M365 Adoption Implementation Toolkit Document_Draft

Queens Public Library Microsoft 365/SharePoint Adoption and Implementation Toolkit Welcome! This guide will provide you with the roadmap and available resources during QPL’s transition to the robust features of Microsoft 365, Teams, and SharePoint. Text Version Here > This guide will also provide examples of how departments and business units will utilize M365 and SharePoint to improve workflows and processes, and to create a social learning working environment to improve collaboration and communication among staff and teams at Queens Public Library. Introduction to Improve Business Understand the Strategic What Learning Resources Microsoft 365 and APPS Outcomes and Direction Vision and Goals are available? Organizational Collaboration

Introduction to Microsoft 365 and Apps Microsoft 365 includes many familiar services, helping you and your organization become more productive and collaborative. M365 is a productivity cloud that delivers innovative and intelligent experiences, rich organizational insights, and a trusted platform to help people and organizations get more done. Get desktop versions of Office apps: Outlook, Word, Excel, PowerPoint, OneNote. What’s New and Better?  Ability to download the desktop version of office and utilize the web-based version. This means you have the flexibility to access files, e-mails, presentations and much more anywhere you have internet access.  Store and share files with 1 TB of OneDrive cloud storage per user. This means no more issues with blocked Inbox’s due to insufficient space or file size limits. Why M365? M365 will empower QPL employees to create, edit, share, save, and access their important documents, emails and work from their desktop or any device that has internet capability. Created content is stored in one centralized location but can be accessed and or retrieved from a multitude of ways. Microsoft 365 with Teams delivers the most advanced innovations in management, collaboration, enterprise security, and business analytics, through its cloud services. It brings all library applications to the same platform.  Trust– Protects organization, data, and people.  Collaboration – Creates a productive workplace by providing the necessary tools to collaborate in real time enabling co-authorship.  Mobility – Enables people to work from anywhere and anytime. Anywhere you can access the internet, you will be able to access your documentation and files.  Intelligence – Provides insights to help organizations make better and fast business decisions, by having important resources at our fingertips 24/7, we gain the ability to act in an informed and quick manner. Introduction to Improve Business Understand the Strategic What Learning Resources Microsoft 365 and APPS Outcomes and Organizational Direction Vision and Goals are available? Collaboration

Microsoft 365 APPS So, exactly what apps & services does Microsoft 365 Include? Standard Office Apps like Word, Excel, PowerPoint, Outlook, and PowerPoint are included in both the Desktop App and the Web Version. Create, view, and edit in real time across all your devices with desktop and mobile apps for Windows PCs, iOS, Android, and Mac. In addition, Microsoft 365 comes with free productivity and collaboration apps such as: Planner, To-Do, Forms, Sway, Contacts, OneDrive and Microsoft TEAMS. We can say that applications such as Word, Excel, and PowerPoint are considered creative Apps they are the Apps that are used to in the development of Guides, Job Aids and other documents. Apps like Teams, Outlook, One Drive and SharePoint are apps to communicate control and collaborate with others. Microsoft Application Descriptions and Definitions Microsoft 365 comes with professional ad-free mailbox, accessible on the web (Outlook Web App), and through any email client, including the Windows 10 Mail, or Outlook (the Outlook Desktop App is available for all subscriptions except “Microsoft 365 Business Basic”). Microsoft 365 Mail allows you to easily set up a custom email domain instead of a generic outlook.com one, with up to 50 GB of email storage as well as support for email encryption. While OneDrive can be used for free with a Microsoft account, the free tier only has 5GB of storage. OneDrive under a Microsoft 365 subscription comes with 1TB of cloud storage to store, sync and share your personal files. Note that OneDrive is the product for individuals & families, and there is a different product that is more feature rich for Businesses & enterprises called OneDrive for Business (OD4B). Microsoft Teams is a unified team collaboration tool in Microsoft 365 that was exclusive to business & enterprise subscription plans, for corporate team collaboration & communication; now, it is also available for personal & family subscription plans as well, an there is even a lighter version accessible for free to everyone (even non-M365 subscribers).

SharePoint Online is the cloud-based version of SharePoint Server, which helps organizations share and manage content, knowledge, and applications to seamlessly collaborate across the organization, with a powerful search engine, and workflow capabilities, all of which are customizable & extensible through different development models and APIs. SharePoint Online powers the file storing & sharing capabilities of OneDrive for Business (OD4B) and MS Teams -behind the scenes- and is in many ways a cornerstone product of the M365 business & enterprise suites. OneNote is your very own digital notebook. Whether you have a million ideas, a million things to do, Or a million things to remember, OneNote is the perfect app for capturing pretty much everything. With OneNote, you can:  Type notes or record audio at your laptop.  Sketch or write ideas on your tablet.  Add picture from your phone.  Find notes instantly.  Freely move notes around the page.  Organize those pages into sections.  Keep your sections in one or more notebooks.  Switch devices and pick up right where you left off.  Share your notebooks with others so you can all view and contribute at the same time. Microsoft offers free web versions of their classic Office products Excel, Word, PowerPoint, OneNote and Outlook. In addition to other free productivity and collaboration apps & services such as: Calendar, To Do app, Forms, Sway, Contacts, Power Automate (ex-flow), and OneDrive. Microsoft Planner is a Kanban solution that simplifies task management for teams and allows you to manage tasks in cards & on boards, it is supposedly a competitor to Trello. It can also be used to manage an event’s data, attaching documents with tasks, brainstorming ideas and tracking project advancements. It is available for all M365 Enterprise subscribers, as well as M365 for Education plans.

Microsoft Forms is an online surveys & polls generator tool, to collect feedback and organize events. It allows you to create quizzes and questionnaires, and to invite people to respond to them, with built-in analytics on the responses. It can be used just as a form builder that fills a list / data source with user data. Microsoft Forms is supposedly a competitor / an alternative to Google Forms, with pretty much the same functionality and features. Microsoft Sway is a presentation tool that allows you to generate web based interactive reports, stories, and presentations. It is an easy-to-use digital storytelling app, the interactive content generated can be viewed on any browser, and you can easily share it with your teammates or clients by simply sending them an invitation link. The main differences between Sway & PowerPoint (the classic MS presentation tool):  Sway is web-based, meaning you quickly create and share your content from any browser and on any device.  While PowerPoint is the king of slide decks that need a presenter, Sway creates shareable interactive content (reports, stories, presentations, newsletters…) that need no presenter.  Sway supports way more embedded types of content, and content sources.  The basic Sway is free to use for any Microsoft account holders.  Sway offers centralized administration & analytics across your organization (in case of a M365 subscription). Purpose: Video & Presentation Microsoft Stream is an application that enables you to upload, organize, and share video content across your enterprise. It's a secure video streaming service to share presentations, training videos, and other videos to share and collaborate with your team. Users can view your videos from desktop computers to mobile devices easily from work or at home. Delve is a Microsoft-Graph-powered cloud-based service, that allows users to find & discover relevant information across integrated Microsoft products by pulling user content from Microsoft Exchange, Microsoft OneDrive for Business, Microsoft SharePoint and Yammer. Delve puts forward relevant content and information tailored to each individual within the organization. It is powered by the MS Graph, an intelligent fabric (a Graph API) that applies machine learning to map the connections between people, documents / content and interactions that occur across Microsoft 365.

Project is a flexible enterprise project portfolio management (EPM & PPM) software, it is composed of 3 products: Project for the web, Project Online & Project Online desktop client. Although under a M365 subscription you get a lightweight version of “Project for the web” with limited features, and you’ll mostly be using Project Online and its desktop client. Project Online is the cloud subscription version of Project Server, which was built on top of SharePoint Server (SharePoint Online in our case). Yammer is an enterprise social networking service acquired by Microsoft in 2012, and added to the enterprise M365 plans, and it is used for private communication inside large organizations. Only individuals with approved email addresses may join their respective networks corresponding to their internet domain. Yammer is the social layer spanning across Microsoft 365, with built-in integration with the rest of M365’s apps and services. It allows you to connect and engage with you coworkers inside the organization, so you can discuss ideas, share updates, and network with others around the globe. As its name would suggest, To-Do is a task management software (duh!) that allows you to track your progress on the different to-do lists that you and your teammates share, it is available for users on their smartphones, tablets & computers. It is free to use for anyone with a Microsoft account, and more features are available for M365 subscribers with built-in integration with the rest of the apps and services. People The People app is your address book. You can add your contacts and keep in touch with friends and family. The People, Mail, and Calendar apps work together so you can easily send mail to and schedule appointments with your most important people. Delete contacts. Microsoft Lists is a Microsoft 365 app that helps you create advanced lists (similar to those in SharePoint) to track information and organize your work inside your organization. You can use it to track issues, manage inventory, build out event agendas, report status, manage FAQs, and business trip approvals etc… You can create a new list from MS Lists’ homepage or directly from Microsoft Teams based on one of several templates (8 templates available as of this moment), you can use that list afterwards in SharePoint, Teams, or as a data source for a PowerApps app, or as a part of a Power Automate Workflow. Lists has built-in integration with the rest of the Microsoft 365 ecosystem, and all lists are accessible through MS Lists Home on the web, or through the MS Lists mobile app.

Microsoft Whiteboard is a free-form, digital canvas where people, content, and ideas come together. You can use Whiteboard for brainstorming ideas & collaborating with your team, whether your team is in the same place or in multiple locations. Team members can work collaboratively and in real-time using their own devices, since Whiteboard is available as a mobile app on Android / iOS, as a Windows 10 app, and as well as a web app. In Action: How Do we apply these tools in our everyday work

Improve Business Outcomes and Organizational Collaboration with TEAMS Introduction to Microsoft Teams Microsoft Teams represents the opportunity to drive meaningful change to our organization, and the opportunity to work easier, more effectively and collaboratively. But that’s not all, M365 with the support from Teams will provide business units with a safe efficient way to share information with staff and our community all from one location. Results 1. Better collaboration 2. Enhanced mobility and device compatibility 3. Stronger data protection Do More with Microsoft Teams By identifying Microsoft Teams as our internal communications tool, we can expect that three major changes will occur: 1. We can transform collaboration and communication within our business units and entire organization. 2. We can drive projects and sustain successful outcomes by creating a modern workplace driven by Microsoft 365 and Teams. 3. We can create and update outdated workflows creating streamlined processes that are more efficient and related to current practices within our industry, hence building a better workplace.

How can Microsoft Teams help us accomplish these goals? Microsoft Teams with the support of additional Apps in the Microsoft 365 suite will assist in transporting the communication and resources needed to accomplish individual and or team goals by creating a repository of information (files, folders, media in various formats) to be shared, edited, and communicated throughout the organization. Creating Workflows and Processes with Teams, Channels, SharePoint, and OneDrive. Think of Microsoft SharePoint a Nucleus, the Nucleus is a repository for all the data, files, folder, and location that houses all QPL’s documents. Microsoft OneDrive is your personal space where you will house your files and folders, it also provides you the ability to share and collaborate with others. Access and permissions will be determined by the owner of the content. Microsoft Outlook is the vehicle that acts as a transporter of communication, files, folders, presentations, it is also the manager of your time, meetings, and events both virtual and face to face. With the integration of Microsoft 365, e-mail attachments are automatically saved to your files. One way in which outlook assists in workflows is how we communicate information attached to a work flow; for example submission of documents for a specific task or subject- Personal e-mails should never be attached to a work process- so an example of this is submission of resumes should go to a designated e-mail address, responsible parties will have access to that shared inbox, all attachments are downloaded and saved to a shared folder on the SharePoint or OneDrive. This model can be utilized for many of our current workflow processes. Microsoft Teams allows employees to work individually and or as a group on projects-Teams provides a Channel where Groups can meet, share presentations and information in a variety of formats- take and share notes on the contents of the meeting, it allows the meeting to be recorded for review or absent members, it allows files, links, and other types of media to be directly downloaded and uploaded from the chat feature. Teams can be used for open groups or closed groups like the onboarding process. Microsoft Teams also acts as a repository for documents and files, one shared the documents will remain a part of that meeting to be retrieved at a later time. Microsoft Yammer is a great resource to create a social learning environment, and or a variety of groups with special interests. One way in which this app can be utilized id during the Onboarding process where new employees can share information and remain in contact with those individuals hired at the same time.

Our Strategic Direction Vision and Goals: Phases of Implementation

Online Learning Resources Available Now End User Microsoft Teams Microsoft SharePoint Training