As List.ly still has not gotten their act together, please find here another set of intranet promotion videos from Vimeo. Their Help and Community pages have been showing up blank for the past weeks, so I am very afraid that I will have to move my video collection elsewhere – again 😦
1. Landmark Intranet Teaser (SharePoint)
A short teaser for a new intranet set to launch about now. This video does not go beyond the corporate part (news, events, video) but it is always nice to see another SharePoint home page. This is a UK commercial real estate company.
Uploaded February 2020.
Backpack, what a nice name for an intranet for a series of private schools in the USA! This is a demo – slightly on the long side (5 mins) but it has some nice features, such as the ability to select or suggest apps. Also, the presenters are chatty and relaxed which is nice to listen to. It uses Office365 for document management but not for the intranet pages. Uploaded January 2020.
3. Social Intranet RM IT
Silent demo for the intranet of a Swiss recruitment agency. Nice colours (completely different from their website, and not a company logo in sight) and the usual stuff. I am not so happy with the name “Wiki” for corporate policies (as the word “wiki” suggests to me that documentation is still in the crowdsourcing phase) but I know people will not agree with me 🙂
Uploaded February 2020.
4. Intranet launch Claro (in Spanish)
Upbeat teaser/demo for the intranet of an Argentinian telecommunications company. It looks nice and is accessible on all devices. I could not see that many details.
Uploaded February 2020/
5. Intranet relaunch Ricola (in German)
Very on-brand mockup design. The new intranet for this Swiss herbal sweets manufacturer has workspaces (collaboration spaces to reduce emails and paper), a community for help with the intranet, search function etc.
Uploaded February 2020.
After many years of using the Outlook desktop app at work, I now find myself using the web app more and more. Partly this is because the majority of our workforce only uses the web and mobile apps, so knowing the web app is important to provide support, but partly because it is starting to grow on me.
Why would someone prefer the limited options of Outlook on the web over the full functionality of Outlook desktop?
1. You can select the colour scheme that works for you
In my organization, we allow everyone to select their own theme. After 35 years of corporate multinationals with a “Brand Police” 🙂 it was a bit of a shock to discover that my current employer does not think it is that important to have the same Office365 top bar in our house style colour for everyone. It is the default, but if you prefer something else, that is fine.
This means that everyone can choose what works for them:
a few colleagues have chosen black, “because it is least distracting”
one of my colleagues loved and applied the rainbow unicorn theme at first sight
I change once every few months and usually go for something colourful
many people have never changed their default bar
and everything in between
Seriously, it looks so much nicer and more colourful than that boring grey-and-blue desktop and those cluttered wiry icons! (Yes, I know I can minimize the ribbon)
2. You can visually separate your personal from your group mailbox
We suggest those who have a group mailbox, to select a different theme for their group mailbox than for their own mailbox, so they can easily see in which mailbox they are. You can’t do that in the desktop app!
3. You can “like” an email
This sounded trivial when I first encountered it, but it is actually a nice feature. I frequently see that “like” in my notifications when my colleague has read one of my proposals for a text or something, but also when I have sent someone an answer to their question.
That like is often sufficient. It means people have read it and appreciate it. They do not need to send another email to say that.
4. It supports charms and coloured emoji
Again, very trivial but it is a nice touch.
The charms are added automatically to an event when you add a certain word in the title-field. They display on your agenda in the web app, but not in the desktop app.
You can also add a charm after creating the event. Just rightclick on the event in your agenda and select “Charm” from the menu.
And, as mentioned in an earlier post, you can use coloured emoji in folder names or other texts of the web app, but they are displayed in black-and-white in the desktop app.
5. You can pin an email to the top
This is very useful if you want to keep an email top of mind – and top of inbox. For instance, I have an email with directions and participants, for when I give a training in a few weeks. I do not want to have to search for it – and I can easily delete it after the event.
I am sure that Outlook has a Quick Action or so to keep track of these emails, but pinning them to the top is very easy!
6. Easy interface
In the web app, if any action or setting is not on the page itself, it is in the Outlook settings. Simple!
In the desktop app actions can be on different tabs on the ribbon, or sometimes they are hidden and need to be added to the ribbon first.
And for settings, there’s the File tab which gives you a number of buttons and a gazillion tabs and options under the button “Options”. Pfff, complicated!
Yes, you can do much more with Outlook desktop, so the extra complexity is understandable, but until now I have not missed anything while working with the web app. I do not feel a big need to use Voting buttons (I would use Forms!) or to delay sending an email or…
Sweep is a neat way to clean up. Per sender you can determine where to move their mails and when. I use this to delete newsletters and RSS-feeds after 10 days. If I have not read them by then, I never will and now I can rest assured they will not pile up.
Sweep is in fact a limited form of Rules. You can create a Rule (in both apps) that does the same. But Sweep is just there, readily configured!
8. Three options to change a recurring meeting
This has been a life-saver for some of our secretaries. If you want to edit a recurring meeting, there’s always the question: do I change this for all instances, including those from the past, or do I stop the meeting and create another?
In Outlook on the web you have the additional option to change “This event and all following events”. This means you can keep your history intact and just make changes to future events. So, if you are an Outlook desktop user but want to change only events in the future, switch to the web version and make the change there!
9. See all email attachments on one page
Not sure if this is widely available yet, but bottom left you will now see a little paperclip. If you click it, you will see all attachments from emails on one page, allowing you to quickly find that one document of photo without having to go through each email. You can filter the results on file type and date, and you can preview, download or email each document by clicking the ellipses to the right of the file name.
10. RSVP to a meeting request without opening the email
In Outlook web app, invitations show an RSVP-button in the title field. It also shows immediately if there is a conflict. You can accept or decline from the inbox interface, without opening the full email. BTW, this is also available in the mobile app – really nice!
11. Nobody blogs about it 😁
A blogger needs to find a niche! I search the internet frequently for answering user questions or issues, and it is really hard to find stuff about the web version as the desktop app is featured all the time. Many bloggers who write about Outlook write about the desktop version exclusively.
So, I have decided to include some more Outlook web app stuff for all those organizations where people are not desk-bound. But I would be happy if someone could point me to another blogger who writes about this topic.
12. Just in case 🙂
Originally this was titled “10 reasons”, then I found two new ones, so I think it is a safe bet to save one item for anything new that pops up!
Outlook on the web is, in my humble opinion, much more visually appealing and easier to work with than the desktop version. It even has a few cool options that the desktop does not have! It may have “limited functionality” but for someone who is not a heavy user, it works perfectly.
Do you prefer the web version as well? Any option I forgot to mention? Or are you enamoured of the desktop?
As mentioned in earlier posts, the majority of my colleagues have 2 GB of storage space in their OneDrive and some struggle to stay within those limits.
So, we are currently helping them with cleaning up and giving them some tips on how to keep within boundaries. It may be interesting for you as well!
1. Empty the Recycle Bin
You may want to start with a clean slate, so let’s empty the Recycle Bin first. If, during cleaning, you accidentally delete too much, you will have fewer documents to search through for restoring. Also, emptying the recycle bin will free up space!
2. Check the size of your OneDrive
It helps to know how much stuff you have, and how much you need to remove. So, click on the Gear wheel top right, click “OneDrive settings” and then select “More settings”. You will pass a useful screen with notification options – worth looking at but out of scope for this post.
Then click “Storage metrics”.
On the next page you will see the lists in your OneDrive site collection (it is a SharePoint site collection, after all) and the amount of free space is shown top right.
3. Move shared documents to SharePoint or Teams
Sharing documents in OneDrive to collaborate on is great as long as the document is not final. Once it is final, please move it to a SharePoint site so it can be part of the team’s collective knowledge and make room in your OneDrive.
Do not hoard shared OneDrive documents – if you leave the organization your OneDrive will disappear with all its content. (After a period when your manager can access it.) We frequently get questions about lost shared documents as many people appear not to be aware of this. 😦
So, check out which documents you share and with whom. Do you still need them at all? Do you still need to share them or are they ready to live elsewhere?
If you want to move the documents to SharePoint, go back to your “My One Drive” section, select them and then click “Move To” from the grey bar and select the SharePoint site where they will live. (Make sure you follow that site so it appears as one of your first choices). The documents will be deleted from your OneDrive in the process. (If you want to know how Copy To and Move To work, read my earlier post and also my post about the risks)
If you have many documents to move, you may either want to do it in smaller batches or use Copy To and delete the documents after you have checked that they have all safely arrived at their SharePoint destination.
And if you no longer need the documents you share, you can just delete them.
4. Create or Request a SharePoint or Teams site
In case you have no location at your disposal, create or request a SharePoint site or a Team (which comes with a SharePoint site) so you can share documents with your project team or department.
5. Find the largest and the oldest documents
Unfortunately you will have to do this by folder, as you can not create views without folders. Although OneDrive is a SharePoint site, it misses some cool SharePoint functionality, such as the option to add metadata columns and create views, or the possibility to add templates. (note to self: submit to User Voice 🙂 )
Open a folder and click on the pull-down arrow next to the File size column and click on “Larger to smaller”. Determine whether the largest files need to stay on your OneDrive. They may fit on your SharePoint or Teams site as well, so you can Move them there, or perhaps they can be deleted.
Then sort for the oldest documents by clicking the pull-down arrow next to the Modified column and selecting “Older to newer”. Generally you will have accumulated quite a lot of documents in your career. When projects have been completed or interest has waned, you might as well move them to a SharePoint archive site, a records center (in that case they should have been moved there long ago!) or delete them.
6. Remove versions
This can make sense for very large documents that you have worked on intensively and that you want to keep. There may be several versions that take up space.
Select the document, click the … to the right of the name, and select “Version History” from the menu.
You will now see the versions.
If you are still working on the document, it may be safer to remove the oldest versions only.
If your document is final, you can delete all versions and keep the latest version only. If there are many versions involved, the quickest route is to go to the Storage Metrics (see par. 2), click on “Documents” and drill down until you see the document.
Click “Version history” on the right of the document and then you will see an option to delete all versions in one go, leaving the last one.
7. Move private files to a personal location
While it is all too common to have a mix of private and organizational docs on your systems, your OneDrive is primarily meant for organizational stuff. Your private info should not be here, especially if it takes up valuable storage space. You also do not want to lose it when you leave the organization, right? So, move your personal files and photo’s to your private OneDrive (now with extra-secure Personal Vault), iCloud, Google Drive, a USB stick or another place.
8. Empty the Recycle Bin and check storage
Hopefully this has helped you get below that 2 GB. If you, you need to repeat and be a little more strict this time around!
9. Repeat regularly
In order to stay below the limit, go through these steps again on a regular basis.
Do you have tips?
Do you have experience with colleagues whose OneDrive fills up quickly? Any suggestions that we can use?
As List.ly still has not updated their Vimeo API, I have some more video’s for you.
1.(in Dutch) This is an animated teaser for a Dutch news and broadcasting organization. The interesting thing about it is that it does not emphasize the homepage or corporate news, but it looks as if the landing page displays your personal timeline. This timeline includes news but also other things. Nice idea. Otherwise, it has a lot of “colleague finding”, transactions and you can even sell stuff.
Uploaded December 2019.
2. This is a demo of a modern SharePoint intranet for law firm in Brazil. The text may be in Portuguese but it is a silent video which speaks for itself. It is nice to see a real-life intranet that has a lot of out-of-the-box visual elements (like training videos, new books in the library, etc.)
Uploaded December 2019.
3. I received this video and the accompanying story from Thoughtfarmer, about the intranet launch video for a gas company in the USA. This is a termination interview with the old intranet. Hilarious and painful too!
Uploaded December 2019.
4. A cheerful animation for a new intranet for a French insurance company. This new intranet should help you with your daily work. Nice visualisations of the different roles of the intranet.
Uploaded November 2019.
The platform I curate my videos on has not updated the Vimeo API, so any Vimeo video I add does not show a link or a preview, which makes adding videos there a bit lame.
As I have a number of Vimeo videos lined up, I will give you a regular update here. I hope it is temporary, though.
1.Let’s start with this teaser for an intranet for a company that creates and maintains highways around the world. I like the enactment of “old ways of working”. Uploaded November 2019.
2. Another teaser, which focuses more on “tools” and “features” and not so much on how you can benefit from it. Perhaps the fact that this is an IT company, working in the area of security and data protections, accounts for that. Uploaded December 2019.
3. Hey, that oldfashioned two-cans-with-a-rope communication idea is apparently a hype, as it is strongly featured in this teaser/demo for the new intranet of a Brazilian rental car organization. It is in Portuguese but you will get the idea. The intranet is called “Connect” (as are many others, including the one at my previous organization), and it has strong branding and is also available on mobile (of course). Uploaded December 2019.
4. And the last one for this post is another teaser for an intranet about to be launched now. I like the name play! The organization is a Canadian expert in car park management (it can be a bit of a puzzle to cut through the corporate website lingo 🙂 ) Uploaded December 2019.
Well, I hope you like this alternative update to my collection!
Uh… why did it take me so long to figure out I can use Emoji in folder names and they sync perfectly to OneDrive / Web / Mac. Have not figured out why they are black and white on Windows and this ice cube doesn’t render…. pic.twitter.com/ka2JEFHzeA
That looked interesting so I spent a most enjoyable day finding out how and where it works in Office365, and if I could find anything remarkable.
By the way, you get the emoji keyboard when you click the Windows-key plus . or ;
The Windows 10 emoji work almost universally, including Office365. You can use it in SharePoint document libraries, folders and documents; in Yammer groups, Teams channels, Outlook, To Do, well, everywhere I have tried!
It also works in Twitter and Hootsuite and I guess on many more platforms.
In most cases they merely look nice, but I think their biggest benefit is that they can help people identify the most important item(s) in a long list, e.g. OneDrive, SharePoint or Outlook folders. They act as “visual tags”.
My personal favourite usage is in List names of ToDo. I share a lot of lists with my colleague and I like being able to see to which list a task in My Day, Assigned to Me or Planned Tasks belongs. The colour scheme you can apply to a list does not provide sufficient contrast, and if you have more lists than the 5 colours available you still need to look at the list name.
Until now I always thought I had a lot of redundant tasks, because one task can show in different views, but now I can easily see where they belong.
Things to know
Not every image has sufficient detail – stay on the safe side and choose images that are clear and unambiguous for your team.
Always use text in combination with your emoji…otherwise you will have to refer to “that folder with the red-and-white striped tshirt” which is a bit silly.
Do not overdo it – adding an emoji to every folder looks cluttered and defies its purpose of making things stand out.
Does adding “little coloured images” fit your organization? I am quite sure that I would have had a serious (and unpleasant) discussion in my former organization, had I suggested to use it there. I think it will be appreciated in my current one, though.
They display nicely in all web and mobile apps (screenshot below, left), but the desktop apps (screenshot below, right) show them only in black-and-white. No problem for me, as I find I am using the web apps more and more, but be aware if your colleagues are all desk(top) jockeys. 🙂
I would suggest to not use this in high level names and URLs, such as SharePoint site names or Teams names. I do not know if you run into issues if you need to access these types of names or URLs with Powershell or in the admin mode. (Please let me know if you have experiences with this)
Although you can use this in document names, I would suggest to pin a document to the top of the library if you want to highlight it. That way the document will always be visible, regardless of sorting, folders, etc.
Speaking of sorting, the sort order can change when you add emoji. In the screenshot below I have made a list of folders in the Ninja Cat library in a SharePoint site. All folders were created in one go, i.e. I added the emoji when creating the folder. You see that a folder with an emoji first, gets shown on top, while an emoji behind the name sorts “normally”. (Look at the “Clothes” folder, which are two different instances) If I add the emoji to the left of an existing folder name, it suddenly moves to a different position!
Now let’s see what happens if I add an emoji to the Clothing folder, to the left of the name.
In the above example I could create two folders with the same name – so apparently “👕 Clothes” is NOT the same as “Clothes 👕”. They have different URL’s, where an addition comes either before or after the word “Clothes”. Yet it is impossible to create a third plain “Clothes” folder as “that already exists”. Why?
I tried to copy and paste the different URL’s of both folders in this post, but as soon as I did that, the red-and-white stripes of the emoji in 8. suddenly turned into plain blue! (BTW, this also happened when I switched to the HTML editor writing this post) What sorcery is that? So I have to use a screenshot:
Yammer groups have a number in their URL, not a name, so you should be able to use them safely in Yammer groups. But if you use Yammer on your phone or tablet, the group icons are already displayed so why add another one?
I hope Microsoft will address this and make the group icons also show in your list when you work on your PC or laptop. (which would make the emoji redundant)
In Teams, the team image is displayed with the name, so adding an emoji in the Teams name only clutters things up. But using an emoji in a Channel name makes sense, both on laptop and on mobile.
Should you add images left or right to the name? To the left gives a more uniform appearance, and in To Do, it nicely overwrites the default icon. But I think it is generally better if they are to the right, as the text should be more important than the image and you are more in control of the sorting. Also, they stand out more when they are not all aligned. Any thoughts? (Since Wedge told us that decorative illustrations of a post should be to the right, unless they are an essential part of the post, I have added illustrations to the right of my post, so that’s why I think to the right is better)
Adding an emoji to a folder or Teams channel name can be a nice way to shows its content or purpose, or to make it stand out. However, use with caution as not everyone may like it or understand the image, things may get cluttered and it may even break some things as well.
There’s still a lot to find out, especially in admin and any other occasion where a URL is involved. If you have any experiences with usage in Office365, especially from the admin side of things, please let me know!
Some time ago we introduced the Microsoft365 F1-license into our organization. I work in a health care organization and the majority of our staff is providing care and counseling to our clients and patients. They work mostly with the official patient/client data application. They do not use Office365 heavily.
The F1-license differs in the following aspects from the E3 or E5 license used in larger and more office-based organizations. (See also Marijn Somers’ post on this topic)
No desktop apps – it is all online
2 GB Outlook mailbox instead of 100 GB
2 GB OneDrive instead of 1 TB
No Delve app visible (on the Office365 landing page) or available (on mobile devices) – but I have a workaround
A few limitations in Skype-for-business – as F1 users can not organize meetings or share content. Teams meetings appear not to have these limitations, by the way. (I have had varied results so I am a little careful)
When we made the change, about 10% of users had more than 2 GB in their Outlook on- the-web mailbox, so we sent them a message about what was going to happen and gave them suggestions for cleaning up.
I have noticed that there is a vast amount of support for Outlook on the intranet but it is mainly for the desktop app and trust me, there is a BIG difference between the Outlook desktop and Outlook on-the-web.
BTW, I just found Nate Chamberlain’s tips to clean up your Outlook desktop!
So, here’s what we advise our colleagues. Feel free to re-use and embellish!
1. Empty the Deleted Items folder.
Apparently there is no tenant-wide option for Outlook Online to empty the the Deleted Items folder when you log out. (It is possible for the desktop app)
So, it is possible that you have years of Deleted Items in that folder, eating up space! If you know your Deleted Items are there to be deleted, the fastest way is this:
Right-click on the name Deleted Items in the left-hand menu
Click “Empty Folder”
If you have > 500 messages in there, or if you want to check what you are deleting, it may be best to do this in batches:
Open the Deleted Items folder
Select a number of messages
Click “Delete” from the top bar
Repeat when the selected items have been deleted
The deleted messages will be stored in a new place. You will see this in your Deleted Items folder, called “Recover items deleted from this folder”.
The “Recoverable Items” works like the SharePoint or OneDrive Recycle bin. You can restore messages back to their original location within 14 days (default) or longer (tenant setting) after deletion. Items in the Recoverable Items do not consume storage space.
Select an item, click “Restore” and your message will be back to the original folder, i.e. Inbox or Sent Items or what not.
Now that your Deleted Items is empty, let’s go to the next step.
2. Check storage space.
There used to be a cool function in Outlook On The Web that showed you the storage space usage of each folder. However, with the most recent version (August 2019) that option has gone, so you can only see the total storage now.*
Click the Gear Wheel top right and then “View all Outlook settings”
Go to “General”, then click “Storage” and you will see how much you are using.
When a F1-user reaches 1,98 GB of storage space, they will get a warning message. (This is default, but the warning limit can be lowered by the Exchange admin if you want to give people some more breathing space)
They will also no longer be able to send messages at that point. So it is important to keep well away from 1,98 GB.
3. Clean up your largest folders.
Deleted Items, Inbox and Sent Items are generally the main storage space hoarders. Depending on your organization’s settings, Junk Mail can be a biggie, too.
So let’s start there with two sorting exercises:
a. Sort on largest items
In your Inbox, click Filter (top left), then Sort on Size, largest on top.
Check if you still need these messages. If they contain large attachments, save the attachments to OneDrive. You can move them to SharePoint later, if needed.
If the email text is important, you can save it as a PDF and store it on OneDrive or SharePoint.
Delete the message once you have safeguarded the content in another place. Or just delete it if it is no longer of value.
b. Sort on oldest items
In your Inbox, click Filter (top left), then Sort on Date, oldest on top.
Do you really still need the oldest messages? If yes, store them in OneDrive or SharePoint as above before deleting.
Repeat steps a. and b. for Sent Items and any other folders that contain a lot of data.
4. Repeat steps 1 and 2 (and perhaps 3).
I have helped a lot of colleagues through this process and these steps were usually sufficient to get below the 1,98 GB threshold. If not, you will have to take step 3 again and be a little more strict.
5. Auto-empty the Deleted Items folder.
Now that you have a cleaner mailbox, you will want to keep it that way! You can empty your Deleted Items automatically after sign-out as follows:
Click the Gear Wheel top right and then “View all Outlook settings”
In Email, go to Message Handling, check the first box and click Save.
Another time, I will discuss a few more ways to save space and hassle!
It was fun writing this post – my own mailbox is smaller now as well 🙂
* For as long as it lasts (November 2019), there IS a way to see the individual folder size.
Use this link and this will take you to the old interface where you can see the individual folder’s size: https://outlook.office.com/owa/?path=/options/mailboxcleanup