From Outlook to Excel, Microsoft Office software has been essential at nonprofits for many years. With increasing competition from Google Apps, Microsoft now offers nonprofits an opportunity to apply for free licenses for using Office 365, a cloud version of Office. Should your organization make the leap to Office 365? Johanny Torrico, Community IT’s Director of Ongoing Support, discussed the benefits of using Office 365 in your organization. Here are some of the questions that were addressed during the webinar. - How can my organization apply for the free nonprofit license for Office 365? - What are the steps for a successful Office 365 migration? - What goes into the pricing for the Office 365 migration project? - What are the differences between the Office 365 E1 (free) and E3 ($5 per user) plans? - What are some of the benefits of moving to Office 365 instead of hosting email in-house or through other email providers? - What is the Service Level Agreement (SLA) for Office 365?

1. Community IT Innovators Webinar Series
Johanny Torrico
Director of Ongoing Support
Community IT Innovators
August 29, 2013
for Nonprofits

2. Webinar Tips
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3. About Community IT
Community IT Innovators partners with nonprofits to help them solve their
strategic & day-to-day IT challenges.
Strategic
Proactive approach so you can make IT decisions that support your
mission and grow with you
Collaborative
Team of over 40 staff who empower you to make informed IT choices
Invested
We are committed to supporting your mission, and take care of your IT
network as if it were our own
Nonprofit focus
Worked with over 900 nonprofits since 1993

4. Presenter
Johanny Torrico
Director of Ongoing Support
jtorrico@communityit.com

5. Poll
How many staff are in your organization?
- 1-20
- 20-50
- 50-100
- More than 100

6. Evolution of Office

7. Office 365 Overview
What’s Included in Office 365?
• Exchange Online
• SharePoint Online
• Lync Online
• Office Web Apps
• Office Suite Downloads

8. Office 365 Overview
Types of Plans
• Home
• Business: Small, Midsize, Enterprise
• Government
• Education

9. Poll
What email solution do you use in your
organization?
- In-house Mail Server
- Hosted Exchange
- Office 365
- Google Apps
- Other

10. How Does It Compare?
In-House Mail Server
- How long can your organization
function without email?
- Can your organization afford to lose
email?

11. How Does It Compare?
In-House Mail Server
- Cost
- Reliability
- IT maintenance
- Disaster Recovery

12. How Does It Compare?
Hosted Exchange
- Pricing
- User’s mailbox space
- Mobile devices
- Security compliances and certifications

13. How Does It Compare?
Google Apps
- Productivity applications
- Document management
- Sharing and collaboration

14. Poll
Is your organization considering migrating to
Office 365 in the next six months?
- Yes
- No
- Maybe

15. Poll
Which component of Office 365 interests you the
most?
- Exchange Online
- SharePoint Online
- Lync Online
- All of them
- Don’t Know

16. Office 365 Plans for Nonprofits
E1 Plan
Cost per license per month: $0.00
• Exchange Online
• SharePoint Online
• Lync Online
• Office Web Apps

17. Office 365 Plans for Nonprofits
E3 Plan
Cost per license per month: $5.00
• E1
• Unlimited archiving mailbox (100GB)
• Office suite downloads (5 instances per
user)

18. How to Apply?
• Qualified partner
• Required information
- Organization Name: 501(c)3
- Address:
- EIN:
- Plan: E1 or E3
- Seats:
• How long does it take to be approved?

19. Office 365 Migration Costs
Labor costs
• Number of mailboxes to be migrated
• Complexity of current setup
- In house, hosted exchange, etc.
- Public folders
- Team sites
• User support needs

20. Questions?

21. Migration Process
• Planning
• Preparation
• Implementation
• User support

22. Case Study
Organization’s environment
- Windows server 2003
- Exchange 2007
- 280 mailboxes
- Office 2007 and 2010
- Windows 7

23. Case Study
Organization’s overview
- 501(c)3
- Staff heavily use of Outlook and Office suite
- Domestic and International Programs
• Participants in different continents

24. Case Study
Challenges
• Server life cycle
• Exchange 2007 upgrade needed
• Licensing
Programs’ participants collaboration
• Document sharing
• Collaboration: blogs, pictures, program calendars
• Participants access to email was unreliable

25. Planning Process
Case Study

26. Case Study
Questions to Consider
1. Does the organization meet the requirements for
non-profit pricing?
2. Is bandwidth adequate?
3. Are you hosting email elsewhere?
4. Do you use applications that require add-ins?
5. What type of deployment makes the most sense?
Cloud-based, Federated or Hybrid

27. Cloud-based
• Your data lives in the cloud
• Password
• Admin Console

28. Federated
• Single Sign-on
– Same Passwords
• Admin Console and/or on-premises

29. Hybrid
• On-premises and cloud
• Single sign-on
• Admin Console and/or on-premises

30. Case Study
Migration Plan
- Cloud based option
- Migrate all accounts to Office 365
- Create SharePoint site for participants
- User support
- Training

31. Preparing for the Migration
Case Study

32. Case Study
Getting Ready for Migration
1. Testing existing environment
- Outlook anywhere
- SSL certificate
2. Preparing existing environment
- Prepare desktops and Office applications
- Cleaning accounts
- Cleaning mailboxes
3. Audit
- Permissions on mailboxes
- Requirements for SharePoint

33. Case Study
Organization’s user specific requirements
• Mailboxes delegations, permissions
• Calendar sharing requirements
• Mobile devices needs: Blackberries,
iPhones, Androids

34. Implementation Process
Case Study

35. Case Study
Implementation
1. Cut-over migration
2. Testing
3. Outlook client configurations

36. Staff Support
Case Study

37. Case Study
User Support
1. Staff orientation pre migration
2. How-to guide
3. Onsite support post-migration
4. Training

38. Case Study
Migration Outcomes & Benefits
1. Program Participants
2. Mailboxes size and online archiving
3. Reliability and accessibility across the globe

39. Resource Links
1. Office 365 Plans
http://office.microsoft.com/en-us/business/compare-office-365-for-business-plans-FX102918419.asp
2. Internet Bandwidth Planning
http://technet.microsoft.com/en-us/library/hh852542.aspx
3. Deployment Guide
http://technet.microsoft.com/en-us/library/hh852466.aspx
4. Others
http://www.zdnet.com/blog/microsoft/the-road-to-microsoft-office-365-the-past/8078
http://betanews.com/2013/03/15/why-office-365-beats-hosted-exchange-for-small-business-email/

40. Questions?
Johanny Torrico
Director of Ongoing Support
jtorrico@communityit.com

41. Upcoming Webinar
September 26
Dive into Windows 8.1
Presenter
David Dawson

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