Tag: Microsoft

Our Client Infrastructure Manager and Azure specialist reviews Microsoft’s Windows Virtual Desktop.

Windows Virtual Desktop (WVD) is Microsoft’s newest Platform as a Service offering. It supports multi-session Windows 10 virtual machines and boasts significant improvements to the user experience and capabilities of certain Office 365 apps in a virtual desktop environment.

WVD became globally available as of September 30^th, 2019 and is exclusively delivered on Azure. There’s a lot of good press around WVD, but it’s questionable how much of that is just buzz and how much is solid analysis. This article provides a more nuanced breakdown of how applicable WVD is in a business IT environment, what benefits it brings over other virtual desktop solutions, and whether Azure exclusivity is an issue?

How does Windows Virtual Desktop meet key business requirements?

Cost per user

Unlike VMWare and Citrix virtual desktop solutions, WVD does not require additional per-user licensing (such as RDS CALS or Windows Server) to run, making it very appealing to the price-conscious. This is also particularly beneficial for very large organisations as it limits ballooning costs for big user-bases.

WVD is not completely free though. Each user requires a Microsoft 365 or Windows 10 E3 license and you need to pay for the compute to run the virtual machines within Azure, but’s that’s to be expected.

What is the cost of Windows Virtual Desktop?

The precise cost will vary based on your number of users, the quality of the virtual machines and whether you’re using multi or single sessions, but you’ll be looking at around £8.25 per user per month in compute costs in an optimised environment.

Latency

WVD being restricted to Azure makes latency a hot issue since hosting the virtual machines on in-house infrastructure simply isn’t an option.

The (un)fortunate truth here though is that any latency problems are likely to come from your end, rather than from Microsoft’s. Azure is a global platform and Microsoft has enough money to pour into infrastructure that any latency issues are likely to come from your end rather than theirs.

Whilst this doesn’t solve the problem of latency, it does mean that if you already have the Internet connectivity to support cloud-based virtual desktops on a public cloud platform, Azure will not be a bottleneck.

What will my latency be with Windows Virtual Desktop?

There are a few tools to estimate your latency with Azure. This tool calculates the round-trip time with all eligible WVD regions and this tool lets you compare regions more easily.

In WVD’s documentation, Microsoft recommends a latency of below 150ms for a smooth experience, but VMWare documentation suggests below 250ms is still acceptable for running virtual desktops. Depending on your users and the work being done, you’ll likely have an acceptable experience if you can hit below either of those values.

Scalability

Since WVD runs on Azure, scalability is almost limitless – regardless of the size of the business. The only restriction you may face is how much compute you can afford.

However, since a per-user license isn’t required, the price curve of WVD is much shallower compared to Citrix or VMWare. This frees up budget which can then be funnelled into even more Azure capacity or used to create value elsewhere in your business. So, chances are, WVD will meet your scalability requirements easily.

Interoperability

WVD holds native support for Windows, MacOS, iOS, Android and HTML5 environments – the latter allowing for access through a browser window. This lets a WVD virtual machine run on any mainstream device and opens a host of remote working opportunities.

Being a Microsoft product, WVD also integrates tightly with the other Microsoft products which make up the backbone of your operations such as Office 365, Outlook or Windows Server. This shouldn’t come as a surprise, but the tidiness gives WVD a notable sense of refinement compared to the layers of integration and configuration needed for VMWare or Citrix.

A final point regarding application performance and interoperability is that Microsoft acquired FSLogix during WVD’s development which enables seamless use of stateful applications such as Outlook, Teams and OneNote in a virtual environment.

A practical example of this new functionality is that it now only takes a second or two for a user’s Outlook inbox to populate instead of the minute it would usually take on a virtualised system.

This is achieved by containerising users’ profile data (e.g. emails, notebooks or chat messages) into a separate virtual disk which attaches to the session when needed. When you consider the number of times employees check their emails, this already presents considerable time savings.

Benefits of Windows Virtual Desktop

Free extended security updates for Windows 7 virtual environments

In a move that recognises some companies need to stick with Windows 7 to support specialist software (and perhaps as an enticement to coax Windows 7 users to Windows 10 in the long run), Microsoft will provide free extended security updates through to January 2023 if those Windows 7 desktops are virtualised in WVD.

For companies who haven’t yet migrated from Windows 7, or can’t, this is a lucrative offer since it eliminates the costly security updates (£25 per machine in the first year, £50 per machine in the second and £100 per machine in the third) whilst offering a potentially improved desktop environment with the same updates for free.

Offered as a fully managed Azure service

Managing a virtualised environment has traditionally been an enormous headache for IT teams. Not to mention the upfront slog there is to even get the environment set up correctly in the first place. Microsoft has eliminated much of this pain in WVD by making it a fully managed Azure service.

This takes all the infrastructure management, optimisation and fine-tuning off your plate and tasks like load balancing, diagnostics, gateways and connection brokering are fully managed whilst still being configurable to your requirements.

Configurability also extends to other areas of the virtual environment such as the size of the virtual machines, specific resource allocation to specific user groups, whether users are assigned using a breadth or depth technique and more. These options are managed through the Azure interface rather than requiring configuration on the back-end which keeps things simple for you as well.

In-built security and compliance

Whilst users may think access to files from anywhere on any device is a flexible working dream, for IT teams it sounds a lot more like a security nightmare. Fortunately, Microsoft has provided several security options which can let you sleep easier at night.

Probably the biggest security concern is that data stored on too many devices means an instant GDPR breach if any of those devices are lost or compromised. To alleviate this concern, configurable information protection controls are easily accessible and allow IT Managers to ensure data stays on the virtual machine and never resides on the connecting device.

WVD running on Azure also means you get to have your data and systems hosted in some of the most secure data centres in the world. Security is provided at all layers from software and hardware through to physical defences – which can take another weight off your mind.

Windows Virtual Desktop is Azure exclusive – is this a problem?

Microsoft obviously hopes to increase their cloud market share by making WVD exclusive to Azure, but this decision risks deterring some businesses.

Chances are, if you’re already dedicated to a non-Microsoft cloud (Amazon, Google, IBM) for compliance reasons or because you have a strategy built around it, you won’t be willing to pick up Azure just for the sake of virtual desktops.

Since those are solid justifications, we’re not going to try to convince you to change your path. However, if you’re on the fence regarding Azure or cloud in general, here are some reasons WVD being exclusive isn’t as much of a problem as it seems.

Price

A specific objection to Azure compared to other big cloud providers is that Azure’s pricing has traditionally been prohibitive to smaller businesses without cash reserves. Azure’s pricing previously required upfront payment for the one-year or three-year reserved plans – forcing smaller businesses into the overall more expensive pay-as-you-go plan.

But Microsoft changed this in September 2019 to allow for reservations to be paid with monthly instalments rather than a single fee. For businesses without big cash reserves, this lets them set out a budget whilst also getting access to the savings a reservation provides (which can be as much as 46% for one-year reservations or 72% for three-year reservations).

Data out of your hands

The idea of your most valuable assets and corporate secrets being held in a third party’s hands is honestly frightening for a business. However, in the case of Azure, it’s mostly an unfounded fear.

Your data is likely to be safer in Azure’s data centres than your own due to how Microsoft rigorously adheres to global security standards including ISO 27001 and constantly pours an enormous amount of money into data security.

Whilst you do still need to deploy the solution in Azure correctly for true security (e.g. multi-factor authentication and proper user permissions configuration), these are the sort of things a competent Azure specialist will have in place from day one anyway.

The truth is that this problem comes down to psychology and fear of loss of control. If you’re adhering to best practices during deployment, Azure’s security is more than enough to protect your critical assets.

Azure datacentre downtime

Another common concern with running virtual desktops in the cloud is that if the platform goes down, employees won’t be able to do any work. Azure’s downtime tracker showing a list of several recent downtime events doesn’t help alleviate fears either.

However, you should bear in mind that Azure has at least three million servers. And when operating at that scale, even with 99.99% uptime, there would be 300 servers constantly in a down state. Since there aren’t 300 servers constantly in a down state, Microsoft is doing a pretty good job of service availability.

The concern of downtime is certainly genuine, but to address it you should acknowledge that Microsoft and their army of engineers are probably more capable of managing the hardware side of a data centre with less downtime and shorter downtime windows than you can.

Having the hardware managed by Azure also takes a load off your shoulders and allows you to focus efforts towards activities which are of actual benefit rather than day-to-day maintenance.

Should you get Windows Virtual Desktop for your business?

As of now, the short answer is no. You might be surprised by that answer, but things are much more nuanced if you dig deeper.

If you’re already operating a virtual desktop environment or are an expert in Azure and VDI then yes, WVD is certainly worth reviewing. However, if you plan on using WVD as your first foray into using virtual desktops, it would be best to let it undergo a few months of fixes first.

WVD is on the bleeding edge of virtual desktop solutions right now. Whilst it shows a lot of promise and represents a lot of improvements, it needs refining before it can be considered a best-in-class solution.

Microsoft’s development cycle means it shouldn’t take too long to work out the bugs. And during that time WVD will likely gain some new and improved features – so you’ll even get some additional value for waiting.

In the meantime, upskilling your existing IT team in Azure will provide you with some decent in-house expertise. Additionally, moving to Office 365 now, if you haven’t already, gives your users plenty of time to grow accustomed to the extra features and productivity tools which are included.

What is Sway?

Sway is a presentation tool included within Office 365 which fulfills the role of a “digital storytelling application”. Sway is ideal for creating business reports, presentations or updates. Allowing users to make visually compelling, content-rich presentations without needing any serious design skills.

Sway and PowerPoint are often compared with one another. But whilst they’re both presentation tools, they both fill very different niches. PowerPoint is the ideal tool for presenting content to an audience. Whereas Sway is best used for presenting content onscreen to an individual.

What are the benefits of Sway for businesses?

Optimised for mobile:

With an increasingly mobile workforce, users need applications that can be used on whatever device they’re using. Sway is optimised for mobile devices to accommodate this. It even has a range of features which allow created sways to look just as good on a phone or tablet as they do on a desktop.

In-built mobile previews, touch-screen friendly interactions and an image focus-point customiser all contribute towards making Sway a superior presentation tool. And one which is ideal for the modern, mobile age.

This makes Sway great for sending a report to a travelling executive. Or for ensuring an important company announcement is accessible by anyone at any time. Regardless of the device they’re using.

Customisable templates:

Ensuring a consistent visual approach is integral to having a solid brand style. So, Sway’s in-built ability to save a created sway as a template to use for future documents is invaluable. This is also useful for semi-automating the creation of recurring documents such as sales reports or newsletters.

Sway has a massive range of pre-set layouts. Plus the ability to tweak these or create a new one from scratch. This lets you create a plethora of unique styles. Or find the perfect one to align with your brand’s identity.

Accessible to everyone:

Something easy to overlook but valuable nonetheless is accessibility. Sway has its own accessibility mode which lets created sways be usable by everyone.

Features like adding in alternative text for images to assist with screen readers. Or restructuring pages to a simplified layout for people with dyslexia both go a long way. And an in-built accessibility checker ensures created sways aren’t difficult to use.

Sway also has a set of free guidelines available for ensuring created sways are accessible to those with dyslexia or visual impairments. You can also use the accessibility checker to analyse the document and find issues like insufficient colour contrast. Something which can cause problems for those who are colour-blind or have low vision.

Quick import:

As well as being able to write content natively, it’s also possible to import a pre-existing document into Sway. This can be a something like a Word file or a topic outline from Wikipedia.

From there, Sway breaks the document down into its main components. A headline, titles, body text, images and tables for example. And displays it in your sway.

Sway can then takes this a step further, adding in a few extra touches. These additions are only cosmetic such as text extracts. But they vastly improve the visuals of the document.

Once you import the document, it can still be edited to get it to your liking. But from experimentations, Sway tends to do an already good job of presenting imported content.

Accessible anywhere and shareable with anyone:

Sway stores created sways in the cloud. Meaning that you can view any sway you want as long as you’re connected to the Internet and have access permission. This does have the downside of meaning that whilst offline, you won’t be able to access any sways. But for the increased flexibility offered by a cloud approach, it’s a worthwhile trade-off.

Being stored online also has the advantage of simplified sharing. The types of documents you make in Sway are meant to be shared. Whether that’s with only a few as with a report or many people as with a newsletter.

Having no need to upload or download any files and fiddle with versions is great. Considering that sways are often packed with rich media or images. You also get to avoid long transfer times due to a large file size because your sways are stored centrally.

Rich content:

Sway allows users to insert content from a variety of sources to enrich their presentation. Flickr, Bing Images and Pickit all offer a variety of images under the Creative Commons licence. Letting you use them freely as backgrounds or features within the sway.

Additionally, you can embed YouTube videos, tweets and Facebook posts into sways. Allowing for easy viewing and no need to link out of the presentation for content which is on another platform.

Of course, you can also embed any images or videos you already have into the sway. Either via OneDrive or by inserting the file into your presentation.

Slick presentation:

A major issue with PowerPoint presentations is that they can seem unprofessional or lack finesse. Which in turn reflects poorly on your business. Likewise, Word documents are difficult to organise and are often visually sparse. Sway on the other hand is built with elegant design and impressive visual performance in mind.

Through using the pre-made templates and styles – or creating your own – it’s simple to create a presentation which looks good and impresses your client or manager.

How to get Sway for your business

If you’re interested in getting Sway, it’s included for free within certain Office 365 licenses. If your business is yet to adopt Office 365, discover some of the great features you’re missing out on.

Other articles in this series:

• A quick look at Yammer for Office 365
• A quick look at Delve for Office 365
• A quick look at Teams for Office 365

What is Microsoft Teams?

Microsoft Teams is a cloud-based chat and collaboration platform, designed to simplify and streamline communication between employees by offering one centralised place to connect.

Instead of relying on clunky email chains, employees can send direct messages to co-workers, set up group chats or organise video, audio and web conferences, all without leaving the platform.

But Teams is more than just a communication tool (something valuable enough on its own) as it also has the following features natively integrated:

• A central hub for quickly accessing and sharing your files
• The core of the Office Online suite for seamlessly accessing and collaborating on documents
• Its own calendar for setting up meetings and ensuring projects stay on track
• And optional integrations (called Connectors) with third-party applications ranging from Salesforce to GitHub to MailChimp.

Should I use Teams or Yammer?

With there being so many collaboration tools in Office 365, it’s easy to be overwhelmed by the range of options available. At an incredibly basic and simplified level, you should use Teams for sending messages to individuals or smaller, more tightly knit groups and should use Yammer for sending a message or announcement to large groups of people or the whole company.

Be aware that this comparison only looks at using Teams’ and Yammer’s messaging functions. When comparing each program as a whole, it’s apparent that they both fulfil very distinct roles outside of their chat features.

For maximum business impact, you should be using both Teams and Yammer because each one offers various exclusive features the other does not. However, to determine which program to use when sending a message, the above breakdown is a good rule to follow.

What are the benefits of Teams for businesses?

Centralised access to files:

The core Office file editors (Word, Excel, OneNote and PowerPoint) are all accessible through Teams and files can be opened, edited and shared in a seamless experience without ever leaving the app. Additionally, files stored in OneDrive can be viewed and shared within Teams.

With the addition of plugins, the viewing feature can be extended to support additional file formats such as Photoshop, Illustrator and other programs in the Adobe suite.

By having the ability to natively work with content, workflows can be streamlined and users can collaborate much easier on documents. By improving the efficiency of your work, you can do more with less time and then utilise Teams’ innate sharing features to make sure what you’ve made gets in front of the right people.

Live, threaded chats:

Unlike email chains or sporadic messages sent over a range of channels, Teams utilises threaded, persistent chats for communications. This means that people can easily go through the history of a conversation in order to understand the context of what’s happening or double-check what has been said. Additionally, adding in new members to a chat allows them to immediately see a history of events, communications and decisions without having to play catch-up.

Having a live chat also leads to far more spontaneous and active communication. Unlike with emails where a question can sit unanswered for days, the directness of Teams means it’s much simpler to respond to messages which in turn increases collaboration between co-workers.

Bots and automation:

A multitude of bots are available in Teams which fulfil a variety of helpful roles. T-Bot acts as an interactive help feature where you can pose questions about using Teams. StatsBot automatically compiles reports based on data from sources such as Google Analytics or Salesforce and PollyBot lets you create polls for your co-workers.

Many bots are available through the in-built ‘store’ and offer further integrations and functionality to Teams.

Highly integrated:

Teams is naturally integrated with other apps in the Office 365 suite such as Skype for Business, Outlook, OneDrive and OneNote. Enabling video and voice calls, meeting scheduling, file sharing and note-taking to be done inside the app.

The file hub aspect of teams also supports integration with cloud storage outside of Microsoft’s own OneDrive, with it being possible to link Dropbox, Box, ShareFile and Google Drive accounts. And on top of all that, Teams also features third-party connectors which provide integrations for external programs ranging from Adobe Creative Cloud to Google Analytics.

Synced with your Microsoft account:

Teams includes its own calendar (found under the meetings tab) where meetings can be scheduled, viewed and edited. What makes this particularly valuable is that the calendar is synced with Outlook’s own calendar. Meaning any meetings made in Teams will appear in Outlook and vice-versa. Teams is also synced with your OneDrive (found under the files tab), allowing you to easily share and collaborate on any document.

These simple integrations lead to a far more cohesive work experience, lead to less duplication and mean you can still use the tools you’re familiar with whilst also benefiting from the range of benefits Teams brings.

Security built-in:

Like the rest of the Office suite, Teams is highly cyber-secure. The software is built to ISO 27001, ISO 27018, SOC 2 and HIPAA standards to keep it regulatory compliant. Additionally, encryption is used for data both in transit and at rest, preventing information from being intercepted and a resulting data breach.

Versatile application:

Teams is available on both Windows and iOS desktops, plus has a mobile application for Android, Apple and Windows phones. Furthermore, Teams is accessible through any of the standard web browsers, meaning it can be used without needing to install the dedicated application.

Because Teams is available on such a range of platforms – regardless of your business’ current hardware setup, Microsoft Teams will be able to provide value for your business. Moreover, the addition of the mobile applications means remote workers or employees who are often travelling between sites gain just as much value (if not more due to being kept in-the-loop much more readily).

How to get Teams for your business

If you’re interested in getting Microsoft Teams, it’s included freely within certain Office 365 licenses. If your business is yet to adopt Office 365, see our blog post on the topic to discover some of the great features you’re missing out on.

If you already own Teams but want to get more from it, also check out #10SecondTeamsTips where genuinely useful advice and features are highlighted.

Other articles in this series:

• A quick look at Yammer for Office 365
• A quick look at Delve for Office 365
• A quick look at Sway for Office 365