Category Archives: Document Libraries

How teachers can save time creating learning resources with Microsoft 365

We know that time is precious when you work in education; whether you’re marking, planning, or delivering a lesson, it can be tricky to find the time to get back to what you love about teaching.  

While we can’t increase the number of hours in your day, we can give you some ideas on saving time when creating learning resources with some essential tools and features in Microsoft 365.   

Centralise resources.   

Create a centralised, long-term resource bank in SharePoint for teaching resources, policies and other documents that can be reused and repurposed every academic year.   

With Microsoft 365, you can create designated areas in SharePoint that only users with the correct permissions can access. For example, only one department, only certain classes or students or only staff members.   

Not only does this save time each year by not having to replicate or reupload resources, but it also means that everyone has access to everything they need to work – whether that’s a student or staff member.  

We provide automation services to create centralised resource areas automatically from your school’s MIS data. Find out more by chatting to a member of our team.  

“Everything we need is in the cloud, so we don’t have to worry about losing paper worksheets. Pupils can also use SharePoint and Teams to download assignment tasks, refresh their memories, take quizzes and be in touch with the teacher in between lessons.” – Whitely Bay High School 

Co-author documents with colleagues.   

Word Documents, PowerPoints, Excel Spreadsheets, and more can be co-authored in real-time with your colleagues.  

Co-authoring is excellent if you need another staff member’s import on a document or if you’ve agreed to share the workload by co-creating learning resources for your department.   

Why spend hours creating a resource from scratch that your colleague has already spent time making?   

Instead, easily and securely share, edit and co-create documents with others in your school, academy or trust.   

Sharing is caring.   

By centralising your resources and co-authoring documents, you can begin to build a powerful library of learning materials that can be shared across an entire department, the whole school or even your trust.   

So, instead of ten teachers creating ten versions of the same document, you can pool together your resources and free up time to spend on other areas, like grading, working with students or professional development (or even just taking a break!). 

“Cloud Box has been transformational in the way we work and create learning content. We are now beginning to create revision resources that can be accessed by our pupils at any time on a connected device. Not only is this brilliant for the students, but also for staff who can dedicate more time to sharpening their message and delivery.” – The Ashcombe School.   

Rollover resources to the next academic year.  

With our Cloud Box solution, there’s no need to start from scratch when a new academic year rolls around.   

Instead, everything – your resources, classes and student information – is cleaned up and rolled over automatically, ready for the start of term.   

We use Microsoft School Data Sync (SDS) to start a rollover and clean-up process, our centralised resource areas allow you to reuse resources year on year, while the Class Dashboard enables students to easily access archived Teams from previous academic years.  

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.    

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.

Office 365 User Adoption Episode 8: School Leadership with Microsoft Teams

We’ve spoken a lot on this blog and in our podcast about how Microsoft Teams and SharePoint transforms the classroom, from sharing class resources with pupils to improving student engagement with Digital Ink and Class Notebook.

However, there are also many opportunities to use these tools to drive School Leadership Teams.

We spoke with Gareth Rose, Assistant Headteacher of Notley High School & Braintree Sixth Form to see how their School Leadership Teams, Heads of Faculty and Subject Leaders use Microsoft Teams and SharePoint.



“SharePoint is a brilliant tool for sharing files. And, while it has a lot of collaboration tools within it, we find Microsoft Teams the easiest way to co-author documents used and created by the School Leadership Teams (SLT),” explains Gareth.

“We have five core Teams: one for SLT, one for the admins who support SLT, a data admin team and a pastoral middle leadership team that includes SLT and the Heads of Houses.”

A Team acts as a central hub for collaboration – a place where you can talk with Team members, share and co-author files and keep meeting minutes all in one place.

“To keep everything connected with our SharePoint site, Cloud Design Box has set it up so that users can access the relevant Teams from their SharePoint mega menu.”

School Leadership Teams Heads of Faculty and Subject Leaders use Microsoft Teams and SharePoint

Within each Team, Notley High School has private channels where only specific people can access files and conversations. Private channels in Teams can be controversial as many believe you should simply set up a new Team if a private channel is required.

But, as Gareth explains, it’s a structure that has really worked for them:

“If we set up a new Team every time we need a private channel, we’d have far too many Teams with them all linking off in different directions. With our structure, everyone can access, view and edit the files applicable to them.”

To further simplify processes, Gareth has maintained one rule: SharePoint is for sharing finalised documents and Teams is for collaborating on WIP files.

“All the work-in-progress documents are stored within their corresponding Teams, where they can be accessed and edited by the right people. It’s only when they’re finished that they can be released into SharePoint,” he tells us.

“We have a one version policy – if the file is being worked on, it’s in Teams, and if the file is finalised, it’s in SharePoint.”

It’s easy to see why Notley High has chosen this method of working. This is a great example of Office 365, SharePoint and Teams adoption that shows how the products can be used by the school leadership to work together more dynamically, keeping everyone on the same page and everything in one place, without having to waste time copied into unnecessary emails.


Watch the full Office 365 User Adoption podcast on School Leadership with Microsoft Teams on our YouTube Channel.

Meanwhile, if you would like to discuss adopting SharePoint, Office 365 or Microsoft Teams for your school or multi-academy trust, speak with a member of our team today.


Cloud Design Box

Office 365 User Adoption Podcast Episode 7 – Unlock Classroom Collaboration Potential with Files in Teams and SharePoint

Conversations and instant messaging are only one part of Microsoft Class Teams. Its true power shines through when teachers share their resources with their classes through the File Sharing tabs and SharePoint integration.

Students can immediately access files and resources that their teachers upload and continue learning outside of the classroom.

However, many teachers spend hours uploading and moving files in specific Class Teams. Sound familiar?

Luckily, there’s a much more effective way of managing class resources in Office 365.

Instead of storing your main resources in separate Class Teams, we recommend making use of SharePoint by having a central hub for all of your long-term resources – i.e. the ones your pupils will need over and over again, right the way through the school year.

Not only is this faster for you to manage, but by creating a central SharePoint resource library for each subject, you remove the need to duplicate work while allowing teachers and heads of departments to collaborate when creating valuable learning resources.

“Resources quickly become siloed if you only upload them to individual classes,” Darren Hemming, our Teaching and Learning Consultant says.

Darren is a former teacher of Modern Languages and ICT and is a passionate advocate of blended learning. He has also worked with schools, leading several large-scale learning platform projects for local authorities and for Building Schools for the Future.

“I’ve seen the collaboration and sharing of resources work very well across departments, and even across different schools inside of one multi-academy trust.”

Once this central hub is set up, you no longer have to worry about attaching individual files and folders to individuals Class Teams.

Simply select + to add a tab and then add your SharePoint resource library to the Class Team.



Now, we’re not telling you to avoid sharing anything directly in Class Teams.

Of course, if you have a one-off resource to share with your class on a specific topic, sharing only in Teams instead of SharePoint first makes a lot of sense.

However, creating a central library for your main resources and then adding them to Teams is a much faster, straightforward way of file sharing with your classes.