10 things about protecting documents from being overwritten

Did you know you can Protect a document in SharePoint and OneDrive from being accidentally altered or overwritten? If that has been enabled you will need to take conscious action to edit the document. Very useful for Excel files, especially when “auto-save” is on! This has been around for a few months.
Review mode is a relatively new option in SharePoint, allowing people to only make Comments in your documents, and not change the original text. Together they can be a good way to prevent accidents.

I guess you know me by now: I had to find out how these things work, also related to the permissions you have in the site.

How to protect a document

If you protect a document, you protect it against accidental changes.
Go to the document, click File > Info and then you can select “Protect document”

This is where you protect a document. The yellow bar signifies it is protected.

When you open a protected document, you see this:

When you open the document, you will get a message.

When you want to add comments or edit the file, click on OK and then “Viewing” and you will see these options:

Now you can add comments or edit

How to share a document in review mode

When you want to allow people to give feedback, but as comments only, you can share in review mode. Select the document, click Share and then click on the “People you specify can edit” link on top. This will give you the advanced sharing options. Make sure the “Open in review mode only” is toggled (as in screenshot) and click “Apply”.

Here’s how you allow comments only

This option is only available if you allow editing.
Recipients can only add comments, and can not edit the text itself, so this will keep your original text intact. This is especially helpful when many people may want to add feedback. If everyone is allowed to edit the original text, you may end up with something incomprehensible.
When you write the message to the recipient, the sharing popup will show a little icon next to the “People you specify can edit” link.

This little icon will tell you that you share as “review only”

Test programme

In one SharePoint document library I created 4 new documents from the New button:

• Plain document as is, shared as is
• Document with protection, shared as is
• Plain document, shared in Review mode
• Document with protection and Review mode

I did that for each of the following apps, both online and desktop:

• Word
• Excel
• PowerPoint
• OneNote

I shared the documents with each of the following permissions:

• Owner
• Member (can edit)
• Visitor (can read)
• Someone with no access to the site

Afterwards, I repeated relevant experiments with documents in my OneDrive.

What do you need to know?

1. You can only protect individual documents, not a complete document library.
2. You can not protect OneNote documents, in desktop nor online nor that half-baked OneNote for Windows 10.
3. In the desktop apps you can protect Word, Excel and PowerPoint documents against overwriting.
   (You can also use other ways of protection, but that is out-of-scope for now)
4. In the online apps you can only protect Word and Excel, but not PowerPoint.
5. You can protect Word and Excel files in SharePoint and OneDrive.
6. You can only send with “review-only” in Word, not in Excel, PowerPoint or OneNote (I hope that will change).
7. You can only send with “review-only” when you share with “people you specify” or “people in [tenant] with the link”.
8. You can use “review-only” in Word in SharePoint and OneDrive.
9. When you share the document from SharePoint with an external person who has no access to the site, they receive a code via mail as soon as they try to open the document. Not sure if that is a tenant setting, but I thought I’d mention it.
10. How does a Word-document open, and which options do you have when you share the document with or without protection, with our without “review-only” and with people with various roles in your SharePoint site? See the table below. The first word is the option that the document opens with.

	Full Control	Edit	Read	No access
Plain document	Editing	Editing	Editing	Editing
Protected document	Viewing	Viewing	Viewing	Viewing
Plain document “review-only”	Editing	Editing	Reviewing, can view, editing greyed out	Reviewing, can view, editing greyed out
Protected document “review-only”	Viewing	Viewing	Viewing, can review, editing greyed out	Viewing, can review, editing greyed out

Various sharing options – the first word in the cells shows the “landing” option.

What do I think?

Protecting a document can be a good way to avoid accidental changes, as it opens the document consistently in “Viewing” mode, regardless of your own role in a SharePoint site. 👍
It also works on OneDrive. 👍
It is not available for PowerPoint Online. 👎
It is per document only, while per document library might be nice as well.

The “Review Only” mode is disappointing as you can only use it on Word files. 👎
Additionally it allows site users with Full Control and Edit permissions to edit the original text, even if you ask for comments only. 👎
However, this is a useful option for sharing with people who have no access or who can only Read in your site, as they will have no permissions to Edit the original text. 👍
It is also useful for sharing files on your OneDrive as everyone will be unable to edit the original text. 👍

I hope there will be some developments in both functionalities, so it can be used with more file types and “people with existing access”.

Are you using this in your organization? Do you have any additional tips or lessons to share?

It’s a Poll! It’s an email! It’s a Form!

Forms may not be as hip as Teams at the moment, but it sure is a cool tool, sometimes even cooler than I thought!

Something relatively new is the option to add a Poll in an email. It is a nice option to quickly add a Choice question to your message. There is some support information out there but let me show you the full picture.

1. Create and send

When you open a new email and click on the … on the bottom of the mail (in the toolbar) you will see an option called “Poll”.

Click on the bottom of the new mail for the option to insert a poll

Click that and you will get a sidepane with a Choice question.

Enter your question and answer

Enter question and response options and click “Insert Poll into email”.

The poll will be inserted in the mail; the title of your question will be the subject line of your email (you can change that) and in the email body and you are added in the cc. If you change the name of the poll before you send it updates in both places! 💪

This is the email; you will get title and the link to the poll, but you can add explanatory text.

You can now type the rest of your mail and send it to your audience.

TIP: If you want to have that poll option always available in your toolbar just click the gear wheel top right > View all Outlook settings > Email > Customise actions and then scroll down to Toolbar. Check the Poll box and Save.

How to make the Poll-icon always visible at the bottom of your mails

2. Receive

So what happens when you receive an email?
The question will be displayed on top of the mail, with the options visible. This makes it easy to respond, but if you have many options in your answer, you will need to scroll to see the rest of the email.

You can see all options and vote immediately

When you have cast your vote, you will immediately see the result. You do not have to reply as your vote has been saved.

You can see if you have picked a day that others selected as well

If you happen to click the “View/vote in browser” link you will be taken to the Form in its regular format.

3. View results in email

As an owner, you can view the results from that mail. That’s why you are in the CC!

4. View results in Forms

The sender of the email is the owner of the Form, and when they go to their Forms page, they will see the Form with a poll-icon to distinguish it from a regular Form.

You can see this is an in-email poll by the poll icon

If you open it, you will see a message that you can not edit the poll.

Apparently this is called a Quick Poll and it is read-only

Limitations

• You can only add one question
• You can only add a Choice-type question
• You can not edit the Form on your Forms page
• Everyone sees the results immediately – that may be good or bad, just be aware.
• People may forget to scroll down to see the rest of the mail 😁
• According to the support information, this should not work well with people outside your organization, but it worked perfectly well between my Microsoft365 and private Outlook or Gmail accounts.

I can imagine this could be a good option for a quick question, without having to go and create a complete Form with all the trimmings.

Most of all, I like the integration of Forms and Outlook. It is smooth, clever and elegant.

It is also available in the Outlook desktop app but I am no fan of that.

Have you used it yet? And have you encountered a scenario where it did not work with “externals”? Let me know!

Lessons from producing my first Teams Live Event

Recently I “produced” my first Live Event in Teams: a symposium with the project presentations of three of our students.
The organisation expected around 100 attendees, so I tried to push them towards the regular Teams Meeting with some extra control measures (see my earlier post). But they really liked the moderated Q&A, so a Live Event it had to be.
As I need to learn to work with this anyway, I suggested to be the producer, so I could create procedures and scripts so they know how to do this themselves afterwards.

How a Live Event works

Scheduling a Live Event is easy, however I find being a producer quite some work. Tracy’s video makes it all appear fairly simple, but to be honest, I have been struggling a bit with this tool and needed a number of tests to get to grips with it. Perhaps it was our complex setup, perhaps I need more practice.

What have I learned?

1. Give your event a good title

When your audience is entering the event, and the event has not started, all they see is the title of the meeting. Make it a clear one.

2. The producer should just produce

Although you can be producer AND presenter, I would advise against mixing these roles unless you are an experienced one-person-show. If there is a welcome or break slide to be shared, leave it to someone else.
When you (producer) share content or your desktop you do not see your dashboard, which makes it hard to do your work as a producer. And when you go back forgetting to stop sharing you will end up with a very annoying caleidoscope effect. If you do stop sharing there will be an annoying message that the Event will continue soon. You can not win.

I am sure an experienced producer/presenter can avoid this but I still do not know how – I can share a presentation but sooner or later this shows.

3. Keep the # of presenters to a minimum

When I did my first Live Event, a number of people were interested to see how it worked so I added them as a presenter. That provided some challenges as I could not see them all on my 13″ laptop screen, hence I could not select their video to show.
Additionally, during one of the breaks one of the “curious extra’s” decided to move to another room, accidentally sharing her screen. 😱 She did not have her earbuds in, nor was she looking at the chat, so we could not warn her that her living room was visible for all to see. 😉

The presenters are shown bottom right and on a smaller screen, you can not see them all, and therefore you can not select their video!

4. Schedule a separate Live Event as a test run

As this was new to everyone we decided to do a test-run a few days before the meeting. You need to create a new Event for that, as you can only “use” a Live Event once.

5. Have as few transitions as possible

Transitions are a bit of a logistical nightmare. I had expected that when the next presenter shares their screen, that would pop up in the Queue, so I could add the speaker’s video and set it all Live at the right moment.
But it does not happen that way – presenters generally override their predecessor’s screen during the event, causing a need for the producer to frantically switch to the correct presenter. Or, they stopped presenting and then their face filled the screen.
So try to limit the number of transitions to keep your producer’s sanity 😉

6. Test starts, stops and transitions

We really needed this as presenters had no clue as to what to expect. So we went through the programme of welcome talk, first speaker, etc. People could practice how to share their screen, when to stop, how transitions worked, what they had to look out for, what not to do, etc.

7. Invite an attendee to ask questions

It helps to have an attendee in the test run to ask a few questions, so new presenters can learn how to handle the Q&A’s.

8. Use “desktop” rather than “content” for sharing (depending on setup)

We found that the following combination resulted in “flickering tabs” which is a major distraction:

• Using Google Chrome as a browser
• Using PowerPoint Online for your presentation
• Selecting “content” rather than “desktop” for sharing

So: ask people to present with PowerPoint desktop app (if they have that) or ask them to share their desktop.
Or use Microsoft Edge, of course. 😁

9. Create a script

It may be good to have a timetable with who does what when and the timing of the breaks. It was good for the presenters but also for the producer, as I could then check when I needed focus and when I could relax a bit.

10. The “crew” needs the Teams Desktop App

One of the presenters logged into the test meeting via the web app and she entered the meeting as an attendee. Fortunately all our employees now have the Teams desktop app so all of us can produce or present Live Events (despite the fact that 90% of my colleagues have an F3 license, which is web + mobile apps only).

11. Make sure the producer has a large screen or monitor

As mentioned in item 3, I needed a larger screen to see all presenters, but also to see the Live result better. If your screen is too small, you will get prompts to expand your screen. Fortunately, I have an extra 23″ monitor.

Suggestion to change my screen.

12. Teach presenters how to unmute

EVERY presenter forgot to unmute themselves, so I had to jump in and ask them to unmute. 🙁 It was nerves, I get that, but I did not like having to intervene. However, I later heard people actually appreciated me jumping in, as it showed that someone was noticing, saving a lot of questions in the Q&A.

13. Avoid having an audience in the same room as the presenters

Our students really wanted to have some family in the room, so they would not have to talk into a void, but it posed extra issues:

• Due to the delay that a Live Event has (about 1 minute) in image and sounds it was impossible to project the Live Event in the room with the presenters.
• Therefore we needed an extra person to click through the presentations from a separate laptop in the room. We could perhaps have duplicated the laptop screen but it would have to be changed between speakers and I know that some situations/laptops do not support duplication.
• I was producing from home, and I did not exactly know what tech was available in the convention room, which made it difficult to explain to the presenters what to do in the room (which was not my responsibility anyway – that was producing this Live Event)
• Presenters got easily distracted by the audience so the MC’s had to make sure everyone was back at their laptops in time for the next presentation – while this will also happen in a physical-only situation it is less annoying there as everyone can clearly see what is going on. People online do not see that.
• Your laptop’s microphone is not good enough in this situation – it usually sounds rather tinny and will pick up sounds from the surroundings and that can cause an annoying reverb – so your producer must mute you. Presenters, use a headset and keep it plugged into your computer at all times!
• The presenters also had to find a good position in the room with a good background, which needed time during set-up.
• Questions from the room could not be heard and needed repeating by the MC, which they sometimes forgot. Which led to Q&A’s.

14. Learn basic sign language

This may seem silly, but as everything the presenters and producers say when you are Live is audible for everyone online, you can not really talk about things, and not everyone was watching chat all the time. So sometimes I wished I know sign language to tell people “get ready to present the break slide” or “unmute”.

15. Producer, mute yourself when going live

Do not say “Here goes” or something similar when you Go Live, because it will be recorded in the video. Guess how I know this? 😂

16. Download the attendance report during or immediately after closing the event

When someone from the “crew” enters the Event after it has closed, it will overwrite the attendance report. By the way, the official word is “Attendee engagement report”.

17. The “crew” can only view the recording from the web app, even when they use the Attendee link

If they click the Attendee link and select the desktop app, they go into the “back end” of the meeting, overwriting the attendance report. See item 15.

18. The video lives in Azure, not in Stream

Do not look for the video in Stream – it is not there. You can download it from the meeting information and upload to Stream if you want to make it available for longer term. (It is available on Azure for 180 days)

There’s some good Microsoft info about post-event actions.

And if you know of a way to make transitions smoother, please let me know! If you have any other “gotcha’s” to share, they are welcome too!

Liven up your Live Event

Last week I “produced” my first Live Event in Teams: a symposium with the theses of three of our students, with two MC’s in charge of welcome, introductions, Q&A’s and a closing message.

Until now these events have always been organized as a face-to-face event in one of our larger convention rooms, with about 100 colleagues and family and friends of the students. This generally involves a 10-minute refreshment break after each speaker while the next speaker makes preparations.

However, in the Corona universe, even our largest convention room can hold only 18 people, so our organizers had to move to an online solution. The convention room was used for the MC’s, students and 4 members of family each, while other people would watch the Live Event.

Having a physical room AND a digital place provided some challenges with the programme.
In a physical room, you know where you are, you see the people involved so you know you are in the right place. You can talk to others, get a coffee or tea, or watch the preparations.
In a Live Event, you enter a sort of void, hoping you are on the right screen in the right meeting, and you have no option to ask anyone if this is the symposium.

So, we decided on starting the Live Event 5 minutes early with a slide showing the programme. That way people would know they were in the right event and could see which speaker would be on when.

We used the same slide before and during the meeting but I think you can do more. This can also be a nice way to brand your event.

Welcome slide

You use this to welcome people in the meeting well before it starts. Make sure you post the name of the meeting, the programme, perhaps how to handle the Q&A and anything else that is relevant. You may even rotate two slides or use an animation to inform people their screen is not frozen 😄

Example of a welcome slide

You could alternate the programme with this speakers’ slide

Break slide

A 10-minute break can be quite a long time for an online audience, so you may want to share a slide with some of the conclusions of the earlier presentation, and a preview of what is coming.

Example of a slide for the break, showing the upcoming presentations

Repeat for each break, so in this case the 2nd break slide would look like this:

The 2nd break slide

End slide

You can use this to inform the audience of contact details, of the next symposium, and how they can access the presentations, as “sharing a file” is not available in Live Event. (Of course you can share a link via the Q&A if the presentations are online for everyone)

You could use this slide during the closing remarks and/or while attendees are leaving

Presenter background

This week I also saw the option to upload your own background image to Teams easily and that can help with a consistent look-and-feel of your event. You can upload it when you select a background. It will be added to the bottom of the pane. I have already seen some “company backgrounds” when talking to other people.

Here’s where you add a new background

Please take note of the specifications:

• Max 2048 * 2048 px
• Min 360 * 360 px
• .jpg, .bmp or .png
• Aspect ratio > 4
• Please note that your image will appear reversed for you (mirrored) but for others it will look OK.
• Use a patterned background (a photo or another image) for the best results – a plain colour block does strange things to your hair 🙂

The text will appear in mirror image for yourself, but OK for others.

Conclusion

Making use of programme slides during a Live Event is nice for your online audience. It also gives you an opportunity to brand your event. Providing branded background slides for the speakers can also help make your event look streamlined, and it saves a fuss checking out your physical background.

It is fairly easy – I have used the standard Atlas theme in PowerPoint as a quick option, but you can also have things professionally designed of course. (That will look much better! 😁 )

Just curious – are you “branding” your Live Events currently? I would be interested to learn what you do and how it works out. Please let me know in the comments!

Where have all the features gone?

We always think very carefully if and how we communicate changes to our Microsoft365 environment.
Generally, changes that affect all users, and may lead to questions or confusion, will be posted on the intranet. We do this for about 2 or 3 changes a year. Think about “the new Outlook on the web” last summer, and the new design of the SharePoint homepage earlier this year.
Changes with a lesser impact are communicated through our dedicated Yammer group for people who take an interest, and during webinars.
Additionally we regularly revise our training and webinar materials.

So, we were a tad worried when we found that some new functionality that had been in our tenant, and had been communicated, suddenly disappeared. In one case we found out that the functionality had been retracted, but we have no clue about the others.

Perhaps one of my readers can help?

1. The SharePoint start page

A few months ago we published an article on the intranet that there would be a new SharePoint start page. The column on the left hand side would be removed and some of the info there would move to below the site cards. We prepared the communication and an explanatory screenshot.
When we could finally confirm that also our non-targeted release users had it, we published the article.

Around March and the start of the Corona-crisis, I noticed that my SharePoint start page had reverted back to the old setup, both at work and in my own tenant. I checked the Roadmap, the tenant Message Center, the internet, but nothing came up.

Only half May I found out that I had missed this article, which has a small paragraph on this topic.

As the article above is quite long, this is the message.

Well, thanks for that. And I could not find the #192001 in my Message center, nor in that from my work tenant. 😦

2. Save documents for later in SharePoint

I was already aware of the Save for Later options in SharePoint News, but I was happily surprised to find that this function would also be available for regular documents in SharePoint sites. I saw it a few months ago, immediately saved a few documents and told our Yammer group.

I still have them saved on my SharePoint page. But the functionality is gone in both my private and my work tenant!

I have not imagined it, as this SharePoint Roadmap Pitstop from November 2019 shows. It points to a Roadmap #49095 which mentions the functionality for OneDrive…with a launch date of Q4, 2020.

What has happened in the mean time? What retraction or delay announcement have I missed?

BTW, this blog shows the Saved for later files on the new SharePoint home page.

3. Files tab in Outlook

Some time ago, my colleague and I noticed a paperclip icon in the bottom left of our Outlook-on-the-web app.

The paperclip

When clicked, it would give you a page with all attachments in your mailbox. Very convenient for cleaning up! However, it has not been seen for several months.

Once again, I have not imagined it. I wrote about it in this blog about my love for Outlook-on-the-web.

Update July 8, 2020:

The files tab in Outlook is back! I just received a comment from Eric (see below) and I immediately checked. I wish I could sort them on file size, but it is already a big plus that I can see how many files live in my Outlook!

Does anyone know?

You know I like to play the detective, but I could not find the answers this time 😉

Title inspired by 1955’s song “Where have all the flowers gone” by Pete Seeger.

How to organize a webinar with Teams

Now that the initial shock of working from home, and learning to work with Microsoft365, has been absorbed, I notice that my colleagues are quickly trying to get their work done “with the new tools”.

My organization is also a research and education institute for nurses, psychologists and psychiatrists and other therapists, so we have a lot of research, knowledge sharing and training going on in our core business.
Suddenly I am being called frequently by colleagues who are used to organize face-to-face events, but want to set up a webinar now.

For the larger and more formal events we advise Live Events (which I am currently trying to get proficient in), but for smaller and less formal events a regular Teams Meeting can be used as well.

My own experience

My colleague and I are still giving webinars on the various aspects of Teams almost every week, using a Teams Meeting.

These take an hour, have up to 10 people, can also be taken in the evenings, and we make sure everyone can ask their questions. They fill up rather quickly!
We generally do a personal introduction round for all, then present a few explanatory slides, give a demo, recap what we have shown, and ask for final questions.
We have found that people like to sign up, because not only does it give them an opportunity to learn new things, brush up their skills, or allows them to ask their questions, but also because they like to connect with their colleagues, who they have not seen for more than two months by now. So it is fulfilling a social need, too!

For those situations a regular Teams Meeting does the work, so here’s how to organize that.

1. Create a Form to collect submissions

We have a professional tool available for the larger and more complicated events, but for smaller and impromptu webinars you can use a Form.
Just create one and share it with a colleague (as a back-up).
If you have internal attendees only, collect names and emails automatically.

For internal purposes, this is the quickest option

If you have externals joining too, please make sure you use the setting “Anyone with the link can respond” and ask for (at least) their email address.

This is the option if you also have externals joining. Remember to add a field to collect the email address!

2. Communicate your event in the regular way

If you are sending emails, publishing on internet or intranet, you can add the link to the Form (or to the formal system) to collect responses.
If you are using printed materials (wall posters, flyers) you can add the QR code to the Form.

The Form will give you a spreadsheet with email addresses.

3. Schedule the Teams meeting

You can do this from Outlook or from Teams.

If you want to send the standard invitation to everyone, you’d better use Outlook as I have found this works better with contact persons, email distribution lists or Excel files with email addresses. Also, if you want to hide people’s email addresses, use Outlook.
You can add an attachment with meeting instructions – I liked this one for external users. How to join a Teams Meeting – as a guest

If you want to use another way of communication (e.g. an email with instructions and some more information), you can best use Teams, invite your presenters only and then add the link to the meeting to the rest of the information.

Just hover over the Join-text, rightclick and Copy Link to get the link to the meeting.

This post will tell you more on the pros and cons of Teams or Outlook when scheduling.

If your webinar involves breakout sessions, where attendees can discuss or work on an assignment together, you may want to check out this post for the creation of breakout rooms.

4. Set correct controls to your Teams meeting

For a presentation for a large audience including external attendees I would suggest to add a lobby for externals, and make sure everyone except the presenter(s) enters the meeting as an attendee.
Arrange the lobby and presenter settings as explained in my earlier post.

5. Send links and instructions

If you have used Outlook, you will have done this already, but in case you want to send a different email than the standard invitation, you can add the link as grabbed under 3 and add instructions. For internals it may not be necessary (although it may not hurt) and for externals you can use something like these:  a link or as a PDF: How to join a Teams Meeting – as a guest 

6. Prepare and rehearse

• In most cases presenters will share a PowerPoint presentation, and it is a good idea to make a PDF version as a handout. We usually share these via the chat during the webinar. Be aware that external attendees can not access the chat when they have logged off, so tell them when you are sharing it.
• If presenters are giving a web demo, it helps to have a script, so they know what they are going to show. They should keep the script visible.
  Making screenshots of the screens they plan to show (in case the internet or wifi drops, or the website is suddenly unavailable) is always a good idea.
• And if they want to demo something on your phone, here’s how to do that.

7. Do a technical test run

It is always a good idea to practice a presentation a few times, but if the presenter is new to Teams it is essential that (s)he also does a “technical” test run to find out how to

• share a screen or a presentation and switch between them
• blur or change backgrounds
• manage attendees
• use the chat and the “raise hand” option
• include system sounds like the sound from video’s, etc.

Make sure you check the “include system audio” box when you want to play a video or other sound.

If you have externals joining, invite one or two along for the test to see if it all works for them.

You may want to think about a custom Help background, as described by Phil Whitehead in this video, to help attendees use Teams.

8. Check audio and video just before the event

On the day of the event, the presenter clicks the link to the meeting well before time.

The Teams app has a Test call option, to check if audio has been set up correctly. Type /testcall in the Command bar and you will be taken to that old test call we know and ❤ from Skype. You will even receive a report!

So happy to have that Test call option back! You can do this from anywhere in Teams.

Of course the presenters have also turned off all kinds of sounds and on-screen notifications. You don’t want to know the email previews I have seen arriving while people were presenting. 😜

Please also ask presenters to check their hair, clothes and background before people enter the meeting. Of course they can blur or select a background, but it helps if they know they are not sitting in front of that flipover with the upcoming reorganisation or divestiture written out.

Ask them to close all tabs and programmes that they do not need today, so they do not run the risk of accidentally sharing something confidential or embarrassing.

Sonia Cuff recently published a good blog on being a remote presenter.

9. Good luck!

• When the webinar starts, organizer or presenter gives everyone access from the lobby.
• Once everyone is in, you or the presenter may want to instruct attendees on using the mute buttons and the chat and the “raise hand” function, if you are not using that Help background.
• Tell people when you share the handout.
• The organizer may want to download the attendance report during the webinar.

What have I missed?

Is there anything you would like to add?

 

Who created those folders in my OneDrive?

Have you ever started a brand new Microsoft365 subscription and looked at your OneDrive? I haven’t – but when I recently gave a basic tour of the Microsoft365 suite to a new colleague she asked me what I meant with the “Attachments” folder in OneDrive, as she did not see it.
Nor did I when she shared her screen.
But once she saved a file from Outlook to her OneDrive the folder was created.

I had already noticed earlier that I sometimes get these folders in my OneDrive, which I could not remember creating, so I decided to find out.

I removed all folders in my OneDrive and ended up with a completely empty page:

An empty OneDrive at the start of the experiment. In fact, when I refreshed the page I got that “Let’s get started” popup as if I was a newbie!

And then started to do a few things and noted when a folder was being created and what it was called. The end result 👇

This was the result of my experiment. 

1. Attachments

When you save an attachment from Outlook to OneDrive, the Attachments folder is created. By default you add all attachments there, although I wish you could select a folder of your own choice, which saves time.

Attachments from Outlook – I guess we all know this one!

2. Notebooks

When I created a new Notebook, this folder was added. It is pretty straightforward. I think your personal Notebook gets created in the top level but as I do not have it anymore, I am not 100% sure.

This is where your Notebooks are stored.

3. Apps

This folder is created when you create a Form with a File Upload as a Q&A type.
Fortunately, you get an explanation of this behaviour.

As soon as you select this Q&A option, you get an explanation

Apart from the name of the folder being rather generic, you have to click through 3 nested subfolders before you get to the file that has been uploaded.
I sense an opportunity for optimization. 😉

The “Document Upload” is the name of the Form, so that is a logical structuring.

3. Microsoft Teams Data

Have you ever seen the option “Open meeting notes” when you were on a Teams meeting? I am still finding out why I sometimes see it and sometimes not. At first I thought it was an organizer’s privilege (like “End Meeting”) , but the organizer of our daily work meeting does not see it either.
But I digress! If you click “Show meeting notes” in your Teams popup behind the … you will open a small side panel where you can start typing meeting notes. They will be stored in the Microsoft Teams Data folder in a subfolder called Wiki.

Your meeting minutes. The document name could have been a tad more intuitive.

5. Microsoft Teams Chat files

This folder is created to store files that you share during a chat. This can be both a 1:1 chat, a group chat (outside of a Team site), or a chat in a meeting.

Files you have shared in a chat. No subfolders to distinguish meeting chats or other chats.

6. Pictures

This folder gets created when you connect your phone camera to OneDrive. After that, your pictures will automagically be added to OneDrive. Unfortunately it has a lot of nesting, like year and month.
👉 Be careful if you have a F3 license – you only have 2 GB of storage space so using this option may fill your OneDrive quickly.

If you want to see your pictures, you have to click a lot!

7. Office Lens

If you install the Office Lens app on your telephone and you select OneDrive as the storage place of choice, a new folder is created with your first image. It is a plain list of files. I prefer to use the Office Lens functionality that comes with the OneNote, OneDrive and Teams apps, however. It saves me an app. 🙂

Your Lens pictures will be stored in this folder. 

Wait, there’s more!

I tried adding documents to a few other applications (Yammer, ToDo, Planner) but they do not store files in OneDrive. I expected it in ToDo, being something personal.
The other day I installed Visio Data Visualizer which also created a folder. As I could not get it to work and it kept popping up in an annoying fashion I deleted it, and did not want to install it again just for this test. Guess I am not alone in my dislike according to the reviews.

Have I missed any?

Conclusion

👍 Your OneDrive serves as the hub for your personal documents in Microsoft365, so it makes sense that documents from all kinds of actions and applications are stored here. I expect that more applications will create folders over time.
👍 You can delete these folders and their content; when you start using the app again they will be recreated.

👎 Behaviour is explained for Forms and Pictures, but it should be explained everywhere.
👎 The naming convention and experience could benefit from streamlining, e.g. folder names, or the structuring of subfolders.
👎 I would like to see this also for attachments in ToDo, as this is your personal task list
👎 Users with an F3 license only have 2 GB of storage space in their OneDrive and they should be made aware of these folders, to avoid unpleasant surprises with a full OneDrive. I have written about cleaning your OneDrive before.

What to think about when organizing a Teams meeting?

Of course we all know how to schedule a Teams meeting in Teams and how to do it in Outlook. 

Over the past few weeks I have found out that there is a preference for one or the other. And, there’s more!

Teams or Outlook?

If you are scheduling a meeting with people from your organization, Teams is the fastest option. You do not have to think to make it a Teams meeting (although I saw on the Roadmap that soon, meetings scheduled in Outlook will be Teams meetings by default) and you can also select a channel to meet in.

The invitation from Teams – quick and dirty

However, if you want to invite people from outside your organization, you’d better use Outlook.

1. 👎 You will need to toggle that Teams Meeting switch (for now)
2. 👍 You can prohibit forwarding (although that appears only to work for Microsoft email users)
3. 👍 You can hide the email addresses from others, which may be a privacy requirement
4. 👍 You can add an attachment, such as instructions on how to join. (Found this on LinkedIn the other day – does anyone know where it lives? How to join a Teams Meeting – as a guest)
5. 👍 Outlook can auto-complete external email addresses if you have used them before

Outlook simply has more options when you use it for invitations to a Teams meeting.

Of course those benefits go for internal meetings as well, but they are extra useful for externals.

Do I schedule it myself or can I ask someone else?

In my organization many departments have a group mailbox. It is quite common for the department secretary to organize the meetings on demand, from the group mailbox, in Outlook. My colleague and I also use our group mailbox to schedule our webinars in Outlook, as group mailboxes do not have a license and hence no Teams to schedule it from.

The first time we forgot to invite ourselves, which meant we did not have the meeting in our agenda and we could not get into the meeting from Teams. 🙂  Of course we quickly sorted that out, but you may want to tell people to always invite everyone with their personal account.

The organizer does not have to attend the meeting per se. As long as there is at least one presenter (from the host organization) to let people from the lobby into the meeting, the meeting can proceed.

However, only the organizer can

• adjust the meeting options for lobby and presenters (see my earlier post, item 2)
• end the meeting

“End meeting” is only visible for the organizer.

So: yes, someone else can schedule the meeting for you, but if you need any form of special control, it is best if you schedule the meeting yourself!

You may be able to change some of this behaviour by changing the meeting policies in the Teams admin center but to be honest, I have not dived into that yet.

Any other suggestions?

What are your top tips for scheduling Teams meetings?

 

[Have you made it to the end? Thank you! Hope you did not miss the advertising 😏]

 

 

Teams meetings for non-business users – the meeting

Right now Teams is being used by many non-business people, and I have had a lot of questions about “how it works” for non-business or external users, as in: “what do they get and what do they have to do in order to participate?”

• We have looked at the email invitations and the variety of results you can get.
• We have also looked at getting into the meeting – which browsers work and which don’t, and what about the Teams app?

This time we will look at the meeting experience.

We started with a variety of email programmes, which all give different views and results. But all emails contain the link to the meeting, which is just a link, albeit a long and non-intuitive one. So in the end, everyone uses the same link in a browser or in the app. Let’s see what that brings.

I have the following people in my meeting:

• Myself, as the organiser and presenter, joining from my own tenant, initially via web (Edge), later through the app on my laptop
• Gerald Adams, an attendee joining from web (Chrome)
• Kim, an attendee joining from the Windows 10 app, not signed in
• Ellen iPhone, an attendee joining from iPhone
• My work’s account, joining as attendee from the Windows 10 app, signed in.

Prepare for an awesome (or awful if you do not like long posts) amount of screenshots!

1. Organiser/Presenter – web

So, this is what I see when I join the meeting on the web – the latest version of Edge.

You see that I do not have an option to blur or change background – I must be on the web!

Gerald is already waiting for me in the lobby:

It is very clear that people are waiting in the lobby.

And this is what I see when I start sharing my screen

What the presenter sees when they start to share screens.

When my presentation is shared I take a look at the options (click on … in the bar)

You see that in the browser I do not have the option to blur or change background – please compare that with the app version below.

When I look at the people in the meeting I see that most of my “external attendees” have entered as a Guest, except Ellen van Aken (outside of your organisation) who has joined from another Office365-account. I can also invite other people, and mute all of them.

This is what the organizer/presenter sees when opening the People pane.

The presenter can also manage people individually, this is independent of web or app. I can make either people from other organizations (business users, in this case) or Guests a presenter or an attendee again, or I can mute or remove a person from the meeting.
I can also pin a person, which means I will always see that person when they have their camera on and nobody is sharing a screen, regardless of who’s talking.

2. Organizer/Presenter – app

What do I see when I join via the desktop app and signed in? I have some more options: meeting notes, background effects, the option for Live Captions and End meeting. (I can also check my audio settings before I join)

I have a few more options when I join in the app.

 

Not shown here, because I am sharing a presentation and Kim, Gerald and myself were on the same PC: with the desktop app (and the mobile app) you can see 4 people if you have the camera on, with the web only 1 person. That is where the pinning comes in handy. I can not wait until we will see 9 people!

3. Attendee – web

Gerald is the one attending via Chrome. This is what he sees: a greyed-out Sharing screen, and fewer options in his meeting menu (or whatever that popup behind the … is called)

This is what an attendee sees when joining through Chrome (which shows the same as Edge, by the way)

An attendee can only see who is there, but not their role. Nor can they do something.

4. Attendee – app

Kim is using the app without sign-in, as she does not have an Office365 account. What does that look like? She can not share her screen and has one extra option compared to the web attendee. (However, she will see 4 people when there is no screen sharing and people have their webcam on)

Kim’s menu shows background effects options, but otherwise it looks just like the other attendee on the web. She can also not share her screen.

The People popup shows the same as for the attendee on the web.

5. Attendee – iPhone

The meeting experience on the iPhone is different again. Please note the attendee is not signed in to the app. Top right you see chat and people options. There’s no “share” button, not even greyed out.

iPhone experience.

When you click the 3 dots in the meeting control bar, you have even fewer options than a regular attendee: just “put me on hold”, “keypad” and “turn off incoming video”.

Translation of these 3 items is above. In any case, very few options with the iPhone, not signed in.

6. Attendee – Business User

It was a bit of a juggle to get this meeting together with all these people (all of them ME) and all these devices and options.  But a second user, with Office365 account and a fully-fledged laptop, was easily available (again: ME at work) so for comparison’s sake: here goes.

Business attendee can not share screen, but has more options than a non-business user: the Live Captions option is available. And everything is in Dutch 🙂

Conclusions

The meeting experience is very similar for all attendees, regardless of how they got there.

There is hardly any difference between a Guest (someone without Office365 account, not logged in) and Someone outside your organization (an external business user with Office365 account, logged in). The only difference is that the organizer/presenter can see who’s what.

The role is the largest differentiator – if you are a presenter, you can simply do much more than when you are an attendee. See the differences here.

There are some differences between web and desktop app. The main advantages of the desktop app are

• 4 people visible instead of 1 (when you have cameras turned on).
  This has been a BIG issue in my organization, especially for our therapists doing online group therapy sessions. Most of our therapists have an F3-license, which means they can only do web and only see 1 person. We have suggested they also log in with their phone to see 4 more people. We have now installed the desktop app for them as well but we are still looking for another tool that shows more people. I really can not wait until Microsoft finally rolls out the 3 x 3 view!
• The option to blur or change backgrounds.
• The option to do a Test call.
• Live Captions. As these are currently only available in English, this is not relevant for my organization right now, but it may be a big plus for others.

The iPhone experience is sufficient, but sparse.

My suggestion would be to tell your non-business users to use the web version. I would only suggest to download the app when

• it is important to see 4 people
• a non-business user is the presenter (so they can adjust their background)
• when they join on iPhone.

Joining on the web will probably be easiest for them, especially if they are not very savvy. Perhaps you can just send them the link in an email, instead of the official Outlook invitation, and tell them to open the link in Chrome or Edge (new versions).

Agree?

Teams meetings for non-business users – getting into the meeting

Right now Teams is being used by many non-business people, and I have had a lot of questions about “how it works” for non-business or external users, as in: “what do they get and what do they have to do in order to participate?”

In my former post we discussed the email invitation to the Teams meeting for non-business users, and how it can differ depending on device and email client.
This time, we will look at getting to the meeting.

It’s the browser, baby!

In this part of the process the main difference is not in the email programme, but in the browser that people use.  I have added a ton of screenshots so you know what participants can expect.

I use an up-to-date Windows 10 laptop with up-to-date browsers. This may already be different from what your “consumer” users have. I have no Mac, but I have used an iPad and an iPhone.

In the invitation you will see the link to join the meeting.

The link. Please note you can copy the link and share it with others.

1. What happens when you click on the link?

a. Firefox and Internet Explorer

If you are using Firefox or Internet Explorer as your browser, you will get the message that those browsers do not support Teams and a nudge to move to Edge OR to download the app.

You are pushed to use Microsoft Edge or download the appEnter a caption

b. Edge or Chrome

If you are using Edge (the new one) or Chrome, you will get this nudge to either download the app or to join on the web:

You will have to make a decision: download the app or join on the web.

I have occasionally seen this image, which is the new experience, or so I think:

I think this is the new experience – it is more obvious you have 3 options

c. Safari on iPad

If you use this, you will get a similar screen as for Internet Explorer or Firefox, except that you will only have “Get the Teams app” as suggestion.

Safari does not support this – downloading the app is the only suggestion you get.

d. Safari on iPhone

If you are on an iPhone you will get a warning that Safari does not support it, and a nudge to download the app.

It’s in Dutch but I guess you will understand that you are nudged to download the Teams app

2. What happens when you join on the web?

a. Edge or Chrome

When you have decided to open Edge or Chrome (if you are using Chrome as your default browser) you will get to this screen. You are requested to enter your name and click “Join Now”. Look at the bottom, where you are again enticed to sign in (if you have a Microsoft account) or to download the app.

Strangely enough the name of the meeting is not shown. Enter name, select camera and phone settings and click “Join Now”.

After clicking “Join Now” you get into the lobby. As you may know, recently Microsoft changed the default settings for all meetings to “People outside your organization will have to wait in the lobby”. While I agree with this setting, especially now that so many new (and often non-business) people are using Teams, it led to a lot of questions in my organization because we had just been telling everyone that by default everyone could get into your meeting immediately. 😤

The lobby

In any case, you will enter the meeting as a Guest with the role that the organizer has given you. 

If you have a paid subscription to Microsoft365 it is worth signing in, because you will get the full web experience. The link to the meeting is accessible for everyone, so you can just sign in even if your Microsoft365 account has a different email address than the one that you have been invited with.

3. What happens when you download the app?

a. Laptop (Windows 10)

Downloading and opening the app can take a few minutes, so you may want to warn your newbies to start early or do a test run well before the meeting. 

Once you have the app installed, and you click the meeting link from your email, you can use the “launch it now” button or your browser will ask you to open the link in the app. Internet Explorer just opens the app.

Chrome and app

Firefox and app

Edge and app

Once the app has opened, you will be requested to add your name and click “Join Now”, like when you join on the web. Please note that the app has two extra features:

• You can enter the meeting with a blurred or custom background (the toggle between camera and microphone)
• You can check your microphone by clicking on “PC Mic and Speakers” and then selecting “Test Call”. (Functionality that I know and ❤ from Skype)

Some extra functionality when you join a meeting with the Teams app.

You will enter the lobby as usual.

Again, you will see the extra options that the app has to offer. While you are waiting, why not select a nice background! 😄

If you download the app and you do not sign in with a Microsoft account, you will enter the meeting as a Guest with the role that the organizer has given you. 

b. iPhone.

If I download the app on my iPhone, give permission to use the microphone, and click that horrible long link from my email, it will ask me if I want to open the link with Teams and then I get this message (Time to meet):

You can enter as a guest or again, sign in.

After entering your name and clicking Participate you will get the lobby message, which looks similar to the ones above.

iPhone lobby message (in Dutch)

c. iPad

On my iPad the “Open in Teams?” message did not happen so I could not make the switch from my email to the app. I was also forced to sign in with an account, which is not the purpose of this exercise. Anyone out here who had more luck?
Copying the link to the meeting and pasting it into the Edge app on my iPad worked. It switched over to the app and I could enter as a guest, with the same image as above for iPhone (but wider).

What have I found so far?

• Your non-business participants do not need to have a Microsoft account to participate.
• You do not need to download the app on your PC, as you can participate on the web if you use Microsoft Edge or Google Chrome as your browser.
• Internet Explorer, Safari and Firefox can not be used for a Teams meeting.
• If you do not have a Microsoft account (or if you do not sign in with it), you will have to enter a name when you log on, and you will participate as a Guest.
• The Teams mobile app is a must if you want to take part from an iPhone.
• Both the mobile and desktop apps may take a few minutes to download and install, so always ask your participants to download and test-drive well in advance, or start at least 10 minutes before the meeting.
• The desktop app will give you more options such as the custom backgrounds and the option to do a test call.
• If you have an external presenter or discussion leader, strongly suggest to use a laptop and download the desktop app as the extra options will be very useful especially for them.

Next time, we will look at the meeting experience.