put Where?Compliance

Needed

Targeted

Compliance Not Needed

Broad

Great Resource: http://www.whentousewhat.com/

OD4B Lifecycle Management

One Drive for Business Provisioning

Collaboration with Coworkers and Partners

Account Disabled, License Revoked

What do you do with their OneDrive for Business Content?

Roll out OD4B

Employee Tenure

Employee Departure

Governance and

Compliance

Provision OD4B• Populate data to OD4B for the first time

• Typical sources File shares (don’t do this) Personal hard drives Dropbox / Box / google drive SharePoint / MySites

• Migration options OD4B Sync tool (don’t do this) 3rd party tool Fast Track migration from file shares coming soon Fast Track migration from google drives coming soon

Roll out OD4B

Protect Your Data• Deploy Data Loss Prevention (part of the Office 365

Compliance Center)• Limit file sync to domain joined PCs• Scan for sensitive information, such as SSN and credit card

numbers• Limit external sharing

• Information Rights Management (part of Azure Rights Management)• Helps secure your information by encrypting it and applying

an intelligent policy so that only specified internal and/or external people can “act” on your information

Governance and

Compliance

Data Loss Prevention (DLP)

Information Rights Management (IRM)

What should you do with the data?• After an employee leaves, what do you do with their OD4B

data?• OD4B data is deleted after 30 days

• If the Manager field is populated for the deleted account access to the site is granted to the manager.

• If the Manager field isn’t populated for the user account and a secondary owner was configured in Setup My Sites under the User Profile section of the SharePoint admin center, access to the site is granted to the user.

• But, you can only move content off of the OD4B using a third party tool• Move to another OD4B, a SharePoint site, file share, or

other archive location

Employee Departure

In Summary• OD4B is a great way to get started with the cloud• It is a huge area of investment for Microsoft• Consider the lifecycle of an employee, plan

accordingly, and put policies into place• Start with a pilot – can restrict access by using

audiences• Disable offline sync until NextGen sync tool is ready• Conduct a campaign around the high value

scenarios to drive adoption25