Category: Office 365 Governance

Who should be able to create new teams and how to handle it?

The answer is (as so often) here too “It depends”

Here are some examples of solutions you can choose based on your needs. (Of course, there are many other solutions “out there” but the tools are usually the same.)

Self-Service

If all users are able to establish new teams then you must get a provisioning solution in place before the roll-out, otherwise I can guarantee that you will get a chaos and lose control in very short time.

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Continue reading “Who should be able to create new teams and how to handle it?”

How “What’s New for me” can become “What’s new for Us”.

How do i stay updated?

In Office 365 there are a lot of news and updates all the time and it is hard to stay on top of all the stuff you need to be aware of in order to be able to plan for upcoming changes. I do my very best to stay updated on what’s new within the workloads/services that are most relevant to me and my customers. My primary sources are The fabulous “Microsoft Community”, Microsoft 365 Roadmap, Office 365 Message Center, Twitter and LinkedIn.

For me it is important to share news, updates, findings, opportunities, obstacles and general knowledge about Office 365 and most of its services. I share it with Customers, Colleagues and the Community. For me this is the best way to learn and it is also of a great value for me that my customers are informed and updated so that we have a common understanding and thus can have a dialogue on how to manage and implement everything new. Continue reading “How “What’s New for me” can become “What’s new for Us”.”

Benefits from- and necessary preparations for “Shifts” in Microsoft Teams

What “Shifts” you may be thinking?

With great probability you already have access to Shifts. But as with everything else, you may need to consider whether this should already be available to all users. You may need time to see the benefits of it and of course plan how you might roll out this functionality to your organization.

Shifts

The Shifts app in Microsoft Teams keeps Firstline Workers connected and in sync. It’s used for enabling time management and communication for teams. Shifts lets Firstline Workers and their managers use their mobile devices to manage schedules and keep in touch.

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A great advantage of being “In the cloud” is that news and updates are launched continuously. One consequence of this may be that if you do not keep up with roadmaps and thus know when functionality is rolled out, then there will be days when all your users suddenly have access to new and fun functionality that they gladly use (without the organization having time to establishing governance).

Stay constantly updated and don’t forget to plan and prepare!

In the article “Manage the Shift app for your organization in Microsoft Teams” you can read more about how it works and how you can deactivate and / or activate Shifts.

Office 365 Retention, Disposal and archiving. How hard can it be?

If you are using Office 365 and want to define rules for retention, disposal and archiving, it is not something that is particularly difficult to activate (It is rare that features are difficult to activate…).

The big job is in the planning required to ensure that you set it up correctly and that you know which labels to use in your organization to control it and which sources you should enable it on.

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What information should be saved and/or deleted and/or archived? When, where and for how long?

Often organizations have the desire that the services and solutions they will use shall be configured based on “Best Practice” (unaware that this actually requires that they themselves (often with some amount of assistance), with great probability, must do a comprehensive homework).

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We know what most people like about homework…

An organization must, simply, have a full overview and control of its information and have defined which requirements and guidelines apply before you can press the button (or ask someone else to press it).

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Have you done your homework? Does it feel like you have control over what you should know? Then, with good conscience, you can press the button (or let someone else do it).

When you have analyzed and planned carefully and have full control over the types of information you manage, You have two options:

  • Automate everything
  • Let the users themselves classify/tag the information they produce.

Regardless of which option you choose, you should first carry out an information classification project. (It is something that everyone should do regardless of having control over what information the organization handles. Especially if you are subject to some compliance requirements).

Read more about what options you have and how it actually works in Greg Taylor’s article “Office 365 Retention, Disposal & Archiving – Frequently Asked Questions (And We’ve Got the Answers!)

Oh no! What has happened to my files !!!

An accident happens so easily.

What if your files are deleted or overwritten? They may even become corrupt or in the worst case infected with malicious software. It starts to creep in the body and whizzes in the ears. The butterflies begin to flaunt in your stomach and the sweat rushes into your forehead. What in the world should you do now?

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Image by Gerd Altmann from Pixabay

If you work on a local disk, a common file area on a traditional file server or on another platform, your panic condition may be justified, but if you work in Office 365 you can very likely take a deep breath, wipe the sweat away and relatively easily fix the problem.

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If your files are located in OneDrive

You probably/hopefully already know that using the function “File Restore” in OneDrive, you can restore your OneDrive to the state it had in an earlier date (within 30 days back in time). This functionality has been available for quite some time now, but there are still many “regular” users who are not yet familiar with this.

If you are not already familiar with this functionality, you can read more about this in the article “Restore your OneDrive

If your files are located in SharePoint or Microsoft Teams

A very good information, which was communicated a few days ago, is that now the functionality “Files restore for SharePoint and Microsoft Teams” will soon be launched. The functionality is very similar to the one you already have in OneDrive. I recommend that you read the article “Restore a document library” and familiarize yourself with the possibilities and limitations.

Are you keen to read more about news in SharePoint and you will find a lot of candy in Mark Kasman’s article “SharePoint Roadmap Pitstop: April 2019“.

With this good news, I wish you a continued good and productive working day knowing that your files are in safe hands and that the good platform you already use continuously, and with increasing speed, only gets better and better.

 

Here’s how to share ownership of a Microsoft Form with others

Microsoft Forms is a great tool to quickly create new forms for surveys and collection of feedback.
It is logically designed and user-friendly and anyone in your organization can in a short time create a fully usable form that can then be shared both internally and externally.

 

How does it work with the ownership of a form

If you have created a useful form then it is you who owns it and no one else can make changes to it or reuse it. Maybe your colleagues benefit greatly from your form and wish to further develop it.

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Enable your colleagues to further develop / reuse what you have already created

What happens if you will soon quit your employment or get away from your work for a long time? Right, nothing! Your colleagues will have to create their own forms and it is a waste of time if you have already done most of their jobs.

Sharing is Caring and here you see what you can and should do.

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If you want to share ownership with others

In order to avoid your Form only being “left alone” without creating any benefit, you can transfer ownership of your form to a group.

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If the owner of a form has already left the organization

If the owner of a form has already left the organization, an administrator can transfer ownership to a group so that it becomes available to the members of the group.

You can read the details on how to do this in the article Transfer ownership of your form.

Has a channel been deleted from your Team? Don’t worry, this is how you easily recreate it!

Sometimes it goes a little too fast in the turns and some quick-fingered person does something he regrets. In such situations, it is nice to be able to restore the order so that everything becomes peace and joy again. With regard to Channels in Microsoft Teams, it is, thankfully, almost as easy to recreate the deleted Channels as it was to delete them.

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Do not worry. We’ll fix this!

This is how it works!

In the channel we have both files and conversations

1 Before Deletion Files
Files and Folders in the Channel
2 Before Deletion Conversations
Conversations in the Channel

 

To delete a channel, just click on the three dots and select “Delete this channel”.

3 Delete the Channel
How to delete a channel

 

Before the channel is deleted you will be met by a question where you have to confirm that you really want to delete. It also shows information about where to find the files in SharePoint (the files will not be physically deleted even though the channel is deleted).
When you now select “Delete”, the channel is deleted from the team and you will no longer see the conversations or files you had in the channel.

4 Confirm Deletion
Here you confirm the deletion or cancel. After all, it’s not that easy to delete a channel “by mistake”. (If anyone, supposedly, should claim it was made by mistake ūüôā )

 

businessman-3036181_1920OK, the “accident” has been up and the channel has been deleted. Suddenly the panic spreads, you get messages, emails and phone calls from troubled team members telling you that lots of information has disappeared from the team and they need this information NOW.

 

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What are you doing now? Well, you can lean back in your comfortable office chair and tell them they can be completely calm and that you solve it immediately. Then You…

 

 

 

 

Click on the three dots to the right of the team name and select “Manage team”.

5 Manage Team

 

Click on the tab “Channels” in the overview and then click on the header/category “Deleted”.¬†Have you seen? There is actually the deleted channel that everyone thought was gone. To the right of it is an icon and the text “Restore”. Now click on “Restore”.

6 Restore The Channel
Restore the deleted channel

You will be asked to confirm the action. Here you click on the button “Restore”.

7 Confirm Restore
Confirm restore

Faster than the speed of light (a little exaggerated perhaps but very fast in any case), you have now recreated the deleted channel and it is fully visible (and useful) in the team again.

8 Files are Back
All the files and folders are back
9 Conversations are Back
and the conversations are back

You can now inform your colleagues that everything is resolved. The immediate reaction should be very positive

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Sometimes it is not so much needed to get happy colleagues and create value for your organization. Hopefully it will make you a hero for a day sometime in the future.

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