Category Archives: Microsoft 365

How To Share News on Your SharePoint Site

Keep everyone in your organisation in the loop with the news feature on SharePoint. Whether you’re using Microsoft 365 for business or education, this feature is a brilliant way to share important information, announcements and updates. 

The best part is that it’s incredibly easy to set up, create and publish eye-catching content to your SharePoint site members. 

Keith Lown has created a step-by-step guide on how to:

  • Add news links to SharePoint.
  • Add news posts to SharePoint.
  • Bring in news from your other SharePoint sites.
  • Create an email digest with news from SharePoint. 
  • Promote news in SharePoint. 



There are two ways that we can produce a news article within SharePoint. 

Select Add to open a drop-down menu and choose either a News post or News link

Select add to add a new news post or news link

Adding a News Link to SharePoint.

Selecting News link allows you to add a link from an external site into your news section. All you need to do is copy and paste your link. 

This brings up a number of options – you can edit the preview image, title and description. 

Adding a news link to SharePoint

When you’re happy with your News link, click Post and your link will appear in your News area. 

Adding a News Post to SharePoint.

Selecting News post opens up Pages where you can choose from different built-in templates, including Blank, Visual and Basic text.

This provides you with a structure to create your own news content. 

Creating a news post on SharePoint

Each section of this page can be customised – you can change the layout, alignment, colours, set alternative text and add images where appropriate. 

Customising a News Post to SharePoint.

 

Once you’re happy with your content, hit Post news and your post will appear in your News area. 

How to bring in news from your other SharePoint sites. 

Select Edit in the top right-hand corner of your SharePoint site. 

Editing your SharePoint site

Next, go to the News web part and select the pencil icon to start editing it. 

Editing your SharePoint News Web Part

From here, you can change your news source. 

You have three options – bring in news from your current site only, select specific sites to bring in news from and bring in news that’s recommended for the current user. 

If you select Select sites, your frequent sites and recent sites are displayed and you can select which ones you want to bring in news articles from. 

 

Change your news source on SharePoint

 

If you select Recommend for current user, Microsoft will bring in news depending on their assigned role – i.e. news from SharePoint sites they have permissions and access to. 

You can also adjust other settings, such as layout, filters, targeting and order. 

 Customising your news section on SharePoint

 

How to distribute news via email on SharePoint.

Select See all on the News web part. 

From here you can Email a news digest to specific people or groups. 

How to distribute news via email on SharePoint.

 

How to promote specific news on SharePoint

Open up your selected news article. 

Via the toolbar at the top of the page, select Promote.

How to promote specific news on SharePoint

From here, you can:

  • Add page to the navigation.
  • Add the page to an email.
  • Post onto Yammer.
  • Copy the page address.
  • Save page as template.

If you would like to learn more about how we can help your organisation achieve more with Microsoft, please contact a member of our team today.

Free webinar: Achieve more in Teams as a MAT with Cloud Box

Cloud Design Box is hosting a free virtual event for Multi Academy Trusts (MATs) to demonstrate how our Cloud Box package can help streamline teaching processes, enhance learning resources and save teacher time using Microsoft Teams and SharePoint. 

The one-hour session takes place on Wednesday 23 June 2021 from 11am until 12pm and runs through a demo of our Microsoft 365 product – Cloud Box – looking at how trusts can set up Teams in a way that creates centralised, long-term resources that all schools in the trust can use year after year. 

Sign up to Achieve more in Teams as an MAT with Cloud Box

Cloud Design Box recently worked with the Fallibroome Trust, which is made up of 10 schools, including primary, secondary and academy-status schools. 

“As the trust grows, our need to be able to collaborate across schools increases and Microsoft is helping us do this,” says Stuart Stuart Carvell, Assistant Head at Eaton Bank Academy, which is part of the Fallibroome Trust.

“Before using Microsoft, we were so used to sending different versions of files, but now we have the ability to co-author the same documents at the same time. We are building resource libraries and thinking of them as long-term resources that we can use year after year.” 

See what Stuart had to say about Microsoft Teams for his MAT:



Delivered through Teams, the session welcomes anyone who is working in a Multi Academy Trust (MAT), whether you’re brand new to Microsoft 365 or have already started using the tools. 

Built around the concept of centralising learning resources and data, the Cloud Box package helps organisations to implement a long-term plan to reduce costs, save time and make the most of the software. 

Thanks to staff training, support and user adoption metrics, no one in your organisation is left feeling unconfident with the new tools and can start using them in ways that really help them in their everyday roles. 

Meanwhile, students have more control over their learning, with the ability to access resources and materials on any connected device, as well as receive real-time feedback from their teachers. 

To learn more about how Cloud Design Box can help your MAT, sign up for the free one-hour session on Achieve more in Teams as a MAT with Cloud Box on Wednesday 23 June.

Blended Learning in Primary Schools using Teams with Cornerstone Multi-Academy Trust 

In this podcast episode, we speak with David James, Head of Education at Cornerstone Academy Trust and Anthony Lees, Deputy of Westclyst Community Primary School. 

The Cornerstone Academy Trust is made up of four primary schools, including Broadclyst Community Primary School, Westclyst Community Primary School, Yeo Valley Community Primary School and Monkerton Community Primary School. 

Broadclyst has an international reputation for its use of technology in education and has been awarded EdTech Demonstrator School status by the Department of Education. 

“At Broadclyst, we’ve been using Microsoft for the last 18 years and had been using it as a teaching and collaboration tool. When lockdown struck, we were in a good position and were able to support our other schools in using it,” David explains. 

“We faced similar issues to every other school where there was a variable level of staff confidence and competence with the technology, so we found the ability to host live training events via Teams invaluable.” 

Watch the full podcast episode on blended learning for primary schools here:




Using Microsoft tools to train and onboard staff. 

The trust uses Microsoft Stream to create powerful learning resources for their staff.

“We’re all learners, aren’t we? Not just the students but also members of staff,” Anthony says. 

“Microsoft Stream enables you to create automatic transcripts of the training session, allowing teachers to jump straight to the information they need by using the search tool.”

“We can also drop forms and links into a recording, which means we can check staff retention and ask them to respond to questions throughout the recordings.” 

Teacher training with Microsoft Stream

Saving teacher time with Microsoft 365. 

Teachers at the Cornerstone Academy Trust have been able to save time when creating centralised learning resources as OneNote and Teams have allowed them to collaborate across different schools within the trust. 

“Teachers use the collaboration tools to plan together so four people in four different schools aren’t all spending time planning the same lesson,” explains David. 

“We’ve been doing this to reduce the workload on teachers and decrease the amount of time they spend planning so they can use it creating additional amazing resources or focus their time on training and upskilling.”

During the UK school closures in 2020 and 2021, the four schools in the trust pulled together to deliver online lessons to students with one teacher remote teaching to several classes. 

Saving time planning lessons with OneNote

Starting digital learning early. 

Embracing Microsoft 365 at KS1 and KS2 level has allowed the young students at the Cornerstone Academy Trust to feel comfortable and confident with the tools from an early age.

“Even our nursery staff have started using Microsoft. It may just be a ‘What’s happening today’ picture, but gradually it teaches the children that this is how they can access learning,” says Anthony.

“As they move up through the school, they become more confident, more independent learners who take ownership over their learning.” 

Upskilling the parents and their children. 

A challenge the Cornerstone Academy Trust faced when the UK first went into lockdown was that many of the students were accessing learning on their parents’ mobile phones or shared devices. 

“We’ve run a proactive campaign with parents to help them understand how and why we’re using the technology. It’s about being mindful about the learning content so it’s suitable to be viewed on mum’s phone,” Anthony explains.

“Within two days of knowing the school was set to shut, we created a website and dedicated a team of 15 people to produce resources. We wanted to give them everything in one place, with resources and links for parents, as well as a help desk.” 

A central place for learning with SharePoint.

Student engagement and success with Microsoft 365. 

Tracking student engagement with blended learning has been a huge benefit for the Cornerstone Academy Trust. Each school has been able to have a clear picture of which students are succeeding and which ones may need extra support, as well as who is attending and engaging in the learning material. 

“A member of our leadership team is buddied up with a year group for a set amount of time to work with the teachers to find out what’s going well and what needs to be improved.” 

The future of the Cornerstone Academy Trust and Microsoft 365. 

“Our vision is to create one school with four campuses – this way, we can bring together those economies of scale and make things more efficient and effective. Teams is the place where everyone goes and accesses what they need,” David tells us. 

If you would like to learn more about how we can help your school or trust, please contact a member of our team today.

How to use Presenter Mode in a Microsoft Teams Meeting

Using Presenter Mode in a Microsoft Class Teams meeting gives teachers more control over their lesson. They have access to their presenter notes and all the usual Class Teams tools, plus additional presenter options.  

Presenter Mode is only available in the desktop application of Teams.  

 In this quick guide, we show you how to use Presenter Mode and get the most out of it for your next lesson.  

Setting up Presenter Mode in Microsoft Teams. 

Once the Teams meeting has started, select Share Content on the navigation bar. 

Share content in Presenter Mode for Class Teams

This opens up a menu where you can choose to share your entire desktop, specific windows, Microsoft Whiteboard or PowerPoint.  

Select Browse on the right-hand side to either Upload from my computer or OneDrive depending on where your PowerPoint is located.  

 Upload presentation from desktop into a Class Teams meeting

Once you select your PowerPoint, it opens up into the Class Teams meeting.  

Presenter tools in Class Teams. 

The full range of meeting tools, such as View Participants, Meeting Chat and the More Actions menu (…) are visible and you’re able to easily scroll back and forth between slides.  

View participants window is availlable in Presenter Mode z

There are also some additional options beneath your slide deck, including Go to slide, which allows you to bring up a grid of your slide deck and choose a specific slide you wish to present.  

Go to slide view in Presenter Mode

Meanwhile, under More actions (…), you can hide the presenter view from yourself so you don’t see your notes, just the slides.  

Hide presenter view in Presenter Mode 

A further option is to View slides in high contrastToggle this on to only view the images and text on your slides and remove any extra design elements or backgrounds. This won’t change the view for students, only teachers.  

View slides in high contrast in Presenter Mode

What do students see when teachers are using Presenter Mode? 

Students can scroll through the slide deck using the private viewing bar and then select Back to presenter to go back to the slide the teacher is currently on.  

This feature can be switched off by teachers by clicking the Eye icon. When disabled, a line appears across the Eye icon and students are unable to scroll through the slides while you’re teaching.  

Prevent participants from moving through shared presentation on their own

Playing video clips in Presenter Mode. 

There are two ways of showing video clips when in Presenter Mode:  

Videos in Class Teams Presenter Mode

One option is to embed a video into your presentation. This can be viewed by selecting the play button, which plays the video within the presentation.   

Note: This only works if students have the latest version of PowerPoint installed on their device.  

Secondly, you could include a video link. Clicking a link opens the video on a separate window.  

To show the video to your students within the lesson, you need to go back to the Share content button and select the window the video has opened in. 

If you’re using a two-screen setup, it will open on your other screen and in the same way, select Screen #1 or Screen #2, depending on which screen it has opened in.  

Note: You also need to toggle on Include computer sound for your students to hear the video.  

Watch a step-by-step guide on how to use presenter mode in class teams: 

If you would like to learn more about how we can help your school, please contact a member of our team today.



What is Microsoft Viva Connections? – Integrating a SharePoint intranet with Teams

Microsoft Viva Connections is a great way to communicate and publish information to users in Microsoft Teams. If you are already familiar with SharePoint, then the simple way of describing Viva Connections is “A SharePoint Intranet inside a Microsoft Teams App”. It means that users can access company news, policies, and other published information without having to leave Teams.

Viva connections - SharePoint in Teams App

During the pandemic, Teams has been an important communication tool for organisations. Users can chat and collaborate as they work in the office or from home. However, to access published organisation information such as news, policies, human resources, etc, users would have to open a browser and go to the organisation intranet. Viva connections brings all of this inside the Teams app to help streamline the organisation’s working practice.

How to setup Viva Connections.

In this video, we show you what Viva Connections looks like and how to set it up. Please note that Viva Connections requires a SharePoint intranet before setting up. If you need help with SharePoint or Teams, get in touch with one of our experts.



Access the Microsoft guide here.

If you would like to find out more about how Cloud Design Box can help you get more out of Microsoft Teams and SharePoint, contact one of our experts today.


Cloud Design Box

Why Should Your School or Trust Use Microsoft School Data Sync? 

When considering Teams for your school, there are several different approaches, you can create your own Class Teams manually, use a PowerShell script or take advantage of Microsoft’s School Data Sync.  

Below, we have rounded up the pros and cons of each method so you can decide which is best for your school, academy or multi-academy trust.  

Create your own classes manually. 

Teachers can create their own Class Teams and manually add or remove students as and when they join or leave the school. 

However, this process is very time consuming and needs to be repeated every new school year, with the teacher also responsible for keeping track of new students and those that may leave the school.  

This is more suited to primary schools or smaller schools where there aren’t that many classes to create and maintain.  

Pros: 

  • Teachers can quickly create and maintain their own Class Teams. 
  • No additional coding or script is needed.  

Cons: 

  • It’s time-consuming. 
  • Whole school reporting is limited. 
  • No standardisation across Teams. 
  • No parental engagement tools. 
  • Manual archiving rollover process each academic year. 

Use a PowerShell script. 

A PowerShell script can be generated to create your Class Team as a one-off or ongoing link via your school’s MIS. This creates the classes and keeps them updated, however, there are limits to using PowerShell, such as some functionality that is provided by Microsoft School Data Sync.  

Pros:  

  • Less time consuming than manually creating your Class Teams.  

Cons: 

  • Limited functionality when it comes to whole school reports.  
  • Some features provided by Microsoft School Data Sync are not available with PowerShell. 
  • Scripts required to archive classes and roll over the academic year. 
  • No parental engagement tools.  

 

Use Microsoft School Data Sync.

Microsoft School Data Sync (SDS) is recommended best practice when creating and maintaining Class Teams. 

Not only are there several APIs and third-party products to help you automate a lot of the process, but there are many added benefits to using SDS.   

Firstly, you’re able to include additional information to your data set, including grades (year groups), courses (subjects), schools and more, which enables you to report on insights across the entire school. These reports help your leadership team improve user adoption and provide support where needed.  

At the end of each academic year, there is a clear rollover and clean-up process, automatically linking up with your MIS and allowing all students and staff  (new and continuing) access to everything they need while removing permissions of school leavers and former members of staff.   

Another useful feature is the parental engagement tools – SDS uploads guardian information to automate weekly email digests of work set through Teams for their children.  

Microsoft is continually working on new features to support the ever-changing landscape of education and blended learning. In fact, it’s going to be rolled up into a bigger Microsoft Data Sync model, so you may see a name change shortly, but the data strategy will still be as powerful, if not more.  

Pros: 

  • Automated creation of Class Teams linked to MIS. 
  • Automated roundup sent to parents/guardians of their child’s work. 
  • In-depth school/trust-wide reports that enable you to provide better leadership, training and support to your students and staff.  
  • Easy-to-use rollover process – no manual set up each academic year.  

Cons: 

  • Third-party products may be required to set up a live link with School MIS because doing it manually with CSVs can be time-consuming. 

Microsoft School Data Sync is best suited to schools, academies and multi-academy trusts that wish to save teacher time, achieve more with their data and support students in a blended learning approach.  

Already have Microsoft School Data Sync? Talk to us about how we can extend this to provide central resource areas, SharePoint intranets, Class Cover tools and much more

Not set up with Microsoft School Data Sync? We can help you get started and future-proof your Class Teams setup. Contact us for a friendly chat with one of our Education Experts.  

How To Share Pages From Non-Class Notebooks to a Student’s Class Notebook in Teams and OneNote 

In this guide, we show you how to distribute a page from a non Class Notebook to a students’ Class Notebook within a Class Team.  

Here we have a Notebook that has been stored within an English resources folder on SharePoint. Within the Notebook, there’s a worksheet that we need to distribute to the Year 7 English students’ Class Notebooks. 

Select Class Notebook.  

Note: If this button is not visible, select Open in Desktop App from the top navigation bar. If the button still isn’t visible, it needs to be activated via the three-dot (…) menu and Settings in the top-right corner of the screen. 

Once you have selected Class Notebook, select Distribute page to bring up a number of options. 

Open Notebook Distribution

Choose Cross Notebook Distribution to bring up all the Notebooks of the classes you teach.  

From here, you can select the Notebooks you wish to share it to. E.g. “English Year 11” 

Select Student Section

You must then select a student section in the selected Notebook to share the Notebook to. E.g. “Homework”. This action distributes the worksheet from your Non-Class Notebook to your selected students’ Notebooks. In this case, “English Year 11”.   

How To Share Pages From Non-Class Notebooks to a Student’s Class Notebook in Teams and OneNote

Head to your selected Class Team to check whether it has been shared to the Class Notebooks. As you can see, the worksheet is now in the students’ Notebooks. 

Watch a step-by-step guide on how to lock your collaboration space in Class Teams: 

If you have any questions on how to share pages from non-Class Notebooks to a student’s Class Notebook, please contact a member of our team today.



How To Turn Off The Chat Feature in Class Teams

The chat feature in Microsoft Teams is a useful tool that allows students to communicate with their teachers and peers during online lessons. However, there may be times where the chat feature isn’t necessary and is causing distractions during lesson time.

Similar to the mute feature on Teams, this can easily be controlled and turned off, enabling you to teach without any interruptions. 

There are two simple ways to turn off the chat function, this can be done before or during your online lesson:

Disable chat function in Class Teams before your lesson.

You can disable the chat function before your lesson starts through Meeting options. This can be accessed on the calendar entry for your meeting.

Meeting options is found under Details on the calendar entry. 

Disable chat function in Class Teams before your lesson.

When the Meeting options menu appears, you can disable the meeting chat, along with other options for your meeting, such as who can present and allowing your students to un-mute themselves. 

To turn off the chat feature, change the Allow meeting chat option from enabled to disabled. Make sure to click Save after – this disables the chat function and activates any other changes you’ve made. 

Turn off chat function in Class Teams before your lesson.

Your students are made aware that the chat function isn’t available in the chat window when the lesson starts. 

Turn off chat function in Class Teams before your lesson.

Disable chat function in Class Teams during your lesson.

Teachers can also disable the chat function during the lesson. This can be useful when you want to disable the chat during certain parts of your lesson. 

At the top of your screen, there are a few options that allow you to control your meeting. To disable the chat function, you need to select the more actions menu (…).

When the drop-down menu appears, select Meeting options

To turn off the chat feature, change the Allow meeting chat option from enabled to disabled. Make sure to click Save after – this disables the chat function and activates any other changes you’ve made. 

Disable chat function in Class Teams during your lesson.

Enable chat function in Class Teams during your lesson.

At some point during your lesson, you may want to turn on the chat function to allow your students to communicate again. This can be done the same way by selecting Meeting options and enabling Allow meeting chat

Enable chat function in Class Teams during your lesson.

Using Meeting options is a great way to control your lessons and prevent any distractions during lesson time. The simplicity of this process also allows you to quickly change these options during your lessons giving you the freedom to activate and deactivate at any time and allowing students to contribute and communicate at the right times to enhance their learning. 

Enable chat function in Class Teams during your lesson.

Watch our step-by-step video on how to turn off the chat feature in Class Teams:



Free Events For Schools Wanting To Achieve More With Microsoft Teams

Cloud Design Box and SalamanderSoft have partnered up to design and deliver three free webinars tailored to schools, academies and Multi Academy Trusts who are looking to make the most out of remote and blended learning with Microsoft Teams.

Throughout January and February, the training sessions are free to anyone who works at a school, college, academy or multi academy trust.

“We understand the pressure teachers have experienced during the last year, and with the new Covid-19 restrictions resulting in many schools juggling remote and in-classroom learning, it’s easy for them to feel overwhelmed and struggle to find the time to adapt lesson plans and materials,” says Tony Phillips, Founder of Cloud Design Box.

“Our sessions aim to show schools how to make the most of the digital tools available, avoid duplication of work, save time on admin and find more time to focus on their students.”

Below is an outline of each webinar:


Getting started with Microsoft Teams


Getting Started With Microsoft Teams – Thursday 28 January @ 10am

In this session, teachers can learn how best to use Teams to support home and blended learning with confidence, providing some actionable tips on how both staff and students can get started with Microsoft 365.


Planning Long Term User Adoption with Microsoft Teams


Planning Long Term User Adoption of Microsoft Teams in Schools and MATs – Thursday 28 January @ 3pm

When adopting any new technology, it’s crucial to bring everyone along on the journey with you – not just the tech-savvy members of staff.

Teams is no different. In this session, SalamanderSoft and the Cloud Design Box training team walk you through how to plan for long-term success with Teams, without leaving anyone behind.


Best Practices with Microsoft Teams


Best Practices with Microsoft Teams – Tuesday 2 February @ 10am

Specially-designed around overworked teachers who are struggling with Teams, this webinar demonstrates how you can eliminate additional work by collaborating on resources in a centralised location.

Department leaders learn how they can free up their staff’s time by using these tried-and-tested best practices.


Wilberforce College


Best Practices using Microsoft Teams with Wilberforce College – Wednesday 24 February @ 11am

Over the last year, Cloud Design Box has been working with schools and colleges across the country to support them with Covid-19 school closures and homeschooling through training and strategy sessions, as well as software set up and implementation.

One of these customers is Hull-based Wilberforce College:

“We realised that our students didn’t necessarily have access to lots of digital devices at home, and this was impacting on their ability to carry out independent work. We thought that by using one single platform where they could access all of their learning content on one app would be the best way forward. And that’s why we chose Teams and Cloud Design Box,” says Jonathan Butler, Assistant Principal (Teaching and Learning) at Wilberforce College.

“We’ve been looking for something like Teams for a long time and it’s changed the game for us during lockdown,” says Ashley Howe, STEM Faculty Head at Wilberforce College.

Wilberforce College using Microsoft Teams

Thanks to Cloud Design Box’s product and training, Wilberforce College has become the only educational institution in Hull and the East Riding to be awarded status as an EdTech DfE Demonstrator College.

“Without the help of Cloud Design Box, we would have never been in the position to achieve this,” says Jonathan Butler.

Cloud Design Box’s training sessions, up until now, have been primarily exclusive to existing customers. However, we are now opening up free places to anyone who works in a school and wants to develop their understanding of Microsoft Teams and how it can be used to deliver learning in and outside of the classroom.

Partner company SalamanderSoft supports Cloud Design Box’s product with its own technology and is looking forward to sharing their knowledge with teachers and school staff:

“It’s been a pleasure to work with Cloud Design Box over the past few years, and we’re very happy to be able to offer these sessions alongside them, to help schools get the most from Microsoft Teams as easily as possible,” says Jon Atkinson, Managing Director of SalamanderSoft.

To find out more about Cloud Design Box’s latest free and virtual events, please head to www.clouddesignbox.co.uk/events.

Add shortcut to OneDrive guide

SharePoint is a great place for a school or business to store shared resources. However, it can be difficult to keep track of all the different document locations. The new “Add shortcut to OneDrive” feature is a great way of keeping track of all the documents you use on a regular basis. Not only does it show the shared locations on the web, but it also maps to the OneDrive app for easy access on your windows 10 device.



Get started by finding your favourite SharePoint library.

SharePoint Library

Click the “Add shortcut to OneDrive” button. Simple!

How does it work?

Open OneDrive in the web. There is now a link to the SharePoint library (remember it is still shared and has not moved, it is just a link).
OneDrive on the web

It will have also synced to the desktop app so you can access all the SharePoint files as if it were a mapped drive on your local machine.

Desktop App

Any windows 10 device using this account will have the link to the SharePoint library, so you are ready to work anywhere on any device.

We found that this button saved so much time compared to syncing individual SharePoint libraries on each device we used.