Intranet promotion videos #11

I thought it was time for a few new intranet videos. The below are all from Vimeo, which has turned out to be a better source than YouTube. The only drawback is that you will need an account (free) with Vimeo and log in in order to see some videos. This is a recent measure.

So, create an account, log on and enjoy!

1. New intranet for a global construction/engineering company (teaser)

“A Digital Headquarters to bring employees from all geographies together”. This intranet for a global engineering company (mostly agricultural from the website) is named after the CEO (who is also the name-giver for the company) which is a nice touch. Many employees feature in this teaser.
Sadly you can’t see much of the actual intranet, but it is supposed to be social and connecting, and not just functional en efficient. I also get a little irritated these days by all that corporate talk and big intentions, but I am sure that’s just me!

Uploaded January 2022.

2. Updated intranet for an Australian child care organization (demo)

After a rather bombastic musical intro, you see a decent functional SharePoint intranet with all the usual trimmings. The demo takes you through all the menu items. It has a focus on documents and links rather than news. (Nice search options in the central Document library, by the way).

There’s also some community elements.

The site title shows this is a demo site, so I hope that they have had the time to add some images to the link tiles, and to update the icons for the Office applications in the real site πŸ™‚

Uploaded September 2021.

3. Canadian university/college (teaser)

“The more you engage the better it will be”. Quite a cryptic promise, especially because there is no explanation of how that would work.” There is also no preview of the intranet, which is disappointing.

This teaser is one big promise for a new intranet called College Connect, and as you may know, one of the intranets I worked on/for has been called Connect, so I have always been partial to the name. πŸ™‚

Uploaded February 2021.

4. Intranet for a Swedish university (demo)

An interesting SharePoint intranet with a few non-standard items, I think: breadcrumbs on pages, selection of news sources (different than following sites) and My Menu.
I like the yellow dots that signify central sites. Technically it is just the site icon, but I like the concept to separate content in subtle ways, while keeping the design consistent.

There’s also some attention for general SharePoint stuff: search, save for later, navigation and the SharePoint mobile app.

Tip: if you think the speaker talks a bit slowly, you can speed up by clicking on the gearwheel at the bottom of the video and adjusting the speed.

Uploaded January 2022.

5. New intranet for a US online fashion store (teaser)

Nice colourful teaser for this fashion store. It has relevant info and a social component, and even “integration with Slack and workspaces”. I do not think this is a SharePoint intranet πŸ™‚

Uploaded September 2021.

That’s all for today, folks!

Photo byΒ Terje SollieΒ fromΒ Pexels

Images in SharePoint News and Pages

We have established that creating pages and news in SharePoint is easy and gives excellent results. As our intranet publishers get more experience, they are also asking more questions, such as “where are my page/news images stored?”

In proper SharePoint style: It depends! πŸ™‚ on the original location of the image.
Let’s take a look at the various image sources. These are your 8 options when you add an image to a news item or a page. If our admin has NOT enabled the Organization Assets option you will not see “Your organization”.

Your sources for images for news or pages

A copy of the images used (for any page or news post) may be stored in the Site Assets library in your site, in a folder Site Pages. If yes, the page/post will get a new subfolder with the name of the page/post and the images used.

Experiment

To check what happens exactly, I created news items using each available option. I have no Organizational Assets library enabled in my tenant, but I know from work how it behaves.

These are the news items I created, with the name of the image source:

7 news item, each with a different image source

Results

Only Web search and Upload create a new folder.

Web Search and Upload create a new folder

The good thing is, that adding images is very economic; you seldom get copies taking up storage space.
I know storage quota is not really a thing anymore in modern SharePoint, but I have spent so many years worrying to keep SP2007 site collections within their 2 GB storage limit, that this topic will always be on my mind. πŸ™‚
The bad thing is that you will not collect your used images in your site, if you plan to re-use them again. Also, if someone decides to remove their image from the internet or their SharePoint site, you may end up with no image. For News this will not be so serious as most news is volatile. For long-term and important pages, it may be worth keeping your images under your own control.

Results

In the overview below I am sharing my opinion on the various options, based on my experiences, together with their storage behaviour. I have added a ⭐ for my favourites. Feel free to disagree, I like learning from others!

Recent

πŸ‘ Convenient

πŸ‘Ž You have probably used this recently, so do you really want to use this again?

πŸ“‚ No new folder, image is stored in its original folder.

Stock Images ⭐

πŸ‘ Good variety of images, freely available

πŸ‘Ž They might get over-used

πŸ“‚ No new folder

⭐ This is the simplest solution if you need an image and do not want to spend too much effort

πŸ‘ All images you can think of

πŸ‘Ž Beware of copyright – finding out can be time-consuming, not finding out can be costly

πŸ“‚ Creates new folder

Your organization ⭐

πŸ‘ Custom images suitable for your organization, no copyright issues (assuming you use your own and bought images)

πŸ‘Ž You need someone to manage these assets. I am lucky as our Communications manager is both a keen and expert photographer AND a tenacious intranet manager, so she really keeps an eye on this collection and is always happy to add new images when you ask.

πŸ“‚ No new folder

⭐ Easy to use and this allows you to use specific imagery that fits your organization

OneDrive

πŸ‘ Nothing

πŸ‘Ž Private by default, so you need to share them first with your intended audience (see my earlier post, SharePoint Holmes and the Invisible Illustration)

πŸ“‚ No new folder, the image stays in your OneDrive.

Site ⭐

πŸ‘ Easily available, good if you have custom images for your site, e.g. with specific theme or branding. Best option for long-standing pages as deletion is within your own control.

πŸ‘Ž Might become repetitive if you have used them before. When you are storing images in a separate library, you or fellow publishers need to remember where they are.

πŸ“‚ No new folder, the images stay in the library where you have stored them.

⭐ Useful when you create content that will be relevant for a long time, and/or when you have custom illustrations.

Upload ⭐

πŸ‘ Familiar experience for most users. Best option if you want to use an image from your OneDrive – upload it from your OneDrive client.

πŸ‘Ž Nothing

πŸ“‚ Will create new folder

⭐ Especially when you start using SharePoint you will probably have to dive into your own collection on your PC quite often. After some time you will probably be using your Site images, see above.

πŸ‘ Good way to re-use suitable images across the organization

πŸ‘Ž This can only be a link to an image within your organization (OneDrive or SharePoint).
You need to know where the image lives and be sure that your intended audience has permission to see it.
The owner can remove it, leaving you with no image.
Once you have used it, it is quite hard to find the link to the image and the site. I could find it using F12 (developers tool) and search for the name of the site or the image (if you know) but that is not very convenient. Please let me know if you know an easier way!

πŸ“‚ No new folder

Conclusion

My suggestion would be to use Stock Images, Organizational Assets, Site or Upload; they appear to be most user- and maintenance-friendly for short and long term.

Your experiences/opinion

Did I forget anything, or is there an option you really like or dislike? Please let me know!

SharePoint Holmes and the Invisible Illustration

Creating news in SharePoint is relatively simple compared to publishing on the old intranet, our news publishers have informed us. They especially like the many easy options to add images and web parts.

Still, the other day we got a small mystery to solve.

The case

One of the News items showed a strange header image. The publisher told us that she saw the illustration as intended, and that she had used the standard “Image and Title” template because she wanted to use a header image. The rest of our organization saw a grey/white image instead.

Strange image in the news post, not what the pusblisher intended!

She told us she had followed all the steps she usually did.
Time to wrap up in my SharePoint Holmes cloak!

The investigation

I looked at the news post but I could not see anything wrong with it, not even in admin view.

I checked the Site Assets library where images used on Pages are stored, but there was no folder with the name of the news post. This could either mean the image had not been uploaded, or that she had used a selection option that does not create a folder in the Site Assets. (More on that in my next post)

All images used on pages and news are stored in the Site Pages folder in the Site Assets library.

I then asked if she could reproduce her steps while I was looking, as just looking at people’s actions can give you a ton of extra information.
When it came to adding the header image, she selected “OneDrive” and selected the image of choice. She got a popup and clicked “OK” before I could read the message properly, so I asked her what the message said. She said she just clicked “OK” as this added the image to her post, and she had found that if she clicked “No”, she would go back to the image selection and had to start again, so that made no sense.
She then published the news post and it showed correctly on her screen, like this:

The News publisher sees this image from her OneDrive

But not on mine or anyone else’s.

This is the “image” everyone else sees.

It was time to look at that popup. This is it:

When you use an image located on your OneDrive, you need to share it with everyone in the site.

So, if you want to use an image from your OneDrive, which is private by default, you need to share it first with your intended audience. This makes sense, but there is no way to share it while you are in the process. Clicking “OK” assumes you have shared it, clicking “No” brings you back to the image selection. It would be nice if you could adjust the permissions then and there, like you can do with documents you upload in Teams chats!

The solution

In this case, I suggested to use the “Upload” option and select the image from her OneDrive client on her PC. This will upload the image and create a folder with the illustration, shared with everyone who has access to the site.
She could also have uploaded the image to the Site Assets in her news site, and then select “Site”.
It is also possible to share the illustration with everyone on her OneDrive, before adding it to the news post, but I thought that was too complicated. Not everyone knows that “Everyone except external users” is the group to share it with.

To fellow support folks:

Please notice the difference between adding a OneDrive “image” (1) and not adding a header image (2). This can help you find out if this is a similar case.

1: OneDrive image, not shared. 2: No header image (and no other images) added to the post.

My next post will discuss the various image upload options, so stay tuned!

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduceΒ SharePoint Holmes, SharePointΒ investigator, who will go through a few cases while working out loud.

Intranet demo videos

For the past year-and-something I have been unable to add Vimeo videos to my List.ly collection, as they did not show well. Yesterday I tried again and it turns out it works again. The only problem is that they have changed their business model, so I can only add new videos to my existing list until I pay…

Let me share some recent finds with you, while I ponder what to do. (Suggestions welcome, although the thought of moving all those vids to the 4th platform does not really make me happy; the thought of paying is not much better πŸ™‚ )

As we are launching our intranet in a few weeks, I have decided to do only demo’s this time.

1. The Vine (Financial Services, USA)

Intranet demo for a bank. The intranet looks quite friendly, and not very corporate. It has to do with the font that they use for headers. Interesting to see that makes such a difference! The intranet has many pages and a deep structure, from the look of menu’s and all.

I like the request to update your profile, although they ask too many things, in my opinion. But hey, if it works for them, that’s all that matters!

Tip for presenters: do not move your cursor around too much while talking. It can make your audience restless. Instead, try to keep your cursor at the exact item you would like to show.

Uploaded March 2021.


2. 4Cs Connect (Insurance, UK)

I really need to make a list of all intranets called “Connect”. There are so many! πŸ™‚ This one is based on SharePoint.

Very nice overview of this intranet, which looks pretty clean and has a megamenu in the top navigation. It explains the basics in a straightforward way, together with text balloons. The voice is a tad mechanic, I wonder if the narrator is trying too hard be very neutral.

I realy like the clear and concise explanation of the search function, the call for feedback, and the instructions for mobile. It is really a good inspiration for our own video-to-be! s

Uploaded August 2021.


3. Intranet for VIB (Flemish research institute – Belgium)

Well, this must be computer-spoken as the words sometimes have an incorrect intonation. This makes it a bit boring to listen to.

Clean-looking intranet, with several personalization options and a very nice People finder! (Microsoft, can you take a good look, please?) I also like their Roadmap, and the fact that it is visible to everyone.

Uploaded: June 2021.


4. Sioen (Industrial textiles – Belgium)

The spoken word in Dutch, with English subtitles. Now and then you will see that it has been built on SharePoint.

I really like their shared documentation, such as standard materials, business presentations, templates and logo’s. Having those in one central place can save everyone time!

Uploaded June 2021.

That’s it for this time, folks!

Many roads lead to your Teams meeting

The official English saying appears to be “there is more than one way to skin a cat” but as I love cats and do not support their being skinned, I have translated the good old Dutch saying that “many roads lead to Rome”.

What I want to show is that you can start your Teams meeting in many places, to make it easy for you to join your meeting.

Let’s see if I know them all, and let me know if I have forgotten one! Or more!

1. Teams calendar

This is my regular way to access. The meeting is displayed on your calendar and when you click on it, a popup will show you the details and the link to join.

Popup with meeting details

When the meeting is about to start, or in progress, the link will be shown on the calendar, saving you a click, so you can access immediately.

As the Weekly meeting is currently in progress, the Join link is already displayed.

2. Invitation in Outlook

In this case, I have created the meeting myself so I can only show the “sent” mail, but every invitation email contains two links to the meeting. When you accept the invitation, the email is removed from your Inbox, so this is not the most frequently used option, I guess.
Unless you make it a habit NOT to respond to invitations of course…but I hope you are not that kind of person πŸ™‚

There’s a button top left, and the link on the bottom of the email.

3. Outlook calendar

As your Teams calendar syncs with your Outlook calendar , your meeting will be displayed here too. If you “live” in Outlook, you will probably use this most often. Again, when you click the meeting, you will get a popup with the meeting details, including the link.

Regular calendar view – the Join link will show in a popup
Again, as this meeting is in progress at the moment of screenshot, the link to Join is already available.

4. MyDay in Outlook/Microsoft365 landing page

If you click on MyDay, you will see your schedule for today and more, including your meeting. If you click on this message, you will get a link to the meeting. If your meeting is already running, you will see the Join link straight on the MyDay popup.

5. Outlook notification/reminder

Do you see the notification at the top right of Outlook 15 mins before start? Click on it and you will see the meeting link in the MyDay screen.

You will see this reminder in your Outlook email and calendar

6. The Microsoft365 landing page

When your meeting is about to start, you will see it in the Recommended documents on top of the page. It disappears shortly after meeting start time. Does anyone ever use the MyDay button on the top of this page? It’s there too!

OK, so the reminder is not a document, but it has frequently saved me a late entrance! πŸ™‚

7. My Feed webpart on SharePoint

If you have a MyFeed webpart on SharePoint, the meeting will show up there, with a link to Join. The MyFeed shows your stuff, see my earlier post.

It is a “you” thing, so this reminder will also pop up in your My Feed webpart

8. Desktop notification

When someone else starts the meeting, you will see a purple banner on the bottom right of your screen, when enabled. You can Join from here, too, or send a message that you will be a tad later. Again, this has been a life-saver when I forgot I had a meeting! πŸ™‚

As I am the only person in my tenant, I can not share the usual screenshot (that your colleague has started the meeting) but this one from an external guest is almost the same.

The banner will show you when someone else has started the meeting.

9. From OneNote (if you have sent the invitation to OneNote)

You can send an email or invitation from Outlook to OneNote, which gives you a very nice page with all info in a nice structured way, and the link to the meeting is included as well.

OK, it is in Dutch but you will get the gist.This page in OneNote is also an excellent starting page for your meeting notes.

Have I missed anything?

Please let me know in the comments! I know there’s probably a few extra places on mobile, but I do not use that very often now that I am mostly working from home.

Intranet promotion videos – part 9

Time for something else…time for some intranet videos!

1. Intranet for a global health care organization.

This intranet is called Together. The sound appears to be quite loud, so be aware when you press the Play-button.

There’s also a French version: Intranet Institut MΓ©rieux_REVEAL_FR on Vimeo

Uploaded June 2021

2. Teaser for a country-regional intranet (in French)

I thought by now we would not need to think of an intranet as “something from the future” anymore, but this teaser has the space theme all over it. The visuals are very nice, though. The intranet is called Y-Connect (“Connect” appears to be a very popular names for intranets these days). I am not sure what they mean to say exactly with the examples, but apparently YConnect is dynamic, intuitive and efficient.

Uploaded May 2021.

3. Two teasers for Kelloggs (breakfast cereals)

And guess what…this intranet is called K-Connect! πŸ™„
The first one contains a lot of puns, based on Kellogg’s products.

The second one gives a little more information, such as the reasons for change and what they aim to achieve. I think it is a nice idea to have speakers with various accents from across the world; it shows that this is a global intranet. Oh, and it is on SharePoint!

Uploaded May 2021.

4. Intranet explanation series for a solar panel installation business.

This is a series of videos, about 20 minutes in total, for the launch of the intranet at this USA organization. This intranet is called Freedom Forum.

The Opening video shows a nice journey metaphor, although I am no fan of those “real-time hand-drawn images” (for lack of a better description, I know it is an animation), as I find this very distracting. The “one stop shop” idea is still very much alive here. In the Closing video there’s a few calls to action. All in all, nicely done.
I am showing the Opening and Closing here, but these are the others:

Walkthrough – Logging In.mp4 on Vimeo

Chris Walkthrough – Tools and Resources.mp4 on Vimeo

Caileigh Walkthrough – News and Events.mp4 on Vimeo

Amanda Walkthrough – People Center.mp4 on Vimeo

Thomas Walkthrough – Company Information.mp4 on Vimeo

EJ Walkthrough – Company Forum.mp4 on Vimeo

Intranet Knowledge Base Video 1080p.mp4 on Vimeo

Uploaded June 2021.

That’s all for this time, folks!

Photo by Ethan Robertson on StockSnap

List Alerts Rule

When the Microsoft Lists app was introduced I was a bit apprehensive, as I did not really know what all the fuss was about. But now that I have worked with Lists, I am starting to see the light! A few things that I like:

  • You can create personal Lists, which appear to live on OneDrive (as the URL for a list starts similarly, but I have no clue where to access them on OneDrive)
  • The options for colour and icons (trivial, but nice)
  • The ability to create a list from an Excel file, see my earlier post
  • The templates with content
  • Rules. You can create Rules to send yourself an email when something happens in your list.

But…you can also set an oldfashioned Alert. So, guess what I am going to do in this post? Ah, you know me by now. πŸ™‚

Setup:

I used an Issue Tracker list in a personal and a SharePoint version. (In SharePoint, you can use “Add an app” from the gear wheel menu, or “New > List” or “New > App” from the Site Contents page)

I have set one Alert (for new items) as I know how that works

I have also set all the Rules, as I am curious what I will see, two in the Personal version and two in SharePoint.

How does the Alert work?

  • You can do this from the Lists app and from SharePoint
  • You can do this on a personal list (πŸ‘) and on SharePoint
  • Microsoft information
  • In the top bar, click “Alert Me” or the … at the right of the other commands and select “Alert Me”
Setting an Alert in SharePoint. This can also be done from the Lists app and in personal Lists.
  • Adjust the popup to your purpose and click “Save”
  • You will receive an email confirmation
  • When the desired change happens in the list, you will get an email
  • The sender will be yourself if the Alert is from a personal list, or the site name if it is from a SharePoint list.
The familiar Alerts functionality
This is the email body from the Alert

How do Rules work?

  • You can do this from the Lists app and from SharePoint
  • You can do this on a personal list and on SharePoint
  • You can find the Rule option in the top bar under “Automate”
Creating a rule in SharePoint (this can also be done from the Lists app, and for personal Lists)

You have 4 options:

  • A column changes
  • A column value changes
  • A new item is created
  • An item is deleted
The available options for a rule

Creating the rule is pretty easy – click on the desired change and in most cases you just select the column and/or enter the email adress of the person(s) you want to send the change to (including a Me option).

The most complicated one is “a column value changes” as this will ask you the column, e.g. “Status”, the condition (“is” or “is not”) and the value, e.g. “Completed”, and then the email address.

Setting the Rule for when a column value changes
  • You do not get a confirmation email
  • The sender is SharePoint Online
  • When the conditions are met, you will get the following emails:
The notifications from Rules; for Personal Lists they are in Dutch
The email body from this Rule; please note that it uses the known document management icons
Another mail, deleted this time.

But wait, there’s more!

The Reminder, of course! That is a long-desired option that has always been missing in Alerts.

The long-awaited reminder function!

This reminder option will send a notification x days before a certain date. This date needs to be a Time and Date field and can not be a calculated field, so any calculated Due Dates can not be done.
In this case, a reminder before the Data reported is also quite silly, as this is an Issue tracker and the Date Reported is at best Today and sometimes even in the past.

The reminders are Power Automate, and you can find them under My Flows.

The reminders are based on Power Automate

I have set a reminder for 1 day before the Estimated Close date on May 4. So I expected the mail on May 3, but it only arrived on May 4, 01.00 hours. So you have to select the interval carefully.

The Reminders
And this is the reminder mail, the other one is similar. Note the time sent!

What do I think?

  • πŸ‘ You can set Alerts and Rules in personal Lists. It can be useful when you are sharing a List with someone.
  • πŸ‘ Rules are easy to set up – you can use “Me” to send an email to yourself
  • πŸ‘ Rules use a familiar look and feel for emails – it looks like sharing emails and uses the regular document management icons
  • πŸ‘‰ The Reminder option can be useful, but it only works on dates in the future that you pick yourself. An option to work on calculated dates would be nice!
  • πŸ‘‰ The Reminder option works, but you have to test whether your reminder arrives on the desired time. In this experiment, 1 day turned out to be “on the day itself”.
  • πŸ‘Ž Rules do not take a change of list name into account. I changed the personal list to “Issue tracker Personal” but the email from the Rule did not adjust. The email from the Alert did, so did the mail from the Reminder.
  • πŸ‘Ž I miss a Rule for: “any changes in the List”. Quite often more than one column is changed, so that would mean you will need to set more Rules in order to be informed properly. You can set 15 rules on any List.
  • πŸ‘Ž The information in the email from Rules is minimal – you have to go to the List to see what has changed. This makes Alerts more useful for any changes except Deletions
  • πŸ‘Ž The emails could benefit from more visual (typographic or otherwise) distinction between the actions and values, e.g. ” Ellen van Aken changed Assigned To to Ellen van Aken for SharePoint News does not show the latest items
  • πŸ‘Ž The sender of a Rule notification is always SharePoint Online – that gives less information than the sender of Alerts, which is yourself (for a personal list) or the SharePoint site name (for a SharePoint list). Especially when you have created many Rules, it may be hard to see what’s what.

Conclusion

I think this is very promising functionality, but I think it can be improved, especially on “information scent”. For the time being I prefer the good old fashioned Alert. It does not look as nice, but it gives you more information!

What are your thoughts/experiences?

10 things to know about storing Teams meeting recordings

Around this time the default location to store Teams meeting recordings will change from Microsoft Stream to

  1. SharePoint if this is a Channel meeting (In the SharePoint folder of the Channel, in a new folder called “Recordings”.)
  2. OneDrive of the person who records, for any other meeting (in a new folder called “Recordings”)
  3. 20 days download option for the person who records, if they have an F3 license

According to Microsoft this is because a video is a document and should therefore live with and managed like a document. A recording will benefit from regular document management options, security and permissions, and the ability for external sharing.

In theory, this makes sense. In practice, there are some things you may want to know. In my organization we have chosen to switch early so we could control the switch date and make sure to have proper communication and support available. We have a few months of experience by now.

1. Stream is still not accessible for externals. Will it ever be?

When I was working with Office365 video (it must have been around 2015), we were told that it’s follow-up Stream would be accessible for externals. Until now, I have not seen any evidence or announcement of that. So storing meeting recordings in Stream has always been unpleasant for webinars and meetings with externals. You had to download the video from Stream and send or share it from OneDrive or SharePoint.

2. Spreading videos over 4 different locations is confusing (Stream, OneDrive, SharePoint, download)

We have been using the new locations for a few months now and boy, does this confuse people! You need a lot of words to explain where videos are stored. Many people are not aware of their license, or of the meeting type, or of their power when they record the meeting. And then you have all your earlier recordings still living in Stream. 😦

3. Storing recordings on the OneDrive of the “button-pusher” is confusing

We have had a few questions from meeting organizers about the recordings, where someone other than the organizer recorded the meeting. When something needed to be done, e.g. sharing the video with external attendees afterwards, or a bit of editing, or removing the video, the organizer did not know where to go. When I explained the situation, it happened that the “button-pusher” was on holiday, had no time or was unwilling to cooperate.

As the organizer already has so many unique powers in a Teams meeting, would it not make sense if the recording was always stored in the OneDrive of the organizer? And perhaps with a 20-day download option in case the meeting is organized by a group mailbox? (Which does not have a license, hence no OneDrive)

4. Your OneDrive and/or SharePoint must be accessible for externals

That is, if you want to share recordings with external parties. As you know, external participants can not watch the recording of meetings by default, even if they have a Microsoft365 account.
In my organization the OneDrives have the option to share with externals, but not all our SharePoint sites allow external access. In some cases we can make external access available with little effort, but not for every site type. If your organization does not want that, you will be unable to share with externals, so you will have to send large files around. 😦
This is not a big difference with the earlier situation on Stream, but Microsoft assumes external access by default, making it sound easier than it sometimes is.

Do you know the sharing settings for your SharePoint and OneDrive applications? (This is from the Admin Center).

5. This will add another folder to your systems

The recordings from a regular meeting will create a new folder in the OneDrive of the person who records, called “Recordings”. A Channel meeting recording will create a new subfolder in your Channel documents, also called “Recordings”.
This is not a big deal but you may want to tell people about all those folders that they themselves have not created. Some time ago I wrote an overview of all system-created folders in your OneDrive.

Example of a “Recordings” folder in a Teams channel

6. Stream can play videos at different speed

If you have a video in Stream, you can play it at different speeds. Click on the gear wheel under the video, click “Playback speed” and select the speed.
You can not do this in OneDrive or SharePoint.

Playing a video at different speeds is a Stream feature.

7. Stream has (limited) video editing options

If you want to do something with your video for the long term, you will probably want to use the best part only. In Stream, you can trim the beginning and end off your video if needed. There are no other editing options, but this option is useful AND more than what OneDrive and SharePoint have to offer. So, if you want to remove the start and end bits of a recording, you will have to upload your meeting recording to Stream OR use another video editing tool.
Please, can we have some editing options in OneDrive and SharePoint too?

Trimming is another unique Stream feature

8. Stream has caption, subtitle and other video options

This is perhaps not very relevant for the meetings that you record for people who could not attend, or to make sure you have captured the notes correctly, but these functionalities certainly add value for a webinar or an instruction video.

The video details in Stream. You can access them by clicking the … below the video and selecting “Update video details”. See the earlier screenshot.

9. Adding a Form works better in SharePoint

In Stream you can add a Forms, as a poll or a survey. In is rather strange – there is a side panel where I would expect the Poll to show up, but it is actually shown on the location of the video. Also, you have to specify a time, which could be nice for a quiz, but not for a general question.

I do not quite get this functionality in Stream. There’s a ugly box next to the video and the Form itself is shown on the video.

In SharePoint, you can create a nice page with an embedded video and a Form on the side.

It is easy to create a nice-looking page on SharePoint with additional information and interactive elements to your video.

10. Currently there are two messages when you save a Channel meeting.

My own tenant is still in Stream mode (mostly because I don’t do PowerShell πŸ™‚ ) and I am currently getting a message when I stop the recording.

On Teams desktop it says: “After the meeting, you can find this recording in the channel conversation or on Microsoft Stream.”

This is the message that you get when you stop recording in the Teams desktop app

On Teams for the web you get: “Recording is being saved. Recording has stopped. You can find the link to the recording in meeting chat history.”

This is the message when you stop recording in the Teams web app

Not a big deal, but something you may want to be aware of.

Conclusion:

Although the sharing and management of meeting recordings will be better when the recordings are stored on OneDrive or SharePoint, you miss out on specific video functionality. I would appreciate to have some basic video editing capabilities for OneDrive and SharePoint.

Has your organization made the switch to OneDrive and SharePoint? Do you have something else to add?

Some intranet promotion videos – part 7

It has been some time since I shared some interesting videos, so that is what I will do today!

1. New intranet for an Australian building and furnishing organization

This is a nice intro, by the COO, about the new intranet. The intranet has three main aims:

  • Communication and engagement (news and featured stories)
  • Corporate memory and ideas (which is a form of Knowledge Management – yay!)
  • Employee support (forms and info)

Pleasant combo of a personal intro, the main goals of the intranet, and a walkthrough. It is SharePoint/Microsoft365-based.
Do you notice what I noticed at the end of the video? 😁
Uploaded February 2021.

2. Teasers and launch video for a car lease organization.

Very conveniently these teasers and introduction video were uploaded at the same time.

The teasers are in very different styles. I wish I knew the why and how!

The promotion video itself is very short and text-based. I would have liked to see what the intranet looks like. This is for a car leasing organization in the UK.
Uploaded February 2021.


3. New intranet for a Canadian investment company.

Smooth promo video for this organization. There’s a lot of content available from the homepage, lots of tabs and buttons and menu’s. Still it manages to look quite clean. You can personalize parts, e.g. select your location. There are some Microsoft365 hints, but the intranet does not look SharePoint-based.
Uploaded February 2021.

4. WEAC – Wisconsin Education intranet

This video is 10 minutes long and needs some time to properly start, due to some internal discussions. This organization has actually retired their old, and introduced this new SharePoint-based intranet due to COVID-19. They envisaged a lot of working and studying from home, and their old intranet could not handle that. While Microsoft365 is of course accessible from anywhere on any device.

At around 4.30 the tour starts. There’s a big focus on links and documents (nicely grouped) and less on the news functionality, which is called Information and is SharePoint News in a list view. Perhaps this intranet page is intermediary, because the URL states that this is the IT-site.
Uploaded March 2021.


5. Vertical Video! Intro for new social intranet at an Education recruitment organization.

This short intro by the managing director of this recruitment organization in the UK focuses on sharing good news on the new app Workvivo. The whole message looks a bit rehearsed, or maybe he is reading from an autocue. No screenshots or demo, sadly.
Uploaded February 2021.

That’s it for this time! Enjoy!

Photo byΒ Donald TongΒ fromΒ Pexels – with some additions of my own.

Forms is fantastic!

I wrote about the Quick Poll (Email + Form combi) a few weeks ago, but there’s more to say about Forms!

Net Promotor Score (NPS)

The other day I showed the Net Promoter Score question during a Forms webinar, told my audience how it worked and that “I honestly do not know if it is very useful” (as I hate it when I get an NPS question myself and I think I am not alone).

Immediately three people jumped in to say that it was very useful for student and intern evaluations and based on scientific evidence and that it has great predictive value. They were very interested in the results and were impressed with the fact that the calculation is built-in in Forms so you get the score without having to do any work.

So, from now on I will treat the NPS question option with a little more respect! πŸ™‚

An example of an NPS score (and not a good one)

Closed form on a SharePoint page

By accident I recently opened an old SharePoint News item in which we advertised a (now expired) series of webinars. I had embedded the Form to make it easy for people to enroll.

To my delighted surprise I saw the “this poll is closed” message from the Form displayed on the page. Neat!

Pretty neat, so people do not submit their entry in vain.

That text comes from the message that you can enter when you uncheck the box “Accept responses”, in Settings.

Useful extra option for informing your audience. This message will also be displayed if people click the link to the Form.

A new Forms landing page!

I knew that the Forms top bar would be replaced by the Office365 bar, but there have been more changes. Let me show you:

The top part of the new Forms landing page

The following changes have been made:

  • There’s a new, smaller, button to create a new Form (1). If you click the arrow, you can also create a new Quiz.
  • New title font.
  • The cards are landscape now, and smaller.
  • You land on “Recent Forms” which includes Forms that have been shared with you. This is quite nice as those are now easier to reach and they display the number of answers on the card.
  • Clicking the … on the card does NOT allow you to copy or delete the Form, you can only Pin it or remove it from this page.
  • You can Pin forms you want to keep on top; they will show in the Pinned Tab.
    Interestingly, the empty Pinned page says: “No pinned Office documents”. I know a Form is a document but it is just strange. I still do not know why my Forms are not in my OneDrive, if they are documents!
  • You have the option to show Forms in Tiles (cards) or in a list.
  • At the bottom right, just behind that “Feedback/Need Help” buttons there’s a link to All My Forms (2), which shows all your Forms.
  • If you scroll down, you will see a list of Groups with the number of Forms, if you have any.
The bottom part of the new landing page

If you click on “All My Forms” you will get to a page where you can click the … (which is now next to the title, instead of top right on the card) where you can Open in Browser, Move, Copy or Delete your Form. Next to that you will see the Deleted Forms tab.

The “My Forms” page

The Forms themselves have not changed – you will see the green Forms bar when you open or create a Form, and Theme, Sharing or Settings are still what they were.

But the behaviour has changed – Forms no longer opens in a new window from your Office365 landing page. I do not like that, I prefer to have my Office365 landing page always available.

Other than that, I am quite happy with these changes, especially the integration with Shared Forms. I was grumbling when I saw it at work, though, as I had just renewed my Forms webinar deck the day before and now I have to do it again!!! 😭