Office 365 - What Your Law Firm Needs to Know! Presented By: Paul J. Unger, Esq. Materials By: Barron K. Henley, Esq. Affinity Consulting Group, LLC 1550 Old Henderson Road, Suite S-150 Columbus, OH 43220 614.340.3444 www.affinityconsulting.com ©2019 Affinity Consulting Group Office 365 - You Probably Have No Idea What You're Missing Table of Contents I. Definitions and Explanations ...................................................................................... 1 A. Microsoft Office 365 ............................................................................................... 1 B. Microsoft Office ...................................................................................................... 1 C. Office Online ........................................................................................................... 1 D. Office 365 Security .................................................................................................. 2 E. Office 365 Running Offline ...................................................................................... 2 F. Office 365 Administrative Functions ...................................................................... 3 II. Office 365 Versions and Services................................................................................. 4 III. Included Programs and Applications ........................................................................... 7 A. Microsoft Exchange ................................................................................................ 7 1. Share Data ................................................................................................... 7 2. Smartphone & Tablet Sync ......................................................................... 7 3. Anywhere Email Access .............................................................................. 8 4. Full Back Up ................................................................................................. 8 5. Operating System Agnostic ......................................................................... 8 B. Delve ....................................................................................................................... 8 C. Dynamics 365 .......................................................................................................... 8 D. Flow ......................................................................................................................... 9 E. Forms ...................................................................................................................... 9 F. OneDrive ................................................................................................................. 9 G. OneNote .................................................................................................................. 9 H. Planner .................................................................................................................... 9 1. Easy to use .................................................................................................. 9 2. Organize work visually ................................................................................ 9 3. Visibility and transparency ........................................................................ 10 4. Collaborate around tasks .......................................................................... 10 5. Works across devices ................................................................................ 10 6. Email notifications .................................................................................... 10 I. SharePoint ............................................................................................................. 10 J. Skype For Business ................................................................................................ 11 Page 1 K. StaffHub ................................................................................................................ 11 L. Stream ................................................................................................................... 11 M. Sway ...................................................................................................................... 11 N. Teams .................................................................................................................... 11 1. Chat ........................................................................................................... 12 2. Hub ............................................................................................................ 12 O. To-Do ..................................................................................................................... 12 P. Video ..................................................................................................................... 12 Q. Yammer ................................................................................................................. 12 IV. Many Other Programs Integrate with O365 .............................................................. 14 V. O365 Continuously Updates The Software ................................................................ 14 VI. Would Office 365 Work For Your Firm? ..................................................................... 14 A. Office 365: Why A Law Firm Switched .................................................................. 14 B. Office 365 for Lawyers .......................................................................................... 14 C. From Google Apps to Office 365: Why My Company Ditched Google ................. 14 D. Why Would You Want to Rent Microsoft Office? ................................................ 14 E. Review: Microsoft Office 365 vs. Google Apps ..................................................... 14 F. Five Microsoft Services To Make Any Business Smarter ...................................... 14 Page 2 Office 365 - You Probably Have No Idea What You're Missing I. DEFINITIONS AND EXPLANATIONS: Before I talk about functionality, we first need to define a few things to make sure we're on the same page. A. Microsoft Office 365: I'll let Microsoft describe this for you: "Office 365" refers to subscription plans that include access to Office applications plus other productivity services that are enabled over the Internet (cloud services). Office 365 includes plans for use at home and for business. Learn about Office 365 for use at home. Office 365 plans for business include services such as Skype for Business web conferencing and Exchange Online hosted email for business, and additional online storage with OneDrive for Business. Many Office 365 plans also include the desktop version of the latest Office applications, which users can install across multiple computers and devices. The fully installed applications include: Word, Excel, PowerPoint, OneNote, Outlook, Publisher, and Access. (Publisher and Access are available on PC only.) And you can install them across multiple devices, including PCs, Macs, Android tablets, Android phones, iPad, and iPhone. When you have an active Office 365 subscription that includes the desktop version of Office, you always have the most up-to-date version of the applications.1 B. Microsoft Office: "Microsoft Office” is the name we still use for our familiar productivity software. Office suites are available as a one-time purchase and include applications such as Word, Excel, and PowerPoint, which can be installed on only one PC or Mac. The applications are not automatically updated; to get the latest version, you can purchase the product again when the new version becomes available. The latest versions currently available for one-time purchase are Office 2019 for Windows and Office 2019 for Mac. These suites are essentially a snapshot in time of Office via Office 365 and do not come with any of the cloud-based services included in Office 365.2 C. Office Online: There are web versions of Word, Excel, etc., that you can use whether or not you have an Office 365 account. They don't have all of the functionality of the desktop versions, but you can do a lot with them. See http://tinyurl.com/pbl63mu for more information. 1 See Office 365 for Business FAQ - http://tinyurl.com/k3r2tx5 2 See Office 365 for Business FAQ - http://tinyurl.com/k3r2tx5 Page 1 D. Office 365 Security: You can read all about Office 365's security at https://www.microsoft.com/en-us/trustcenter/security/office365-security. In a nutshell, Office 365 offers top-notch security. It has the same user-level security options and Trust Center as the desktop version of Office. Rights management Service (RMS) supports encryption and lets you set permissions. Offsite, files are saved in specialized data centers where security is a primary concern. As a result, small to medium businesses will have better security using Office 365 than they can probably afford on their own. According to Microsoft, here are Office 365's Top 10 Security and Privacy Features: • We restrict physical data center access to authorized personnel and have implemented multiple layers of physical security, such as biometric readers, motion sensors, 24-hour secured access, video camera surveillance, and security breach alarms. • We enable encryption of data both at rest and via the network as it is transmitted between a data center and a user. • We don't mine or access your data for advertising purposes. • We use customer data only to provide the service;