Search

Tracy van der Schyff

Facilitating The Evolution of Human Capabilities

Search results

"modern"

Microsoft Modern Workplace & Wellbeing Resources

My main focus is on the Modern Workplace using #Microsoft365 and sometimes I find myself looking for a resource again that I’ve “lost”, or finding new valuable resources I didn’t know existed at all. In the recent year and half, #Microsoft has also published some incredible research on wellbeing, hybrid workplace, their growth mindset and the future of work. To save you time I’ve compiled all my resources in one place (which is definitely going to help me). If you have any you think should be added to the list, feel free to comment.

Thought leadership:  Culture / Future of work / Resilience / Wellbeing

Staying up to date

Adoption

 Product Training

Modern | Hybrid Workplace Training

Measurement & Insights


Disclaimer: I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines. And yes, I change my mind all the time as well, because “The only thing that is constant, is change”.
My life mission is to “Facilitate the evolution of human capabilities”: Reach out on: LinkedIn > SlideShare > Twitter > Medium > YouTube > MVP Profile 

13 Reasons Why you should use Office 365 for your ISO | QMS System

In 2007 my paths crossed with #ISO Compliance and #SharePoint. It soon became apparent to me as the Management Representative for that company, that I would never use another tool again for ISO Systems. In this quick blog, I’ll share 13 reasons why it just works for me. #Office365 #Microsoft365

Platform: This article refers to SharePoint Online as part of Microsoft | Office 365

Reason 1 – Version History

In #SharePoint (and yes, also the site collection behind your #MicrosoftTeams & #OneDrive) 500 electronic versions are kept of the changes you make to your documents. This means that if you upload the new version of the Leave Policy, it will replace the previous one and create another electronic version in the background. This allows us to have a single version of the truth available. These previous versions can be viewed and even restored if need be. In some instances you can up the version count to 50,000. I would only do this as exceptions, not the rule. 

Take Note:  Keep your document names clean – not Leave Policy Jan 2022 vers 2.0 – or it will not replace the old document, but create a second document with the old (incorrect) one still available to users.

Resource: View the version history of an item or file in a list or library

Reason 2 – Modified and Created Metadata

Apart from the version history, changes on documents, items and pages are tracked by displaying the Modified (date), Modified By (person), Created (date) and Created By (person) in the columns next to the items. This really supports the drive towards transparency and ownership in systems.

Resource: Introduction to managed metadata – SharePoint in Microsoft 365 | Microsoft Docs

Reason 3 – Audit Logs in the Admin Center

When switched on, the audit logs can be searched for views on pages and documents which will show names of users as well.

Resources: Search the audit log in the Microsoft 365 compliance center – Microsoft 365 Compliance | Microsoft Docs

Configure audit data for a site collection (microsoft.com)

Reason 4 – Recycle Bin

#SharePoint (and #OneDrive) keeps items in the Recycle Bin after deletion for 93 days (unless you’ve exceeded the number of items it can store). 

Resource: Restore deleted items from the site collection recycle bin (microsoft.com)

Reason 5 – Alerts

This must be one of my favourite SWAT features (SharePoint Weapons And Tactics). You can setup (email) alerts on a library / folder, document level to notify you of deletion & modifications. These can be setup as immediate or daily / weekly summaries.

Resource: #Microsoft365 Day 190: SWAT: SharePoint Weapons and Tactics

Reason 6 – Site Usage Analytics | Page Views

SharePoint Online provides reporting on Unique Viewers, Site Visits, Average Time Spent Per User, Popular Pages and Documents, Site Traffic and Popular Platforms (desktop, mobile web, mobile app, tablet etc) and whether (if allowed) it’s been shared with external parties. On each page it also displays number of views at the bottom.

Resource: View usage data for your SharePoint site (microsoft.com)

Reason 7 – Metadata for classification

Instead of using folders, for controlled document environments I use metadata. This allows me to classify (tag) documents with properties predefined: Document Type, Department, Process, Document Number etc. With metadata you can view your documents in different ways (not restricted by folders), for example Grouped by Document Type, Grouped by Department or filtered by a specific field. Views can be created to be used on different pages / links. The All Documents view that shows all documents with all metadata columns also replaces your manual document register spreadsheet. You can download at any time if a copy is needed. Keep in mind that all libraries can be synced to your pc if you need access when offline – be mindful though, as these libraries would not have folders, and the metadata will not show in your Explorer or Finder View.

Resources: #Microsoft365 Day 293: Let’s Build a #SharePoint Intranet Together (Part 3)

#Microsoft365 Day 296: Let’s Build a #SharePoint Intranet Together (Part 6)

Reason 8 – Site Navigation | Quick Links

The Site Navigation can be built to accommodate employees to navigate and find content which are process related. Of course Search works brilliantly, but in some instances or departments you want to make it easier to find everything in one place. Quick Links are also great to add “shortcuts” on pages to other pages and content. 

Resources: Customize the navigation on your SharePoint site (microsoft.com)

Quick Tips with Quick Links in #Office365 #SharePoint Online

Use the Quick Links web part (microsoft.com)

Reason 9 – News Pages

News pages can be created and promoted via email if necessary to make employees aware of changes to processes or documents. These pages are dynamic and can include videos, file viewers to relevant documents, text, images and links to other resources.

Resources: Create employee awareness around new policies and updates with Microsoft 365

Create and share news on your SharePoint sites (microsoft.com)

Reason 10 – Permissions

Every page, library, list and even document or item can be protected / controlled through permissions. SharePoint has standard permission levels (read, edit, contribute etc.) which can be further customized to even have a permission which is Contribute + Cannot Delete.

Resources: Customize SharePoint site permissions – SharePoint in Microsoft 365 | Microsoft Docs

Microsoft Teams | SharePoint Permissions: 7 Things to consider

#Microsoft365 Day 212: SharePoint Permissions (Part 7)

#Microsoft365 Day 142: Setup custom permission levels in SharePoint

Reason 11 – Microsoft Forms

Microsoft Forms can be used for surveys and quizzes and added directly on SharePoint pages or distributed via email. 

Resources: #Microsoft365 Day 241: Create a Quiz with Microsoft Forms

#Microsoft365 Day 137: Create a Microsoft Form in 5 Minutes

#Microsoft365 Day 107 – SharePoint Online Web Parts – Microsoft Forms

Reason 12 – Microsoft Lists

These lists are a great way to convert current excel spreadsheets / registers to electronic “databases” on which you can setup alerts and even add workflows. Think of your Audit Findings & Corrective / Preventive Actions list.

Resources: Microsoft Lists | Microsoft 365

Creating a #MicrosoftList from a template, adding columns and switching on versioning

Manage your Projects with Microsoft Teams and Microsoft Lists

Reason 13 – Integration with other Office 365 Apps

Using SharePoint allows us to add content from other apps in the Ecosystem on pages. Videos from #Stream, Surveys & Quizzes from #MSForms, Information Packs from #Sway, Registers and Lists from #MicrosoftLists, plus added optimization abilities through the use of the #PowerPlatform using #PowerBI, #PowerAutomate & #PowerApps. And last but not least, if your #QMS forms part of your Company #Intranet, you can plug it into #MicrosoftTeams using #VivaConnections.

THIS is the ULTIMATE mutualistic symbiosis!!!

Resource: Viva Connections Employee Communication Solution | Microsoft Viva

Well that’s it for now (of course I can think of another 100 reasons why #SharePoint and #Office365 totally rocks). I hope you’ll fall in love with SharePoint like I did. Stay awesome 🙂

Do you use #SharePoint | #Office365 for your QMS / Compliance Systems? Do you have other features you can’t live without? Don’t hesitate to comment on this blog and let us know!


Disclaimer: I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines. And yes, I change my mind all the time as well, because “The only thing that is constant, is change”. My life mission is to “Facilitate the evolution of human capabilities”: Reach out on: LinkedIn > SlideShare > Twitter > YouTube > MVP Profile 

I deliver rapid prototyping, consulting & training for companies on Microsoft | Office 365. Contact Me if you think we should work together. (I will not respond on “help me fix this, sales pitches, pro bono or job enquiries”)

Page section background shading in #Office365 Modern #SharePoint

It’s time to catch-up with all the announcements at #MSIgnite. And the only way I learn, is by researching, trying and sharing. So let’s go! Today’s blog will cover the “Page section background shading” available on Modern #SharePoint Online sites soon. Inspired to a new “1 Blog A Day for a Month Challenge” by Ali Spittel (@ASpittel), thanks Ali! Seeing as it’s November, I’ve also decided to dedicate the blogs to a noble cause:  The Movember Foundation. #Movember2018 #Movember

 

Let’s first create some awareness. I have way to many awesome men in my life that I want to be around when I grow old.


More about Movember:

STOP MEN DYING TOO YOUNG

Sign up to raise funds and awareness for all the dads, brothers, sons and friends in your life. Together we can make a difference for men’s health – in prostate cancer, testicular cancer, mental health and suicide prevention. Click here to learn more or register (ZA link, should reroute to your region).


 

Page section background shading

I am so excited about this. Even though I absolutely love #SharePoint Online, I’ve been wanting some shading in web parts from the start. and YES, clients are asking for it too!!

Announced at #Microsoft Ignite, here’s a blog from Mark Kashman, with some more information:

Page section background shading – Create additional visual design and clarity as a user scrolls through your content. Now you can add different colors to the background of your page sections or leave them white as they are by default. Mark Kashman. Read more…

Example 1:

Example 2:

And yes, this is not supposed to be pretty, I messed around in #PowerPoint a bit to illustrate different colors. I’m not quite sure what will be possible, but I’m super psyched!


Frequently asked questions (FAQs)

Q: When is this all being released in Office 365?

A: The above blog marks the disclosure of numerous feature and capability announcements. Our goal is to release all the items to Targeted Release customers in Office 365 by the end of the first half of calendar year 2019. You can expect future blogs and admin message center posts to raise attention to specific change management dates per each item to designate initial availability roll out in Office 365, with refined information about timing and duration of roll out.


I found this banner image on Unsplash, all credit to the photographer:

Alan Hardman


I’ll be speaking at The European SharePoint, Office 365 & Azure Conference in Copenhagen, 26 – 29th of November. #ESPC18 @EuropeanSP Also honored to be a community reporter at the event. Hoping to see you there!


“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365

Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.


New Initiative:

Every couple of months I’m going to travel to a new country, rent a motorcycle, and travel to as many communities as possible, for 15.2 days. Purpose would be to create awareness around Digital Literacy and give users an overview of Office 365 Apps and Services and how it can transform their lives. I’ll do video and written blogs to capture and share my journey and experiences.

Feedback would be crucial, and I’ll be using Microsoft Forms & Flow to gather valuable feedback for myself and Microsoft. I will be inviting other community members to join me on my journey when I’m in their respective areas.

Of course it wouldn’t be possible without sponsorship to help support this cause. Reach out if you’re interested on getting involved in any way, here’s a link to a Microsoft Form that can be completed:  https://bit.ly/2LaQBRQ

Amplify your Digital Creativity with Modern SharePoint Sites at #SPC19

Just to get you excited for the SharePoint Conference, May 21 – 23, 2019 MGM Grand, Las Vegas, here’s an overview of my session:

Amplify your Digital Creativity with Modern SharePoint Sites:

We’ve always wanted to transform SharePoint sites into beautiful creative hubs, and now with the modern sites this is easier than ever before. In my session I’ll show you how you can create stunning, responsive sites with SharePoint Communication and Teams Site templates. It will include an overview and use case for the modern web parts as well as creative inspiration for images and banners.

You’ll leave this session informed, empowered and excited to get started.

 

It’s the largest SharePoint Conference in the Industry! Hope I’ll see you there!

 


SharePoint Conference 2019 in Vegas:  May 21 to 23

Honored to be speaking at SharePoint Conference in Vegas, May 21-23, 2019. Follow  &  on Twitter for more updates, and click here to register: REMEMBER to use my discount code (SCHYFF) for $50 off! See you there!


New Initiative:

Every couple of months I’m going to travel to a new country, rent a motorcycle, and travel to as many communities as possible, for 15.2 days. Purpose would be to create awareness around Digital Literacy and give users an overview of Office 365 Apps and Services and how it can transform their lives. I’ll do video and written blogs to capture and share my journey and experiences.

Feedback would be crucial, and I’ll be using Microsoft Forms & Flow to gather valuable feedback for myself and Microsoft. I will be inviting other community members to join me on my journey when I’m in their respective areas.

Of course it wouldn’t be possible without sponsorship to help support this cause. Reach out if you’re interested on getting involved in any way, here’s a link to a Microsoft Form that can be completed:  https://bit.ly/2LaQBRQ

 


REgarding 365:

“You can also find me contributing to REgarding 365. I’m a member of a group of enthusiasts, sharing their stories, thoughts and opinions about Microsoft 365. Catch us at https://regarding365.com | @regarding365 on Twitter and regarding365 on YouTube https://www.youtube.com/regarding365


Disclaimer:  I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines.

How to configure the new Useful Links Web Part in SharePoint Online

In this video I’ll show how to use the brand new “Useful Links” web part in #SharePoint online. It has groupings and uses Fluent UI Icons which are super easy to grab and use. #Office365 #Microsoft365.

Important Note:  It seems this web part is not standard #SharePoint, but I got it through deploying one of the templates from the #SharePoint LookBook. Still awesome though, and absolutely worth it. Click here for more information on Modern SharePoint Starter Kit – End-to-end showcase solution to get started with modern experiences.


Disclaimer: I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines. And yes, I change my mind all the time as well, because “The only thing that is constant, is change”.
My life mission is to “Facilitate the evolution of human capabilities”: Reach out on: Website > LinkedIn > SlideShare > Twitter > Medium > YouTube > MVP Profile > Contact Me

Microsoft 365 Configure your SharePoint list form with JSON

In this video I’ll help you get started with JSON formatting on your #SharePoint Online lists in #Microsoft365. We’ll be modifying the header, body and the footer of your form. This applies to #MicrosoftLists you’ve created as well as normal #SharePoint Online custom lists. The formatting applies when added as a #SharePoint or #MicrosoftLists Tab in #MicrosoftTeams. Enjoy, have fun!

Resources:


 

 


Disclaimer: I create content about Office / Microsoft 365. Content is accurate at time of publication, however updates and new additions happen daily which could change the accuracy or relevance. Please keep this in mind when using my blogs as guidelines. And yes, I change my mind all the time as well, because “The only thing that is constant, is change”.
My life mission is to “Facilitate the evolution of human capabilities”: Reach out on: LinkedIn > SlideShare > Twitter > Medium > YouTube > MVP Profile 

Up ↑