O365 and SharePoint Update | November 2019

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WOW – one more month of 2019 and we’re done. Talk about a time fly-by! It’s like we’ve had a whole new playing field in comparison to the beginning of the year with Microsoft. It’s fantastic. Keep reading below to find out what’s new this month.

TEAMS – IT’S ALL HAPPENING

TEAMS – Private Channels

If you’re looking for a solution to either of these problems, then Private Channels in Teams is your answer:

  1. You have a group of people who need to know some info; or
  2. You want to communicate with a group of people assigned to a specific project but don’t want to create and manage an additional team.

In a Private Channel, if you are a user on the team who is the owners, members, or someone who has been added as a guest (as long as you’re already a member of the team), you can assess a private channel.

The easiest way to identify a Private Channel is by the lock icon that appears next to the Channel.

Each Private Channel has its own settings and is independent of the parent team settings. When initially created, the Private Channel does inherit the settings from the parent channel. To change this and add and remove members, add tabs and @mention for the private channel, click on the Manage channel, then Member and Setting tabs to add or remove members and edit settings.

TEAMS – Tags

We love another way to organise and communicate easier, and Teams has now introduced Tags to make this even more seamless. With Tags, Team owners can organise based on common attributes including role, project, skill and location (just to name a few). Once you have allocated team members tags, you can create a channel post with @TagName that will notify only the users who have that tag associated with them. Keep in mind that tags are team based and that you need to be a member of a team to use an associated tag.

In the example below, the message is being sent to the members with the Cashiers tag.

If you’re an admin, you have the power to manage who can create tags in a Team. For example, you may want to limit this to team owners and/or team members.

Teams – Cross Channel Posting

Need to share a message across a few teams and channels? Well, now you can and it’s so simple to do.

To cross post a channel conversation, select Format under the box where you type your message in the channel. Next, choose your message type, either New conversation or Announcement. Then, select Post to multiple channels and Select channels.

Next, choose the channels that you’re a member of that you’d like to post in by selecting from the list or searching.

Finally, select Update. The selected channels should now appear in your To field. Once your message is drafted, hit send and you’re done.

Teams – Presenter and Attendee Roles

If you’re a meeting organiser, you now have the power to hand out permissions. There are two main permission types which you can allocate: Presenter and Attendees. A presenter has full meeting permissions, whereas attendees will not have the ability to:

  • Share content;
  • Take control;
  • Mute;
  • Remove other participants;
  • Admit people waiting in the lobby; or
  • Start or stop the meeting recording.

An organiser can allocate permissions before or during the meeting through the meeting options panel.  In Teams, go to Calendar and select a meeting. Then select Meeting options. Alternatively, in a meeting invitation, go straight to Meeting options and select your permissions.

Allocation choices include expanding presenter permission to everyone (which is the current default and, as the name suggest, where everyone joins as a presenter and has full permissions); people in my organization (where federated and anonymous users join as attendees); specific people (allows the organiser to set specific people from their organisation to be presenters); and only me (where everybody apart from the organiser joins as an attendee)

Yammer – Single Profile

Things are getting simplified in the profile and identity space with Yammer better aligning with the Office suite. Not only will this make it easier for you to keep your profile up-to-date but it’s also a plus for newly enhanced security.

From January 2020, Yammer profiles will be merged in the Office profile, with Yammer profiles being written over by their Azure Active Directory (AAD) to create a single source of truth. If you need to update photos, phone numbers, or other AAD data, this is now a job for IT administrators as the Settings menu will be no more once this merge happens.

Find out more: 

New Feature: Outlook mobile lets you know what’s Up Next

You may have noticed your calendar information feeding directly through to the top of your inbox making it easier to see what’s up next, open, dismiss and join meetings (for Team online meetings). If you use Outlook for iOS you should have noticed this new feature being rolled out over the last month.

RSVP instantly in Outlook on the web

It’s now easier to RSVP to calendar meetings than ever with an RSP button in the message list of your Outlook invitations. This new feature enables you to respond without needing to open the meeting invitation.

SharePoint Home Sites

Have you heard about SharePoint Home Sites? These sites are the top landing page for your organisation’s intranet. You can also designate any communication site to be the home site with a simple PowerShell cmdlet.

Why make a communication site your Home Site? Simple. By making a communication site the home site, it will be more discoverable from both the SharePoint start page and the SharePoint mobile app. It will also serve as a source of the latest and current news as well as automatically set up for your organisation search.

FORMS – FINALLY Now allows you to upload attachments

Yes, you heard right. You can now upload attachments to Microsoft Forms! And, to make things even better (if that’s possible), it’s easy to do.

After creating a question, simply select the File Upload from the drop-down arrow. You can upload up to 10 file uploads per question and files up to 1GB in size.

Files will need to be uploaded into your OneDrive if in a personal form (you’ll be prompted to do this if this is the case), and Forms will create a new folder to do this.

The file in the Form itself is easy to access and download as well. You just click it.

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O365 and SharePoint Update | October 2019

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