15 things to know about creating SharePoint News

SPNews-headerLast week we distributed our first SharePoint News digest!  One of our project teams wants to keep their audience informed with a Newsletter, and we decided to give the standard SharePoint News option a try.

The process of creating and publishing a News article is pretty straightforward, but my Communications colleague had a ton of questions which were not always readily documented.

So here are a few real-life things that your Communications colleague may want to know:

1. You can add max. 110 characters in the title, but will they all be shown?

A different number of characters will be displayed in any of the other places where the article is shown:

  • SharePoint homepage and News overview: 48
  • SharePoint site, 2 side-by-side: 43
  • SharePoint app: 59
  • News Digest email: 110

Please note this is based on my screen with my test text. The “i” is a very thin letter and you will get more in the same space if you only use that one (for instance 100 on the SharePoint homepage and overview)  the “m” and “w” are wide letters and you will get fewer in that space (for instance 27 on the SharePoint homepage and overview.) So…it all depends…on your title!
And then I am not even talking about the body text!
These things can drive you nuts if you are trying to provide guidance! 🙂

SPNews-sphomepage
27 m’s, 100 i’s and 48 letters of my test text on the SharePoint landing page.
SpNews-homepagesidebyside
25 m’s, enough i’s to give you a headache 🙂 , en 43 test letters on the News web part.
SPNews-Mobile
37 m’s, 110 i’s and 59 letters of test text in the SharePoint app (iOS)

2. When you have no background image, the title is black. With a background image, even a light one, the title goes white.

Seriously, I would never notice these things but my colleague did! It is a tad annoying as I think black would provide more contrast in many cases.

SPNews-Blackletterswhennoimage
The regular header has black letters
SPNews-whitelettersiwhtpicture
I have selected the whitest background I could find, but it still appears greyish and with white letters…

3. You can unpublish an article.

This will keep the page in the Site Pages library, but will remove the article from any views. Deleting the page has the same effect, but the article will be gone, of course.

You can unpublish as follows: Go to the Site Pages library, hover over the article and click the 3 vertical dots. Click “More” from the popup and then “Unpublish”. You can publish it again.

Please note this is not available everywhere – it may have to do with the site/web part type. I could not find it in some older posts in different site types, for instance.

SPNews-Unpublish

4. The Version tells you whether a News article is published or unpublished.

I have been looking all over the place to find how to see the difference between a published and an unpublished News article, and guess what? It is the Version, which has a x.0 for a published article and a x.1 for an unpublished article.
Thank you, Susan Hanley!

5. You can remove the name of the author from the News Article but it will be displayed everywhere else.

Not very useful. There is already a User Voice entry out there, asking for a wider effect of removal of authors. In this case my Communication colleague helped the project team out with their first efforts, but she did not want to appear as the author.

SPNews-noauthor.png
The author has been removed from the header of the news article, but will still be displayed everywhere else.

6. News articles are sorted on First Published date and show the Created By OR the name in the header as the author.

It makes no difference for the order of appearance if you change the article after a few days. It does not suddenly show on top.
It also does not matter who modified the article as the Created By stays the same.
However, Marc Anderson comes to the rescue here. If you change the name in the header of the news article, that name will be shown.

The order of appearance/moving for the side-by-side webpart is top left > top right > bottom left > bottom right > off page.
(WordPress, I would appreciate an “insert table” option!)

7. You can change the order of appearance on the News web part manually.

This is a bit tricky as the items stick there and no new items will be shown if you pin 4 of them onto this page. But it may be useful if you want to keep one important News article visible for some time.

Edit the page and click “Edit webpart” next to the News web part. Scroll down in the menu on the right-hand side and click on “Select news to organize”.

SPNews-changeorder
By default this webpart (side-by-side) orders automatically, but you can change that.

Drag and drop the News Article(s) you want to keep in the same place, to the desired  place(s) and click the x top right. Remember to remove it when needed, as it will stay there otherwise. And please note that this order goes for this web part only!

SPNews-reorder webpart
You can drag and drop any item you want to “pin” in a fixed position to the right and move it up or down there. You see that the 3rd item is already appearing in 1st place.
SPNews-afterreorder
After pinning the 3rd item into the 1st position, new articles appear in 2nd place. This item will be in place until you remove it manually.

8 a. Every News article is a site page and lives in the Site Pages library.

In my organization we use SharePoint sites mainly for document management (well, until I came along 🙂 ).  Every site has a homepage and that’s it. So working with the Site Pages library was a new thing for my colleagues. 
Unfortunately all News article pages live in the same Site Pages library, including your site’s homepage and any other page not related to News. Make sure you do not accidentally delete those while cleaning up old News articles.

8 b. A News digest (Newsletter) is another page in that Site Pages library.

If you create a News digest, you create another page in that library. That makes it easy to make it available for everyone who is not in the distribution list for your News digest, but it can make it difficult to know what is what.
Microsoft suggests to add the date to the title, to identify it better. But…

9. There IS a way to know if a certain page is a News article or another page.

It is not very intuitive however. A big applause to Elio Struyf who figured this out first, as far as I know.
In your Site Pages library, click on “Add Column” and then “Show/hide columns” at the bottom of the popup.

SPNews-PromotedState1
How to add the column that shows whether something is a News Article or not.

Then select the “Promoted State” column to add to the view. Be aware that this column is only available on the page itself; NOT via the Library Settings. (trust me, I tried 🙂 ) And also remember to click “Apply”!

SPNews=Promotedstate2
It is the “Promoted State” column that enables you to see the difference between News Article and another page.
SPNews-PromotedState3
If “Promoted State”= 2, the page is a News article. Unpublishing does not change that state.

Please note that the default view (Grouped by Author) does not keep the column for one reason or another, so if you edit the view or log out it disappears. If you really want to make it “stick”, use it in a non-grouped view. Here’s an interesting thread about this topic.

10. All images that you upload will be added to the Site Assets library.

You will get a folder for Site Pages and then one folder per page.
In most cases you will end up with one folder per page with one image. What a waste of folders and clicks!

SPNews-site assets
Your Site Pages library has a dedicated folder in the Site Assets

SPNews-siteassets2
Every News article has a dedicated folder, often with only one image 😦

11. Images should ideally be 16:9 with a good focal point that is not too close to the edges.

Another “vague” specification that is a big change from the “images should be square, in .jpg or .gif format, max. 1600 pixels wide and max. 2 GB in size” spec that we used to work with before Modern SharePoint came along.  In real life it means that you generally get a decent result without being able to predict it. Keep in mind that the header image is wide and low, but in other places the images are displayed as a “normal landscape image”‘.

A deep bow for two ladies who have figured out picture behaviour extensively, so you do not have to:

Beth Hall: How SharePoint handles images.
It is a long and thorough post, and a little bit beyond me at times, but my Communications colleague, who is an expert photographer and editor, understood it very well.

Tracy van der Schyff: Creating banners for your online SharePoint pages.

12. If you delete a News article, the associated folder and images will stay in the Site Assets library.

Not sure if this is a good or a bad thing, but just so you are aware!

13. Changing the title of the News article after publication will not change the URL, the name of the Site page or the name of the image folder.

So this means links will keep working, which is good. On the other hand, you will lose track of that new title once the item has disappeared from the overviews and from the mind.

14. The News web part is not very stable.

When I was creating screenshots for item 7, I kept getting an empty web part when returning from the web part menu. Reverting to an earlier version helped now and then, but as soon as I hit the “Edit” or “Select news to organize” buttons, an empty page glared at me. I removed the web part and added it again, which helped, but it may be wise to not touch it too often! Microsoft help for the News web part.

15. I am sure something will come up!

It is always wise to keep one option open to avoid having to change the title 🙂

What’s next?

I really enjoyed this project with my Communications colleague and the project manager. I appreciated their inquisitiveness and it was fun to research all their questions, find new blogs and support pages, see User Voice items, etc.

And…creating the News digest also generated some questions and insights. That will be my next blog as this one is quite long already!

Please let me know if you have found item 15!

Image by kconcha at pixabay.com

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Photos and Forms

fotoform-header

You can create really good looking surveys with Microsoft Forms these days, just by using colours and images.

There are 4 places to add an image:

1. Background

You can use a standard theme, which will add a predetermined background image (optional) and colour scheme to your Form.
If you want to use your own theme, click Theme and then the +. This will open a screen allowing you to upload an image and/or set a background colour for texts and buttons.

Formfoto-theme
You can upload a picture and change the colour here. Try #ff0000 and see what happens!

2. Forms title

You can add a small image to the title and introduction text of your form.

3. Question

You can add an image to a question. You can choose between small and large.

4. Section

If you want to create a new page for a new question or set of questions, you can use a section. A section header can also contain an image, large or small. It behaves like an image in a question.

Size requirements for images – a test

I recently received a question from one of my users, who wanted to know the size requirements for images in Forms. The background image she used turned out to be a bit blurry. Of course, and fortunately, you no longer have to use exact dimensions in Office 365, but not every size works well in every application, so I did some tests.

  • I photographed a few scenes with my iPhone, using square, landscape and portrait orientation. (4:3 aspect ratio except for the square of course)
  • I resized them using good old Paint, making a 50, 38, 25, 10 and 5% of the original. All images were 72 dpi.
  • Then I created a Form with 2 questions and one section.
  • I started with the 5% size and uploaded this image as background, as title, as question (large and small) and as section image.
  • Whenever the image displayed blurry, I repeated the exercise with the 10% and so on, until I had a good idea of what worked.

Results

  1. The background needs an image of at least 750 pixels wide, but 1000 is better.
    The orientation of the image (square, landscape or portrait) does not matter. The background focuses on the center of the picture.

    Formfoto-backgrooundportrait5
    With an image of 152 pixels wide, the background is extremely blurry.
    Formfoto-squarebackground.png
    With an image of 756 pixels wide, this background is acceptable.

    Formsfoto-landscapebackground
    A 1008-pixel wide background is really nice.
  2. In the title you can use an image as small as 150 pixels wide. It does not display a lot of detail, so you can get away with a small image.
    The height of the image display is fixed, and the orientation of the image does not matter much.
    Formfoto-squareheaderFormfoto-landscape header

    Formfoto-portrait-header
    3 examples of pictures in the title – the orientation (square, portrait, landscape) shows more variety than the picture quality.
  3.  If you use a small picture in your question or section, go for at least 150 px wide.
    Use landscape where possible, as it will keep your form shorter. Check out the differences in the screenshots with the background, above.
  4. For a large picture in a question or section, at least 400 pixels wide is best.
    Please note that landscape pictures cover the whole width of the forms, and the question is shown on top. This makes for a very nice image, but as it is blown up a lot compared to the other formats, you really need to make sure the image is sharp.
    If you use the same image in every section, you can create a nicely consistent experience. (But do not go overboard, every new section is a click!)

    Formfoto-diffsmallandlarge.png
    This is 152 pixels. The small picture  is OK but the large one is not.
    formfoto-squaresmallvslarge.png
    Again, 303 x 303 pixels is acceptable for a small picture but for a large one it is just not enough. And it is not even displayed on the whole width!

    Formfoto-landscapelarge
    The image in Question 2 is 404 x 303 pixels. It makes an acceptable picture, even in full width of the form. 

Suggestions:

  • Use landscape imagery where possible – it just displays nicer
  • Keep in mind that different purposes need different image sizes. If your image is too small, do not use it as background or the large image.
  • 150-400-750 is just a guideline – with a different aspect ratio in your photos and pictures, more dpi and different viewing screen size, you may find that other sizes work better for you. And perhaps you WANT the background to be a bit blurry!
  • More info about working with images in Forms

Header image by Peachpink on Pixabay.
“Photos and Forms” reminds me of “Diamonds and Pearls” by the late great Prince. 

7 ways to re-use texts in Office 365

Template headerDo you have to write the same text time and time again? For instance, an email confirming an appointment, a work instruction or an in-company invoice?

There are a few ways to do that.

1. Re-use and existing mail or document

I guess this feels as the easiest way. But how often have you forgotten to remove the “FW” when you forwarded that email, or forgot to change the salutation? And have you ever overwritten and saved a document that you wanted to keep intact?

Yeah, thought so 🙂

2. Store the text in Word or OneNote and copy-paste

You will have fewer accidents with this option, but now you may suffer from extensive but invisible make-up. This may cause your texts to have weird indents or line spacing when you have pasted them. The best way to strip off the code is to copy-paste to Notepad and then into the final message, but this is often forgotten and also not 100% guaranteed.
Besides, you will have to store that document or note and look for it whenever you need it.

3. Email template – text only

An easy way to manage your email texts is with an email template. That lives in Outlook so it is easily available when you need it – no need to search!
You can create as many templates as you want. You can store about 2100 characters in a template.

Outlook Client/Desktop:

  1. Open new email
  2. In the ribbon, top right, click the … and select “View Templates” from the popup

    Templates-OfficeClient
    Find your email templates in the Outlook Client
  3. You will see a few standard templates

    Templates-MyTemplates
    Standard email templates in the Outlook Client and the place to add a new one
  4. To create a new template, click on +Template
  5. Give your template a title (e.g. “Appointment confirmation”), add text and/or images and click “Save”

    Template-newtemplate
    Give your template a good name and add the text (and any embellishments)
  6. To use a template, click on the title and the text will be added to the email.

    Templates-Applied
    Adding the text to your email is very easy! 

Outlook Online – Current Outlook

  1. Open new email
  2. Bottom right, click the Templates icon
  3. Proceed with 3 as above

    Templates-OnlineOld
    The Templates icon is bottom right in Outlook Online – it’s highlighted in yellow! 

Outlook Online – The new Outlook

  1. Open new email
  2. Click the … at the bottom of the mail and select “My Templates” from the popup
  3. Proceed with 3 as above

    Templates-OnlineNew
    When you are using the New Outlook Online, you will need to click the …

4. Email template – text and make-up (Outlook Client)

If you need to use a template that contains both text and make-up, for instance for an email newsletter or other format, you can do this in Outlook Client/Desktop. It is a much more complicated process, so I would suggest to use this only if the look-and-feel is important and needs to be consistent.
BTW, you get a free email Newsletter when you use SharePoint News, of course, but for all those other occasions this option will be useful.

Microsoft has good instructions on how to create and save a template. It includes sending an email using the template as well.

5. Email signature

Before I discovered the templates, I used to store repetitive texts in an email signature. I have shared dial-in information for my personal Live Meeting (I think that was what web conferencing was called in those days 🙂 ), and shared help and support information in that way. Although I only use templates now, there may be cases where you prefer an email signature.

Outlook Client/Desktop

Microsoft has good instructions for creating signatures.  However the screenshots are a tad outdated. Now, you either use “Tell me what you want to do” or open a new email and click the Insert tab > Signature” to get to the signatures location.

You can have multiple signatures in the Outlook Client, but please be aware you can only add one per email, so always make sure your name and other information is included.

Templates-Clientsignature
How to add a signature in the Outlook Client

Outlook Online – current Outlook

  1. To add a signature, click the Gear Wheel in Outlook
  2. On the bottom of the popup, under “Your app settings” click “Mail”
  3. Under “Mail > Layout” on the left of the screen, click “Email signature”
  4. Add text and optional image, check the desired box if applicable, and click “Save”

    Template-signatureoldoutlook
    In current Outlook Online, this is where you add your signature
  5. To add a signature manually, open a new email, click … on top of the message and select “Insert signature”

Outlook Online – the New Outlook

  1. To add a signature, click the Gear Wheel in Outlook
  2. Click “View all Outlook Settings” on the bottom of the popup
  3. Select “Compose and Reply”

    Templates-NewOutlook-Signature
    In the new Outlook Online, this is where you add your signature 
  4. Add text and optional image, check the desired box if applicable, and click “Save”

Please note you can only have one signature in Outlook Online.

6.  Document template in SharePoint – general

You can add a template to a SharePoint document library for your team’s recurring documents. Think about reports or work instructions. You can do this for all Microsoft documents and you can have multiple templates in one library.
Anyone who can manage the document library can do this, so you will need at least Edit permissions.

I use and suggest this very often right now and wish it was also available in OneDrive!

  1. Create the document you want to use as a template and save it with a meaningful name – it may help to add “template” to the name
  2. Open the document library in question, click “New” and then “Add Template”

    template-SPNew
    Where to add the template
  3. Upload the template
  4. Check that it displays correctly.

    Templates-SPAdded
    Giving a good name is important – you will want to notice the template easily
  5. To create a new document in the template, click “New” in the Document Library and select the template. A new instance of the template will open.
  6. To move position of the template, or to make changes to the template itself, click “New” > “Edit New menu”. A popup will appear on the right-hand side of the page.
    Hover over the document to be removed, repositioned or edited, click the three dots that appear to the right of the name and you will get a popup with options.

    Template-SPeditmenu
    Editing, deleting or changing the position of the template is very easily done 

7. Document template in SharePoint – custom

It is also possible to add a custom template document as the default document. I can imagine this may have its uses when you want to use it for very formal documents, such as contracts or financial reporting. Those documents will have a strict format that needs to be adhered to.
In that case you can do that via the Library Settings > Advanced Settings. Microsoft describes the steps here. Although they mention SharePoint Online, they talk about “email-enabling” the library, which has been deprecated for several years by now, so I wonder when this has been last reviewed. (Of course I gave feedback to this article)

This needs Site Owner permissions but may also be done by an admin or IT.

Have I forgotten an option? Please let me know!

Image by Cohdra on Morguefile.com

 

Save Outlook Online emails as document

outlook folders-357514“I want to save emails from customers in our customer folders on SharePoint”, a colleague told me the other day.

I have not really done that a lot, so I could not help her immediately, but the request made sense so I promised her I would let her know. So I set about finding info and found a great post by my friend Gregory Zelfond and some others, including Microsoft themselves.

However, these options are all done with the Outlook Client, while the majority of my colleagues has an E1 license, which means they only have the online versions of Office 365. And trust me, Outlook Online works differently from the Client! There is no “Save as” in Outlook Online!

What did not work?

  • I could not find a consistent URL of an email. There were too many differences in URL between browsers and between current and new Outlook online. If that would work, I could have added the URL to a document library in SharePoint.
  • I could not find a Flow to convert emails into documents and move them into OneDrive or SharePoint.

Eventually, with lots of trials and internet search, I have been able to come up with two ways, depending if a PDF is good enough or if you really need the .eml format (which is still an email).

Experiments were done with IE, Edge, Chrome and Firefox browsers, and with the current and the new Outlook Online. Phew! 🙂

The easy way – print to PDF

  1. Open the email
  2. Click the … top right
  3. Select “Print” from the popup menu
  4. You will get a preview
  5. Select “Print” top left
  6. In the next screen, select “Print to PDF” or  “Microsoft Print to PDF”as the printer and hit Print
  7. Give the file a good name and save it to PC (The E1 license does not provide a OneDrive Client)
  8. Upload to OneDrive and copy/move to SharePoint

I have made a basic video, using Edge as browser.

Remarks:

  •  This is the best option if you have one or two files you want to save.
  •  The screen to create or print to PDF differs per browser.
  •  Google Chrome adds a title to the PDF before upload – but with “Mail-Ellen van Aken-Outlook” this is pretty generic. 
  •  Internet Explorer and Google Chrome present the option to share the mail after you have uploaded it to OneDrive – when you click “Share Link” it shows the usual document sharing options. This is relatively new functionality in OneDrive and SharePoint.
OutlookOnlineSaving-shareafterupload
After you upload a document you can share the link with others.

The complicated way – attach emails as eml

  1. Group the emails you want to save into a folder – this is optional but will make things easier
  2. Open 2 windows with Outlook Online and resize them so you can see them both on your screen
  3. Open a new email in window 1
  4. Open the folder in window 2
  5. Select the emails you want to save in window 2 and drag and drop them to the new email in window 1
  6. They will be added as attachments (in .eml format)
  7. Send the email to yourself
  8. Open the email and save attachments to OneDrive – they will be added to the Attachments folder automagically (although I often wish I could determine where they go)
  9. Copy/move to SharePoint

And another basic video, with Edge.

Remarks:

  • This is the best option if you have a large number of emails you want to save.
  • This works in Edge, Chrome and Firefox browser, but copying the emails to the new email does NOT work in Internet Explorer.
  •  In all cases, the subject title of the email is the file name.
  • You may want to use a Flow to move the attachments to OneDrive or SharePoint instead of taking step 8 / 9.
  • I tried drag & drop from email to OneDrive but that did not work – I have seen some promising stuff for the new Microsoft browser though!

Somehow this feels awkward. I understand that Online stuff is not always meant to be converted into a document, but emails are also a record and may need to be treated as such. I would have expected more and easier options. Have I overlooked something?

Image courtesy of Pixabay on Pexels

Show some character! (in your #SharePoint site navigation)

Char-headerThe other day I was helping someone design their SharePoint site. It struck me that the labels she wanted to use in the navigation were very long, and although they could technically be added, they displayed badly. They used more than one line and it was not clear which text belonged to which navigation item.

I could not tell her how many characters she could use, and I could also not find it described anywhere, so I had to check it out myself.
So, here’s a few numbers for navigation items on a site’s Homepage (and I wish WordPress had a nice table for this):

Current navigation / Quick Launch (vertical)

  1. In Classic sites you can add 256 characters and they will all be displayed – breaking off at 24 characters, without indent.
    With indent, 22 characters are shown per line.

    Char-Classic-QuickLaunch
    Left: Classic Quick Launch with 24 chars per line; Right: Classic Quick Launch with indent and 22 chars per line.
  2. In Modern sites you can add 256 characters but only 19 will be displayed – when you hover over the item 50 characters will be shown. When making this a sub-link, 16 chars are shown.
    Char-Modern-QuickLaunch
    Modern Quick Launch with the displayed link in yellow, and the extended link when you hover over it, in blue.

    char-ModernQuickLaunchsublink
    A sublink will display 16 characters.

Global navigation (horizontal)

  1. In Classic sites you can add 256 characters and they will all be displayed on top of the site – looking absolutely horrible and causing a horizontal scroll bar.

    Chars-ClassicHorizontal
    All 256 characters displayed in this link – wish they weren’t!
  2.  In Modern sites (Communication sites only) you can also add 256 characters but none of them will be displayed, instead you can click on the … and you will see the link title.
    When you have a shorter link (In this case Site Contents) to the left of the long one, the shorter one will be displayed, but if you position the shorter one to the right of the long one, it will be hidden and I could not find a way to make it appear.

    Char-ModernHorizontalsitecontents
    The link can only be shown when you click the …
    Char-ModernHorizontal
    In this case I have moved the Site Contents to the right of the long link. It does not show up, and even when I click the … I do not see Site Contents, although the height of the hover-over indicates there should be another menu item on the left.

    It turns out that 118 characters can be added until the link disappears.

    Char-ModernHorizontaldisplayed
    When you enter no more than 118 characters, the title will be displayed.

But…it depends…

The display of the Quick Launch (vertical) navigation is not depending on browser or computer settings.

In Modern sites horizontal navigation however, the display is depending on settings:

  • When I change the text and app settings (Scaling) to 100 instead of the recommended and used 125, hidden items becomes visible.
  • When I change to a lower resolution than my current 1920 * 1080, less is displayed and my long title hides behind the ellipses.
  • When I lower my browser zoom to 75% (Edge) hidden items becomes visible again and when I increase it to 125%,  the long title is hidden again.

This will make it fun to support Communication sites. “Look, there is an item in the horizontal navigation but my colleague does not see it”.
SharePoint Holmes is rubbing his hands already 🙂

The exact number of characters displayed may also vary when you use a non-default font, of course.

Tips for navigation item titles

With this in mind, I have to mention a few things about the navigation titles you use.

  • Keep titles short, try to keep below 16 characters if you want to have one line per navigation item (which keeps navigation short and readable).
  • Make sure that the most important words are in the beginning of your title.
  • Do not use your company name if your labeling is for internal content only.
    If you are storing competitive information, or contracts, or customer information, using company names is essential, but in general, your intranet will only be hosting content for your company.
  • Do not use your department name if your site is for/from that department only.  Do not use “HR request forms”, “HR policies” if your site has HR written all over it. Just use  “Request forms” and “Policies”.
  • Do not write your titles in ALL-CAPS. It makes words harder to read as capitals are more square and uniform. They miss the ascenders and descenders that give extra information about the letter.

Well, this was fun. I may do this for other elements as well!

Photo by Mike Bird from Pexels.

Create a photo album with OneDrive app and client

OneDrive-photo-album-631084_640In my current role I have a slightly wider scope than “just” SharePoint and Yammer. I am now troubleshooting and advising about the other Office 365 tools as well, so I need to expand my skills and knowledge rapidly to stay a few steps ahead of my audience 🙂 .  

The other day one of my colleagues asked if there is an easier way to create the photo albums he needs to make as part of his role. 
The organization I work for occasionally rents out parts of their buildings or hires space from others.  In those cases, my colleague takes pictures of the buildings to document their current state. The pictures are collated into an album which has to be signed off by both parties at the start of the rental agreement. 

What is the current method?

Getting pictures

  1. Take pictures with smartphone
  2. Send pictures to work email (in batches to avoid too large attachments)
  3. File pictures from each email in OneDrive on laptop (Attachments folder)
  4. Create project folder in OneDrive
  5. Transfer pictures to project folder
  6. Remove pictures from phone

Creating the album

  1. Open a new PowerPoint presentation
  2. Make cover slide
  3. Insert pictures from OneDrive into PowerPoint
  4. Arrange pictures on slides
  5. Add end slide (usually, with the dates, names and signatures)
  6. Save PowerPoint as PDF

Well, I thought that I (or rather, Office 365) could make things easier for him. I confirmed he had the OneDrive app on his phone, so I came up with…

The new method

Getting pictures with the OneDrive app

  1. Create project folder in the OneDrive app
  2. Open the folder

    OneDrive-Empty
    Two ways to take a picture: The + button top right and the diaphragm button on the bottom.

3. Take pictures with the + button top right or the diaphragm button at the bottom (make sure you set it to “Photo”) 
4. Pictures will be saved in the folder

OneDrive-savedinfolder
If you keep the folder open, the pictures will be saved here by default.


Creating the album in the OneDrive Client

  1. Create a picture of the cover and end slides
  2. Add to project folder of pictures, making sure that cover and end slide are the first and last items (generally, adding an A and a Z in front of the respective names will do the trick)
    OneDrive-all pictures
    Example of an album – cover image, the pictures taken, and the end images. (with a blank image to make the number even and have a better result) 
  3. Select all images in the folder, click “Share” > “Print”

    OneDrive - SharePrint
    You will find the Share > Print option on top of your screen

4. In the screen that pops up,  select “Microsoft Print to PDF” as the printer and determine a layout (generally 2 or 4 to a page)

OneDrive-popup
In this screen, please make sure you select “Microsoft Print to PDF” as the printer. You can  change orientation by clicking “Options” . 

5. Click “Print” and save the resulting PDF. You can view it here

Remarks:

  • You can only create the album in the OneDrive Client – the Online and App versions do not have this functionality. In fact, this is Windows functionality and not limited to OneDrive. 
  • You can use a “blank image” just before the last image to make the number even and have a better print result. 
  • You can change the orientation of the pictures/album by clicking “Options” in the pop up screen and then “Printer Properties”.
  • Unfortunately you can only use one display for the whole series. It would have been nice if you could decide to make the both cover and end slides a full page in the series, and provide the pictures in e.g. 4 on a page. This is clearly a limitation of this way of working.

The result

My colleague was especially happy with the camera options of the OneDrive app, which he was not aware of before. Just after taking a few pictures he realized that this will be a big time-saver. 
The second part, creating the album with the OneDrive Client instead of PowerPoint, felt like a bigger change in practice, but he was willing to try it. 

As usual, this is nothing fancy. It is just trying to match a need with existing functionality. And it makes me happy when I succeed. 🙂 

Image by Congerdesign on Pixabay.

How did I get here?

Decorative picture of a diverging path

We have recently seen some blogs about how most of us rolled into this work. (e.g. Mark Jones, Gregory Zelfond, Veronique Palmer, Simon Terry and Simon Allison )

So I thought to share my story, triggered by the workshop that Steve Bynghall and Chris Tubb hosted at the recent edition of IntranetNow. They showed their newly developed “Intranet and Digital Workplace Skills Matrix” which can be used to help teams determine if all relevant skills are covered and if not, which gaps need to be filled.
But…it can also be a useful and fun exercise for yourself. In the workshop, Steve and Chris asked us to mark those boxes where we have experience. It was interesting to see that I have worked in each of the 5 categories and I think I was the only one who could say that. I usually describe my work as “helping people with using SharePoint and Office365” but within that definition I appear to have had very different roles over the years.
So, as an example of how to get insight in your own career, let me share my career path with you:

1. Knowledge Management

After 20 years in new (food) product development, I started a role in Knowledge Management in the same organization, which at that time focused on new product development. Part of the project meant I had to share the outcomes on the intranet. This ticked a number of boxes in the Content and Communication “arm” mainly.

Skills for this role: Writing and editing, Content management, Content publishing, Content design and some Information architecture.
The skills I needed in my Knowledge Management role

2. Intranet adoption (awareness and training)

During my Knowledge Management project I met the intranet team and they asked me to help them create more awareness and use of the intranet. In this role I tried to make people aware of the intranet and how people could use it for themselves. I also did some basic troubleshooting, support and training. At that time (around 2003 or so) intranets were generally custom-built and options were limited – apart from a Frontpage website, a home-built “document cabinet” and a Forum tool there was not much else. Still, in an international organization even these limited tools helped to share information with colleagues in other locations and businesses, so a number of people were very active on the intranet.
The boxes ticked made a shift to the right.

Skills in this role: Faciliating training and support, Operational governance, Measurement and improvement, Stakeholder management, Incident and problem management, Information architecture.
Skillset moving to the right in my second role.

3. Intranet adoption (configuration)

Then we moved to a SharePoint (2003) intranet and found so many options to help employees, that we decided to act as internal consultants, identifying painful processes and configuring sites to facilitate the processes and make them more efficient. I have blogged about this earlier:
That was a wonderful job which taught me a great deal about business processes AND about SharePoint!

In this role I used the following skills: Tacit knowledge management, Facilitator training and support. Operational governance,Measurement and improvement, Stakeholder management, Incident and problem management, IT change management, Business analysis and requirement specification, Information architecture, Visual design, User testing, Accessibility
Business Analysis and requirements specification was a large part of my third role.

4. SharePoint site collection manager

After being made redundant as result of a reorganization, I found another job at a multinational organization. My role was to act as the site collection administrator, making sure procedures around customizatons were adhered to, the site collection did not grow too large (yes dear reader, in that 2007 SharePoint each site collection was allowed 2 GB, which is not much in current standards), doing housekeeping on empty sites etc. I also configured sites, did troubleshooting and gave advice and trainings.

The skills I needed in this role: Writing and editing, Content publishing, Content design, Facilitating training and support, Operational governance, measurement an improvement, stakeholder management, Incident and problem management, Business analysis and requirements specification, Information architecture, Visual Design and Accessibility.
I was quite a Jack-of-all-trades in this role 🙂

5. SharePoint, Yammer, Video support

When we had launched our new intranet on SharePoint Online, I was part of the support team, figuring out issues with permissions, document management, pages and web parts, Yammer and Video. I also curated and created help materials and was in charge of a successful Yammer group on Office365, where we answered questions and informed people about changes in functionality or issues, and where people shared tips and tricks.

For this role I needed the following skills: Content publishing, Curation and tagging, Facilitating training and support, Community development, Operational governance, Incident and problem management, Information architecture and Accessibility.
Curation and community development were new skills I needed in this role

6. Office 365 adoption

My last role at that organization was to help people use the various elements of their digital workplace. The focus was on Office 365 but other all-employee tools were in scope as well, such as Adobe Creative suite license changes and a new password reset system. I was helping with software launches and changes by figuring out how much and what type of adoption effort was needed, finding help materials (or creating them if they were not available) and providing communication and training to local support people.

For this role I needed Curation and tagging, Facilitator training and support, Community Development, Measurement and improvement, Stakeholder management, IT change management, IT strategy, User testing.
My Office 365 adoption role skills

7. Office 365 functional management

A few months ago I had the opportunity to change jobs..in a big way! After 35 years of working in multinational commercial manufacturing organizations, I now work in an all-Dutch mental health care organization.
I am still providing second line support, I am an Office 365 portal administrator, I help people understand all tools within Office 365, I invent solutions for awkward processes, I create training materials if I can not find them in Dutch, co-decide which of the endless changes in functionality needs to be communicated, and everything else about Office 365.
So, which boxes have I ticked? Check it out:

For this role I need Publisher coordination and coaching, Curation and tagging, Collaboration strategy, Facilitator training and support, Community development, Operational governance, Measurement and improvement, Stakeholder management, Incident an problem management, IT change management, Platform management, Business analysis and requirement specification, System development.configuration, IT strategy, Information architecture and Accessibility.
Currently needed skills – quite a wide range, which is great!

Conclusion

You can see some skills coming back in almost every role. Of course I have my personal interests that I try to incorporate into each role. But also my (then) existing skillset and earlier experience have influenced the boxes that I have selected. I always try to create a role with maximum interest and learning opportunities for myself.
I can heartily recommend this to get an insight into your own career. Give it a try!

Image courtesy of James Wheeler on Pexels.com