SharePoint Online planning guide for Office 365. Summary

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“SharePoint Online planning guide for Office 365” Summary

Full MSDN Edition -

Summary PDF Edition -


Step 1: Plan to manage SharePoint Online

1.      Plan to create and manage site collections

Type of Sites & Site Collections

a.       What type of content will be stored on the sites?

b.      How much storage do you need for each site collection?

c.       Are there divisions or groups that need to maintain separate data?

d.      Will your organization have a public website?

e.      Do you need multi-language support?

f.        Whether you want users to have their own My Site

g.       Whether you want to create and manage custom forms or incorporate them into workflows.

h.      Whether to use managed metadata

Site Structure & Governance

a.       Does the structure of your site collections add to your organization's effectiveness?

(site collection structure)

b.      Does the structure allow the information architecture to meet regulatory requirements, privacy needs, and security goals?

c.       What type of access will users need to the content?

(permission model)

d.      Do users from outside the company need to have access?

e.      Who will be allowed to create and manage the sites in the site collection?

(managed plan for sites)

f.        What features and functionality will be enabled for users?

g.       Will the content found in search results be relevant to those sharing the site collection?

h.      How much customization will you allow?

2.      Plan which site template to use for your site collection

Templates preview is available there

3.      Plan how much storage you allocate to site collections

Take into account the Online limitations

4.      Plan to allow external users access to your internal sites

Consider using AD FS 2.0 for single sign-on

5.      Plan for sites to use multiple languages

6.      Plan a public-facing Website

Register domain and add CNAME records.

7.      Plan for user profiles

a.       Properties

b.      Policies

8.      Plan for audiences and content targeting

9.      Plan for social tagging

10.Plan for My Sites

a.       Determine users and user permissions

b.      Plan My Site features

11.Plan InfoPath Forms Services

12.Plan to use managed metadata


Step 2: Plan sites and manage users

1.      What kind of sites do you need?

Choose templates and organize sites in one of the following structures:

·         By team or department

·         By functional purpose

·         By content category

·         By project

·         By customer

·         By permission level or sensitivity (e.g., if there is information that needs to be restricted, you might want to isolate it to a specific site)

2.      Governance

Set of policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and technical teams cooperate to achieve business goals.

·         Information architecture, including Web pages, documents, lists, and data

·         Maintenance activities, including managing user accounts

·         Branding and customization policies

·         Training

Consider using “Governance 101: Best practices for creating and managing team sites

3.      Manage users

·         Permission levels and group membership

·         Active Directory Federation Services

4.      Plan to use site and site collection features

Plan features according the existing SharePoint Online limitations


Step 3: Plan content on sites

1.      What kind of content will you have on sites?

·         What kinds of content types you might want to create

·         What kinds of metadata (site columns) you want to associate with content types

·         What kinds of terms sets you want to create and what Managed Metadata columns you want to associate with content types

·         What kinds of information management policies you want to configure for content types

·         What kinds of lists or libraries you want to create on sites to organize content

2.      How will your users find and access content?

·         What sites do you want to include in your global navigation?

·         How will people navigate within sites?

·         How will users navigate within lists or libraries?

·         What should you think about when planning search? (

3.      What do users need to do with content?

·         Do you need to track versions of specific kinds of documents or list items?

·         Will site users need the ability to work or collaborate simultaneously on specific kinds of documents?

·         Do specific kinds of content need to be approved before they are broadly accessible?

·         Are certain kinds of documents subject to specific business processes or human workflows?

·         Will you be using lists to drive or manage processes?

·         Will sites contain sensitive content that needs to be restricted from general access?

·         Will users need to receive updates about content changes?

·         Will users be publishing Microsoft Access databases / Microsoft Excel workbooks / Microsoft Visio diagrams?

·         Will users be creating form-based solutions?

4.      How will content be managed through its lifecycle?

·         How or why is this content most likely to be created? For example, will it be created to support formal deliverables, or will it be created in the course of day-to-day work and collaboration?

·         How long will people need access to it?

·         How much will it grow or change while it is in use?

·         When will it no longer be actively needed?

·         What needs to happen to it when it is no longer actively needed?

·         Are there business or regulatory reasons why specific kinds of content might need to be retained beyond its period of active use?

Consider using record management



Step 4: Plan customizations and solutions

1.      What level of customization do you need?

·         Customization using the browser

·         Customizations using supported tools and applications

·         Customizations using developer tools and applications

Supported Tools – SharePoint Designer 2010, InfoPath 2010, Office 2010 Application and Services, Visual Studio 2010

2.      What do you want to customize, or what solutions do you want to create?

·         Change look and feel

·         Customize the appearance of information on sites

·         Display content from different data sources

·         Customize workflows for business processes

Approaches: Browser Based Options -> No-Code Tools -> Custom Code Solution

3.      Making solutions available to users

Backup and restore is not supported. Deploy using templates or packages


Step 5: Train and support users

1.      What features does the public-facing Website provide?

Take into account the Online limitations

2.      Considerations for customizing the Website

·         What business goals do you want to accomplish with your Website?

·         Usage of gadgets from Web Site Design Tool

3.      Customizing the Website and its pages

·         Site customization

·         Page customization


Step 6: Train and support users

1.      Identify the training needs of your users

·         Who

·         What

·         When

·         Where

·         How

·         Why

2.      Train your trainers first

Identify site owners/administrators and train them first

3.      Get the ball rolling: Train users and stay engaged

·         formal classroom training with hands-on labs

·         presentations

·         small-group demonstrations

·         self-directed reading and online training

·         on-the-job learning


Step 7: Plan to monitor and maintain site collections and sites

1.      Identify Administrators and create responsibilities plan

·         Serve as a point of contact between your users and the SharePoint Online Administrator.

·         Decide who can access important content stored on SharePoint Online sites (that is, you will be responsible for configuring site-collection level permissions).

·         Share a site with external users (users and support partners who are not part of your organization).

·         Decide which features to make available to the people who will be using the sites in your site collection.

·         Provide some technical support for the people who use your site collection.

·         Choose a backup administrator for your site collection.

·         Create new sites.

·         Create and customize the public-facing Website.

·         Assist with the administration of certain features, such as:

·         Turn available site collection features on or off.

·         Create or customize site content types.

·         Set regional settings.

2.      Monitor site collection storage

·         Move content to another location to free space.

·         Delete content or sites to free space.

·         Buy more space from Microsoft or your Office 365 partner.

3.      Manage user permissions

4.      Plan for lists and libraries with many items

5.      Site Collection audit settings and information management policies

·         Event auditing

·         Information management policies

6.      Plan search features to help users find content

·         Improving search results

·         Controlling what content is searchable

7.      Plan to capture process knowledge

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