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When we migrated our organization from Office 365 E3 to E1, the most significant user-facing change was moving away from the familiar desktop apps (Word, Excel, Outlook) to fully web-based Office apps. This shift was necessary for cost savings and simpler IT management, but I knew it had to be executed thoughtfully to avoid disrupting our users’ workflows.
Here’s exactly what I learned and the detailed steps I took—so you can easily replicate the process:
Why Did We Make This Change?
Shifting to Office Web Apps offered us several critical advantages:
Always Updated:
No more manual installations or updating desktop software. Office Web Apps are always current, with the latest features and security patches applied automatically.Accessible Anywhere:
Users can seamlessly work from anywhere using any device connected to the internet, improving mobility and flexibility.Simplified IT Management:
Our IT team saved significant time and resources by no longer needing to troubleshoot complex software installations or compatibility issues across multiple devices.Detailed Step-by-Step Guide:
Step 1: Analyzed User Activity to Understand Impact
Before making the shift, I first identified how frequently users were interacting with their desktop Office
apps.
Here’s what I did exactly:
Opened Windows PowerShell as an admin.
Connected to Exchange Online:
powershell
CopyEdit
Install-Module ExchangeOnlineManagement
Connect-ExchangeOnline
Ran this simple command to see the last login dates for all users:
powershell
CopyEdit
Get-MailboxStatistics -ResultSize Unlimited | Select DisplayName, LastLogonTime
Exported these results into Excel for easy sorting:
powershell
CopyEdit
Get-MailboxStatistics -ResultSize Unlimited | Select DisplayName, LastLogonTime | Export-Csv
"C:\OfficeAppUsage.csv" -NoTypeInformation
Sorted users by “LastLogonTime” and identified inactive or rarely active users who were unlikely to notice
the shift significantly.
Why this mattered:
We found around 25% of our users barely used desktop apps at all, meaning this group would adapt
quickly and could even support their peers during the transition.
Step 2: Checked Browser Compatibility
Office Web Apps work best with modern browsers, so ensuring users had compatible browsers was
essential.
Steps I followed:
Sent a short survey through internal channels (like MS Forms) asking users about their primary browser and update frequency.
Reviewed results to identify users potentially running outdated browsers (older than 3 months).
Published a clear company policy stating:
“Employees should use Microsoft Edge, Google Chrome, or Mozilla Firefox browsers, updated within the last three months, for optimal performance.”Prepared IT helpdesk to support quick browser updates for users who needed assistance.
Result:
Browser issues were minimal, with fewer than 10% of users needing browser upgrades, quickly handled by the IT helpdesk.
Step 3: Conducted a Pilot Test with a Select Group
A small-scale pilot was essential to catch issues early and refine our transition strategy.
Detailed steps:
Selected 15-20 diverse users (across different departments and skill levels).
Instructed the pilot group to use only Office Web Apps for two full weeks.
Scheduled daily quick check-ins to discuss issues or feedback (like trouble editing large Excel files, offline access issues, or any usability concerns).
Documented every issue and solution clearly, creating a detailed feedback log.
Real user feedback examples:
“Editing large Excel spreadsheets online is slower.” (Solution: Recommended splitting large files into multiple tabs.)
“I need offline access to my documents.” (Solution: Trained users to use OneDrive Sync to access critical files offline.)
Why it mattered:
Addressing user feedback early prevented widespread issues later during the full rollout.
Step 4: User Communication & Comprehensive Training
Clear and consistent communication was the most important step in our successful migration.
Here’s exactly how I handled it:
Initial Communication (Email):
Explained exactly what would happen, when, and why.
Clearly outlined benefits (always updated, accessible everywhere, simpler IT).
Provided exact date of full migration.
Sample email:
Subject: Upcoming Change: Moving to Office Web Apps
Dear Team,
Starting [Insert Date], we’re shifting from desktop Office apps to Office Web Apps for increased productivity and flexibility.
Benefits include:Always updated apps, no manual installs needed.
Access from anywhere, on any device.
Streamlined support and quicker issue resolution.
Detailed training sessions will be provided to ease the transition. Stay tuned!
Training Sessions (Webinars & Demos)
Conducted multiple 30-minute live webinars with practical demonstrations covering:
Document sharing.
Real-time collaboration.
Offline access using OneDrive sync.
Recorded these sessions for future reference.
Provided Simple User Guides and FAQs:
Created quick-reference guides (PDF one-pagers) highlighting essential actions users needed to know.
Challenges I Faced & How I Solved Them:
Offline Concerns:
Explained and demonstrated OneDrive sync features thoroughly. Users quickly adopted these practices after short training sessions.Minor Browser Issues:
Our IT team proactively addressed outdated browsers, offering immediate support and resolving issues quickly.Initial User Resistance:
Clear communication, patience, and providing continuous support significantly reduced initial resistance and led to rapid user acceptance.
Final Thoughts and Lessons Learned:
By carefully analyzing user needs, thoroughly preparing through pilot testing, and providing clear communication and training, our transition to Office Web Apps was smoother than expected. Users quickly realized the benefits of improved collaboration, easier access, and less IT hassle.