Office 2019 and SharePoint 2019 have been announced earlier this year at Microsoft Ignite conference in Orlando as scheduled to be released the second half of 2018. It will include new versions of the Office apps (including Word, Excel, PowerPoint, and Outlook) and servers (including Exchange, SharePoint, and Skype for Business).
Innovation powered by the cloud was a core theme at Ignite this year. However, moving to the cloud is a journey with many considerations along the way. Office 2019 will be a valuable upgrade for customers who feel that they need to keep some or all their apps and servers on-premises for the time being until they are ready to go fully into the cloud.
Share from Office
In addition to sharing straight from explorer, you can share your documents directly from whichever Office application you are using to create them (Word/PowerPoint/Excel etc).
OneDrive – New Features
We are all aware that SharePoint and OneDrive are based on the same technology. The main difference being OneDrive is used to store your own files and SharePoint being used to store files to collaborate on with your team. However, from recent updates we expect this hard boundary to slowly blur, as files and content are getting easier to share you no longer must open a browser or send an email to share your synced OneDrive and SharePoint files. Now you can simply right-click and select share, which will give you a secure URL to send to members of your organisation or even externally if this option is configured.
Save Space and Sync
Microsoft have recently released a “Files on demand” feature meaning you no longer must lose access to your files by choosing to selectively sync them. You will be able to simply right click your file and choose if you want a local copy or not.
Meaning you can retain your most important files for offline mode but also access all your files through explorer mode when connected to the internet. This will save your hard drive a lot of storage space. This will work for your personal OneDrive and SharePoint team sites.
Share to people without a “Microsoft Account”
With a new system that uses single-use security codes. You no longer need to ensure the person you are sharing with has a Office365, Live, Outlook, etc account. Now share your data with people using any kind of email service, give them edit or read access and even set expiry dates on how long they can access that file. Rest assured knowing that they can’t do or share anything you don’t want them to.
Microsoft are aware that the current URLs that are used for sharing files from SharePoint and OneDrive are rather long and ugly. They are working on a release to shorten and make the URLs look more pleasant when you share your files.
SharePoint Server 2019
Not much is known about the release of SharePoint 2019 yet, but we expect the look and feel to align even further to Office365’s SharePoint Online as Microsoft continue to encourage cloud hybrids making the user experience transition smoothly.
Most new changes and features are released to SharePoint Online first and they then work their way into the latest version of SharePoint server.
We know the Admin centre of SharePoint is being re-worked and being given a totally new look and feel like Office365 admin centre.
The new admin centre will have graphs to show you your usage data, as well as messages that tell you which features have been added and removed from your specific tenant. This will enable you to be notified from both OneDrive and SharePoint of information related to sites about service health and activities.
Among the many anticipated features, a stand out is the “Recover Bin” feature. This will allow admins to easily administrate the deleted sites much easier than before.
SharePoint 2019 – New Features
- Communication sites – These have already been rolled out, but Microsoft continually improving these making more web parts, more layouts, and providing easier ways to communicate news and information throughout your organisation or even externally to clients/partners.
- News Pages – Offering an easy way to create news articles and display them on your intranet homepage.
- Promote Button – easily share interesting pages.
- Column formatting –making your list data colour coded based on value has not been an easy task in the past. With the release of this new feature you will not require custom coding to format your list columns.
- HUB Sites –the new hub sites will replace the need for top sites containing many subsites. You can create a new hub site and then connect ANY of your other sites to that hub site with one setting. This will then roll up all of the key information from team and commutation sites into one place. For example you may have a “HR Department” hub site which rolls up content from the “Finance” and “Resourcing” team sites. Those sites will instantly inherit the navigation, look and feel, and the content and activity feeds will roll up into your hub site.
SharePoint 2019 – New Web Parts
We expect many of the features available in SharePoint Online will become available in SharePoint 2019 including integration with those found below. A lot of these new features will require your SharePoint 2019 environment to become more integrated with online services especially Office365 and we expect hybrid to become a much bigger part of the deployment.
- Microsoft Forms – place form and surveys directly on your pages. We expect Microsoft will also integrate better Flow connectors to create automated workflows from the creation of a form.
- Planner – You will not have to go to a separate app or webpage to view your relevant planner items. This could really benefit SharePoint project sites.
- Connector web part – Soon you will be able to connect to over 100 different data sources that can be displayed in your sites for example company twitter feeds.
- Improved Yammer web part – Yammer is Microsoft corporate and social networking product. Microsoft continues to make improvements to help it fit in better with rest of their collaboration apps.
- 3D file viewer web part – Interact with 3D models right on your pages. This will be incredibly useful to our customers working in the graphic and interior design markets.
Security & Compliance
- Modern Site Management – Recently trying to manage the new team and communication SharePoint Online sites in Office365 has proven very difficult without a proper SharePoint admin page that can control the new sites. However, this is about to change with a new site management upgrade you will finally be able to search and administrate including Groups/Teams/Communication sites and perform bulk actions such as grouping existing team sites.
- Site-Level Conditional Access – giving admins the ability to control access to sites depending on which device the selected user is access SharePoint on.
- Compliance – as the deadline for being GDPR compliant approaches a lot of our customers are wondering about steps they can actively take now to be prepared. As different countries have different governing laws on compliance this has raised many issues. However, with a new feature being rolled out you will be able to determine which users reside in certain geographical locations then apply policies depending on the location they are in. It will also allow you to determine what country your data is stored in.
General Data Protection Regulation (GDPR)
For many of our customers GDPR highlights daunting issues of compliance. Organisations that fail to comply with the regulation will face massive fines: up to £17 million or four percent of global revenue, whichever is higher.
The May 2018, deadline for GDPR compliance is drawing closer but many businesses are unsure where to begin. Businesses cannot afford to waste time in GDPR preparation and we are currently helping originations taking the first steps to becoming compliant.
SharePoint 2019 will bring a whole host of tools to assist with this including a “GDPR Activity Hub”. The goal of this hub is to give customers and partners a tool to use in order to keep track of all the fundamental events, requests, tasks and activities required to be compliant with the GDPR.
This will give your organisation a greater understanding of what is involved with becoming GDPR compliant and may highlight some critical issues that will need to be resolved before the official regulation comes in.
Find out More
|Dougie Wood |
|T: 03335 779 009 |
|10 Watergate Row, Chester. CH1 2LD|
In May 2018, the UK government will introduce the new General Data Protection Regulation (GDPR). This replaced the old data protection act and has been structured to reflect the way in which data is now handled. The old Data Protection Act has been in place for several years, and over that time, the way that companies manage personal data has changed considerably – both in terms of the type and volume of data that is stored, and the uses of that data.
Although the GDPR is a piece of European legislation, it will still be observed in the UK following Brexit, and as such, it is essential for businesses to both familiarise themselves with the requirements of the legislation, and to ensure that the way they manage data is in line with the regulation.
Who the GDPR Applies to
The way the GDPR Is written covers two specific roles:
- Data Controllers
- Data Processors
A data controller sets policies with an organisation about how and why personal data will be processed, whereas a processor acts on their behalf to process the data.
Controllers and Processors are defined roles, but they are applicable in all organisations who store data – whether this is data about staff or customers.
In terms of these two roles, the responsibilities under the new GDPR legislation have changed considerably, particularly for Processors. Data processors are now required to maintain records of activity related to personal data. In practice, this becomes a responsibility at a policy level to provide tracking of usage within the organisation.
In short, if you are an organisation of any size that holds any personal information, then you need to ensure that your policies for controlling the way that data is used are compliant with GDPR guidelines.
The GDPR brings in several rights for individuals about whom data is stored. They now have explicit rights to be informed about what data about them is held, along with a right to accessing that information. An individual now has a right for data about them to be deleted, or rectified and to restrict how that information is used.
One of the requirements of the GDPR is that consent is obtained if data about an individual is going to be stored outside the European Union.
There have been historic requirements in the UK for some personally identifiable information to be hosted within a UK data centre, which has limited the ability of businesses and local government to take full advantage of the cloud. The GDPR doesn’t change this much at an EU level, although for the UK, it does mean that data can now be warehoused in the EU rather than just physically in Britain.
Consent is still required if you want to store personal data outside the EU.
This change reflects the way that data is managed by many businesses already, but has benefits where a company wants to host their database in the cloud. If the public cloud provider that you use spreads load across multiple regions, then it may be possible to breach the GDPR.
The new legislation better recognises cloud services and offers more flexibility to businesses – provided that their systems are compliant.
Azure and the GDPR
Over the past year, there have been many developments within the Microsoft Cloud portfolio that are relevant to the GDPR. Microsoft have major European data centres already in the Netherlands and in Ireland which are both EU, and as such are under the legislation. The company has also opened large UK datacentres to meet demand in this country. This provides additional flexibility for data owners to choose where their information is hosted.
In parallel with the Microsoft Owned data centres, the rise of Azure Stack implementations in 3rd party data centres provide additional flexibility about where data is warehoused.
What do I need to Do?
As a business, it’s essential that you ensure that your IT Strategy and data policies are compliant with GDPR before the law comes into effect in May 2018. For businesses using cloud services such as Azure, it is particularly pertinent, and important to perform a comprehensive audit of where and how data is stored to ensure that responsibilities are being met.
Valto are experienced cloud specialists with a team that are fully briefed on the requirements for businesses and other organisations under the GDPR. For more information or to book a compliance audit, please contact a member of our team on 03335 779 009 and we will be happy to help.