As my organization is slowly getting used to the look of modern SharePoint sites that go with a Team site, I am getting more and more questions about how to create those “buttons” that some of our pioneers added to their site.
Now we can have a debate on the “Quick” aspect of Quick Links, but let’s not go into that and let’s focus on the ways you can make them look. (But if you are curious, you may want to read this article by the Nielsen Norman Group)
How did I prepare?
In one of my SharePoint sites, I created a new page and added a header from the new Stock Images (👍 nice!)
I added a one-column section
I added a Quick Links web part to the section
I added some individual links with either an image (Web search), an image from the new Stock Images option (again: nice!) or an icon (also much-appreciated functionality).
To some links I added a description.
This is the result:
Now you have a number of options for how those 8 links are shown. Of course in a real-life situation you would not want to mix images and icons but for demonstration purposes it makes sense.
6 Web part layout options
When your page is in edit mode, and you click the edit icon for the web part, you get 6 options for layout. Each option can have sub-options.
“Compact” is the default option, as shown in the screenshots above. If I uncheck “Show image in layout” the images and icons are removed. 2 options.
“Filmstrip” gives a large emphasis on the image. You can move from left to right with arrows, and on the bottom you will see an indication that there’s more than these 4. 1 option.
“Grid” shows the links in tiles with large images, again not displaying default icons. 1 option.
“Buttons” has a ton of options:
Let’s show a few:
And the option that is very popular in my organization:
So the Buttons option alone has 72 display options!
The “List” layout has 4 options: with or without icon, and with or without description. It looks like the Buttons option with the icon on the left, but it is slightly different when you toggle between the two. 4 options.
And finally there is the “Tiles” option, which shows your links in squares. There are 5 sizes, and for the smallest 3 you can decide whether you want to show just the icon, or only the image. I am sharing the two most extreme options. 8 options.
So, all in all you have 88 options to choose from!
But wait, there’s more: 4 section background colours
When you edit the section, you can determine the columns, but also select one of 4 colour options for the section background from left to right: none (as shown in the screenshot), neutral, soft and strong. The exact colours depend on the theme of the site. So, multiply the 88 options of the web part with the 4 background options and you get…352 options!
These are the options:
This is the default Compact option with images with 3 backgrounds:
When you have selected a Link option with a fill-in colour, such as the Button (fill colour) or the Tiles, and you use the strong background, the colour of the buttons will revert to white, for maximum contrast.
There’s 352 ways to make a nice list of links on your SharePoint page. It is easy to switch from one style to the other so you can play around until you have found the best style for your purposes.
I would not quickly select one without a title – I have clicked too many image-only buttons that led to something I had not expected or wanted. Tell people what they can expect or do and do not leave them guessing. Nielsen-Norman group have many suggestions for link names with good “information scent”.
What’s your favourite Quick Link style?
Note: I have recently switched to the WordPress’s Block Editor. This has changed the way image captions are being displayed.
Deleted (deleting a synced folder without disconnecting it first also deletes the documents from SharePoint!)
Moved to another folder in the same document library
Moved to another library in the site
Moved to another site. This means the original document has been deleted.
Moved to your OneDrive
Permissions have changed and you no longer have access
Metadata have changed so it appears in a different view than usual
Which tools are available?
The document details pane
The site owner or your SharePoint admin
Where to start?
Just like my post about the disappeared web parts and lost documents on OneDrive, I have thought about the best possible order to use the available tools. It may appear to be fastest if you go to the Recycle Bin first, but that may be quite a chore if your site is active, your document has been deleted some time ago and/or document name, the author or the suspected deleter starts with M or N. Sadly you can only Sort, and not Search, in the Recycle bin.
My suggestion would be to first try and find the document in the original library. But please, feel free to disagree! It also depends…:)
1. Search in the Document Library where it used to live
Found it? Open it to see whether this is the document you are looking for. It has most likely been moved from one folder to another, or metadata has changed so it appears in a different view. Take step 2 to find the location if you do not see it straight away and/or confirm with step 7 to see what exactly has happened if you are curious.
No luck? Move on!
2. Search in the SharePoint site
You can easily do this by clicking “Expand search to all items in this site” on the bottom of the Search results page from step 1.
Found it? Note down thepathand navigate to it to confirmthis is the correct document. The document has been movedtoanotherlibrary. Confirm with step 7 if you feel the need.
No luck? Move on!
After this, you can do what is most easy for you.
3. Search from the SharePoint landing page
Found it? Well you are lucky! Unless your document has a very unique name, it will be hard to find between all the other documents in your organization. (Of course, using the Files tab and the Filters should help a little). So, it has been moved to another site. Note down the path and confirm it is the correct document. Confirm with step 7.
Results from OneDrive are also shown in SharePoint search, so if you have accidentally moved the document to OneDrive, you will find it there as well. Unless you want to know WHEN you did this, there’s no need to confirm with step 7 as you are the only one who could have done this. 🙂
No luck? It has probably been deleted, renamed or had its permissions changed (with or without moving). Take any of the next steps to find out.
4. Search in Office365
Frankly, chances are slim that you will find it here but you can try! If it is not in OneDrive and not in SharePoint (including Teams) it may be in Outlook or Yammer but would you not remember if you have done that? But, just to be on the safe side, give it a try.
Found it? Congratulations! Now move it back to where it belongs!
No luck? Well, you really did not expect to find it after all your other trials, right? Time to look in the Recycle bin.
5. Check the Recycle bin
Found it? Restore it.
No luck? Move on!
6. Ask the site owner if they know, or to search in Library or Site
Found it? It has probably moved to a place to where you do not have access, or you have actively been removed from the access group. Discuss with the site owner to give you access again, if possible.
No luck? Move on.
7. Check the Document Library’s details pane
In some cases you may want to do this earlier, but especially in a busy SharePoint site you need to scroll a lot! If someone knows a good way to export the data into a nice Excel file or something, please let me know.
The details pane is context-sensitive and will display different details depending whether you are on the document library landing page or in a folder.
Found it? Confirm it is the correct document and note down the path and/or new name.
No luck? There is one last option…to be done when all else fails.
8. Ask your SharePoint administrator
Your SharePoint admin will likely have permissions to everything so if they can not find the document in Office365 search, it will not exist in its original shape anymore.
Additionally, they can also check the 2nd stage Recycle bin to see if it has been deleted.
Found it in Office365 Search? Confirm it is the document, note down the path and ask the site owner to give you permissions again.
Found it in the 2nd Stage Recycle bin? Ask your SharePoint admin to restore it.
Confirm what has happened with step 7 and give your SharePoint admin a compliment on Yammer or Teams for everyone to see! 🙂
No luck? Sorry….
Any other thoughts?
Did I miss something? Do you think there is a better order? Any other tricks to share? Please let me know!
Forms appears to be top of my mind these days. It’s near the end of the year and lots of evaluations need to be done 🙂 so I am searching the organization for opportunities to make the switch from other tools or processes to Forms.
Every year my organization has a week where you can spend (half) a day with another department. This has mutual benefits as you can well imagine. This process involves:
Making an inventory of which departments are open for receiving visitors that week
Asking employees which one of the “open” departments they are interested to visit and when
When I joined the organization last year, I had seen the Google form for item 2. and I made a resolution to try and help the organizer move that to Microsoft Forms this year. So recently we sat together to create the Form and it turned out she had some doubts about the inventory. Last year she had sent out emails to various departments with some questions, and it was a lot of hassle to collect the data and get the overview. So I suggested she create a Form instead in order to
make sure that everyone replies to all questions
get everything collated into a tidy Excel sheet without having to copy it all manually
So, we created a Form and she sent an email with the request to complete the Form. (Which is additional advertising and awareness for Forms, I hope!)
Then we set about to create the Form where employees can specify their interest and preferred date. As this had already been set up as an online form, this was rather simple. We could even shorten the form because we decided to collect people’s name and email address automatically.
When the inventory is completed, she just needs to add the dates and departments to the Form and the announcement can be posted on the intranet with a link to the Form.
So, unexpectedly we could move two processes to Forms! Yay! (Those little wins always put a big smile on my face)
Handing over ownership of a Form before it has been distributed
According to Microsoft, you need to add a Form to an Office365 Group if you want to hand over ownership. This will make sure that the data will be handed over as well.
If you do not have a Group for this purpose, and the Form has not been distributed yet, the original owner can Share the form with the new one, and the new Owner can then Copy it to make it his/her own.
This may come in useful when someone is leaving the organization (and whose account and content will be deleted) has created a Form that still needs to be introduced to the organization.
Top 3 differences between Forms and Forms Pro
In my earlier post I mentioned I did not quite get the benefits of Forms Pro, but then Doug Allen wrote a post that made things clearer to me. Especially the options for sharing of the survey, and the analysis and follow-up of survey results are much better than regular Forms. Those examples were quite an eye-opener for me.
Be a quiz-master!
I have done some experiments with the Quiz option but I was not overly impressed. It only works well for multiple-choice questions. I think it needs some more work, either from Microsoft or from myself 🙂
In earlier posts we have looked at SharePoint News and the News digest from the sender’s perspective. It is time to look at it from a reader’s point of view!
1. You can find SharePoint News in the following places:
The site where it has been published
The site overview (click “See all” on the web part after publishing 5 articles)
News digests (Newsletters), consisting of the above, gathered with previews in an email
The SharePoint app
“News from sites” on the SharePoint landing page
All “News from sites” if you click the “See all” on the SharePoint landing page
To avoid a very long post, I have compiled some screenshots in this deck. You may want to watch it full-screen:
2. You will only see News articles to which you have access.
The News digest is an exception – it can be sent to you and you may not have access to one or more of the articles.
3. The SharePoint web part on the landing page can not be configured or removed.
So if anyone is posting News articles and you have access, you will see them there, whether you want it or not.
Our project was a first and we did not want to show the News to everyone just yet. That is why we made the News site and the News digest available to a limited group of people only, even thought the content was not confidential. We simply did not want to confront people with something new which may be there only once. (In theory 🙂 )
We received some comments of people in the target audience because it “obscured their view of the Frequent Sites”.
4. You can like a page and/or comment on it.
You will find the options at the bottom of the page. The author will receive an email now and then with the likes and comments. If you @mention someone, they will receive an email immediately. This is great for urgent remarks to the author, and also to inform a colleague about this article.
5. You can save a news article for later.
This will come in useful when you do not have time to read it now, or in case you will want to keep it. There are 3 ways to do that:
At the bottom of the post you will see an option to “Save for later”.
You can also click the label of any News article that you see on the “News from sites” overviews.
In the SharePoint app you can click the … at the right of each article and select “Save for later”
There are 3 places to see your saved articles:
On the News cards in “News from sites”, saved articles will show with a “filled” label as opposed to have the outline only (Is this proper English? 🙂 )
On your SharePoint landing page, in the left-hand menu under “Saved”
In the SharePoint app News, under Filter (on top) you can select the “Saved Items”.
I would have expected this to be on Delve, together with bookmarks. But no.
6 a. The SharePoint app (iOS and Android) is excellent for reading News.
The Newsfeed (in order of First Published Date) looks great and your saved items are available in a separate place. (Click the filter on top to see only the “Saved Items”)
You can easily read the News in public transport or in the evening on the sofa!
News in the app. The third item is “saved for later”. You can see all saved items nby changing the filter on top.
This items is “saved for later”.
I often hear that people “do not have time to read the news during the day”.
I also heard a story from a bank that made the News available on smartphones (this was pre-SharePoint News and app) and they saw a massive spike in views around 8 pm, when people were ready to settle in for the evening. Apparently employees do not mind spending private time on work-related News, as long as they can consume it at a time that suits them.
6 b. The Android app is very sticky when it comes to post-publication changes.
Both iOS and Android are fast to show freshly published News articles. But while the iOS app is fast to respond to post-publication changes (e.g. items being renamed, edited, depublished or removed) the Android app is very slow and can take several hours to change. Some unpublished or deleted items never even go away, providing you with a 404 (not found) message when you click them.
Android phones and fast-moving news such as IT outages and their fixes are therefore not a good combination.
7. Make it a habit to click on the title to open a News article.
Clicking on the image in the News Digest will only show you the image. Everywhere else you can also click on the image. Weird.
8. You will get notifications of new News articles in the app.
This happens when someone you work with frequently posts a new article. This is determined by the Microsoft Graph (the machine that also provides you with suggestions of documents, sites and people) based on your interactions, so there is not much you can do about it 🙂
9. Alerts suck big time.
If you do not like to wait until you get a News digest or an app notification, you may think about setting an Alert. Please don’t – Alerts do not work.
Here’s what happens:
If you set an Alert based on “All changes” you will get two Alerts – one with the raw URL and one with the title, content and metadata. After that, you will get notified of all changes, of course.
If you set an Alert for “When new items are added” you get…nothing!
I also tried a Flow but the “Send email when new file is added” did not work (404 error) as it links to that “raw” URL which gets overwritten. Only once did I receive the correct URL and I have no clue why.
If someone has found a Flow that works for this scenario, please share!
Using a filtered view (Published items, “version contains .0”) did not solve the issue with Alerts or Flow. Besides, would any reader know that?
10. You can unlike a comment, but not news post.
Be careful with your likes on news posts: they stay there.
However, you can unlike a comment to a news post.
1. You need 5 published News articles before you can send a News digest.
Frankly, this one drove me nuts. I knew I had seen Jasper Oosterveld and other people demo this functionality, so why did I not see the “See all” link on the homepage? Well, because I had only posted 4 items. Duh!
2. The order is by selecting – the first article you select is on top.
This is independent of the creating or publishing order. You can change the order of items after selecting them and clicking “Next”. Using the arrows you can then drag and drop the items into the desired order. The “x” will remove the item from the selection.
3. You can only send this to an Office Group, Distribution List or individuals.
It looks like you can send this only to items which appear in the Global Address List.
I would have expected you could also use a SharePoint site user group (from this site) or a personal Group of Contact Persons from your Outlook, but no. In this case, it meant that our project manager had to add all people to a Distribution List. (We are not using Office Groups yet)
4. It is unclear (to me) what determines the logo.
If you do nothing the logo displayed will be the new SharePoint logo
If you replace the site icon by another image, the logo displayed will be the old SharePoint logo
Your organizational logo (the one in the Office365 top bar) does not show in the News digest
I would like to know how this works, as I would prefer to distinguish the various News digests from one another by using a custom image. On suggestion of Juan Carlos I tested this with a modern team site (instead of a Communication site), but it did not work there either. That said, if there is one site template I would expect to allow more branding, it would be the Communication site!
There is already a number of User Voice requests out there for more options to manage the News digest look-and-feel.
At this moment Microsoft says in their support article that “It is not yet possible to make changes to the appearance of images, header area, or summary area of the email.” That gives hope for the future!
5. Your News digest will display the site’s name.
So make sure your site has a meaningful name.
This is of course another good way to tell the difference between this digest and another, but I still would like to have an image, too!
6. Access requests will be sent for the News article, not for the site.
If someone has been forwarded the News digest, clicks on the first item and then finds out they need access, they will send an access request to the News article.
You can click “Approve”, but
You will only give access to this specific article, so they will have to request access for the next article and the next, etc.
They will not see the header image because that lives in the Site Assets library, to which they do not have access.
I would suggest to treat the access requests as a general request for access to the complete SITE.
In our case, I have added a link to the Visitors group on the top of the site, so the project manager can quickly open the list and add new people.
He grumbled a bit but is IS a sign of success when people forward the News digest 🙂
By the way, the access request email looks really nice these days. Sadly you can only Approve from the email if you are an Owner (not if you use a custom role, like we do) AND you can not give permissions for the complete site from this mail, only to the link requested.
7. Access requests will go to the original name of the article.
Have you changed the title of your News article after publishing? When you get an access request, the original name will be shown. If you have forgotten what it was, never mind – another reason to give access to the complete site! 🙂
8. You can send this to external users.
The email and the articles will look just as nice for your external partners as for your internal colleagues, including all logos and pictures. Of course your external partners can only read the full articles when your site allows external sharing AND they have access.
9. Your News digest may end up in the Spam box.
I have had to dig my beautiful News digest out of several spam boxes, for different email addresses 😦
So if your first News digests do not get the attention they deserve, you may want to ask around if people have received the emails. (and help them mark it as Not Spam)
10. Place-holder for something that I do not know yet.
I am quite positive that something will turn up. If you have found something, please let me know!
Overall, our audience was positive about the News digest and we have already received inquiries from another team.
My next post will be about experiencing SharePoint News as a reader. Stay tuned!
Last 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.
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! 🙂
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.
3 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.
3 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…
4. There IS a way to know if a certain page is a News article or another page.
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.
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”!
Promoted State: (Thanks to Susan Hanley)
0 = News digest or regular page
1 = News article page, not yet published
2 = News article page, published or unpublished
Please note that the default view (Grouped by Author) does not keep the column, 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.
5. You can unpublish an article.
This will keep the article in the Site Pages library, but will remove it 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.
6. 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!
7. The author mentioned is the person mentioned in Author Byline or Created By (if Author Byline is empty).
My Communications colleague helped the project team out with their first efforts, but she did not want to appear as the author. We tried to leave the header empty, the project manager edited the item, but everywhere her name showed up.
However, Marc Anderson came to the rescue here. If we replace the name of my colleague in the article header (this is called the Author Byline) by the project manager’s name, HIS name will appear in all places. As I have only one user in my tenant I can not show it in a screenshot, but I have tested it at work and yes, that is the solution.
8. News articles are shown sorted on First Published date.
This can be different from the Created date! Thanks to Christopher Webb for pointing that out. As we published the articles as soon as they were written, we had not noticed.
It makes therefore no difference for the order of appearance if you change the article after a few days. It does not suddenly show on top.
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!)
9. You can change the order of appearance on the News web part manually.
This will be useful if you want to keep one (or more) important News article visible for some time, without it being pushed off the page by more recent articles.
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”.
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 it has outlived its purpose, as it will stay there otherwise. And please note that this order goes for this web part only!
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!
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.
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.
John Sanders of Microsoft has kindly offered to look into that!
15. Edits take some time to update.
When you edit and republish an article after publication, the changes will be immediately visible in the article, the News web part and the overview in the site that the News lives in.
On the SharePoint landing page, the all-News overview page and the mobile app the changes take some time (in my test about an hour) to show up. This is probably due to the lag time in Search indexing.
16. Give access before publishing News.
Darn, a number 16! The other day I was given access to a site where a few News items had already been published. It took until the next day before the News was shown on my SharePoint landing page. Not a very big deal, but again something to be aware of!
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!
The 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)
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.
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.
Global navigation (horizontal)
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.
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.
It turns out that 118 characters can be added until the link disappears.
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!
In 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?
Take pictures with smartphone
Send pictures to work email (in batches to avoid too large attachments)
File pictures from each email in OneDrive on laptop (Attachments folder)
Create project folder in OneDrive
Transfer pictures to project folder
Remove pictures from phone
Creating the album
Open a new PowerPoint presentation
Make cover slide
Insert pictures from OneDrive into PowerPoint
Arrange pictures on slides
Add end slide (usually, with the dates, names and signatures)
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
Create project folder in the OneDrive app
Open the folder
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
Creating the album in the OneDrive Client
Create a picture of the cover and end slides
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)
Select all images in the folder, click “Share” > “Print”
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)
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.
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. 🙂
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.
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.
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!
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.
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.
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.
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:
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!
Collaboration Team sites home pages showed the security classification of the content, the audience and the site owner. (Useful! If applied correctly…)
We added another permissions level to avoid site owners creating subsites.
The document content types had 20 fields of hidden metadata in them, as per our term store. This was to improve the search experience – after all, in a 40.000 employee company with many locations, a few metadata would be most helpful to find the document from the correct business, function or location.
Dude, where’s my documentation?
So, when the intranet was ready to launch, and support was handed over to the regular support team, the Support team manager asked the developers for all the documentation. It was not there and they had not planned for it. Against the advice of Veronique Palmer, he accepted this as a fact and support was handed over to the support team. After all, one of the developers was in-house so we could always turn to him.
Or so we thought, as he left the organization shortly after launch of the intranet…
Support mostly went OK as the majority of issues had to do with permissions. But when the content types started to show issues we had no clue where to go for help, so we ended up installing the regular content types. Nobody wanted to complete 20 metadata fields for each document! And when the organization changed structure, the metadata changed as well and nobody knew where to make the changes in the content types.
What to document?
So, while I agree with everyone that too much documentation is a waste of time and effort, it DOES make sense to document:
Any custom functionality. What is the customization supposed to do? What are the specific settings? Is this set by tenant, site collection, or site? Where are the settings to install and implement it? What can go wrong? What NOT to do (for the admins and the users)? Where to go when support people or architects need to look, change or troubleshoot? Etc.
Anything that is on the roadmap to be improved after the MVP-state. What does it do now? Into which direction will improvements most likely go? Where and how to make those changes? What to look out for? What will break and will need to be fixed when you make those improvements?
Anything that can be expected to need adjustments with organizational change. And trust me, organizational change will happen! The company’s name, the company’s logo, the businesses, there may even be splits, mergers or acquisitions on the horizon. So, make clear where your intranet logo and images live, what effect changing terms in the term store will do to your customizations, and where you need to make the necessary changes to make sure the organizational changes are reflected correctly.