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Doug Thomas: So, Tom, you work with Office 365, you talk to a lot of people who are interested
into it, and there�s a lot of things that they say sometimes that they think it is and
what it is and sometimes there�s a bit of a difference.
Tom Werner: Yeah, that�s right, Doug. So a lot of people, a lot of the small businesses
I�ve worked with and talked to and helped them persuade them to sign up for Office 365
moved to the Cloud, they�re very confused about the Cloud. You know, it�s a term they�re
not familiar with. It doesn�t really resonate and it just sounds mysterious. And it really
prevents them from signing up. So there�s-- I believe today we�re gonna be talking about
myths of the Cloud. Doug Thomas: Exactly. So a lot of people are
like, �I don�t need the Cl-- I�m on the Internet, but I don�t need the Cloud.
I don�t want to work with the Cloud.� So let�s talk about busting that myth there.
Tom Werner: So, yeah, the Cloud, when I talk to the subject to small businesses I remind
them that �You�re probably already using the Cloud if you�re on Facebook, if you
purchase products on Amazon, if you have a Hotmail account, Gmail account, you�re already
on the Cloud. You�ve probably been there the last ten years.�
Doug Thomas: Yeah. Tom Werner: But it�s just now we�re moving
businesses to the Cloud, entire business. So your documents, your-- not just your email,
your documents, your meetings, so everything�s in the Cloud and later on I think we�ll
talk about the benefits. Doug Thomas: Sure. In fact, there was one
site that you used in your talk that I really like that kind of equated data with something
else that people are pretty familiar with. Tom Werner: Yes, so you think of when banks
came out in the 20s or 30s-- I think about when you were born. I�m not quite sure.
Doug Thomas: Thank you. Tom Werner: I�m just kidding. That�s my
only joke for today. Doug Thomas:
Tom Werner: Banks came out because people were putting their money under their mattresses
and under the crawl space to the house. And that�s a pretty dangerous thing because
if anything ever happened to your house-- it burned down or theft-- all your lifesavings
is gone. Doug Thomas: And your mattress.
Tom Werner: And your mattress. So I think of data as just like money and so you don�t
want your data on an old computer, like you see in our picture here with a fan keeping
a computer cold on the desk of the business owner. You don�t want that in your office
because, well, if that computer ever gets-- same thing: If it gets stolen or the building
burns down or earthquake, fire, you name it-- your whole everything�s gone: all your customers,
all your documents, everything. So put that data in the Cloud, just like you put your
money in a bank account. Doug Thomas: Great. In fact, now this is a
stock picture of this fan cooling this computer. But we have seen personally businesses that
are usually running on an old computer. We�ve seen signs that say, �Don�t open the door:
The server will explode.� I mean, it�s on premise, but it�s gonna be kind of a
risky, again, for a lot of small businesses. So there�s been another myth that a lot
of people talk about. They say, �Well, yeah, I�ve heard of Office 356. That�s that
free version of Office that everyone can use,� and, well, it is that, but it�s a lot more.
Tom Werner: Yeah, with Office 365 we put-- we listed everything off here. That�s a
lot to cover. Doug Thomas: Yeah. We�ll--
Tom Werner: We�ll get beyond this in fifteen minutes.
Doug Thomas: Yeah, actually, yeah, we�ll keep it up there if you want to look at it,
but there�s a ton of stuff here starting with Office.
Tom Werner: With Office. With Office you get both Office Online, which is an online version
of the Office products, which is what some people think Office 365 that�s all it is.
But it�s that plus the Office Suite. So, Word, Excel, PowerPoint, Outlook. They run
on your computer and they run in the Cloud. You can use both interchangeably from any
location. Doug Thomas: Okay, so you get the desktop
and that. Now �Team Sites/website� we�ll show you that in just a moment. One of the
big things is email and calendar. You get this terrific size of a mailbox, but you get
what we call this kind of business-class email. It�s ad-free and kind of-- it�s run by
exchange. A lot of people don�t need to know exchange, but that�s kind of the backbone
or the heartbeat of what Outlook for businesses has been for years.
Tom Werner: Yeah, it�s really big- big business software that�s being made available to
small business. Doug Thomas: Small business for Office 365.
And then now if you-- small business: So how many people are usually for a small business
for using this? Tom Werner: For the product it�s Office
365 Small Business, recommended for ten and under employees. But sometimes those small
businesses, whether it�s one person or whether it�s-- if they have three or four employees,
sometimes they�ll be remote employees. I just worked at a business last week that had
employees in Oregon and Idaho and they have fifteen employees in total. Anyways, with
the meeting software here those people can join in meetings online instead of having
to drive into the office and come to the meeting. Doug Thomas: Right. And that�s using Link,
which we use all the time in the office here with that. And so recommended for ten to twelve.
You can go up to twenty-five though for small business--
Tom Werner: Twenty-five users. Doug Thomas: But you were saying there�s
a lot of manual stuff if there�re a lot of users. So ten and under is probably a good
number. And, also, this financially backed uptime-- and one of the things we talked about,
those servers, it�s just not that you�re in one server. You�re spread out through
a whole network. So if a server of electricity went out or it was down for maintenance, you
wouldn�t be down, because your information�s over a whole network. Right?
Tom Werner: Yeah, the last term here, which it says �Geo-redundant infrastructure�,
that�s what that means. It means your data isn�t-- some people think, �If I put it
in the cloud it�s, like, one building,� and that makes them a little worried. But
it�s actually, you know, cloned, mirrored-- whatever the right term is-- that data is
in multiple locations. So if it goes down in one, it�s backed up else where.
Doug Thomas: Excellent. Let�s get into some of the demo heres [sic] that we wanted to
start here. I�m gonna click over. We�re gonna sell you a house. No, we�re not really.
This-- but we wanted to put up this site. This was built on Office 365. And I would
recommend Grace because Grace is also Tom�s mom. But this is a site you built on that
and we want to talk about when people first get onto Office 365 where they sign in. Now
Grace�s folks have a sign in here, but if you don�t have that and you can�t remember--
well, you tell them. Tom Werner: Yeah, it�s-- if you were-- if
you�re an employee of a business or if you own the business, one of the common questions
is �Well, how do I sign in?� That�s a confusing topic, �cause it�s where do
you go to access Office 365? And one place you can put it is if you do have a public
website, you just add a hyperlink. Like, here, it says �Sign in�, or you can name that
�Employee sign in�-- Doug Thomas: Okay.
Tom Werner: �Cause it�s a familiar place; your employees know your website. And you
can sign in from there. Another way to sign in is go to something simple like Office.com.
Doug Thomas: Oh, that�s easy to remember. Let�s see if I can actually type it though.
That�s the other question here. Okay, so here we are at Office.com where you can do
a lot of things. But-- Tom Werner: And I generally prefer in the
upper right corner, you�ll see a sign-in link.
Doug Thomas: Okay. Tom Werner: And that�s the easiest way.
You just click �Sign In� and now you enter your email address that came with your Office
365 account. Doug Thomas: Okay, and for today�s purposes
I�m playing the role of-- I am Rob. I�ll just say I�m Rob, right here. So I�m gonna
sign in as Rob at Coho.wine. We have a good winery, you know, nice place for events and
things like that. And I�ll sign in here with Office 365. Now I signed in-- �cause
I�m an admin I go to this screen, but most folks would go not to this screen. They�d
go to-- Tom Werner: Yeah, this is the screen that
the business owner or the admin of the business will see. It�s the place where you have
control over the entire business here. Doug Thomas: Okay.
Tom Werner: And so you can manage your domains if you have them, email, users, your public
site and such. Doug Thomas: Okay.
Tom Werner: This is the page you�d land on if it�s-- the employee of a business
typically lands on Outlook Web App. Doug Thomas: Okay.
Tom Werner: So if you go there now-- Tom Werner: And this will open the online
version of-- you know, we�re all pretty familiar with using Outlook on our computer.
This is the Outlook Web App so you get all your same email, but through the web. And
in addition to your email, we have a calendar at the top here for your exchange-based calendar.
There�s a people area up here for managing your personal contacts or co-workers� information--
Doug Thomas: Okay. Tom Werner: --newsfeed, OneDrive for your
personal information, and then we�re gonna get into sites.
Doug Thomas: Sites. Okay, well, there�s two sites. One is that public website that
we have. And the other one is dealing with the Team Sites. Now Team Sites-- when here
at our office we have many teams and many sites, so you can have multiple sites. Is
there a limit or--? Tom Werner: Yeah. I haven�t ran [sic] into
that limit yet. Doug Thomas: Oh, okay.
Tom Werner: But you do get a parent Team Site, if that makes sense.
Doug Thomas: Okay. Tom Werner: And that�s usually enough for
most people. In this case that�s the main site and you can use this. Now in addition
to this Team Site, you can create sub-sites for different for different purposes.
Doug Thomas: Okay. So Finance had one-- or things like that.
Tom Werner: Sure. Doug Thomas: Okay. And this is very bare bones.
We have not dressed this up at all except our fabulous logo and I�m sure this is just
out the back door where we�ll be working later today.
Tom Werner: I like that back room more than-- Doug Thomas: Yeah, that�s- that�s true.
Maybe we should do this from the winery. Let�s first buy a winery. Okay, so but let�s get
into documents, �cause that�s the main thing people do is work with Office 365 to
create documents and get work done. Tom Werner: Yeah, it�s very quick and easy
to go straight to the Team Site and just create a new document.
Doug Thomas: Okay. Tom Werner: Think of creating new documents
here in the same way you would create documents on your desktop or on a file share--
Doug Thomas: Okay. Tom Werner: --in this case sort of directly
from the Team Site. If you choose the �New� button--
Doug Thomas: Okay. Tom Werner: --you see all the Office Online
products-- applications you can create. And I think we�re gonna do-- let�s create
Excel. Doug Thomas: Let�s just look at a quick
Excel here. Okay, and this just opens up in Excel Online.
Tom Werner: Excel Online. You get your basic functionality here. A lot of things you can
do here, like more things than I would ever do in Excel. It�s all here. If you want
to do more advanced, full-featured things in Excel you can always choose �Open Excel�
at the top and that opens the same document with the Excel program on your computer.
Doug Thomas: So you get the full version of Excel 2013 when you sign up, so you could
do it either way. Okay. Tom Werner: That�s right.
Doug Thomas: So then how do I get back to-- Tom Werner: Easiest way-- all this saves instantly,
which is really nice. Doug Thomas: Okay.
Tom Werner: And so you don�t have to worry about that. Typically, to navigate back I
just choose the-- I click the �Coho Team Site�.
Doug Thomas: Okay. Tom Werner: And that just takes us back to
our Team Site. Technically, this might look direct than the previous scene because we�re
now in the documents� file. Doug Thomas: In the documents� file. So
that was kind of showcased on the Home page, but here it�s just four documents and that
navigation here is on the left-hand side. Tom Werner: Yes. And these are all the same
documents we saw on the Home page. If we wanted to go to the Home page, we could easily do
that at the top here. Doug Thomas: Okay.
Tom Werner: But for today�s demo I think what we�re going to show is a event that�s
gonna happen at Coho Wine where one of our customers would like to rent out our facility
for their wedding. Doug Thomas: Okay.
Tom Werner: We�re gonna put together a catering menu for them and what better way to let them
plan their wedding event than to let them contribute to the catering menu directly--
Doug Thomas: Okay. Tom Werner: --without putting into emails
and going back and forth. Doug Thomas: Okay.
Tom Werner: So to share this out-- Doug Thomas: Okay, tell me-- it�s this one
here? Tom Werner: There we go. Yeah.
Doug Thomas: So let me-- so if you click on this, you can actually preview the document--
so you can actually see this is the right one that I wanted to work with, which is great.
So you can-- oh, you can share from right here? So I�m not even gonna open the document.
I worked on it last night. I know this is the one I want to send to the client. So I
can just hit �Share� and it�s gonna give me a couple different options here.
Tom Werner: Yep. And there�s a couple different options. The first one is more of an authenticated--
think of it as a more secure sharing. Doug Thomas: Okay.
Tom Werner: What you do is you type in the person�s-- your customer�s or your partner�s
email address. It�s assumed here the email address is your Microsoft account-- so either
an Outlook account, a Live account, or, if you can remember, Hotmail.
Doug Thomas: Hotmail, sure. Tom Werner: They would enter that here. You
can also send it to, say, a Gmail account, but they need to first associate it with a
Microsoft account. Doug Thomas: Okay.
Tom Werner: So a few more steps with this, but it is more secure. That person can�t
forward it on. You get that. There�s another option here called �Get a link�--
Doug Thomas: Okay. Tom Werner: And I like this option. It�s
a little more anonymous-y. Doug Thomas:
Tom Werner: But it works very-- it�s very simple.
Doug Thomas: Okay. Tom Werner: But the customer doesn�t have
to think of anything. So we�re gonna choose �CREATE LINK�.
Doug Thomas: So you can do a �View Only� or an �Edit�.
Tom Werner: You can create a �View Only� link or an �Edit� link.
Doug Thomas: Okay. Tom Werner: We actually want our customer
in this case to contribute to the document. Doug Thomas: Okay.
Tom Werner: So we�re gonna copy that address right there.
Doug Thomas: Okay. Tom Werner: Unless you can memorize it.
Doug Thomas: Mm.. no. Tom Werner: And close out. And then I think
we�re gonna pretend to be your-- Doug Thomas: Yeah, there�s this guy named
Doug who�s gonna be part of this wedding event thing-- also is [ph?] me.
Tom Werner: Yes. Doug Thomas: So I�m gonna send an email.
So if I have a long email or whatever, I can just attach this. We�ll just do this as
a quick email to this guy named Doug. And-- Tom Werner: We can add a personal greet--
a personal message here. Doug Thomas: Yeah.
Tom Werner: It�s another advantage of this approach, is send--
Doug Thomas: The other one just kind of sends out a basic, �Hey, you have something to
look at� kind of messaging. You can put a little bit of--
Tom Werner: You can put a little Notes� field in there, but they may not recognize
what it�s coming from. Doug Thomas: Okay. So I�m gonna put it in
here and so I�m gonna put in the link. And so that�s a long link. Now the thing is
with a link, the nice thing is I can send this-- he can send this on to any person he
wanted to as long as he has that link he could use it, but also that�s the security thing
you were talking about: If it needs to be a secure document, you send it the other way
and that way only that person can get to it. Tom Werner: Yes. I mean, he may not have any
say in the wedding in this case, so he may just forward this onto his wife who will update
the catering menu and send it back to us. Doug Thomas: Or maybe they�re not married
yet. So it�s-- Tom Werner: Maybe they�re not married yet.
Doug Thomas: --his fianc�e. Tom Werner: Yeah. That�s true.
Doug Thomas: So I could put a long message here, but I�m not-- just for time-- and
I�m Rob today. So let me send this. Okay. And then let me now become Doug, the other
Doug, not this Doug, and let me open up-- so we�re gonna do this in Chrome to show
that this kind of works really on lots of different platforms. So here�s my email
for Doug and here, look, �Finalize the menu�. I�m so glad when the demo works that quickly.
Doug Thomas: So I�m gonna click on this.
Now I-- so this Doug, not me-Doug, will just open up this and they need to have Office?
They need to have Office Online? Tom Werner: Yeah, the nice thing about this
is they don�t need to own-- I should say �nice things� [ph?], but they don�t
need to own any Microsoft software-- Doug Thomas: We want them to own.
Tom Werner: That�s right. Doug Thomas: Yeah.
Tom Werner: But they actually can do this with any device. In this case we�re gonna
use Chrome. They don�t have any Office software installed and they can go right-- using just
a browser, go in and edit an Office document. Doug Thomas: Okay, so let�s go in. We�re
gonna open it up. So it opens up another tab here in-- so I�m in Word Online. I�m not
in Word. Tom Werner: And you don�t own a license
or anything like that. You�re just a guest he invited--
Doug Thomas: Nope and I can view this here. And I can see that we�re doing a lot of
seafood. So if I want to edit this-- Tom Werner: Just �EDIT IN BROWSER�.
Doug Thomas: Okay, �EDIT IN BROWSER�. Tom Werner: Remember, in the other experience
we saw both �EDIT IN BROWSER� and �Edit� in the app on your computer, because that
was the employee who owned the license. So in this case you only get the �EDIT IN BROWSER�.
Doug Thomas: Gotcha. But, again, you can do this here. So I think there�s-- you know,
we have lots of just seafood here. I think dessert needs to be seafood, too. So let me--
let me put in something like salmon cake or something like that.
Tom Werner: Yeah, salmon cake. Doug Thomas: Salmon or salmon berry maybe?
Or let me see of I-- Tom Werner: Yeah. Crab cake.
Doug Thomas: Crab cake? Crab cake! Yeah. That�s actually the better joke. See? You�re funny.
It works with the fish theme Crab cake and-- we won�t even have the fruit dip. We should
just go with all seafood, the entire menu. Tom Werner: This sounds good to me.
Doug Thomas: We�re in the Northwest. Everyone loves seafood, right? Everyone?
Man 1: Yes. Tom Werner: Mm-hm. Right.
Doug Thomas: Okay. Yeah. Okay, so I can save this.
Tom Werner: This would be saved automatically, again.
Doug Thomas: Oh, it says right here at the very bottom it looks like. Okay, �Saved�.
Okay. Tom Werner: And if we time or not we can go
back to our Internet Explorer browser acting as Rob, the employee--
Doug Thomas: Okay. We can do that. Tom Werner: --and see that it�s been changed.
Doug Thomas: Let�s see this real quick. So let me go here to the Coho site and find
the wedding catering menu. And it opens in Word Online. And look at that-- �Crab Cake�
right there. Tom Werner: Yep.
Doug Thomas: Beautiful! It all worked.
Doug Thomas: Okay, that-- a lot more about Office 365, but that�s all the time for
today. But all the references we talked about, if you�re interested about the small business
set-up, pricing, stuff like that, you can go to aka.ms/sb. The video of this will be
up in a couple days if you want to share that. Anything about the Office webinar series in
general: aka.ms/offweb. Please leave us your suggestions for what you would like to see
at the next Office 15-Minute Webinar. Well, the very next one we already have planned;
that�s Outlook.com. We�ll talk about that. But for today�s webinar team and special
guest Tom Werner, thanks for joining the Office 15-Minute Webinar, Tom.
Tom Werner: Thank you, Doug. This has been a privilege.
Doug Thomas: Oh, a privilege. Thanks, everyone.