FAQ

Complexus Frequently Asked Questions

FAQ | Complexus is a SharePoint & Office 365 Service Provider that can answer any technical query you may have.  We have provided a list of some common FAQ (Frequently Asked Questions) covering SharePoint, Office 365 and related Microsoft Technology services and solutions. Our FAQs also provide links to more resources and videos.  We hope you find what you are looking for, but if not, please contact our Support Team who will be happy to assist you +27 8713 52942 support@complexus.co.za

What is Office 365 ? Its a good question as a lot has changed in the last 12 months, not to mention the last 4 years.  Office 365 has grown beyond what most people think is just a cloud based version of the traditional Office suit and email. The O365 offering has at least 23 options plus baked in security, admin and other cloud functionality making a truly broad feast of choice but what is the best mix of options to satisfy your collaboration and productivity appetite?

 

o365-solutions-wheel

Common Office 365 Questions

At Complexus, a leading SharePoint / O365 collaboration and productivity practice based in South Africa, we often receive enquiries from a range of companies (big and small) who have bought O365 or who are thinking about migrating to an O365 package. It can often be a purchasing decision with a bewildering number of choices, add-ons and pricing gotchas and we often find clients are on the wrong package, sometime paying for a package they don’t need. Common questions and discussions we pick up on from the Community and client base are:

  • The range of products is overwhelming – where do I start?
  • Which subscription is right for my business?
  • We have a subscription for email but what should we tackle next?
  • We have SharePoint included but struggling to get going with it?
  • Adoption is limited beyond Email and Office, how can I change this?
  • Will it work with my Mac? Can I see key information on my iPad at home?
  • How much will it cost per month / per year?
  • Do I have to move all my data and content to the cloud?

If you are reading this and thinking, “yep, thats me, I can relate to that” then you will realise (as do we in the vendor community) you are not alone and help is on hand.

So what is office 365 today?

A big misconception is that Office 365 offers feature limited, online only versions of the common Microsoft Office desktop solutions, but that’s not really the case. From basic Exchange, Outlook and Office products you are familiar with, right through to Project, SharePoint, OneNote, Skype for Business, PBX, Video, Apps and a whole lot more, Office 365 has something for every sized Enterprise be they big or small, a one man band or global business. Not forgetting the range of security features, administration panel, back-up, storage and up time guarantee.  We curated a series of useful Office 365 videos for you to watch that outline things in more detail

So how can Complexus help you?

  1. Let us help you choose the right plan for YOUR needs – Visiting portals and various information sources to start your own business case for Office 365 is a good place to begin but can be time consuming and confusing. South African Office 365 pricing plans and trial comparisons clients in South Africa can be found on our dedicated Office 365 Support site Just click on a plan that suits you and you get a provisioned trial which we will support. Or just call us and we can get you started for FREE !
  2. Academia, Government and Not-For-Profit – Have a set of dedicated pricing plans at greatly reduced rates. These are also something we can assist with and we have O365 clients in this sector where often budgets are constrained.
  3. Process change, deployment & training – We have that covered too, more often we find clients, (especially those in the SMB sector) need flexible / cost effective support packages and we have mentoring and training solutions to suit all sizes of need using our flexible Office 365 Concierge Services Plans. You can buy 1 hour, 1 day, 1 week, 1 month or 1 year – you pay for the hours and they are all rolled over, no more “use or loose” services and support plans – we find clients like that.
  4. We use O365 & Develop O365 Apps – We know the Office 365 suite, its what we use to run our own business and we pioneered developing apps for the platform (check out our App Store) – we have experts that can cut through the options menu and get you going with the minimum of fuss and investment.
  5. O365 updates – As Microsoft role out more and more great functionality Complexus can also help in the decision making process and advise on all aspects of O365 updates and features.
  6. Pricing & trials – Complexus can Office 365 subscription quotations and compare that with the plan you are already on. 90% of the time we have found clients are on the wrong plan and we can save you money. Let us take the strain and demystify the Office 365 plan to put you on the right track to Office 365 success both in the short, medium and long term

No matter what your business scenario and use cases are, and no matter where you are in your own Office 365 journey, Complexus offer a FREE Office 365 consultation to assess your needs just contact our dedicated Office 365 Team 

Contact us +27 8713 52942 enquiries@complexus.co.za

About Complexus

Complexus is part of the First Technology Group and a Microsoft Gold consultancy operating out of Durban, Cape Town & Johannesburg. Complexus has grown to become a trusted SharePoint and Office 365 solutions provider with a reputation for innovation in Enterprise Collaboration, Productivity, Strategy Advisory, Managed Services & SharePoint App development. The Complexus Product and Service portfolio is aimed at organisations seeking to collaborate more effectively and gain a greater return on their investment in the Microsoft SharePoint & Office 365 platforms. Complexus is also member of the prestigious Microsoft Business Critical SharePoint Partner Program & Cloud Services Partner Program. Learn more here http://www.complexus.co.za

Are you thinking about Office 365 in South Africa and migrating some of your business collaboration & productivity solutions to the cloud?  If so, then we can help.  Many people think Office 365 is just Microsoft Office plus email in the cloud, well it is PLUS a whole lot more.   The choice of solutions is grown significantly in the last 2 years with at least 23 options to consider plus the added peace of mind that the security, admin and other cloud functionality comes baked into the offering.

 

o365-solutions-wheel

Common Office 365 in South Africa Questions

At Complexus, a leading SharePoint / O365 collaboration and productivity practice based in South Africa, we often receive enquiries from a range of companies (big and small) who have purchased O365 or who are thinking about migrating to an O365 package. It can often be a purchasing decision with a bewildering number of choices, add-ons and pricing gotchas and we often find clients are on the wrong package, sometime paying for a package they don’t need. Common questions and discussions we pick up on from the Community and client base are:

  • The range of products is overwhelming – where do I start?
  • Which subscription is right for my business?
  • We have a subscription for email but what should we tackle next?
  • We have SharePoint included but struggling to get going with it?
  • Adoption is limited beyond Email and Office, how can I change this?
  • Will it work with my Mac? Can I see key information on my iPad at home?
  • How much will it cost per month / per year?
  • Do I have to move all my data and content to the cloud?
  • Is Office 365 in South Africa slow?

If you are reading this and thinking, “yep, thats me, I can relate to that” then you will realise (as do we in the vendor community) you are not alone and help is on hand.

So what is Office 365 today?

A big misconception is that Office 365 offers feature limited, online only versions of the common Microsoft Office desktop solutions, but that’s not really the case. Office 365 contains a whole host of online products and desktop applications that work together, so whether you are on a laptop, desktop or tablet the functionality is broadly similar and syncing data, files and information from work across devices for mobile and home based scenarios is seamless – and YES – even for Mac users you can now use your laptop / desktop with Office 2016 installed on your Mac as part of your Office 365 subscription (so long as you have OS X El Capitan installed) AND you can sync to Office 365 and SharePoint for example. That is a major positive for your workplace Bring Your Own Device (BYOD) policy, making for happier Windows and Mac users a more universal reality for both home and work scenarios.  From basic Exchange, Outlook and Office products you are familiar with, right through to Project, SharePoint, OneNote, Skype for Business, PBX, Video, Apps and a whole lot more, Office 365 has something for every sized Enterprise be they big or small, a one man band or global business. Not forgetting the range of security features, administration panel, back-up, storage and up time guarantee.

So how can Complexus help you?

  1. Let us help you choose the right plan for YOUR needs – Visiting portals and various information sources to start your own business case for Office 365 is a good place to begin but can be time consuming and confusing. Office 365 in South Africa pricing plans and trial comparisons can be found on our dedicated Office 365 Support site Just click on a plan that suits you and you get a provisioned trial which we will support. Or just call us and we can get you started for FREE !
  2. Academia, Government and Not-For-Profit – Have a set of dedicated pricing plans at greatly reduced rates. These are also something we can assist with as we have Office 365 clients in this sector and we know budgets are constrained.
  3. Process change, deployment & training – We have that covered too, more often we find clients, (especially those in the SMB sector) need flexible / cost effective support packages and we have mentoring and training solutions to suit all sizes of need using our flexible Office 365 Concierge Services Plans. You can buy 1 hour, 1 day, 1 week, 1 month or 1 year – you pay for the hours and they are all rolled over, no more “use or loose” services and support plans – we find clients like that.
  4. We use Office 365 & Develop Office 365 Apps – We know the Office 365 suite, its what we use to run our own business and we pioneered developing apps for the platform (check out our App Store) – we have experts that can cut through the options menu and get you going with the minimum of fuss and investment.
  5. Office 365 in South Africa updates – As Microsoft role out more and more great functionality Complexus can also help in the decision making process and advise on all aspects of Office 365 updates and features.
  6. Pricing & trials – Complexus can Office 365 subscription quotations and compare that with the plan you are already on. 90% of the time we have found clients are on the wrong plan and we can save you money. Let us take the strain and demystify the Office 365 plan to put you on the right track to Office 365 success both in the short, medium and long term

No matter what your business scenario and use cases are, and no matter where you are in your own Office 365 journey, Complexus offer a FREE Office 365 consultation to assess your needs just contact our dedicated Office 365 Team 

Contact us today +27 8713 52942 enquiries@complexus.co.za

About Complexus

Complexus is part of the First Technology Group and a Microsoft Gold consultancy operating out of Durban, Cape Town & Johannesburg. Complexus has grown to become a trusted SharePoint and Office 365 in South Africa solutions provider with a reputation for innovation in Enterprise Collaboration, Productivity, Strategy Advisory, Managed Services & SharePoint App development. The Complexus Product and Service portfolio is aimed at organisations seeking to collaborate more effectively and gain a greater return on their investment in the Microsoft SharePoint & Office 365 platforms. Complexus is also member of the prestigious Microsoft Business Critical SharePoint Partner Program & Cloud Services Partner Program. Learn more here http://www.complexus.co.za

The Information Regulator of South Africa

The Information Regulator of South Africa is being created to enforce the Protection of Personal Information (POPI) Act as well as PIAI (Promotion of Access to Information) Act.  It has authority to investigate and fine responsible parties for breaches of the Act.  It reports to Parliament.  As of the 7th September 2016,  the South African National Assembly voted in favour of the appointment of the Information Regulator for POPI and PAIA and Parliament voted for the five nominated candidates to run the newly-formed office of the Information Regulator.

When does POPI go live?

The key question is when will POPI be fully enacted and has a date been set?  The sections of the Act that relate to the Information Regulator have already commenced.  Given the above recent developments of September 2016, full enactment is now rumoured to be May 2017, and factoring the one-year grace period, means May 2018 should be targeted as the period companies now need to work towards full compliance.  Whilst this may change, the nomination of staff for the Information Regulator is a key development and companies should now start to begin the process (if not already) of devising their POPI strategy, appointing officers and begin the process of auditing for compliance gaps.

What should I do about POPI?

If you have not done so already, it would be prudent to begin devoting effort to your POPI compliance strategy.  The Act applies to ALL companies in South Africa.  In response to this this, Complexus developed POPICheck, an App that audits, reports, corrects & tracks your compliance all in one conveneint place.  POPICheck is a SharePoint App that plugs into your existing SharePoint platform and allows you to rapidly perform an audit and generate corrective actions for improving your compliance with POPI.  We also offer a hosted version of the App for clients who do not have SharePoint in their business.

POPICheck banner

Benefits of POPICheck

  • Kick starts your journey towards POPI compliance
  • Ease of deployment with minimal training
  • Plain English, easy to follow assessments
  • 60 minutes to complete one audit and generate your report
  • Assess multiple departments across your Enterprise in one easy to use interface that works on PC and mobile devices
  • Concise summary reports help shape decisions using prioritized corrective actions
  • Best practice built in, so reduces reliance on external consultants
  • Works with SharePoint, O365 with option of hosted service

icon_popicheck

About Complexus

Complexus is a Microsoft Gold Certified SharePoint and Office 365 consultancy operating out of Cape Town & Johannesburg. Complexus has grown to become a leading SharePoint and Office 365 service provider with a reputation for innovation in Enterprise Collaboration, Productivity, Strategy, Advisory, Managed Support, SharePoint and Office 365 App development. The Complexus Product and Service portfolio is aimed at organisation’s seeking to collaborate more effectively and gain a greater return on their investment in the Microsoft SharePoint & Office 365 platforms. Complexus is also a member of the prestigious Microsoft Business Critical SharePoint Partner Program.  Complexus is a First Technology Group company.  Learn more at www.complexus.co.za

Getting started with Office 365 in South Africa is simple;

There are two main ways to go about getting started with Office 365.

  • Option 1 – Go it alone and get online support / help from Microsoft
  • Option 2 – Talk to a local partner like Complexus who can advise and assist for FREE

office 365 office 2016

Option 1 – Microsoft & go it alone

Microsoft provides Office 365 customers an installable piece of software—called “Office Desktop Setup”—at no charge.  Office Desktop Setup provides many benefits, including:

  • Automatically detecting necessary updates.
  • Installing updates and components upon approval or silently from a command line.
  • Automatically configuring Outlook and Microsoft Skype for Business for use with Microsoft Office 365.
  • Uninstalling itself from the client computer after running.
  • You can find and install Office Desktop Setup in your Office 365 administration center.
  • If your plan includes a subscription to Office, you will also be able to install that directly from the Office 365 administration center.
  • You can add the domain name you own to Office 365 to create domain-based email addresses. Find your domain registrar or DNS hosting provider.Compare domain management in Office 365 subscriptions.
  • Office 365 setup provides step-by-step guidance. In just a few quick steps you can sign up for Office 365, set up your organization’s domain name and add user accounts, install Office, and move your existing email to Office 365.

Sound a bit daunting?………  Try Option 2

Option 2 – Go with Complexus, a trusted local partner

  • Complexus understand the various plans and use cases (there are 8 main Office 365 Plans)
  • We will come and consult with you for FREE as you may only need one element of a Plan
  • We will understand your business, processes, people and technology needs
  • We will also consider all the gotchas and nuances that you may over look as part of a change program
  • Complexus will also advise on best practice and incremental deployment strategy
  • Developing an internet and content, migration and solution design, branding and training are all covered
  • We can then devise a support plan for you using our dedicated Office 365 Concierge Support Service
  • Complexus will be your Partner of Record for Trial to Deployment
  • We will quote you the right Plan for your business and any discounts that apply
  • Complexus will NOT sell you a plan you don’t need
  • If you are NOT suitable for a Plan or need another type of Microsoft solution, we will tell you.

office365 mobile

Will my trial information be transferred to my Office 365 subscription?

Yes. If you purchase Office 365 licenses for the accounts you create during your FREE trial, the information and configuration for these users’ accounts will remain intact. Once your free trial expires, you won’t be able to continue using Office 365 for free. You will have an additional 30 days to purchase Office 365 before your account information is erased. Once your trial account information has been erased, it cannot be retrieved.  Complexus can advise on this and make this an integral part of our service.

(more…)

Yes – Office 365 works in South Africa! 

Office 365 is a Cloud based subscription access based model where the server is located at one of the global Microsoft Data Centres.  “The cloud” is a friendly way of describing web-based computing services that are hosted outside of your organisation.  In the case of South Africa, the data centre is located in Europe.

data_centre_global_infrastructure1

When you use cloud-based services, your IT infrastructure resides off your property (off-premises), and is maintained by a third party (in this case hosted by Microsoft) instead of residing on a server at your home or business (on-premises) that you maintain locally or via a local hosting partner.

With Office 365, for example, information storage, computation, and software are located and managed remotely on servers owned by Microsoft in Europe. Many services you use every day are a part of the cloud—everything from web-based email to mobile banking and online photo storage. Because this infrastructure is located online or “in the cloud,” you can access it virtually anywhere, from a PC, tablet, smartphone, or other device with an Internet connection.

So this means I need a big Internet package of a zillion megabits / second?

No – The Office 365 suite has now matured and the sync / work off-line functionality works well, even over relatively slow connections down to 2-3 Meg/second.  Higher latency will be experienced on connections slower than this or if you are working “live” with big files and continually needing to save them.

woman laptop desert

Other than basic email traffic with small attachments, use cases involving SatCom IP or very slow ADSL lines / large files are not suited to pure cloud operations where power and connectivity is intermitnet. Here you may need to consider replication or network acceleration / bandwidth traffic optimisers.  However, for most SMB & Enterprise scenarios in South Africa in major cities, Office 365 will work fine.

(more…)

Office provides the following Mobile Apps to use on your mobile device.  These versions of the traditional Office Suite have reduced functionality but offer the essentials for reading, editing, taking notes and syncing content back to your company while you are on the go.

microsoft image 8

  • Office for Android: View, create and edit documents with touch-friendly Word, Excel and PowerPoint apps. You can count on Office for Android to keep your content and formatting intact so the document looks great when you’re back on your PC or Mac. In Word, add comments or track changes while you work together with others. Review and update Excel spreadsheets and easily add formulas or charts. Make changes to PowerPoint presentations and project them wirelessly on a big screen. You can view documents for free with Office for Android. Editing and creating documents requires an eligible Office 365 subscription: Office 365 Home, Office 365 Personal, Office 365 University, Office 365 Business, Office 365 Business Premium, Office 365 Enterprise E3, E4, and E5, Office 365, Office 365 Education Plus, and Office 365 ProPlus.
  • Office for iPad: View, create and edit documents with touch-friendly Word, Excel and PowerPoint apps. You can count on Office for iPad to keep your content and formatting intact so the document looks great when you’re back on your PC or Mac. In Word, add comments or track changes while you work together with others. Review and update Excel spreadsheets and easily add formulas or charts. Make changes to PowerPoint presentations and project them wirelessly on a big screen.
    You can view documents for free with Office for iPad. Editing and creating documents requires an eligible Office 365 subscription: Office 365 Home, Office 365 Personal, Office 365 University, Office 365 Business, Office 365 Business Premium, Office 365 Enterprise E3, E4, and E5, Office 365 U.S. Government E3 and E4, Office 365 Education Plus, and Office 365 ProPlus.
  • Office Mobile: Office Mobile is preinstalled on Windows Phone 8 and is available for select models of iPhone® and Android phones. Office Mobile offers great Office content viewing and on-the-go content editing capabilities. And you can count on Office Mobile to keep your content and formatting intact so the document still looks great when you’re back on your PC or Mac. Office Mobile for iPhone and Android phones can be used for free for non-commercial use, simply download the app from the store on your phone.
    In order to edit or create documents or to access documents stored in SharePoint and OneDrive for Business on premises, you must have a qualifying Office 365 plan: Office 365 Business Premium, Office 365 Enterprise E3, E4, and E5, Office 365 Education Plus, Office 365 ProPlus, and Office 365 University.
  • Outlook Mobile: Windows Phone 8 includes a pre-installed version of Outlook that you can use to access your Outlook.com, Office 365, or Exchange email.
  • OneNote: You can use the mobile OneNote app to access your notes while on the go. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
  • Outlook on the Web (OWA): If you have an Office 365 subscription that includes Exchange Online, you can use the OWA app to sort, scan, and respond to email, and stay on top of your schedule. This app is available on iPhone and iPad.
  • Lync Mobile: If your organization uses Skype for Business or the newest version of Lync, you can use the mobile Lync app or the Skype for Business mobile app, to stay connected while on your mobile device. This app is available on Windows Phone 8, iPhone, iPad, and Android phones.
  • SharePoint Newsfeed: If your organization uses the newest version of SharePoint, you can use the SharePoint Newsfeed app to access your newsfeed from your mobile device. This app is available on Windows Phone 8, iPhone, and iPad.

You can also access content via your mobile device by logging into your Office 365 account and viewing your sites via the browser or mobile via “tile” options.

(more…)

Office 365 plans refer to Software as a Service (SaaS) subscription plans that include access to Office applications (Word, Excel, PowerPoint & Outlook)  plus other productivity services such as SharePoint that are enabled over the Internet (cloud services). Office 365 includes plans for the home, SMB & Enterprise business customer AND can include the desktop version of the latest Office applications, which users can install across multiple computers and devices.office 365 logo

The fully installed applications include: Word, Excel, PowerPoint, OneNote, Outlook, Publisher, and Access. And you can install them across PCs, Macs, Android tablets, Android phones, iPad, and iPhone. When you have an active Office 365 subscription that includes the desktop version of Office, you always have the most up-to-date version of the applications.

microsoft image 9

Office 365 plans for business include services such as Skype for Business web conferencing and Exchange Online hosted email for business, and additional online storage with OneDrive for Business. SharePoint, Yammer and One Note can also be included in your plans.  All Office 365 plans are paid for on a subscription basis, monthly or annually.

Office 365 is highly scalable and can support everything from a one-person business to companies with tens of thousands of users:

  • Office 365 SMB plans are best for companies with one to 300 users.
  • Office 365 Enterprise plans fit organizations ranging in size from a single employee to 50,000-plus users.
  • We have summarised the main Office 365 plans below for you or click here for a deeper plan dive

Office 365 plans

Internet access is required to install and activate all Office 365 plans and to manage your subscription account. Internet connectivity is also required to access Office 365 cloud productivity services, including email, conferencing, IT management, and other services.

Many Office 365 plans also include the desktop version of Office, for example, Office 365 Business Premium and Office 365 Enterprise E3. One of the benefits of having the desktop version of Office applications is that you can work offline and have the confidence that the next time you connect to the Internet all your work will automatically sync, so you never have to worry about your documents being up to date.

(more…)