Teams for Education summer 2019 updates

Microsoft Teams has had a makeover with some new UI and feature changes this summer. In the video below, we go through these changes and what it means for teachers and students using Teams in the classroom.



Tiles

A new tiled interface helps you to visualise your classes in a more friendly view. Don’t worry if you like the list view, you can always switch back to it at any time.

Teams Tiles

Moving Class Notebook Content

You can now take your Class Notebook content library and teacher only sections with you. When creating your new Class Notebook, you will have the option to import from previous Class Notebooks.

Class Notebook

Assignments Interface

Assignments are easier to view with the new grouped view. Late assignments are marked red.

Assignments

There are more updates coming soon too. You can check these out on the Teams Education blog.

End of Year Rollover Process in Microsoft School Data Sync

Lots of new and exciting features are coming to Microsoft Teams this summer, so get ready for the new academic year in advance and resolve any issues before the students are back.

I’m beginning the process of rolling over the academic year at many schools this month using Microsoft School Data Sync with the Cloud Design Box team. We have come across a few issues along the way. For the administrators out there trying to complete this process on their own, we thought it would be great to share our experience in the form of this video guide taking you through the process.



Before you begin the process, talk to SLT and teachers about the preferred clean-up options.

Expire All Classes

Adds a prefix to the start of the class name in this format: EXPMMYY. If you already prefix your classes with the academic year then there isn’t any reason to run this option.

Archive All Classes (recommended)

Archive makes the Team read-only. Teachers can restore a Team for a class and it will work as it did before. We recommend selecting this option so that teachers don’t have a long list of classes in the new academic year. If you have a course which lasts for two years, teachers can restore the class from the previous year and continue to use it; but it will no longer be updated with live MIS data.

Remove Students from All Classes

This removes students from class notebooks and all student data from assignments. This is non-reversible and therefore we do not recommend this choice.

A few issues to be aware of (which we cover in the video above):

  • Some classes will fail to clean-up – you will have to do these manually.
  • You may need to refresh the profile page if you get stuck on an error when starting the new term.
  • Occasionally a clean-up process may get stuck processing forever. If it lasts longer than 24 hours, log a support call with the Microsoft Education team.

We hope this video helps you out. Please feel free to share your comments, wins and frustrations with the process in the comments below!

Adding Announcements in Microsoft Teams for Education

In this video, I explore the new announcement feature in Microsoft Teams. It’s part of a big education release this summer, we will keep you posted on the latest developments!



Importing and Exporting Rubrics in Microsoft Teams

Read more about how to setup and use rubrics in Microsoft Teams in our previous post.

There are options available in Microsoft Teams to export and import Rubric grading criteria. This is great news for educators, it will empower them to share rubrics with their department, school, trust or the rest of the world!



Exporting a Rubric

Find an assignment that you used with the rubric attached. Select the assignment and open the rubric.

Rubric on Microsoft Teams Assignment

Select the download as CSV option. This will download your rubric in a CSV formatted spreadsheet.

Exporting a Rubric in Microsoft Teams

It might not seem much use in this format but follow the steps below to import it. Ideally the next steps should be followed by someone who doesn’t already have access to this rubric.

Importing a Rubric

Create a new assignment, add a rubric and select the import option.

Importing a Rubric in Microsoft Teams

Find the CSV and import it. Not only is the rubric available for use in this assignment, it will now appear in your rubric list for all future assignments that you set!

Creating Assignments using Class Notebook Pages

Class Notebook has a really nice feature which allows teachers to distribute pages to student sections so that they can work on their own copy of the page. Since we originally looked at this in a previous blog post, Microsoft Teams now supports setting assignments using Class Notebook pages too.

Essentially there are two ways to do the same thing, so which should you choose? We would recommend only using Class Notebook to distribute pages if the work is informal (like class work) and we would recommend setting the assignment through Teams if it’s going to be marked (homework, assignments, etc).

The reason for this is you can collect formal marks and comments in the assignment app that you just can’t do through Class Notebook.



To set an assignment using a Class Notebook page:

Create a new assignment and add the Class Notebook page as a resource. Students will be able to have their own copy of the page that you select.

Class Notebook in Teams Assignments

Select a section to push the page into when the student completes it.

Class Notebook Section to distribute

Complete the rest of the assignment form and publish it.

When reviewing student work, you will have the option to annotate the Class Notebook page in addition to adding formal feedback and scores. This gives you the best of both worlds. Simple annotation and feedback on the student work but also a place for formal marks and comments which will become part of an exportable marksheet.

View student work in Class Notebook and teams

Office 365 User Adoption: Focus on a Long-Term Plan

You know how much Office 365 could transform your school or academy, but how do you convince the rest of the staff and student body?

Getting everyone on board with a new concept or piece of software is a challenge for all organisations, but by sharing experiences, we can learn from others who have been in our shoes.

That’s why we have created this podcast series, highlighting real-life user adoption stores for SharePoint and Office 365 for Education.

In this episode, we speak to Duncan Thurlow, a Science Teacher and Whole School IT Coordinator at Whitley Bay High School in North Tyneside.



Cloud Design Box Founder Tony Phillips and Darren Hemming, our Operations Manager, find out more about some of the methods Whitley Bay has used to encourage staff and students to embrace the cloud-based service.

“When you introduce anything new, there are always hurdles,” Duncan tells us. “It’s a case of upskilling across the whole school; teachers, admin staff and the pupils.”

Duncan describes how on the first day of the new year, staff attended a training session that outlined some of the basics of Office 365 and SharePoint.

“From day one, we set it as the standard home page, so everyone would hit it on a daily basis. It’s about getting people into the habit of storing documents in the cloud and using the quick links that Cloud Design Box set for the landing page.”


Cloud Design Box

This was followed by a series of drop-in sessions and then a recap workshop in January, where staff could ask questions and explore some of the features in more depth.

“We were careful to set out a strict structure for certain things, such as file storage. For example, we disabled saving to USB sticks in some areas in order to promote the cloud. However, we also gave our staff the freedom to choose how they used it within their specific departments,” Duncan points out.

‘All different, but all equal’ is at the heart of the Whitley Bay ethos:
“It runs throughout our school, from staff to students.”

Duncan believes the key is to discover the hook for each department, whether it’s accessing shared resources outside of school hours for teaching staff, collecting responses quickly on Microsoft Forms for admin staff, or sending out bulletin alerts for the pastoral team.

“Forcing people to move their entire workflow to the cloud only causes frustration, annoyance and – ultimately – resentment. We don’t want that. We want people to use these tools to enhance the learning for our pupils,” he adds.

A long-term approach has been crucial for user adoption at Whitley Bay.

“There has to be a strong sense of commitment with anything you introduce into a school. Be consistent and think about the bigger picture.” Duncan continues.

“Concentrate on one or two things you’d like to achieve in the first twelve months. For us, this was access from home and file collaboration. A slow and steady transition to this feature-rich product receives a much more positive response compared to a rushed, forced move to the cloud.”

If you want to find out more about how Cloud Design Box can help you implement a digital strategy to move to the cloud, visit our website: https://www.clouddesignbox.co.uk/education

Office 365 User Adoption Series: Cornerstone Academy Trust

SharePoint, Class Notebook and Teams forms the foundation for curriculum delivery at The Cornerstone Academy Trust.

Hearing stories about how other schools and academies are thriving with Office 365 and SharePoint is a great way to feel inspired.

Our new podcast series focuses on real-life user adoption cases and aims to encourage a community resource for those who are interested in how Microsoft can help you, and your pupils, achieve more.

In our third episode, Tony Phillips, Cloud Design Box Founder and Darren Hemming, our Operations Manager, spoke with Jonathan Bishop, CEO of The Cornerstone Academy Trust.



The headteacher – who has been teaching for the past 25 years – offers some real insight into the way Office 365 and SharePoint can be embraced in and outside of the classroom.

“Office 365, SharePoint and – in particular – Class Notebook, has had a huge impact on our Trust. OneNote totally underpins our lesson planning, teaching and student engagement – before, during and after lessons,” Jonathan enthuses.

“It’s the one fundamental tool in Office 365 that supports our whole curriculum delivery.”

The Cornerstone Academy Trust is a multi-academy trust that currently covers Broadclyst Community Primary School, Westclyst Community Primary School and The Cornerstone Teaching School.

Supporting children from the age of two through to 11, the Trust places technology firmly at the helm of the school ethos.

“We have invested in a number of Surface Pro tablets so that our students can access learning resources from wherever they are in the school or at home,” he tells us.

Jonathan describes one typical use of OneNote in the classroom:

“Teachers write on the whiteboard in digital ink, and this immediately syncs to the pupils’ tablets. This content is then used during smaller, targeted group sessions. And, when they get home, students seamlessly pick up what they were doing during the day, further strengthening their learning.”

All learning resources are available at the child’s fingertips, while teachers can work together and prepare valuable learning materials for students.



“We’ve worked with Cloud Design Box to configure each Class Notebook into different zones: one for teacher content, a collaborative zone for on-going projects and a personal area for each child.”

Permissions and roles can be set with ease for each resource. For example, teacher content is read-only and cannot be edited by pupils, while personal pupil areas can only be accessed by the individual and their teacher.

“Parents can also view the content to see what their children are up to in school, whether this is tracking progress or watching a video of their nursery-aged child learn about butterflies.”

More recently, Cloud Design Box has worked with the Trust to integrate Class Notebook with the communications tool Microsoft Teams.

“Teams has built on the strong system we already had in place. It’s added an extra layer of support to our teaching and learning,” Jonathan reveals.

“The ability to chat about work in targeted groups enhances the learner experience and combines the structure of individual assignments with a collaborative team-driven approach – similar to how adults would in the office.”

In fact, Jonathan is very passionate about how digital tools like SharePoint and Office 365 equip pupils with the skills needed for future employment.

Currently, there is a debate about whether or not we are losing traditional skills, such as handwriting and literacy, but Jonathan argues that tablets and technology are complementing education.

“We don’t think of technology as replacing traditional skills, we think of it as allowing a pupil to gain new, 21st century skills that they’ll use in the workplace.”

Some final takeaways from Jonathan:

  • Digital is enhancing the classroom.
  • SharePoint is a solid foundation for curriculum delivery.
  • Collaboration tools empower students to develop skills for their futures.

Office 365 User Adoption Series: Learning From Experience with Gareth Rose (Episode 2).

We understand that seamless user adoption of Office 365 and SharePoint can prove tricky, with many hurdles to jump before your whole organisation is fully on board.

That’s why we’re creating a series of podcasts focusing on real-life user adoption stories, with schools, academies and businesses just like yours.

The second episode features Tony Phillips, Cloud Design Box Founder, and Gareth Rose, Assistant Headteacher at Notley High School & Braintree Sixth Form.

Gareth’s experience with user adoption in schools is unique as he has already been through the process of rolling out Office 365, Teams, SharePoint and Class Notebook at his former workplace, Dagenham Park Church of England School.

We spoke with Gareth to find out what tools and techniques he is going to reuse when introducing the Microsoft suite to the staff and pupils at Notley High School.



Create champions.

“My first piece of advice is to get people to become champions of the product. Get the RE teacher to understand the value in putting all their class resources online and show the Music teacher how pupils can annotate in OneNote,” Gareth enthuses.

Starting out with small, basic tasks, Gareth got to know the main pain points of departments and the word spread from there.

“You can see the spark in their eyes when you’ve saved them 20 minutes of time using a basic feature of Office 365.”

Give them no choice.

“A very quick win is changing everyone’s home page to the staff or pupil SharePoint. This gets people familiar with the technology and helps them to become comfortable with using it in the future,” Gareth continues.

“Make it so it’s the only way to access some resources, such as the lunchtime duty rota. When people start to see how beneficial it is to have one calendar that is regularly updated, rather than multiple emails with multiple versions, they begin to gain confidence in the system.”

From here, Gareth explains, the word ‘SharePoint’ was being banded around the staffroom and uttered in staff meetings. By getting people to engage with the platform, you can raise their confidence when it comes to moving more activities across to Office 365.

Have an open-door policy.

“Of course, giving people only one choice when accessing certain documents is risky. But, explain to people, if they have any issues, they can come and see you,” he points out.

“At Dagenham Park, I would sit in with teachers on the first few lessons to get them and their pupils properly set up. In a couple of sessions, teachers and students were writing digital notes and recording their voices in French – incredible to see.”

Working with members of staff and pupils in this way also allows you to understand the many ways in which Office 365 and SharePoint can help enhance the teaching and learning experience.

“After this, it’s kind of like a rolling stone,” Gareth highlights.

“I can see a time in the future where all pupils have iPads. We’ve seen schools hand out devices to their students, but without an ecosystem in which they can actually use them in. What we’re building here is an environment where everyone is on board and using the features of Office 365 to their full potential.”

Final, takeaway points from Gareth:

  • Create and identify champions of Office 365 and SharePoint.
  • Get to know ways in which individuals and departments could benefit from using the suite.
  • Change the homepage and make some resources available only on SharePoint.
  • Be prepared to offer support and answer any questions people have.
  • Design an ecosystem in which people can use Office 365.

If you have any questions about user adoption, or how Office 365 and SharePoint could transform your workspace, school or academy, please get in touch with Cloud Design Box today.

Google Search Box Web Part

At Cloud Design Box, we have created a free Google search box SPFx web part. It’s a very simple web part to add a Google search box to a modern SharePoint page which then opens up the results in a new tab. Maybe a nice web part for an intranet homepage?

Google Search SharePoint Web Part

You can download it here or even submit code to the project!

A big thanks to Lloyd for writing most of the code to get this to work and for sharing on GitHub! I’m sure we can develop this over time to make it even more useful.

There are web part properties to change the search results url, you can use your local Google search page. In addition to this you can change the default search text and search button text! Enjoy!