Say Welcome to Announcements in Microsoft Teams

If you follow the Microsoft 365 roadmap i am sure that you have read about the Feature ID: 51326. Today i found it available in my tenant so of course i had to try it. In addition to start a new “Conversation” in Microsoft Teams you can now also create an “Announcement” with a nice header. An announcement is like a conversation but it stands out a little bit more. Here is how to do it! Continue reading “Say Welcome to Announcements in Microsoft Teams”

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.

hurry-2119711_1920

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.

How to reuse the perfect news post in SharePoint Online

Is your intranet based on SharePoint Online? Do you have that very special news post that has the perfect layout with the tables and elements you want on all (or some) new  news posts?

Did you know that you can use an old news post as a template when you create a new post?

CopyNewsPost

1. Open “the perfect news post” you want to reuse.

2. Click New.

3. Select “Copy of this news post”.

4. Customize your new article.

5. Publish.

How easy can something be?

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.

collector-3930337_1920
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).

sad-544730_1920
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).

war-3038098_1920
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?

man-114437_1920
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.

lifebelt-4148444_1920

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.

 

Latest news about Yammer

I often say that Yammer is the “digital coffee machine” where everyone in the organization can meet in order to discuss interesting topics without having to consider  organizational units.

I do not really know how my working day would look if I did not have access to Yammer to ask questions to my colleagues and find and spread tips and tricks and solutions. In my case, when working as a consultant, you are often alone with the customer and then it is very valuable to have access to all my competent colleagues in one and the same forum.

Here are some of the latest news in Yammer in case you missed them. I have sorted them based on what I think is most interesting/useful.

  1. Rich Text Formatting
  2. Yammer Tab in Teams
  3. Yammer Conversations Web Part (in SharePoint)
  4. Live Events in Yammer
  5. Microsoft Search in Bing Preview includes Yammer conversations

Read more about it all in the article Recent Innovation in Yammer.

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.

teamwork-2198961_1920
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.

flat-2126883_1280

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.

hand-truck-564242_1920

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.