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Tracy van der Schyff

Facilitating The Evolution of Human Capabilities

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#Microsoft365 Day 356: Updates to #SharePoint Home Page of Team Sites

And update was made recently to add extra web parts by default to your #SharePoint Team Site. Previously it only had News and Activity, now you’ll also see Quick Links and the Documents Web Part. Keep in mind that you can still change the zones and add and remove web parts.


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“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.

#Microsoft365 Day 357: Using the #Planner App and Web Part in #SharePoint

This already came through in April 2018, but guess who didn’t know. Me. Well let’s test it then. We now have the ability to add Plans right there from the #SharePoint Team Site home page. Once added you can also surface the Planner through a web part on your Home Page.


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“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.

#Microsoft365 Day 99 – SharePoint Online Web Parts – Group Calendar

#Microsoft365 #Office365 #SharePoint – The Group Calendar web part is not the same as adding the Events web part. It actually allows you to add the Calendar for any of the groups you belong to (this includes your Microsoft Teams of course). Remember that’s all different site collections and that’s why I think this is pretty awesome!

For previous posts in my #Microsoft365Challenge go to the index page.

DISCLAIMER:  I WRITE ARTICLES 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.

Related posts: 

Group Calendar

The Group calendar web part allows you to put an Office 365 group calendar right on your page so that it is easily visible to your readers. Use the Group calendar web part.

Take note that these web parts are not available yet for use on classic pages. On how to create pages and add web parts, see SharePoint Pages and Web Parts Introduction.

As mentioned these are really great as they allow us to pick from any of the groups we belong to. Keep in mind that every Microsoft Team you create has a Group in the background so you’ll pick up your Microsoft Team Calendars here as well.

Adding the Group Calendar:

Put your page in to edit mode and click on the “+” to add a new web part. Choose the Group Calendar Web Part:

Now choose the Group you would like to display:

Also indicate how many events per page to display:

This is the end product:

I prefer splitting the page in two (page layout) and then showing multiple Group Calendars next to each other as it doesn’t take up so much space. Remember to name the web part or you’ll get confused with which is which:

 


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found here. I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

#Microsoft365 Day 336: Manage Guest Access and Settings in #MicrosoftTeams

I love the fact that I can create #MicrosoftTeams to collaborate with people outside of my organization. This is however a setting that needs to be setup on your tenant (by an administrator), if your company allows it of course. The new Teams and Skype for Business Admin Center was launched in April 2018, let me show you where to find these settings.

Go to Office.com and click on Admin:

In the Admin Center, go to Settings > Services and Add-Ins. Then click on the link to the new Microsoft Teams Admin Center in the top right corner:

In the new Admin Center, click on Org Wide Settings > External Access. Here you can enable External Access, as well as giving users the ability to communicate with external Skype Users through Teams:

Under Org-wide Settings > Guest Access, you’ll find the settings for your Guests in Teams:

Other Teams Resources:


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“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.

#Microsoft365 Day 343: #MicrosoftTeams Provisioning Checklist

Yes, I’m that person saying not everyone should be creating #MicrosoftTeams. And I have good reasoning behind it. If you don’t understand what happens in the background when a Team is built, you shouldn’t just be building them. This blog will give you a checklist of things to follow when you build Teams on behalf of other people (and even give them insights into what should happen)


Let’s first understand what happens when you create a Team:

The Office 365 group (created from Microsoft Teams) gives me a common SharePoint site, OneNote, Power BI workspace, Plan(ner), shared Mailbox & Calendar and a Group in Stream to apply permissions with.

Read more: #Microsoft365 Day 135: Microsoft Teams and Office 365 Groups – in Layman’s Terms

Who should get a Team?

That’s right – there is no correct formula. The only thing I can do is give you some guidelines to consider. At least it’s something to start with and believe me, if you don’t start saying no somewhere, this will not end well. See below blog with some guidelines around when it’s a good idea to create a Team, and when not.

Read more: #Microsoft365 Day 144: So who gets a Microsoft Team, when?

Teams Provisioning Process:

I suggest creating a SharePoint List or Microsoft Form that users can fill in asking for a new Team. I would include the following fields:

  1. Name of Team
  2. Name of 2 Owners
  3. Names of Members
  4. Purpose of Team
  5. Duration (should it expire or be archived at some point?)
  6. Etc.

Not sure how Forms work, read more here.

Add a Flow to this Form, for every new submission it sends an email to Help desk support with the details or creates a Task on Planner. Make sure that the turnaround time from request to creating the Team is quick or the users will get frustrated.

After the Team is created, send an email back to the requester, highlighting some of the rules and an explanation of tabs that’s been added. You can create a little intro video, save it on Stream and share the link with a “Congratulations, you have a Team” email through Flow. Sorted.

Of course the above can be done manually at first, just by them sending an email to help desk with the above detail.

Teams Creation Checklist:

These are the actions I suggest when creating a new Team:

I’ve added links on most to give more information on how to do this if you’re not sure:

  1. Create the Team (use good naming conventions like prefixes in front of Team name for divisions / business units / locations) – take note of the Office 365 Groups Naming Policies available in Azure.
  2. Add the Owners
  3. Add the Members
  4. On the General Channel, add the following:
    1. Remove Wiki (if you’re not using it, rather use OneNote)
    2. Tab to the company Intranet
    3. Tab to Company external Website
    4. Tab to Teams Governance
    5. Tab to your Training Portal or the Office 365 Training Center
    6. Tab to Google
    7. Tab to any other tools and resources that could help them.
  5. Add a Channel for Administration, on this you can add the following tabs:
    1. Remove Wiki (if you’re not using it, rather use OneNote)
    2. Add the existing OneNote for the Team – rename to OneNote
    3. Add the existing Planner for the Team – rename to Planner
    4. See my blog about OneNote and Planner Integration as this could be confusing by accidentally creating extra OneNote and Planner
    5. Add a Tab to the main document library behind the Team (each channel only shows that folder.
    6. Add a Tab to the main SharePoint Site behind the Team
    7. See this blog about the SharePoint site and library to help you in step 5 and 6
  6. Setup an Alert on the Documents Library on SharePoint to notify users when something is deleted that they created or modified (they can always change or remove this later – put it in your Governance notes)
  7. Remove yourself as an owner from the Team
  8. Send email to Team welcoming them to team with notes of governance and support (use Flow)

Voila!

Other Teams Resources:


Purpose of this blog challenge:  I will write 365 blogs in 365 days around Microsoft 365. I did a similar challenge with Office 365, blogs can be found  https://tracyvanderschyff.com/microsoft-365/ . I won’t just be talking about the new Microsoft 365 subscription model. I will be sharing any news, tips and tricks around Office / Office 365 / Windows / Mobility and Security. And let’s not forget all the great new Apps & services available.  A lot of what I’ll share on Office and SharePoint will also be applicable to none “Office 365” versions.

“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.

Microsoft Teams: 10 Things you need to know about SharePoint

Nearly everyone should know by now how #MicrosoftTeams works. But – I am concerned about people using Teams like superstars, while having full control in #SharePoint and not knowing the basics. This video blog will cover the important parts I think every Teams Owner should know:

 

1. There’s a SharePoint site behind teams with folders behind each channel

2. Office 365 Groups gives the permissions, don’t mess with it

3. Version History – by default 500

4. You can Sync the SharePoint library down to Explorer

5. Setup alerts in SharePoint for deleted items

6. The Recycle bin keeps deleted items for 93 days

7. Add the SharePoint Home Page to your Teams

8. You can add other Web Parts to your pages

9. Other libraries can be built and added to the Team as Tabs

10. Microsoft Lists – Do more in SharePoint 


 

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: Website > LinkedIn > SlideShare > Twitter > Medium > YouTube > MVP Profile 

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