Enriching the Mobile and Intelligent SharePoint Intranet with Team News, Apps for Mobile and more

The intranet is the publishing center of all things happening throughout your company. It is where people keep up with news and discover what’s happening around them at work. It’s time, now, to further empower employees—more precisely, give them a way to broadcast their work.

Today at Ignite, Microsoft is pleased to announce the newest waves of innovations to your mobile and intelligent intranet, powered by SharePoint, including:

  • Team news for SharePoint Online modern team sites (announced today).
  • SharePoint mobile apps for Android and Windows 10 Mobile (in preview today).
  • News roll-up tab within the SharePoint mobile app for iOS (announced today).
  • Create a modern team site and an associated Office 365 group from the SharePoint home (announced today).
  • New people experiences within SharePoint Online team sites, document libraries and lists, and OneDrive for Business (rolling out now).

Below is a summary—along with links to additional resources—of these innovations.

Keep the team informed and up-to-date with team news

Team news is how you keep up with and broadcast key events and accomplishments with other members of the team and extended stakeholders. You can use team news for things like trip reports, best practices, project updates, highlights of new documents and content, welcoming a new team member, sharing team goals and celebrating milestones.

To add a news item, from within the News web part on the team site home page, click + Add to create a news article. Next, add content to the news post using the toolbox—a gallery of web parts—to add text, video, documents, quick links and more. When you’re finished, click Publish and the news article will be featured prominently on the team site home page within the News web part. And when you click See All, you’ll land on a dedicated News page that serves as the team’s news archive.

Below shows how a team site with all the news—front and center—is displayed in the SharePoint mobile app:

Enriching the mobile and intelligent intranet 1 Enriching the mobile and intelligent intranet 3
Team news in the SharePoint app. News articles render beautifully in the SharePoint app.

Team news is a great way to broadcast of all the important content from your team. In the future, you will receive mobile and email notifications to help keep you up to date.

SharePoint mobile app previews come to Android and Windows 10 Mobile

In June 2016, Microsoft released the first version of the SharePoint mobile app for iOS—your intranet in your pocket. Today, we are filling more pockets by introducing the SharePoint mobile app for both Android and Windows 10 Mobile previews.

The SharePoint mobile app helps keep your work moving forward by providing quick access to your team sites, organizational portals and the people you work with throughout Office 365 by letting you search for content and people across your organization. We leverage the Microsoft Graph to power several of the in-app experiences, providing you relevant information to get to the content and people you work with most frequently.

Enriching the mobile and intelligent intranet 4 Enriching the mobile and intelligent intranet 5
Android: Main Sites tab showing Frequent and Followed sites. Android: Team site showing site activity, files, lists and the full site navigation.
Enriching the mobile and intelligent intranet 6 Enriching the mobile and intelligent intranet 7
Windows 10 Mobile: Main Sites tab showing Frequent and Followed sites. Windows 10 Mobile: team site showing site activity, files, lists and the full site navigation.

You can use the SharePoint mobile app to:

  • Navigate from Sites to team sites you follow or frequently visit.
  • Navigate from Links to important sites configured by your organization.
  • Catch up on what’s happened with the Activity view, which shows recent file activity in your team site.
  • Open your document libraries with the OneDrive app and then edit your files using Office mobile apps like Word, Excel, PowerPoint and OneNote.
  • Learn more about people you work with and discover what they are working on.
  • Perform an enterprise-wide search to find sites, files and people throughout your organization.
  • Android first: you’ll be able to launch a PowerApp from a team site directly in the SharePoint mobile app.

Learn more about SharePoint mobile app for Android and the SharePoint mobile app for Windows 10 Mobile.

Catch up with all your team’s news in the SharePoint app on iOS

If you use the SharePoint app on iOS, you get the first look at the mobile experience of team news. When you tap the News tab, you will see a list of aggregated news using the intelligence of the Microsoft Graph from the sites you work in, the sites you follow and the sites your colleagues work in. SharePoint mobile on iOS gives you one place to catch up on the news from across your intranet. That’s your news in your pocket!

Enriching the mobile and intelligent intranet 8

News on SharePoint mobile will come to other platforms as a future update.

Create a modern team site and an associated Office 365 group from the SharePoint home

Microsoft is pleased to announce that soon you’ll be able to create a site and a group for your team—right from SharePoint home in Office 365. The Create site wizard will create an Office 365 group as well as a modern SharePoint team site. You will even be able add members and classify the site along the way. And if you’ve ever waited for a SharePoint site to be provisioned in the past, you’ll discover this process will create the site in mere seconds.

Enriching the mobile and intelligent intranet 9

Coming soon: Create a team site right from SharePoint home.

The result is the same as when you create an Office 365 group from Outlook: every group in Office 365 Groups gets the full power of a SharePoint Online team site.

Know who’s who, and who’s working on what, with new people cards

Teamwork is all about the people and what they’re working on. Now, when you see a person in a SharePoint team site, document library, list, or in OneDrive for Business, the value of discovering more about that person lies at your fingertips where you are already working.

Enriching the mobile and intelligent intranet 10

People cards appear in SharePoint document libraries when you hover over a person’s name.

When you hover over a person’s name or photo, you’ll now see a richer people card. Previously, the card contained basic contact information and one-click methods to connect with the person. Now, you instantly see who the person works for and what documents they recently worked on. Powered by the Microsoft Graph, these intelligent people cards provide a personalized and actionable experience as you work with your files across Office 365.

Read more about upcoming updates to people experiences throughout Office 365.

Stay tuned for more innovations

The innovations will keep coming. For example, with news, you’ll see enhancements to the news reading experience on both mobile and web, and you will be able to interact with news as well as sign up for notifications. We’ll expand on team news, using the Microsoft Graph to provide a stream of personalized news from across all your sites, complementing it with traditional corporate news articles. In future iterations, we envision corporate, divisional and influential blog posts to be surfaced along with a blend of top-down, curated content all powered by Microsoft Graph-driven relevance.

Here is a summary of what we’re doing to power your mobile, intelligent intranet:

Release date Feature
First Release in October 2016. Team news in SharePoint Online team sites.
In preview today. SharePoint mobile apps for Android and Windows 10 Mobile.
Update pushed to App Store in October 2016. News tab within SharePoint mobile app for iOS.
First Release in October 2016. Create site from SharePoint home integrated with Office 365 Groups.
Rolling out now. New people experiences in SharePoint Online document libraries and OneDrive for Business.

Every day, the Atidan team is helping our clients to get the most out of SharePoint and Office 365. Please contact us at sharepoint@atidan.com for additional information!

 

Reference: https://blogs.office.com/2016/09/26/enriching-the-mobile-and-intelligent-intranet-with-team-news-apps-for-android-and-windows-and-more/

 

 

New Capabilities in SharePoint Online Team Sites Including Integration With Office 365 Groups

Microsoft has announced the rollout of several new enhancements to SharePoint Online team sites in Office 365, including deeper integration with Office 365 Groups. These enhancements will begin rolling out to Office 365 First Release customers starting next week.

The home page of a SharePoint Online modern team site gives you immediate visibility into site activity and important documents, with quick access to Office 365 Groups, its members and associated Office 365 apps.

Team site publishing pages and new web parts

Modern team site pages are fast, easy to author and support rich multimedia content. And pages look great on any device, in a browser or from within the SharePoint app. Using pages is a great way to communicate and share your ideas—such as status and trip reports, how-to write-ups, know-before-you-go guides and frequently asked questions.

Team site publishing pages are easily created in your browser when you click New within a SharePoint Online team site.

SharePoint pages are built with web parts, which you can customize according to your needs. You can add documents, videos, images, site activities, Yammer feeds and more. Just click the + sign and pick a web part from the toolbox to add content to your page. The new “highlighted content” web part lets you set criteria so that specific content will automatically and dynamically populate in that area of the page. And using the SharePoint Framework, developers can build custom web parts that will show up right in the toolbox.

New capabilities in SharePoint Online team sites including integration with Office 365 Groups 3

The toolbox allows you to add web parts to your SharePoint page.

To get started using SharePoint Online team sites in Office 365 follow these easy steps:

How to get started

  1. From the upper-right of any team site home page, click the gear icon to open the Settings menu and then clickAdd a page. Alternatively, on the modern team site home page, click New and then click Page. The new page appears.
  2. Click Name your page and then type a title for the page.
  3. Click the + sign to add content using the toolbox. Your work is saved automatically.
  4. Click Save and close when you are finished.
  5. To edit a saved page, click Edit.
  6. After the page looks perfect, click Publish.

To share the page via email, just click Share at the top of the page.

Learn more how to add a page to a site.

Office 365 Groups + team sites integration

When you create a group, Office 365 gives the group a shared inbox, calendar, OneNote notebook, a Planner for task management—and now, a full-powered SharePoint team site. Each group gets a modern home page—with the ability to create additional pages—document libraries, lists and business apps.

The integration of groups and SharePoint team sites means that any time a new team site is created, a new group membership will be created as well. You can easily see the members of the site, if the site is listed as public or private within your organization and how it has been classified. In addition, all existing Office 365 groups will be updated with their own team site. And once the rollout is complete for your tenant, all newly created groups will get a team site by default.

We’re also rolling out a number of new capabilities that members of the group will have access to within the team site.

Let’s dive in to the details of what’s new.

Home page—We redesigned the team site home page to focus on the team’s most relevant content, while maintaining easy navigation to the team’s lists, libraries, pages, subsites and apps. The home page also provides quick access to the group’s Outlook conversations. And when you click on the name of the team site (“Loyalty Program” in the below screenshot), you will see the group card with navigation links to more of the group’s calendar, files and more.

New capabilities in SharePoint Online team sites including integration with Office 365 Groups 4

The new SharePoint Online team site home page for an Office 365 group showcases important content and site activity.

Quick links—Make it easy for your team to find what matters. Simply click Add, choose the file or insert the URL—now the content appears at the top of the home page. Content within Quick links can be files, pages and apps from inside your team site or from anywhere on the web.

Activity—Stay in the know with visibility into what is happening, and who’s doing what, throughout your team site. The Activity section surfaces recent actions on files, lists, pages and more.

The Office 365 Groups team site includes all of the updates we made to SharePoint in recent months including:

Modern lists and support for Microsoft Flow and PowerApps—Collaborate on structured data, connect with other data sources, automate business processes and create mobile business applications based on SharePoint lists.

Modern document libraries—Create, co-author, share and organize files, and access those files across devices with a rich, browser-based experience, or with the SharePoint and OneDrive apps. Note: Microsoft PowerApps and Flow will both soon come to the modern document library experience.

Updated Site Contents page—Create, manage and evaluate the reach and impact of content in your team site.

Learn more about modern team sites and Office 365 Groups for users and admins.

New site collection limit

As more and more teams embrace the breadth of capabilities offered in SharePoint Online across team sites, Office 365 Video and portal sites, their content storage requirements are growing. To address this, we will increase the SharePoint Online site collection storage limit in the coming weeks from 1 TB to 25 TB. This increased limit will be immediately reflected in the official SharePoint Online boundaries and limits article. Note: this is an increase to the capacity potential of individual site collections.

Manageability and extensibility

Managing modern team sites aligns to a great degree with Office 365 Groups administration by following usage guidelines, naming conventions and classification. There are some site administration tasks that team sites rely on that are controlled within the SharePoint Online admin center—like storage quota or the ability to adhere to a custom site provisioning experience if desired.

And when you want to customize the home page, we are committed to enabling page configuration (choosing web parts, adding text) and extensibility (writing custom code) in our modern experiences going forward—inclusive of continuity for customers taking advantage of extensibility in classic experiences for the foreseeable future. We plan to add support for customizing the home page using modern development techniques. Existing customized home pages will remain in classic mode.

For more information please contact Atidan at office365@atidan.com.

Reference: https://blogs.office.com/2016/08/31/new-capabilities-in-sharepoint-online-team-sites-including-integration-with-office-365-groups/

 

New SharePoint Online Interface Enhancements

Improve end user collaboration and sharing with latest SharePoint Online Document library updates. These new enhancements are rolling out now and are similar to what has appeared in OneDrive for Business in December 2015. Six cool enhancements are described below!

  1. Add Links You can Add Links pointing to other documents in the document library. These links can be from user’s OneDrive or another SharePoint Online site.

SharePoint Online Atidan 1

Create a Link and otice the .url extension when the link is added.

The links are security trimmed are treated as any other file or folder in your document library – all with properties and workflow options. Perfect for adding a link to a Shared folder user’s OneDrive.

  1. Upload Folders With the new library experience, users will now have option to Upload Folders.

Simply select the folder to upload on your local and then Drag and drop onto a library.

SharePoint Online Atidan 2

Hints:

  • If you don’t see the option to drag and drop files, update your copy of Office.
  • If you’re using Windows 10 Edge browser, drag and drop might not work. Use Upload instead.

 

  1. Pin Folders or Documents Now you can Pin folders and documents on the top of the view in a document library. To highlight the file or folder menu when in thumbnail view simply Pin them from the edit menu.

Manage your Pinned documents and folders through the Edit Pin in the banner.
SharePoint Online Atidan 3

  1. Move or Copy Documents\Folders\Links Now a fantastic way to move document libraries into SharePoint in mass quantities

SharePoint Online Atidan 5Move Items – Select one or more documents and then click on three dots

Copy Items– Select one or more documents and then click on three dots

SharePoint Online Atidan 6

  1. Thumbnail or Grid View At the top right of the document library page, you can change the document library views using All Documents drop down menu. You can either choose list view or thumbnail view or Grid View to change the entire view of the library.SharePoint Online Atidan 7

You can also edit the views and select columns right from the page itself.

  • The highlight area is specific to a single folder or library view. When using custom views, you need to pin the item in each view where you want it to appear.
  • You can highlight a maximum of 3 items per library, folder, or view.
  1. Properties Quick View You can edit  properties of a document and share from the menu on the right.SharePoint Online Atidan 8SharePoint Online Atidan 6

Eight Ways to Successfully Lead Your Mobile Workforce

For many of us, the rise of the remote workforce comes as no surprise. For years now, office workers have been abandoning their desks in favor of settings that are farther afield and allow them to work in a more comfortable, and often more productive, environment. And it’s a trend that only promises to keep growing. In fact, according to the International Data Corporation (IDC), the U.S. mobile worker population is on track to grow from 96.2 million in 2015 to 105.4 million mobile workers in 2020. And by the end of the forecast period, IDC projects that mobile workers will account for nearly three quarters (72.3 percent) of the total U.S. workforce.

Eight ways

Although the mobile workforce has been building for some time, managers are, in many ways, still catching up and trying to determine how best to lead their teams when they’re not only not in the same room, but may be spread out over a number of cities, states or even countries. However, because so many organizations have used a remote workforce model for so many years now, and technology has moved ahead by leaps and bounds, leading remote teams is certainly easier than in years past. Of course, finding your own path to successful leadership will largely depend on your personal style, corporate culture and team members, but if you don’t know where to start or would like to add new techniques and technology to your bag of tricks, you would do well to try these time-tested tips:

  1. Manage results, not style—Remote employees often have their own style of working. Some may work for two hours, then take a break to take their kids to school or run an errand, then work four more hours, take a break and work the remaining two (or more) later, while others may keep regular office hours. So instead of managing how an employee gets his or her work done, focus on the quality of the work, whether deadlines are being met, whether they exhibit good decision-making skills, etc.
  2. Encourage teamwork—Working great distances from your co-workers can feel isolating, so make a point to encourage project work that allows team members to work together. This way, your staff will feel more connected to each other, and your department will benefit from shared ideas and greater communication between team members.
  3. Communicate—Because you can’t just pop over to someone’s desk or grab a cup of coffee in the break room, managers need to take initiative to establish relationships with their teams. Weekly or bi-weekly status calls can often help you address upcoming projects, performance issues, etc. Yet, other times an instant message or email conversation (that may or may not be work related) might be the best way to stay in touch. Whatever your approach is, be clear in your communications—but also let your personality shine through. After all, when you’re building and managing a team it’s important for everyone to know who they’re working with.
  4. Host web meetings (with video)—With everyone’s camera up and a shared view of your agenda, presentation, etc., your team can not only see each other—and put faces to names—but see the presenter’s desktop and get a clear picture of the information being addressed.
  5. Give them the right technology—Part of being a good manager is ensuring that your team members have everything they need to work efficiently. And when your workforce works remotely, that means supporting your staff with the right technology. When researching your options, look for software that makes sharing files safe, secure and simple; works on a range of devices, including laptops and desktops, tablets and mobile phones; and gives your workers the power to work on the same documents simultaneously. This way, everyone will have access to the same tools, you can mitigate compatibility issues, and your collaborative efforts can flourish.
  6. Give them a reason—Remote workers can feel disconnected from an organization’s goals and may not have a clear understanding of where their work fits into its mission. If you share the company’s vision and goals with your remote workforce and address how their work contributes to the success of the organization, your team will feel less detached from the company. This, in turn, inspires remote teams to work toward a common goal and be productive members of the organization.
  7. Be inclusive and provide praise—When it comes to training, praise for a job well done, and parties, offsite employees are often overlooked or simply forgotten about—which does nothing to encourage loyalty or foster relationships. As you manage your team of remote workers, try to ensure that they have the same opportunities for training as others and receive the same, prompt praise for a job well done that you would offer onsite workers. As for parties and team outings, if remote team members can’t make it to an event, consider giving them a small gift or a few extra hours off in a week. It’s a small gesture, but it can go a long way toward making them feel appreciated.
  8. Encourage a work-life balance—For remote workers, it’s easy to get caught up in a project or want to make just a little more progress on something before calling it quits for the day. It’s also equally easy to get distracted by projects at home, spouses, kids, pets, etc. The key is to strike a balance between the two. When onboarding new remote workers, talk to them about setting a schedule that they can stick to and setting aside a space designated for work only. Then, at the end of the day, they can shut down their laptops and disconnect from work. This will help them mentally unwind and enjoy their downtime, and start work with a clear head and a fresh perspective the next day.

Finally, as with most things in life, you must lead by example. By taking a proactive, transparent approach to work, being available to your teams and communicating clearly and often with staff in a wide variety of ways, they’ll see that you can not only be relied on, but trusted. They’ll see firsthand how you want the team to function and will follow your footsteps—helping you create a supportive virtual environment that’s conducive to mobile productivity and exemplary work.

For more information about our collaboration and mobile solutions please contact us at sales@atidan.com

 

Credit to Microsoft https://blogs.office.com/2016/01/13/successfully-lead-your-mobile-workforce/

 

 

 

Microsoft Office Delve is Coming Soon to Office 365

Office ‘Delve’ is coming to your Office 365 subscription soon.  It is important to continue to educate your users on SharePoint and OneDrive and to explain your policies for file sharing and security.  Please let us know if you have any questions!

What is Office Delve?

Delve helps you discover the information that’s likely to be most interesting to you right now – across Office 365.

The more you and your colleagues work together, by viewing, editing and sharing each other’s documents, the more useful Delve will be for all of you.

Delve learns from how you and your colleagues work, and tailors the information to each of you. What you see in your views in Delve is different from what your colleagues see in theirs.

You don’t have to remember the title of a document or where it’s stored. Delve shows you documents no matter where they are stored in OneDrive for Business or in Sites in Office 365.

Delve never changes any permissions, so you’ll only see documents that you already have access to. Other people will not see your private documents, for example documents that you’ve stored in private folders in OneDrive for Business.

Working with Delve How can I and my team get the most out of Delve?
How can I find people and information? Store your documents where Delve can get to them
Who can see my documents? Work together on documents
What kind of information will I find? Make your content matter
How does Delve know what’s relevant to me?
How to use the content cards
Keyboard shortcuts
How can I give feedback?
I’m an admin
Delve for Office 365 admins

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Store your documents where Office Delve can get to them

To make Delve a great experience for everyone in your network, make sure that you and your colleagues store and share your documents where Delve can get to them: in OneDrive for Business or in Sites in Office 365.

There’s very few or no documents in Delve – What can I do?

Store your documents in OneDrive for Business and share them with your colleagues. To share your documents, create a folder and invite people you work with.

  1. Select OneDrive in the Office 365 navigation.
  2. Click new > New folder.

Type a name for the folder, for example Shared with my colleagues.

  1. Click Invite people, and enter names or email addresses.

Click Create.

  1. Click the folder to open it and upload existing documents or create new

When you add documents to this folder, you and the people you invite will be able to see the documents in Delve and work on them together. Other people will not be able to see them.

  • To share documents with everyone in your organization, upload or create documents in the Shared with Everyone folder in OneDrive for Business.
  • To share individual documents, select the document in OneDrive for Business, click Share, and then Invite people.
  • To share an existing folder, select the folder in OneDrive for Business, click Share, and then Invite people.

Store and share documents in Sites in Office 365

If a document is a collaborative effort related to a project, then saving it to a team site might be a better choice.

To store and share documents in Sites:

  1. Select Sites in the Office 365 navigation.
  2. Go to the site where you want to create and upload documents, for example your Team Site.
  3. Create and upload your documents. Everyone who has access to the site, can also see the documents in Delve.

I uploaded documents, but I don’t see them in Delve?

It may take some time (sometimes up to 24 hours) before the new and uploaded documents appear in Delve. Once they’re there, any changes you make to the documents should appear in Delve within minutes.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Work together on documents in Office Delve

In Delve, you can quickly see what documents your colleagues are working on. You can share documents through email, and you can view and modify the documents together in Office Online.

Work with others on documents in Delve

When you open documents in Office Online, your colleagues can open them at the same time. That means you don’t have to wait for someone to finish adding information to a document before you can enter yours.

As you see each other’s updates you can discuss and share ideas, resulting in a document that’s truly a team effort.

  • To open a document in Office Online, click the content card.

PowerPoint presentations open in PowerPoint Online, Word documents in Word Online, and so on.

Share a document with others through email

  • To send a link to a document through email, click the mail icon on the content card.

Your default mail client opens with a link to the document and a predefined message. Type in email address, change the message if you want, and send the mail.

You don’t change who has access to the document, but simply send a link to it.

Give other people access to your document

  • To share a document with others from within Delve, click the shared with icon on the content card, and then click Invite people.

See Store your documents where Delve can get to them to learn about storing your documents and sharing them with others.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Make your content matter in Office Delve

Sometimes even the best and most useful content does not get the attention it deserves. Often because people don’t know about the content, or because they don’t know where to look for it. Delve can help you solve both these issues.

Say that you work in customer support, and people often come to you for advice. To help out, you’ve written a set of documents that describe solutions for different customer pains, and you know that these documents would be useful to many of your colleagues. You stored the documents on your team site, but people don’t seem to know or remember where to find them. You keep getting emails asking for help or for links to more information.

With Delve, your colleagues can easily find your documents without knowing where you have stored the content. As you create or update documents, your closest colleagues and peers will probably see your new documents on their DelveHome page. Or, they can go to your people page to find the documents there. If you’ve explicitly shared the documents with your colleagues, they can also find the information in their Shared with me view.

Make it more visible by getting activity around the document

The key to making your documents more visible in Delve is to generate more activity and buzz around the documents. Documents that are active among your closest colleagues are likely to show up as important documents also to people in their networks, and so on. The more often a document is viewed, edited or shared among your closest colleagues and peers, the more likely the document is to become visible and popular across your entire organization.

So what can you do you do to spark activity around your documents?

Here are some tips:

Store the document where people can access it

If you want people to view a document in Delve, store it in a place where they have access. The “Shared with everyone” folder in your OneDrive for Business is a good choice. So is one of your organization’s Sites in Office 365.

Share the document

If you want a document to have a wide audience quickly, share it and invite others to read and comment on the document.

Have good and useful content

If your content is useful, people will return to your document and recommend it to others.

Get the title right

Give your document clear and useful titles that make the documents stand out in Delve and make people want to read the document. Make the titles different enough so that readers will see at a glance how one document is different from the next.

Add a good picture

Add a picture that sparks interest in the document and makes the document easy to recognize in Delve.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Who can see my documents in Office Delve?

Only those of your colleagues who already have access to see your documents in Office 365, can also see your documents in Delve. You are the only one who can see documents you have stored in private locations, for example in a private folder on your OneDrive for Business

How can I tell who else can see a document?

Because Delve is personalized to you, you may see documents that are private to you appear in Delve. This does not mean that other people can see the documents too. You’re always in control, and can change the permissions on your documents from within Delve.

To check who can see a document:

  • Click the Shared with button on the content card:
  • Or, right-click a card and choose Who can see this?

You’ll see who has access to the document, and you can share it with others (Invite people).

Who can see the documents I store in OneDrive for Business?

All documents that you store in OneDrive for Business are private initially – only you can see them – unless you decide to share them.

You can easily share a document with everyone in your organization by placing it in the Shared with Everyone folder. Everyone in your organization will be able to see the documents you place here.

You can also share documents with some of your colleagues, for instance to collaborate on a project. You can create a new folder and share the folder with people you work with, or you can share individual documents. When you share a folder or documents with specific people, only those people will be able to see the documents in Delve.

What about emails and Lync conversations – will they show up in Delve?

No. In Delve, no one will see your emails or Lync conversations, or details about your communications through email and Lync.

How can I keep a document private?

If you want to keep a document private, store it in OneDrive for Business and choose not to share it.

Documents that aren’t shared are marked with a padlock and with the text Only you in the Sharing column in OneDrive for Business. These documents will not show up in Delve for other users. Only for you.

My private document has 7 views in Delve – does it mean that 7 people viewed it?

No. If your document is stored in OneDrive for Business and you haven’t shared it with other people, or if it’s stored in another private location, only you can see the document in Delve. 7 views means that you opened it 7 times.

My private document is “trending around” another person – how is that possible?

Sometimes you can see a document as “trending around” a colleague without this colleague seeing or having access to the document. This may not sound logical, but here’s how it works. Say that you have a strong working relationship with someone, such as your manager, and you’re making frequent updates to a particular document. The frequent updates and the strength of your relationship means that the document would be recommended as relevant to your manager if he had access to view it. He can’t see the document in his Delve as it’s not shared with him, but since Delve is personalized and you have access to the document, you might see the document as “trending around” him if you go to his people page in your Delve.

  • To check who can see the document, click the Shared with button on the content card:

Can I opt out?

You can choose to turn off Delve. If you do, your activities and relationships won’t be used to personalize the Delve views for others, and you’ll not be able to see any documents or people in Delve.

Your documents can still appear in Delve for people who have permissions to view them, just like these people would find your documents if they search for them in SharePoint Online. Other people can also see basic information about you, such as your job title, but they won’t see any documents if they go to your People page.

  1. To turn off Delve, go to Settings > Delve settings.
  1. Choose Turn off.
  2. Click OK to save the changes.

You can turn Delve on or off at any time.

Note   It may take up to a week for all changes to take effect.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Share documents or folders in Office 365

The documents and folders you store in OneDrive for Business are private until you decide to share them. Similarly, in a team site library, you may want to share specific documents or folders with people who don’t otherwise have access to the site. When you share documents and folders, you can decide whether to let people edit or just view them.

Note   You may also be able share documents with external users (people not on your network) by inviting them as “Guests,” or by creating and posting guest links. For details, see Share sites or documents with people outside your organization.

Share a document or folder

  1. Go to OneDrive for Business or the site library that has the document or folder you want to share.
  2. Select the More menu (…) next to the document or folder to open its document callout, and then select Share.
  3. In the Share dialog box on the Invite People tab, type names or email addresses of people you want to share the document or folder with.
  4. Select a permission setting.
  5. If you want, type a message to be included with an email that’s sent to all invitees. The email includes a link to the shared document.
  6. If you don’t want to send an email, click Show Options, and then uncheck Send an email invitation.

Frequently asked questions

How do I share a document with “everyone”?

In OneDrive for Business, there are two ways to share a document with everyone:

  • Place documents in your “Shared with Everyone” folder.
  • Use the Share dialog box. Follow the same procedure described above for share a document or folder, but type Everyone in the Invite People box.

Note    If you’re sharing a document in a team site library, this is the only option for sharing with everyone.

What’s the difference? Using the “Shared with Everyone” folder is quick and simple. Just drag a document into your “Shared with Everyone” folder, or create new documents in this folder, and you’re done. Note, however, that all documents in this folder have view-only permission.

The most important difference: The Share dialog box lets you select “Everyone except external users.” If your organization allows external sharing, sharing with “Everyone” includes external users: people outside of your organization who have previously been invited to share documents as guests, either by you or by others in your organization.

How do people find documents I’ve shared with everyone?

Documents you share with everyone don’t appear in their Shared with Me view in OneDrive for Business. Why not? Consider that depending on the size of your organization, there might be hundreds if not thousands of documents that are shared with everyone. Also, you may not want to send a share invitation email to everyone in your organization.

Instead, people can find these documents by:

  • Following a link you send them directly in an email.

You can find any document’s web URL in its document callout.
Copy and paste the URL into an email addressed to specific people you want to notify.

  • Using their Search box in OneDrive for Business.

In this example, Molly Dempsey searches on the keyword “Court Cases” to find any relevant documents shared with her in her organization.

How do I see who I’m sharing a document with?

  1. Select the More menu (…) next to the document you’re interested in to open its hover card.

The names of the people with whom you’re sharing the document appear on the hover card.

  1. If you’re sharing with more people than whose names will fit on the card, select the more link at the end of the list of names. You can scroll the list to see all names.

Tips   If the library you’re working in has a Sharing column, you can select the people icon to open the Share dialog box.

How do I stop sharing a document or folder?

To make a document or folder private again, you can stop sharing it.

  1. Select the More menu (…) next to the document or folder to the callout.
  2. Select the More menu (…) on the callout, and then select Shared with.
  3. In the Shared With dialog box, select the drop-down arrow next to the person you want to stop sharing with, and then select Stop sharing.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Should I save my documents to OneDrive for Business or a team site?

It’s tempting to save all your documents to OneDrive for Business. The link to your OneDrive for Business library is always sitting there at the top of the page, ready for you to upload or create new documents. However, you also need to think about who can and can’t access the documents you save to OneDrive for Business. If a document is a collaborative effort related to a project, then saving it to a team site might be a better choice. This article provides some guidelines to help you decide which route to go.

Save documents to OneDrive for Business when…

  • You don’t plan to share them.
    Documents you place in OneDrive for Business are private by default, unless you place them in the Shared with Everyone This makes OneDrive for Business your best option for draft documents or personal documents that no one else needs to see.
  • You plan to share them, but they have a limited scope or lifecycle.
    You may sometimes work on documents that aren’t related to an ongoing project, which are important mostly to you, but that you still want to share. For example, perhaps you’re writing an article to appear in a blog, and you’d like to ask selected colleagues to review and edit it before you post it. In this case, you expect people to use the document once and then be done with it. People don’t need any additional context information, or need to know where in particular you’re keeping the document. All they need is a link to the document and editing permission.
  • You can’t identify an existing team site where your document belongs, and you don’t think the purpose of the document warrants creating a new one.
  • You want team members to recognize the document as being relevant to an ongoing project.
  • You want to spread ownership and permissions across a wider collection of people. If a document is important to the success of a project, it’s a good idea for there to be people other than yourself who can control what happens on the site.
  • You want permissions to be granted on a site basis, instead of on individual documents. If people have access to the team site, then they have access to documents stored in the site.
  • Other project-related documents are already saved to the team site library, and others expect to find it there.
  • You want to create a check-in workflow that assigns the document to someone else.

Save documents to a team site library when…

Moving document from OneDrive for Business to team sites

Sometimes individual documents grow in importance and become relevant to a project. When that happens, it may make sense to move them from OneDrive for Business to a team site.

Moving a document from OneDrive for Business to a team site library is a manual operation. You can either copy or cut and paste the document. The easiest way to move files between libraries is to use Explorer. In the library, click the Library tab, and then choose Open with Explorer.

Here’s a short training video that demonstrates moving documents:

Note    SkyDrive is now OneDrive, and SkyDrive Pro is now OneDrive for Business. Read more about this change at From SkyDrive to OneDrive.

Troubleshoot moving documents from OneDrive for Business

There are a couple of issues to keep in mind when moving documents from OneDrive for Business to a team site library:

  • Hyperlinks to the original document stop working, because you’ve deleted the document in OneDrive for Business. You may want to share the document you moved to the team site to give people on the site an updated, working link.
  • If people followed the original document, links in their newsfeed to that document will stop working. To restore this association, people will need to follow the document in its new location.

Financial Process, Approvals & Security with Nintex Workflow & Forms for SharePoint

Join Atidan to see how Nintex Workflow, Nintex Forms and Microsoft SharePoint will support your critical business processes including financial approvals, security, compliance, monitoring and overall enterprise collaboration with SharePoint.
Thursday June 12th, 2014 – 11AM EDT
During this 45 minute live demonstration, we will demonstrate features including:
  • Multi-level approvals
  • Two layer authentication
  • Workflow metrics & history
  • Visualizations of process metrics
  • How to quickly change workflows and process
  • Mobile forms
  • Branded SharePoint Enterprise portal with multiple roles and personalization
  • Advanced Search
  • And much more

All attendees will get a chance to ask questions, see live process development, and receive a free trial offer!

Build real world solutions on the SharePoint platform with OnePlaceMail R6.6

Build real world solutions on the SharePoint platform with OnePlaceMail R6.6

Build real world solutions on the SharePoint platform with OnePlaceMail R6.6

Building on the well-received capabilities of Release 6.5, further enhancements have been made to the new Outlook Style experience for SharePoint. Significant enhancements such as;

  • filtering locations on the navigation tree
  • search for locations when saving
  • create document sets/folders without leaving Outlook

are some of the new capabilities enabling the creation of engaging business solution on the SharePoint platform.

Get started in less than 3 minutes

OnePlaceMail Release 6.6 is now available for download in the feature rich Enterprise edition and the free Express edition (limited features).  Contact us oneplacemail@atidan.com for FREE EDITION or FREE ENTERPRISE TRIAL

Navigation tree filter and search

Access SharePoint locations, favorites and document sets from many places within the OnePlaceMail solution.  This and the navigation tree is consistent across Outlook, Windows Explorer, and Office applications.

scr-nav-tree-search-filter-sml

Filter locations with type-ahead inside the navigation tree

Search for a location within the navigation tree

 

Document sets and folders

Allow end users to efficiently work with SharePoint from within their familiar business applications.

scr-doc-set-sml

New document sets

Document set enhancements

 

SharePoint list items

When saving emails, email attachments, files and documents from office applications, OnePlaceMail allows the completion of SharePoint columns. The columns presented are based on the configuration of your SharePoint content Types and/or destination library/list.

scr-sp-list-new-item-sml

 

 

 

 

 

 

 

Other highlights include

  • Support for custom (tokenized) file naming formats when saving email to SharePoint
  • Support for automatic capture of SMTP addresses from email

  Contact us at oneplacemail@atidan.com for FREE EDITION or FREE ENTERPRISE TRIAL