O365 for NMBU employees
Many have been asking for a good digital collaboration platform. Well, here it is!
Office 365 is a cloud-based platform that enables storage, collaboration, co-authoring and sharing of documents, and NMBU has determined that all employees will have a subscription. NMBU students already have this.
Office 365 includes the familiar applications Word, Excel, PowerPoint and OneNote, as well asOneDrive cloud storage, but it also includes Teams, a collaboration tool. More information about Teams and how to set up Teams will follow in phase two of the rollout.
NMBU is introducing Office365 in the wake of the university’s digitisation initiative.
All NMBU employees will eventually receive a subscription to log on with their own NMBU user ID and password. The benefits include:
· You have access to your documents regardless of location and device (desktop, tablet, mobile).
· The apps are always up to date with the latest version.
· You can share documents and files with others easily and securely.
· More than one person can edit a document at the same time; you can see what the others are writing.
· Ample storage, with a high level of security.
· Ability to download local versions of Office 365 to 5 PCs/Macs, 5 mobile phones and 5 tablets
· An organised document storage solution, available only to you, your department or other groups you collaborate with
· Less e-mail
The other universities in Norway have already introduced Office 365 or are in the process of doing so. We have learnt from their experience, and seek to make the introduction as hassle-free as possible for all users. That means the process will take some time.
Cloud services are largely services that we all use. Dropbox and Google services like Gmail, Calendar and Google+ are cloud services.
“Cloud computing is a collective designation for everything from data processing and data storage to software on servers available from remote server parks connected to the Internet”, according to The Norwegian Data Protection Authority.
Security challenges relating to cloud services have been discussed in the debate column here on the intranet. The IT department has conducted a risk and vulnerability assessment of the Office365 cloud solution, concluding that classification of documents will enhance security considerably.
NMBU will introduce Office 365 step by step, one unit at a time, and in two phases.
IT, HR and the University’s other administrative units will be the first to adopt the platform, and will act as pilot groups in the first phase. All being well, lessons learnt here will help identify and resolve any teething troubles, as well as identify frequently asked questions – before all units come onboard.
Challenges that need to be dealt with will become apparent as we go along and will affect the timing of rollout to the rest of the University’s staff. The deployment team, comprising staff from the IT unit, the document centre, HR and Communications, have concluded that it is more important to do this properly than to do it quickly.
Over time, key personnel in the faculties and administrative units will be included in the process, to serve as superusers/ambassadors.
The deployment team hopes and expects everyone to have access to and training in Office 365 in spring 2019, and anticipates an extended ‘acclimatisation phase’ of offering technical support.
1. Office 365 with OneDrive will be installed on your machine (NB: only on employees personal clients, not on lab-PC´s etc. They remain as before).
2. Tiding up and moving content from your own (Z:) drive.
All documents (or folders) that you have on HomeDrive (Z:) must be moved to OneDrive – Norwegian University of Life Sciences. (That's the full name of your new saving station.)
This will be your personal cloud location where you from now on store your content. All content must therefore be moved to OneDrive. It's easy, look here.
There will be a window of time to classify the content before it is moved to cloud storage. It is a good idea to start reviewing the documents currently stored on the (Z:) drive, giving due consideration to whom these documents are intended for.
- Are they just for you? Leave them, but do yourself a favour and take the opportunity to have a good clear-out and make folders for files that belong together.
- Case management that should be archived for posterity in P360. Contact
- Is any of the content personally sensitive? Research secrets? Business secrets? If so, they must be classified as either Confidential or Highly Confidential, using the buttons at the top of the document (classification will be possible as soon as you have Office 365 on your mashine):
Screenshot of the classification buttons.
It is a good idea to create folders with content that can be classified together in one and the same operation.
Note: the files inside a folder will be classified, not the folder as such. If you then add a new file to that folder, it must be classified in its own right.
Here is a link to more information on classification from the Document Centre.
In this phase you will have simultaneous access to the (Z:) drive and OneDrive. So there are two important aspects to the housekeeping task before moving from the (Z:) drive to OneDrive NMBU:
2a. Identify everything that is for archiving. This should be stored on P360, if it is case management (contact the Document Centre for advice on content for archiving)
2b. Classify content, folders or files (training will be provided)
At a prearranged time, the contents of your (Z:) HomeDrive on your PC will be transferred to your own area on OneDrive. (Z:) will be removed.
1. Content on the public drive (Y:) will be transferred and organised in Office 365 Groups/Teams (documents will be stored in Sharepoint)
What does this mean for us?
All documents stored on the shared Y: drive must be reviewed and categorised by sections, projects or workgroups.
It is a management responsibility to determine how your unit classifies shared content, but everyone’s efforts will be required to seek a common understanding of where content is stored.
- Weed out content to discard – and get rid of it :)
- Set aside housekeeping resources for the job. More information about Phase 2 will follow over time.
We will be able to create and use Teams as a collaborative tool. Further information and training will be provided. Facabook at work/Workplace will be closed down.
2. The (Y:) drive will be removed once content has been transferred to Office 365 groups/Teams.
Your File Explorer will look something like this:
File Explorer after installing O365
The names are somewhat counterintuitive, but Microsoft does not (yet) allow renaming. We’ll soon get used to it!
Courses and webinars will be offered along the way, and assistance will be offered by IT technical support and the superusers/ambassadors.
EndNote is a program that is not integrated with Office 365, and libraries should be saved on local disc (c:) on your own PC - until further notice.
Office 365 can easy be downloaded to your Mac. Write office.com in the url-field, log on with email and usual password and download the package.
We have discovered one missing function: Oulook and OneNote is not integrated on Mac-machines yet. Microsoft informs that the function will be added sometime in 2019.