OneDrive Files On Demand – Perfect for BYOD

ssd-vs-hdd

Credit: TechoFAQ

Over the last couple of years it has been evident that increasing numbers of BYOD laptops have transitioned to Solid State Disks (SSD) which is terrific since they are significantly faster than traditional Hard Disk Drives (HDD), have lower failure rates and also improve battery life.

However, due to their higher price point, the actual available storage volume of SSD is often markedly lower than equivalently priced HDD.  This means students are faced with the difficult decision around what content do they store locally on the their device versus using selective sync in the OneDrive cloud and/or storing on an external USB drive.

Selective Sync effectively allows you to upload content into OneDrive that you don’t access frequently, and then download it when you do need it. Critically, however, this content will not appear in your local File Explorer browser so you can’t “see” it unless you log into OneDrive via a web browser and choose to sync it locally to your device.

OneDrive Files On Demand Coming In Windows 10 Fall Creators Update

This is why the announcement last Friday at the Build 2017 conference was so exciting. A new feature will allow you to see all of your content in OneDrive in your File Explorer, irrespective of whether it is stored locally on your device, or only in OneDrive in the Microsoft Cloud. Then, if you want to access any content that is only in OneDrive it will automatically be downloaded “on demand” when you click to open the file/folder.

You can optionally choose to then “always keep on this device” if you are going to be requiring regular or off-line access to this file.

Read the full blog post about this here.

Here are some images from the original blog post to show you how this works:

1

Note that the selected folder takes up 1.37TB of storage in the OneDrive cloud, but that locally in File Explorer it shows 0 bytes on the local device.

2

The various status of each file and folder is shown in the “Status” column, indicating whether it is in the OneDrive Cloud only or stored locally on the device. Right mouse clicking allows you to choose to “Always keep on this device”

3

If a file is not stored locally, simply double clicking on it as you normally would to open a file will immediately trigger a download to open the requested file.

My Point of View:

I see this as being a massive aid for schools, helping both teachers and students maximize the performance of their devices. Getting more SSD into teacher and student devices will drive longer battery life, lower failure rates and faster accessing of content. However, by being able to seamlessly see what is in the Cloud and what is stored locally removes any barrier or confusion around the location of content for end users.

With many BYOD devices starting with 64GB of storage, this opens up the vast OneDrive storage capacity to students and teachers in an easier, more seamless way, meaning there is even less reason to use USB hard drives for storing content.

This feature will be available in the Windows 10 Fall Creators Update as well as new OneDrive features for iOS/Android devices.

End Of Support for Dir Sync & Azure AD Sync Approaching

DirSync & Azure AD Sync will reach end of Support on April 13, 2017.

Azure AD will stop accepting connections from DirSync and Azure AD Sync after December 31, 2017. For more information about the DirSync and AAD Sync upgrade, please see the DirSync and Azure AD Sync deprecation documentation. If you have questions or feedback about this change, you can leave the team a comment on the blog linked below or reach on Twitter using the #AzureAD hashtag.

https://blogs.technet.microsoft.com/enterprisemobility/2017/04/10/end-of-support-for-dirsync-and-azure-ad-sync-is-rapidly-approaching-time-to-upgrade-to-aad-connect/

So now, it’s time to get cracking and move to Azure AD Connect if you’ve not done so already:

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Azure AD Connect – keeping your identity synchronized in the cloud.

Device Based Activation for Office365 ProPlus – Great For Education

UPDATE:  a reader of this blog pointed out the following step by step guide to using Device Based Activation  that I would encourage you to read as well in conjunction with the Microsoft guide below. The above link also contains additional details for SCCM and GPO if that is relevant for your environment too.

I wrote a recent blog post with the best practice guide to how to deploy Office365 ProPlus in various scenarios. Some of the feedback on that post was how would this work in a shared device environment such as a school computer lap or shared laptops in a COW (Computers on Wheels).

Activate OfficeThe guide does have a link specifically referencing shared environments, however a number of schools did raise the downside that a student would still need to activate the Office365 ProPlus installation from time to time when they say this prompt on the right.

After asking around internally I have now been shared an alternative method of installation for Office365 ProPlus licensing that was build specifically with schools in mind and you can read the entire guide, along with step by step video tutorials by clicking the following link:

Office365 ProPlus Device Based Activation

What I see from this resource is there are a few main benefits for schools taking this approach:

  • The student never sees the Office activation prompt because the device has activated Office365 ProPlus and not the individual user
  • There is an included tool to automatically un-install the MSI Office2016 version that may have been installed with Volume Licensing
  • This Device Based Activation method can be automated using MS SCCM or Group Policy.
DBA1

An Office Mix video showing the requirements and advantages of Device Based Activation

DBA2

The different components in the Device Based Activation process

From an education perspective, this will help keep school/staff devices running the same version of Office365 as the students who typically download their own copy from a network share or the Office Portal. Given that updates and new features come to the subscription based ProPlus version much faster it is worth having a consistent user experience across all devices / users in your school.

This is a useful link outlining the differences between Office365 and Office 2016 and I’ve highlighted the key differences here in terms of updates/functionality:

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The other major benefit of Office365 ProPlus is that it can be installed on up to five other devices.

It’s time to recognise that there is a wide range of options when it comes to deploying Office365 in education. To maximize the value of the subscription based approach, along with the regular updates and new features, using something like Device Based Activation, or one of the other methods from the best practice guide, will ensure that you’re always using the latest and greatest of Office.

 

Guide For Deploying Office365 ProPlus

office-365-appsI am writing a quick blog in response to the confusion I’m seeing in schools around the different versions of Microsoft Office 2016 and the varying ways this can be installed for users. The main reason this is causing confusion and problems is the release cycle of new features, in particular ones that tend to be appealing to schools such as embedding features in OneNote and digital inking options.

A colleague of mine is going to write a more technical overview of this and I’ll update this blog post to reflect this, but thought I would at least point users to the following fantastic overview:

Deployment Guide for Office365 ProPlus

This is broken down into the following sections:

  • Get Started – an overview of what’s new.
  • Deploy Office365 ProPlus – deploying from a local network directory or use SCCM
  • Manage Updates – choose frequency and source of updates for your users
  • Upgrade to Office365 ProPlus – tips for organisations that are not already on ProPlus and how to manage a smooth upgrade
  • Best Practices For Deploying – key considerations to keep in mind when deploying ProPlus

The key consideration for organisations is whether to move away from the traditional Volume Licensing version of Office, usually pushed out with an MSI package, and instead use the “Click 2 Run” version of Office365 ProPlus. Whilst many schools are simply getting students to download and install Office2016 directly from the Office Portal, when it comes to managing this for staff machines having automated options is important.

The Deployment Guide for Office365 ProPlus should provide all the information school IT administrators need to make these decisions on how best to get ProPlus onto devices.

Embed A PowerBI Dashboard In Your Application

I read the following blog post this afternoon that demonstrated how to embed a PowerBI Dashboard directly into a web application. It’s worth watching the 14min video if you’re a developer as there are a lot of tools and sample code that you can explore straight away to test this out:

I see this as particularly useful for schools that allow students to log into their Learning Management System (LMS) or for parents who may have a portal into the school’s Student Management System (SMS). To be able to build dashboard reporting of a student’s learning and display it visually and interactively is a great step forward compared to much of the reporting that students and parents currently receive.

Yes, currently it is quite technical to achieve this, however some schools have internal resources that could build a web app and incorporate this type of reporting, whilst others would be looking for their IT partners to build this in.

In the past, I’ve worked to embed open source reporting graphs into LMS such as Moodle (you can see an example here), however using PowerBI embedded dashboards would definitely take this kind of reporting to the next level!

Guest Post: Surprises When Using Office 365 In Class

Today’s post comes from Mr Ben Hilliam, Head of Junior Maths at St Andrew’s College in Christchurch, New Zealand. In this post he outlines how he is teaching basic programming concepts using Microsoft Excel and also the increasing versatility of Microsoft OneNote through the use of embedded applets that can show and execute Python coding.

You can read the original post from Ben here – please do check out his other posts as well. I particularly like Ben’s finishing comment when it comes to describing OneNote:

OneNote is more than a piece of digital paper, it is quickly becoming the universal canvas of expression for learning.

Here’s the entirety of the post:

With a new year I have begun teaching some new topics. For the first time in my career, I am teaching Probability Simulations to year 10s. As usual, OneNote is my go to, where I drop all my resources so that my students can access the problems I set them. In this topic I have come across two surprises:

1. Microsoft Excel is still a very cool program
2. Microsoft OneNote allows for a huge range of student expression

1. Microsoft Excel is still a very cool program:

One task I set my year 10s was the following:

Sara has maths on four days each week. 
Her teacher checks the class’s homework on only one of those days. 
The day is chosen at random by the teacher. 
Students who have not done their homework for that day get a detention. 
Sara says she did her homework on 32 out of the 40 days on which she had maths last term. 
Describe a simulation (probability experiment) that Sara could use to predict the probability 
that: 
(1) she had not done her homework 
AND 
(2) the teacher checked. 
Assume that you have access to: coins, cards, spinners, dice and a random number 
generator on a calculator or computer. 
You must give sufficient detail in your description so that someone else could carry out 
the experiment. 
You must state what you will record and how you will calculate the probability. 

Most of my students used Excel to run this simulation. One problem that quickly made itself apparent was how do you get the teachers to randomly check on one day of the week only, becuase most students assigned random numbers of 1-4 on each day which meant the teacher could potentially check homework more than once in any given week.

This is where Excel comes to the fore, with its conditional formulae:

A “1” comes up when an even that we are interested in occurs while a “0” comes up for events that are irrelevant. Where two events occur at the same time they add to 2 which is then picked up. Here’s the formula that makes it work:

The point I’m trying to make here is that if you have a problem that requires programming, Excel can actually do it. With a few choice “if” statements and other formulae, my students were able to produce a simulation that correctly estimated the probability they were investigating. So they could be accurate in their thinking rather than smudge a “near enough” response.So don’t forget Excel, it’s awesome.

2. Microsoft OneNote allows for a huge range of student expressionLast year, I did some coding with my year 9s. Specifically we had a look at solving problems from Project Euler using Python. So when we started doing Simulations, some students naturally wanted to use Python to run their simulations. My question to them was “How will you show me the results of your simulation?” Their response: embed an HTML window in OneNote with their Python code running in an applet:


In the part I have circled in red, my student has imported an HTML window with her Python code and an applet that will run it. This meant I was able to see the output of their simulation and check it was consistent with what was expected and I could look through their code if there was a problem. Such a simple addition to OneNote has such wide consequences for how we use it.

OneNote is more than a piece of digital paper, it is quickly becoming the universal canvas of expression for learning.

Editing With Natural Hand Gestures & Digital Inking

Over the last couple of years I have had innumerable conversations with teachers who love the power of OneNote for editing student work quickly and easily, especially when combining the digital inking experience on a tablet such as a Surface Pro. Perhaps the best example of this was the recorded conversation I had with the Head of English at St Andrew’s College:

I’ve been really excited to see that a couple of new editing features have been added to Word, Excel and PowerPoint in Office 2016 and these are:

  • Ink Editor – easily markup / remove text using natural hand gestures with your pen
  • Ink Replay – if you’ve made significant comments on a Word, Excel or PowerPoint document sometimes it can be hard for your fellow editor to understand your train of thought. With Ink Replay, they can watch your edits all over again.

I’ve made a short video showing how this can be achieved:

Sticky Notes Powered By Cortana Intelligence Suite:

Another cool feature of Windows 10 is the Sticky Notes. In and of themselves, they operate very similarly to sticky notes on any other operating system. However, you can now give them a real power boost by linking to the Cortana Intelligence Suite to give you insights and do more.

To do this, you first need to enable the insights:

sticky-notes

To leverage the power of Cortana you need to Enable Insights

Once this is done you can see the power immediately as demonstrated here:

Putting to one side the very clever intelligence that lies beneath the surface to enable things like Ink Editor and smart Sticky Notes, the real benefits here is the saving of time. Editing a document with natural hand gestures and a digital pen remains the most efficient method for most people. Similarly, having your natural handwriting analysed for key words or phrases and reminders generated speeds up some of the more mundane tasks we all have to deal with in life.

If you’ve not given these a go, try them out now and feel free to leave a comment below on any neat ways you’ve used this technology.