First look at Office Forms for Office 365

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It caught me by surprise when Microsoft announced Office Forms in Office 365 Education as Microsoft have announced that only Education customers would get access to a preview.  With InfoPath forms now in extended support and no new solution from Microsoft, something like Office Forms was hoped to take your company forms to the next level.

Microsoft announced Office Forms would come to Office 365 Education customers first, so I jumped onto the my education test tenant and requested access.  Heard nothing back but found the URL from a recent blog post and decide to take a look and there we go, we have Office Forms.

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So there a few things to note from my first experience with this preview and these are mainly around the Forms you can build.

I’ve logged in with my organisation ID and the solution has its only app launcher style (not the Office 365 one).  At any time if I click on the Office logo/Forms in the top left, it takes me back to the landing page at the top.  Selecting the top three dots in the top right gives me chance to give Feedback, get help, navigate to my Office 365 Account Profile and sign out.

It’s very much has a bit of a Sway look and feel to the site with the rectangle box for each Form.

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When selecting New it very quickly takes you to a new form which I see this mainly as just a quizzing tool.  So for all you budding InfoPath specialist or SharePoint people expecting this to be the replacement, it not (well at least not at the moment).  It’s not asked me to create anything in SharePoint, asked for a relation with a Office 365 Group nor have I found anything that has changed in my Office 365 tenant so I believe this is a stand alone product.

Creating a Quiz

Having selected a new form, I can then start to create my quiz.  I can easily give it a name and a subtitle and then start to add my quiz questions.

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We have three types of questions we can ask which include Choice, Text and Rating.

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Choice really is what we expect with an easily to fill out question and options feature.  By default we have 2 answer options but can easily add more as well as an Other option allowing the user filling out the quiz to give their own answer.

We can also set allow multiple answers and set whether this question has to be answered (Answer Required).  We also have the ability to add a subtitle to the question should we want to give more context.

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A Text question allows you add a question and for the user to have free text for either a short or long length answer.

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With the Ratings question you can ask the user to give something either out of 5 or 10.  They can select their answer either as a number or a star.

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Sharing my Quiz

Once we have finished our quiz we don’t need to worry about saving as it has done this throughout the use of the webapp.  At the top, we can now Preview and Share the form.  We can preview it for both a computer view (your current view) or by selecting Mobile, see what it would look like in this state.

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You can share it as a URL, sending an email, it will provide you with a QR Tag or get a set of embed code.  You can also state at this point if users have to log in access the question and if they are allowed to answer the whole quiz multiple times.

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At the bottom of that fly out, you will see ‘More share settings’.  There are some great features here allowing you to apply a deadline and also for questions to be shuffled when loading allowing you to use this as a great classroom quiz.

Responses

The Responses tab gives you a great visual look at how people have answered with graphs, responses and the average score in a rating.

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There is also a Open in Excel which will download the quiz to your PC – I’m hoping this will be replaced with a Save to OneDrive option soon.

What to see my quiz, take a look at the bottom.

Disable Yammer License in Office 365 Education

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A few weeks ago I wrote a blog post about changing licenses from the Office 365 Education license to the Office 365 Plus Education license.  This PowerShell script will help you to make these changes.

In the last week, further integration of Yammer and Office 365 has accord where we can now disable the Yammer license.

I’ve had many customers ask if there was a way we could just allow teachers and admin staff access to Yammer and we haven’t been able to do that until now.

Below are a set of script that will help you to either remove the Yammer license from all users (doesn’t matter what license they have been assigned), keep the current options they have enabled and then removes the yammer option.  The second script will just remove it from users who have a student license.

Remove Yammer license from all users

#$users = Get-MsolUser -MaxResults 10000 | Select-Object -property UserPrincipalName -ExpandProperty Licenses
foreach ($user in $users){

    $UPN = $user.userprincipalname
    $useraccount = get-msoluser -UserPrincipalName $UPN
    $licensetype = $useraccount.Licenses.accountskuid
    $licensesassigned = $useraccount.Licenses.servicestatus


write-host ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
write-host ~~~~ Now Starting on $UPN ~~~~
write-host "The following licenses are disabled on this account"
                $disabledPlans= @()
        foreach ($line in $licensesassigned) {
                if ($line.ServicePlan.ServiceName -eq "SWAY" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTWAC_EDU" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "MCOSTANDARD" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTSTANDARD_EDU" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "EXCHANGE_S_STANDARD" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                ###############################################

                if ($line.ServicePlan.ServiceName -eq "YAMMER_EDU") { $disabledPlans +="YAMMER_EDU"}
                if ($line.ServicePlan.ServiceName -eq "SWAY" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="SWAY"}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTWAC_EDU" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="SHAREPOINTWAC_EDU"}
                if ($line.ServicePlan.ServiceName -eq "MCOSTANDARD" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="MCOSTANDARD"}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTSTANDARD_EDU" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="SHAREPOINTSTANDARD_EDU"}
                if ($line.ServicePlan.ServiceName -eq "EXCHANGE_S_STANDARD" -and $line.ProvisioningStatus -eq "Disabled")  {$disabledPlans +="EXCHANGE_S_STANDARD"}

        }


    Set-MsolUserLicense -UserPrincipalName $UPN -RemoveLicenses $licensetype
        $License = New-MsolLicenseOptions -AccountSkuId $licensetype -DisabledPlans $disabledPlans;
 $info = Set-MsolUserLicense -UserPrincipalName $UPN -AddLicenses $licensetype -LicenseOptions $License

  write-host "~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~"
    write-host ""
    
}

 

Remove Yammer from Student assigned accounts only

$users = Get-MsolUser -MaxResults 10000 | Select-Object -property UserPrincipalName -ExpandProperty Licenses
foreach ($user in $users){

    $UPN = $user.UserPrincipalName
    $useraccount = get-msoluser -UserPrincipalName $UPN
    $licensetype = $useraccount.Licenses.accountskuid
    $licensesassigned = $useraccount.Licenses.servicestatus

write-host ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
write-host ~~~~ Now Starting on $UPN ~~~~
write-host "The following licenses are disabled on this account"
                $disabledPlans= @()
        foreach ($line in $licensesassigned) {
                if ($line.ServicePlan.ServiceName -eq "SWAY" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTWAC_EDU" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "MCOSTANDARD" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTSTANDARD_EDU" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                if ($line.ServicePlan.ServiceName -eq "EXCHANGE_S_STANDARD" -and $line.ProvisioningStatus -eq "Disabled") {Write-Host $line.ServicePlan.ServiceName "Disabled" -BackgroundColor DarkRed}
                ###############################################


                if ($line.ServicePlan.ServiceName -eq "SWAY" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="SWAY"}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTWAC_EDU" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="SHAREPOINTWAC_EDU"}
                if ($line.ServicePlan.ServiceName -eq "MCOSTANDARD" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="MCOSTANDARD"}
                if ($line.ServicePlan.ServiceName -eq "SHAREPOINTSTANDARD_EDU" -and $line.ProvisioningStatus -eq "Disabled") { $disabledPlans +="SHAREPOINTSTANDARD_EDU"}
                if ($line.ServicePlan.ServiceName -eq "EXCHANGE_S_STANDARD" -and $line.ProvisioningStatus -eq "Disabled")  {$disabledPlans +="EXCHANGE_S_STANDARD"}

        }

    Set-MsolUserLicense -UserPrincipalName $UPN -RemoveLicenses $licensetype

    if ($licensetype -like "*STUDENT*"){
            write-host "This user has a student license"
            $FullFrictionFreeLicense = Get-MsolAccountSku | Where-Object {$_.AccountSKUID -like "*STANDARDWOFFPACK_IW_STUDENT*"}
                                            }
    
    if ($licensetype -like "*FACULTY*") {
            write-host "This user has a faculty license"
            $FullFrictionFreeLicense = Get-MsolAccountSku | Where-Object {$_.AccountSKUID -like "*STANDARDWOFFPACK_IW_FACULTY*"}
                                            }
        
    $License = New-MsolLicenseOptions -AccountSkuId $FullFrictionFreeLicense.AccountSkuId -DisabledPlans $disabledPlans;
 $info = Set-MsolUserLicense -UserPrincipalName $UPN -AddLicenses $FullFrictionFreeLicense.AccountSkuId -LicenseOptions $License
  
  ###test

      $testuseraccount = get-msoluser -UserPrincipalName $UPN
    $testlicensetype = $useraccount.Licenses.accountskuid

    if ($testlicensetype -like "*STANDARDWOFFPACK_IW*") { write-host "Success" -BackgroundColor DarkGreen} ELSE {write-host "FAILED" -BackgroundColor Red}

  
    write-host "~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~"
    write-host ""
}

 

OneDrive is not the location for Business Data

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Over the past few months I’ve noticed more Office 365 solutions and Add-Ins that use OneDrive as the location to store data. This has always concerned me as I see OneDrive for Business a very different solution to others so I hope this brings some clarity to my thinking and hopefully start a discussion where either I will be put right or wrong.

Lets remember what OneDrive for Business is first. It’s a storage place for you to store data within your Office 365 tenant. But what is more important is how do we get this personal storage? OneDrive for Business is part of a SharePoint license. You can assigned a user a SharePoint Online license and they can access what they are given access to but they do have OneDrive straight away.

Now here is my main point. A users OneDrive is only a temporary location of storage during the life of an organisation. A users OneDrive is created when that user is licensed. When the license is removed, the OneDrive is deleted 30 days as part of an Office 365 retention policy meaning any data that is not backed up or achieved from that location is deleted and not recoverable.

Knowing this, do you want business critical data stored in a temporary location. If data is important and needs to be kept when this user leaves or the license is removed, you need to ensure that you have your business continuity.

So how should we use OneDrive?
• OneNote Notebooks – Your notes from meetings. If you need to share them for business use, store them in the right location such as CRM if they are customer based or the SharePoint team site.
• Expenses Forms (Before submitting)- While you fill out your form during the month but then an app is used to send the files to the right SharePoint team site or third party location

Where I feel you shouldn’t be using OneDrive
• Customer Note
• Customer opportunity information
• Customer proposals – this includes draft version. These should be stored in the right location
• Business critical data

If a member of staff leaves and you decide to archive their OneDrive to SharePoint Online – why? Why not make them store this information in there anyway.

It makes me wonder why we need more than 1TB of storage in OneDrive for Business – what do you need to store in there for it to be 1TB, or 2TB, 10TB and of course this only increases as we will soon get unlimited storage. Just because OneDrive for Business has more storage available to you than SharePoint Online, does not mean you should store your data there.

So please do let me know your thoughts, am I right, wrong or should I be thinking it in a different way?

Understanding More of the Free Office 365 Benefits to Students

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There are different scenarios around how the new Office 365 free offering of Office 365 Pro Plus and it is important to know this if you are a council/district, college or IT Manager for your school.

Microsoft offering Office 365 Pro Plus is great but does come with different configurations to your Office 365 tenant and knowing what they are is important to supporting your schools.

First you need to know which scenario you are in but it is important that you read each of these to fully understand what is going on.  The scenarios are based around how you currently use Office 365 and you domain name registered in Office 365.

  • First User to request license and no Office 365 tenant registered with your domain name
  • All other users request license and no Office 365 tenant registered with your domain name
  • First user to request license and domain is registered in Office 365
  • Domain is registered in Office 365 but users are not created

First User to Request License and no Office 365 Tenant created

As part of the process behind the sign up process of Office 365 for teachers and students it will check that your domain is eligible to have a license.  Microsoft have a checking process but that is currently unknown but if a user passes they can they get Office 365 Pro Plus.  What this does in the background as the user requesting the license it will create a full Office 365 Education tenant with your school domain name verified in it.

Office 365 licenses are added to that tenant however not all elements are added to the user.  The new Office 365 Education for Student license includes

License include in Office 365 Education for Student Added as part of Scenario
Yammer Yes (No effect as Yammer is not provisioned as part of Office 365 tenant creation process)
Office Online for Education Yes
SharePoint Plan 1 for EDU Yes
Exchange Online (Plan 1) No
Office 365 Pro Plus Yes
Lync Online (Plan 2) No

Users are given Office Online and SharePoint as this gives them OneDrive for Business allowing them to have 1TB of storage and will be available to them when they install Office 365 Pro Plus on their device.

Note: Because this tenant now has your school domain name added, you will not be able to add it to another tenant until it is removed.  There is a process to get admin access to this tenancy which I will post about soon.

Additional Users request and no Office 365 tenant registered

As a follow on from the above, the next users requesting eligibility will have a username created in the same Office 365 tenant and the same license assigned as above.

First User to Request License and Domain is Registered in Office 365 (UK and other EU countries, not sure about about worldwide)

In this scenario, you would have created your Office 365 tenant and registered your domain in there.  By default, when a user requests eligibility it will do a check to see if the domain is verified in Office 365 and then ask the user to log in.  If they haven’t got a username they will not be able to get Office 365 Pro Plus.  If they log in and the domain passes its eligibility tests, they will be given just the Office 365 Pro Plus part of the Office 365 Education for Student license and keep what ever they currently have.

What happens is that  Office 365 Education for Students and Office 365 Education for Faculty licenses are added to your tenant.  It adds 1 million student licenses and 500,000 faculty which you can then use to assign to all your users.

Domain is registered in Office 365 but users are not created but can be.

You might think I’ve covered this in the scenario above, however there is a setting which will allow students and teachers to create users in your tenant.  This is turned off by default but can be enabled if you want it to.

Set-MsolCompanySettings -AllowAdHocSubscriptions $true

If you have got hold of your tenant from the first time following the first two scenarios, you may want to turn this setting to false.

Set-MsolCompanySettings -AllowAdHocSubscriptions $false

You will need the Azure AD PowerShall Cmdlets to do this.

Understanding-Pro-Plus-Benefit

Get Microsoft Office for Free: Students and Teachers

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So the title is correct – you can now get Microsoft Office for free if you are Student and Teacher.

Its known as friction free but how does it work and where do you go to get it?

The solution is part of Office 365 and even if your school doesn’t have it, you can still get Office for free by registering.

So to get it, if you are a student you need to go to office.com/getoffice365 and if you are a teacher go to office.com/teachers.

What do I get?

  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Microsoft OneNote
  • Microsoft Publish
  • One Drive for Business (1TB of Storage)
Its important to note that the school domain has some validation against your schools Microsoft licenses that checks your school is editable.

ProPlusGree

How to get Office 365

Its important to know your school email address as you will need to know this as part of the subscription process.  Go to the correct URL above for student or teacher.

Click on Find out if you’re eligible

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Enter your school email address

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The website will now do a check to see if your school already has Office 365.  If it does it will ask you to log in.  If you don’t, it will ask you to create a username and password.

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Agree to the terms and conditions

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and then…..

You can download Office 365 Pro Plus….

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It says I’m not eligible!! 

Well its not all bad news but you need to get your school domain registered with Microsoft.  Once I have more information on this, I’ll post it here

How to get Office 365 ProPlus Benefit for teacher & FAQ

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In an post last night on the Microsoft in Education Blog, Anthony Salcito announced that Office 365 Pro Plus is now available to teachers as well as students.

Some time ago Student Advantage was released where schools could request from the Microsoft Licensing Reseller licenses for their students and get Office 365 Pro Plus as part of their current license agreement.  Now renamed to Office 365 ProPlus Benefit for Students, teachers and faculty staff can also request a licenses but how do we get these added to the tenant?

Office 365 ProPlus Benefit for Teachers

It’s a matter of requesting the licenses from your Microsoft Licenser Reseller in the same way as you did for Student Advantage.  So get on the phone, get your email off and request your licenses.

FAQ

Q. Is this one or two licenses?

A. These are two licenses, one for students and another for teachers.  Assign the right licenses to right stake holder.

Q. What should I get from my licensing reseller?

A. You will get an email per license type (one email for teacher licenses and another email for students)

Q. We only pay Microsoft Licenses for Full Time (FTE) staff.  Can I request more to cover all faculty and teachers?

A. Yes you can, all you need to do is request the number of licenses you want from your reseller.

Q. What do I do when I have received the licenses and added them to my Office 365 Tenant?

A. You must assign the licenses to the students and teachers that you want to have this functionality

Q. What is included in the license?

A.  The following are included in the full version of Office 365 Pro Plus Benefit for teachers and students

  • Word
  • Excel
  • PowerPoint
  • OneNote
  • Outlook
  • Lync
  • Publisher

Q. Do you have anything that would help me promote this around the school?

A. Take a look at the promotional material from the Microsoft UK Education team on their slideshare.

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Prevent Users from Creating Groups in Office 365

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As Microsoft are starting to role out Groups to all Office 365 tenants we might have the need to disable the function of creating them.Disable-Creation-of-Office-365-Groups

Groups are a great feature but you may not be ready for them, want to create training material before giving them to user or only allow certain users to create them.

The PowerShell script to do this is based on the Outlook Web Access policy for your organisation but you can also create other and assign them to users if you want.

set-OwaMailboxPolicy -GroupCreationEnabled $false -Identity OwaMailboxPolicy-Default

What is important here is that it does not remove Groups, it only prevent users from creating them.  Here are some screenshot of the experience to the user

When Groups are added to your Office 365 Tenant

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While the OWA Policy is being replicated or the user hasn’t freshed their browser

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When the change has been implemented

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#Office365 Pro Plus: Click to Run vs Office on Demand

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Did you know there were two ways of getting Office 365 Pro Plus when you get the license in Office 365.  With E3, A3 and the individual licenses you get the ability to use Office on your local desktop using a form of streaming and caching on your machine to so you can use Word, Excel, Outlook etc when you want with and without an internet connection.

ClicktoRunvsOnDemand

What many people don’t realise is that there is also Office On Demand built into Office 365 which you are licensed for when you get hold of the Office 365 Pro Plus license.

Office On Demand

Located as a page in the SharePoint Online feature, users can stream Office to their computer.  The version is not installed (even though a file of less than 1MB is used to make it all happen) or cached and is a pure streaming version of office.

Unlike the full Office download, it requires your internet connection to always be up and connected for you to use it but does allow you to use the latest and greatest where ever you are without having to worry about large downloads.

To access Office on Demand you have to navigate to your Office 365 OneDrive for Business where it is then located down the left and side.

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With Office On Demand, there are some application not available such as Outlook.  If you are on the move, Outlook Web Access should provide you with great functionality.

Application Full Download On Demand
Word Yes Yes
Excel Yes Yes
PowerPoint Yes Yes
Access Yes Yes
Publisher Yes Yes
InfoPath Yes No
Outlook Yes No
OneNote Yes No
Lync Pro Client Yes No
Visio No Yes (with correct license)
Project No Yes (with correct license)

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Here are some other details and features

Feature Download On Demand
Initial Download required Yes Yes (but Microsoft quote no install is required)
Size of download 0.9MB 0.9MB
Additional Downloads Yes No
Offline Availability Yes No
Available from Office 365 Portal OneDrive for Business

What Else with Office on Demand

There are additional features with Office on Demand over Office 365 Pro Plus which includes Visio and Project.  These are also available if you have them licensed as part of your Office 365 subscription.

When to use Office on Demand

Using Office on Demand from your OneDrive Quick Launch is a great choice when you’re:

  • On a PC that you don’t use regularly (you don’t want to use up one of your 5 permissible subscription licenses, for example).
  • On a PC where you don’t have admin rights to perform an installation (you’re using a borrowed computer, for example).
  • On a PC at home if your IT administrator has disabled your ability to manage your installations (you’d like to install Office, but this option is not available).

quoted from office.microsoft.com

Adding Yammer to your Office 365 education tenancy

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Since it was first announced that Yammer was being made available to Office 365 Education customer for no additional cost, I’ve seen a fair few people and individual waiting for it to be added so they can use the enterprise solution for collaboration for groups, classes and teaching and learning.
Adding-Yammer

Well we’ve had to wait a little long that we had hoped but its now available for you to start using but you first have to provision your Yammer networks under you domain name.

To point out a few things first.

  • Yammer is not yet single sign on to Azure Active Directory so users will be asked to authenticate and they could have a different password between the 2 environments.
  • If you want single sign on to your Local Active Directory.  You can do this but it is a separate ADFS and DirSync install
  • Yammer licenses are added automatically to the user but you have to provision your tenancy first

To do the provisioning of your Yammer Network log into your Office 365 Education tenancy, from the dashboard look for included services

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In this section you will see Active Yammer Enterprise.  Click Yes to start the provisioning wizard

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Click Activate Yammer Enterprise and you’ll be advised that the process could take some time (1 to 30 minutes)

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By default all Office 365 Global Administrators will be made administrators in your Yammer environment.

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Each user now has to be signed up for Yammer.

How to Implement Student Advantage in Office 365 Education

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There are currently two ways of implementing Student Advantage licenses to your Office 365 Education tenancy.  Both of these are descripted below depend on the code you get from the Microsoft licensing site.

Implementation 1

Log into your Office 365 Education Tenancy

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Select purchase services from the left navigation and navigate down until you see Office 365 Pro Plus for Students

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Click add and add the same number of licenses you have from your EES provider and also in your Microsoft Licensing Portal

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Then click on add to cart and Check Out.

On the “Review your order” page you will see Enter Promo Code.  Enter the code you have been given.

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You can now complete the process without entering an card information and start assigning licenses to your students.

Depending on your code, the above process may fail so you need to add it in a different way.

Implementation 2

What is important here is that you are already logged into your Office 365 tenancy you want these added to or when asked to sign in, you log into the correct area.

Navigate to http://www.office.com/setup365

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At this point you may be asked to log into the tenancy.  Remember to log into the correct one if you have any test environments.  You will now need to enter your 25 digit Product Key

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You will be asked to confirm the number of licenses with a final redeem button.

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When logging into your tenancy and selecting billing you will now see the licenses added.

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