Dazed and Confused – by SharePoint online?

confusedWe are moving from an old on-premise SharePoint  intranet to one on SharePoint/Office365.

I have been using SharePoint Online from 2011 so I have become quite used to the interface and its regular changes. But I was very curious what my end-user colleagues would think of the new SharePoint and I recently had the opportunity to train a number of them in the new environment. Our goal for this training was to get an idea of how people would react to the new platform, and which elements would be clear immediately and which would need more help and instruction.

All participants (except one) had experience with managing SharePoint sites. They also knew this was an experimental training so they were encouraged to be outspoken about their findings and suggestions. Each got their own test site in our test tenant, which is on first release.

These are the findings of that first classroom training:

1. The Office365 Homepage

When you log on to Office365 for the first time, you get a lot of pop-ups about Office365. While that is helpful for new users, for this purpose it was annoying because people were less interested in Office365 than in SharePoint.
Clicking around opens up a ton of new screens, which was not universally liked.

2. The SharePoint Homepage

This was a bit confusing, because people have never had that, and the page was mostly empty. The test sites did not show in everyone’s page, despite them having personal access. I do not know if that is a search indexing thing or that you must have visited the site before it is shown in your “recent” sites.
As soon as everyone was on their site’s homepage, I told them to “Follow” it to be able to revisit it quickly, and everyone got it.

3. Site Contents

I took them to Site Contents, and then I found that some of my trainees had the old Site Contents with tiles, and some of them had the new experience . That was a bit confusing, but it was a good illustration of the ongoing changes that everyone can expect.

4. Document Libraries

Document Libraries were already in the New Experience, and I was a bit worried if people would be able to overcome the gap in look-and-feel between our old SharePoint and the new one.
It was a pleasant surprise to notice that, with just limited instructions, people took to it straight away. Everyone saw the benefits of the Pin To Top functionality, and I saw two people nudge each other happily when they learned about the library and document information pane, that also tells you who has deleted a document. No more guessing or blaming SharePoint or IT!

librarywithinfo
The Document Library with the information pane. Just click the i on the top right of the library. You can see which documents have been created, edited, deleted, restored, by whom and when. Great!

5. Lists

Unfortunately the Lists were still on the “old experience” with the tabs and the ribbon. While I have always loved the ribbon in The Office Suite, I have never taken to it in SharePoint, and I am more than happy to see it go.
My trainees did not use Lists much (an opportunity for later!) but they got it quickly enough.

6. Deleting and Restoring

Deleting and Restoring content is a topic high on my agenda. We often get panicky calls from people who have “lost documents” and have never heard about the Recycle Bin. I added a few exercises with deleting and restoring documents and list items, told them what to do themselves first, and then how to get help. It all went smoothly once people knew how long things will be stored, what goes via the Recycle Bin and what does not, and what they can do themselves and when it is time to contact the site collection admin.

training-recycle-bin

7. Quick Links/Navigation

The Quick Links (team site) and Navigation (Publishing site) caused some confusion since it is a mixture pf settings and edits, and moving the menu items around resulted in unwanted indentation. It is also different from the custom-built navigation many people have used, so this will definitely need some more instructions.

8. Editing a page

Editing a site’s homepage turned out to be quite easy for the trainees. Everyone in the audience had experience with managing Publishing sites. They sighed happily when I showed them they can now insert images from their PC in the Content zone without having to upload them to SharePoint first.
Everyone had already embedded a video before I even talked about it  🙂
Editing the (basic) team site homepage was even easier.

training-addpicture
Inserting a picture from PC appears to be so much easier!

9. Image Library/Image Renditions

We have some recommended image sizes preconfigured in the Image Renditions and the trainees thought that was pretty useful. (It shows you how an image will look in that size). In our current environment, you only see it when you have added it to a page, and that can lead to surprises. 🙂

training-renditions
The image renditions show you how a picture will be displayed in different formats.

10. Promoted Links

Promoted Links have been designated as an important tool for nice looking links to other content in formal sites. Oops, this was a bit hard. Of course this is a new functionality so people did not know it beforehand. But I also think that the default configuration can be improved. That will be another blog.

training-promotedlinks
Promoted Links with 3 different opening options.

Conclusion

All in all, my trainees did quite well. But then they were experienced and motivated. I think they benefited from my little bit of hand-holding and assuring them that most was still there, just in another place or with another name.
The only person who was a bit lost was the person with no earlier SharePoint experience.

So, I am actually quite content. After all this, I think the ongoing changes will be the largest hurdle, more so than the delta between the old and new SharePoint. (with the exceptions mentioned)

Have you introduced Office365 recently and if so, what have been the largest hurdles for your audience?

Dazed and Confused? I do not think so.

Title inspired by Led Zeppelin’s “Dazed and Confused

Image courtesy of Stuart Miles at FreeDigitalPhotos.net

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