What’s new in Microsoft Office 365 for education?

With Microsoft’s announcement yesterday that its Business Productivity Online Suite (BPOS) and Live@edu would eventually converge into the new Office 365 for enterprises and Office 365 for education offerings it also expanded on some of the benefits that will be available for education customers when it becomes available sometime next year.

Ray Fleming (@RayFleming), Microsoft’s education marketing manager, blogged last night about some of the changes over on the UK Schools Blog, but I’ve summarised some of the key benefits for education below.

Benefits:

  • Large 25GB mailboxes and the ability to send attachments up to 25 MB
  • Anywhere access to e-mail, important documents, contacts and calendar on nearly any device, including PC, Mac, Windows Phone, iPhone, Android and BlackBerry
  • Works with the programs students know and use most — Microsoft Outlook, Word, Excel, PowerPoint and OneNote
  • Student access to Office Web Apps for viewing, sharing and light editing of documents
  • Team sites to share, manage and search for information and resources
  • Industry-leading, always-up-to-date anti-virus and anti-spam solutions
  • Optional student access to 25 GB of free online storage on Windows Live SkyDrive
  • Latest version of Microsoft Live@edu, which has thousands of schools and millions of student users today

I’m really excited to see the suite in action – Live@edu is already used by tens of millions of users in more than 100 countries. In my opinion Office 365 for education represents are real step forward in offering cloud-based solutions for schools, colleges and universities in the UK.

Microsoft Fun, Free Friday!

0530hrs and my alarm goes off with an unwelcome screech – it’s time to get up ready for Microsoft’s Fun, Free Friday event held on it’s campus at Thames Valley Park, Reading.

The event was designed to demonstrate some of the technologies Microsoft brings to the education sector including everything from Live@edu through to XNA Game Studio. It was run as a series of quick-fire demonstrations of free technology offered by Microsoft to help schools at a variety of levels to enhance teaching and learning and ease management.

I was particularly taken with Live@edu, and Windows Live essentials (Messenger, Writer, Photo Gallery, etc).

Live@edu

Live@edu is, in my opinion, one of the crown jewels of Microsoft’s free (it really is!) offering: hosted Exchange email. Available to all schools in the UK the service, hosted at Microsoft’s data centre in Dublin, Ireland, provides users of the service:

  • A 10GB inbox.
  • 25GB Skydrive storage.
  • Office web apps
  • Instant Messenger
  • and much more!

Having worked in schools for a number of years I know that email is one of the most contentious areas when it comes to running a school network so being able to pass the lion’s share of the hassle over to somebody else, while retaining full administrator features, is nothing short of a God-send.

Students can work together collaboratively on documents and share them using Skydrive and Live Spaces and as a network manager or decision maker you can choose to enable or disable functionality as desired.

A feature-request did come out of Fun, Free Friday: the ability to restrict access to features ‘on demand’ – i.e. disabling Live Messenger for a particular lesson.  The guys at Microsoft were impressed with the suggestion, and have promised to pass it on.

When taken into consideration against FOSS software like Open Office, Microsoft Office and Live@edu really do provide the complete solution in a consistent and polished manner.  I think consistency is important, particularly in a learning environment, so to offer pupils and staff the ability to create, edit, share and collaborate on documents wherever they are using Office web apps and Live Messenger is brilliant and means that there is no need to cart documents around on memory sticks, or in email attachments.

Google, no matter how good they appear to be, cannot compete in this particular area yet – Microsoft Office and Exchange Server is just too good, and too widely deployed; and now the cost barrier is removed for academia it would be fool-hardy to go elsewhere.

Windows Live Essentials

This free suite of applications has been a round for a while, but we were treated to a look at a beta build of the next versions of Live Writer, and Photo Gallery.

I have been using Live Writer for a little while now and I immediately saw how it can help students, particular GCSE, A-Level and University, keep track of projects and share their progress through a Blog.

Live Writer makes it easy to manage blog posts, and pages and provides a really nice WYSIWYG interface that can even download your current Blog theme and allow you to live preview the post as you write it.  The software has good support for a large number of blogging services including WordPress, Blogger, TypePad and can also take custom settings.

Live Writer makes it easy to  incorporate multimedia content into your posts with some simple effects for photos, and integration with YouTube for videos.  Adding photos and videos has never been so easy!

Photo Gallery’s ability to take two photos and ‘fuse’ them into one ‘perfect photo’ (for example: two photos where one person is smiling and the other is blinking) was a real crowd-pleaser, resulting in a round of applause from the people there as their jaws all dropped in the demo!  I can see the whole suite really appealing to pupils in key stage 3 and above as they begin to tackle coursework that requires a log of their progress.

I had a thoroughly good day with Microsoft and I sincerely hope they continue to run events like this, not just for the food (Ben Nunney gave away his other half’s famous Bacon Brownies as rewards for answering questions correctly!) and free software, but because it allows people to see first-hand how Microsoft software can benefit them directly.  Sometimes events like BETT just aren’t enough to get the message across.

Tweets from the day were tagged with ‘#MSFFF’.

James

School IT folk – the Swiss Army knives of the industry…

In a post earlier this month I talked about how I thought that IT staff in schools were no longer just men (and women) in cupboards, and that the role had become much more important in recent years. I had some really fantastic feedback, one particular comment from Terry McDonald, a network manager, really caught my eye; he said:

“I find more and more that school network managers, such as myself, are a breed of highly skilled, multi-disciplined professionals that are expected to work miracles on a regular basis with little in the way of resources. Where else but in a school can you work with – Active Directory, Virtualisation, SAN’s, SQL, HTML, Programming, Wi-Fi, etc, etc, etc. In industry you’d normally specialise in just one of these areas.”

I think Terry raises a really valid point – schools have large networks and small numbers of people to manage them. The demand placed on technical staff is high and calls for so many skills that it really is not a job for the faint hearted. Aside from the base technical skills required there are also the other idiosyncrasies to consider, such as the timings of the school day, the exceptionally broad ability range of users, “that” pupil who does everything in their power to mess up your network, the list goes on…  It is this rich mix of skills and abilities that, in my opinion, make the technical staff in schools such a valuable asset – I’m not aware of anywhere in industry (and feel free to correct me if I am wrong) where there is a more diverse role.

Target Audience

I am willing to bet that most people who work in IT have seen that immortal clip from the IT Crowd where Roy answers the phone and, without missing a beat, immediately fires off the line “have you turned it off and on again?”; a question I found myself asking nearly every single day.  Of course in the same clip, Moss is the polar opposite and goes straight in at the deep end with jargon before being hung up on!  I found that being able to adjust how I spoke to different people based on their ability was crucial in being able to help them; it’s not something that came easily, either. Looking back I can’t help but feel that my first IT role was soured by my own inability to communicate properly – something I’ve really tried hard to fix ever since.

So being the jack-of-all-trades in systems administration, network management and desktop support, being a good communicator, and being able to work under pressure from people largely indifferent to your plight is what begins to make up a school network manager or IT technician – all this and often get paid less than your contemporaries in the private sector?  It’s a tall order in my opinion.

So why do so many people do it?

altWell, I loved it – it is a role where you can make a real difference to hundreds of people every day.  Yes, most days you answer the same questions so frequently that getting the answer tattooed to your forehead might be quicker than explaining, but that only accounts for half the job – each day was different; presented its own problems and challenges.  IT in education is such a rapidly expanding part of the IT industry in general and even in the relatively short time I was working I saw so many changes to the way technology was implemented that if you took a look at schools in 2005, and again in 2008 you’d see totally different attitudes to IT.

We really are the Swiss Army knives of our profession, working in an incredibly diverse, fast-paced, role that will never get boring!

What’s in a [user]name?

Sifting through various educational forum posts and blogs recently I came across an entry that discussed the conventions by which pupil usernames are created on a network – and what information they contain.

When I joined my comprehensive school in 1998 I was given the username 98MARSHALLJ. The school had always used the [year of entry]+[surname]+[first initial] convention; indeed I continued the practise when I took responsibility for creating new intake users in the schools I have worked in. Unfortunately in recent years the dangers of sharing aspects of your digital identity with strangers have become all too prevalent and IT managers and policy makers in schools are beginning to look at just how revealing something as innocuous as a username can be.

Take, for example, a simple email:


To: jbloggs@emailprovider.com<img style="background-image: none; border-bottom: 0px; border-left: 0px; padding-left: 0px; padding-right: 0px; display: inline; float: right; border-top: 0px; border-right: 0px; padding-top: 0px" class="alignright size-medium wp-image-758" title="E
From: 98marshallj@stdingleberryschool.ac.uk

Hello Joe,

I really like under water basket weaving too!

James


From this perfectly innocent email we can determine:

  • Roughly how old I am from the first the digits – typically denoting year of entry.
  • My full name.
  • The school I’m attending.

For the ‘Facebook Generation’ this is more than enough information to begin searching the Internet with. Anyone could do a simple search of a social network such as Facebook or MySpace with the few details above and narrow the choice down to a few people in a couple of minutes.

From here people with malicious intent could begin making moves on a pupil.

There is a strong case to be made, if only for this reason, that user names on an school network should be obfuscated to reduce the amount of information volunteered unintentionally. Instead of the ‘traditional’ nomenclature for creating users, IT managers could opt to use a pupil’s UPN number, or any other unique but not identifiable string.

"Sir, I’ve forgotten my username!"

Naturally, one of the more obvious reasons for adopting an easy-to-remember naming system is that pupils can be like goldfish and often have trouble remembering their own password from week to week, let alone a complicated user name. Ben Nunney, @bennuk on Twitter, from Microsoft’s Live@Edu team talked about what makes an e-mail address, and some of the considerations there are (simplicity, single sign-on, etc), over on the Live@Edu blog.

Personally I feel that it should be an enforced learning curve for the pupils – there are many things you have to learn to remember in life from your National Insurance number through to your car registration number and more, so the practise of learning something like this should not be avoided but encouraged. Not only that, but the reasons behind having an obfuscated user name could be taught to pupils as part of any lessons on digital identity.

Times are changing…

Over the last few years the link between pupils experiences of computers in schools, and their development of a digital identity on-line has become much tighter. Pupils freely communicate with others using the various resources available to them – some pupils first email account may be the one provided to them by their school.

At this early stage in their on-line life they may already have the choice over how much they share about themselves made for them by ‘the system’ over something as simple as a user name.

Some could call this scare-mongering or cynicism – others, a precautionary step in protecting pupils.

So then…. What’s in a [user]name?

If you’re interested in finding out more about digital identity the University of Reading is behind the This Is Me project aimed at helping people learn about their digital identities by producing and testing learning materials for use by individuals and groups.

School IT Staff: No Longer Just A Man In A Cupboard

IT today, in many industries, is essential.  If ‘the system’ fails it can have catastrophic consequences resulting in lost earnings, lost work and, for the poor people whose fault it is deemed to be, lost jobs.  Businesses have come to realise the importance of IT and spend significant amounts of money ensuring that they have a reliable and well-managed network staffed by qualified, experienced, people who keep the system running smoothly.

Over the past 15 years IT has grown in use and importance in schools across the country.  Gone are the days of a lone BBC Microcomputer and dot matrix printer sat in one classroom, only used by the brave and bold.  Now schools are awash with desktops, laptops, interactive whiteboards, projectors – just about anything you can think of!  Similarly, gone are the days of the paper register that would be carted back and forth across the school containing those ubiquitous / registration marks – now it is all entered electronically into a management system like SIMS. It’s safe to say that IT has wormed its way into the fabric of schools, not just in teaching and learning, but in the business functions of the school too.

Large enterprise-sized networks, on a shoe-string budget…

The major difference between a business and a school is that schools still do not, or cannot, place the same value and investment into its systems.  This disparity means that they are running large enterprise-size networks often with one or two members of school IT staff to manage them on a shoe-string budget of a few thousand pounds per year.

I have worked in two comprehensive schools as IT technician and Network Manager – in the second school my office was a converted cupboard which I had to share with 13 servers, 8 switches and enough cabling to make looking for a needle in a haystack seem easy. I had one member of staff and no real budget – each time I needed something I had to beg my case to the Deputy Head teacher in the hope that there might be some slack in the budget. The school relied so heavily on IT that if something went wrong (which due to the age of the equipment, it often did!) the place would grind to a halt until it was fixed.

Schools, like businesses, need a solid and reliable IT infrastructure staffed by an appropriate number of people who are qualified and experienced in running such large networks. It is no longer the case that companies like RM can supply simplified network management tools for the part-time hobbyist to use in running the school network – it’s grown way past that now. IT has reached business-critical status and needs to be treated that way.

My experience has also taught me that budgets are the biggest constraint in this respect – with schools squeezing every last penny out of their annual pittance; with the core focus on pens, books, staff and providing a roof over people’s heads it is easy to push the black hole that is IT to the bottom of the priority list.

I would like to see industry helping to fill the gap in this area. Let’s face it, school IT staff in a public sector school are not going to command the same salary as those in the private sector and so that’s where people end up going. This leaves schools to be run by part-timers, often parents who have pupils in the school, or who need the holiday time. Businesses should see schools are places to invest time and money in – after all, the pupils of today will be the employees of tomorrow, and surely they are worth the effort?

School IT Staff: No Longer Just A Man In A Cupboard

Many schools have come to rely on IT very heavily in recent years, both in teaching and in day-to-day running, yet due to various factors internal, and external, they cannot adequately staff or invest in the maintenance of these systems. This leads to huge, complicated and aged networks being run by hobbyists who lack the necessary skills or qualifications to provide the level of support required in such large systems.

The public sector in England and Wales needs to realise this problem and begin to effect a positive change towards this business critical apparatus and start offering positions within schools and local authorities that more closely match the salary of their private sector counterparts in order to try and attract more skilled workers into these public sector jobs. Running a comprehensive school network is no longer just a man in a cupboard.