Category Archives: SharePoint

How to create topic notebooks in OneNote

OneNote can be used to create and organise digital learning content for students – that can be shared in a centralised area. Teachers can create a mini-website/digital topic notebook for each topic that can then be shared via a link or in Teams.

Important: This is not a tutorial on creating Class Notebooks. For more information about Class Notebooks see this guide.

Example of a topic book in OneNote

In this guide, learn how to: 

  • Create a new OneNote file. 
  • Add and edit pages and sections. 
  • Edit the colour coding of your OneNote. 
  • Break sections into subsections.  
  • Add and format text in OneNote. 
  • Insert images, tables, links and other resources to a OneNote page.  
  • Change the appearance of a OneNote file.  


Create a new OneNote file.

  1. Head to the student resource folder in which you want to create your new OneNote notebook. 
  2. Select New and then OneNote Notebook. Select New and then OneNoteNotebook to create a new OneNote in a student resource file.
  3. Add a name for your new OneNote notebook and select Create.

Note: You can edit your OneNote in the browser view, but some features may not be supported. Access the full range of features by selecting Open in the desktop app. 

Open in desktop app

Add and edit sections/pages in OneNote.

A OneNote notebook consists of sections and pages, just like a traditional ring binder folder.

  1. Rename a page/section by right-clicking and selecting Rename Section/Page.
  2. Add a new page by selecting Add Page at the bottom of the page list.
  3. Add a new section by selecting Add Section at the bottom of the page list.

Adding and editing pages and sections in OneNote

Edit the colour coding of your sections in OneNote.

  1. Alter the colour coding on your sections in OneNote; simply right-click the section and select Section colour. 
  2. Choose which colour you wish to set for the section.

Editing the colour coding of your OneNote

Break OneNote sections into subsections.

Sections can be broken down into subsections, which is excellent when you need to split up chunkier topics and make them more digestible for students.

  1. Right-click on Add Section and select New Section Group.Add new section group
  2. Name your new section group.
  3. Add sections into your section group by selecting your section group and Add Section.

Subsections and section groups example in OneNote

Add and format text in OneNote.

  1. Tap the place you want the text on your OneNote page and start typing to add text.
  2. Format the text – change the size, colour, font etc. – with the text toolbox at the top of the screen.

Text formatting in OneNote

Insert images, tables, links and other resources into a OneNote page.

The Insert tab – found on the top navigation bar – allows you to insert a range of resources to a page, including:

  • Tables
  • Pictures
  • Links
  • Video
  • Audio
  • Files
  • And more!

Insert pictures, tables, links and other resources into a OneNote page

Change the appearance of a OneNote file.

The View tab – found on the top navigation bar – allows you to alter the appearance of your OneNote file. From here, you can:

  • Set a page colour.
  • Insert rule lines.
  • Check accessibility.
  • Use the Translate tool.
  • And more!

Change the appearance of your OneNote via the View tab

The final result is a fully interactive, read-only topic book for students to use and revise from. Students can use the colour-coded sections to find the information they need or use the search bar to type in keywords.

Additionally, with our Cloud Box solution, long-term learning resources like this one can be easily shared across departments and even entire schools and trusts and be reused for future academic years.

Book a demo to find out exactly how we can help your school, academy or multi-academy trust today. Give us a call on 01482 688890, or send us a message

 

Free webinars: Improve MAT communication and save SLT time with Arbor and Cloud Box  

Cloud Design Box is partnering with Arbor to deliver two free virtual training sessions designed especially for schools, academies and multi-academy trusts (MATs).  

Arbor works with over 2,500 primary, secondary and special schools and is the UK’s fasted-growing MIS community.  

Arbor MIS – which is featured in both of the upcoming webinars – gives schools of all sizes the tools they need to free staff from busywork, work more collaboratively and stay connected on the cloud – so that your whole team has a shared view of what’s going on.  

Improving MAT communication using Microsoft Teams and Arbor.  

The first session takes place on Thursday 10 February and is aimed at MATs who want to improve communication across all their schools.  

The Cloud Design Box team will show MATs how they can easily share documents, important announcements and news across the entire trust with SharePoint and Teams.  

SharePoint home page with My Assignments web part showing students upcoming assignments.

Meanwhile, Andrew from Arbor (former Headteacher and MAT leader) will take this one step further and demonstrate how Communications in Arbor allows schools to share announcements and news to specific groups.  

 

Click to sign up to improving MAT communication using Microsoft Teams and Arbor

Saving curriculum leader time with Cloud Box and Arbor.  

On Tuesday 15 March, we’ll discuss how curriculum leaders can save time creating and sharing learning resources with both the Cloud Box and Arbor solutions.  

The demonstration will be split into two parts and cover how senior leaders can save time with Teams by creating and sharing quality, long-term resources and using the analytics tools to monitor what work is being set and completed.  

Following this, Arbor will demonstrate how their Communications module can be used to share information and resources with specific groups of students.  

Click to sign up to saving curriculum leader time with Cloud Box and Arbor (March 2022)

Both webinars are free to attend and open to anyone working in a school, academy or multi academy trust. To find out more about all our upcoming events, please see our events page 

 

 

 

 

 

 

 

 

 

 

 

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.

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

Store Teams meeting recordings in SharePoint and OneDrive

Microsoft Teams meeting recordings are no longer in Microsoft Stream for many education licenses. This means it can be difficult to find or delete recordings at the current time.

Old meeting no longer stored in Stream

Microsoft are planning on moving all meeting recordings into OneDrive and SharePoint However, in the meantime recordings are stored in a temporary location (causing issues like deleting or keeping video files). This guide goes through how to enable SharePoint and OneDrive storage for Microsoft Teams meeting recordings early (switchover date for education tenants is 7th July 2021).



Where will new meeting records be stored?

Once enabled, any “Meet Now” recordings created in the Teams calendar will be saved into OneDrive of the person starting the meeting. Any recordings created in the Team channel (such as online lessons) will be stored in the files tab of the Team under a “Recordings” folder. More detailed examples can be found on the Microsoft site.

Recorded meetings folder

Configure OneDrive and SharePoint via PowerShell

Connect to Skype PowerShell using the code below.

Import-Module SkypeOnlineConnector
$sfbSession = New-CsOnlineSession
Import-PSSession $sfbSession

If there are no policies applied to users, apply the setting to the “Global” policy.

Set-CsTeamsMeetingPolicy -Identity Global -RecordingStorageMode "OneDriveForBusiness"

To check if there are any policies applied to individuals, open the Teams admin centre, and locate a typical staff user. Click “View Policies” to locate the name of the Meeting policy applied to the user.
Teams admin centre center

Run the command again but this time for the custom policy. In this example, the policy is called “AllTeachersMeetingPolicy”.

Set-CsTeamsMeetingPolicy -Identity AllTeachersMeetingPolicy -RecordingStorageMode "OneDriveForBusiness"

Sign out and then back in again (it may take a few hours to take effect)

Meeting recordings should now be stored inside OneDrive or SharePoint (Teams file tab).

Meeting recording stored in OneDrive or SharePoint in Teams
files tab storage

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.

How To Make Your SharePoint Sites Look Great

Creating a visually appealing SharePoint site is vital if you want people to engage with it regularly. But you don’t need to spend hours designing and curating your sites for them to look good.

We’ve created a video to show you that it’s possible to create a professional and captivating SharePoint site in under 20 minutes. By sticking to our top tips, you can make sure your organisation’s SharePoint sites look clean and well-designed while remaining practical and informative.



Get inspired by the SharePoint look book.

Microsoft has put together a free resource filled with inspiration for SharePoint sites, whether you need pages for news, announcements, resources or training.

The beauty of the look book is that if you see a site you like, you can add it to your SharePoint as a starting point.

SharePoint look book

Use high-quality images.

Inject life into your SharePoint site by using eye-catching imagery.

There are plenty of free and high-quality image resources out there, so you don’t necessarily need to spend money on bringing a photographer in to take team photos.

The SharePoint look book is a great place to download professional photos, and SharePoint itself has an image library filled with all types of pictures to suit your needs.

By filling your site engaging imagery, you’re already halfway there to making it look good.

SharePoint Design

Stick to a colour scheme.

Once you start playing with colour in SharePoint, you can truly make a site your own. Use your brand colours and stick to a simple colour palette of around 2-4 shades to keep everything looking consistent and professional.

You could go one step further and bear this colour scheme in mind when selecting images for the site.

Section variety.

When you have lots of content to showcase, important messages can easily get lost in the noise.

Make sure you break up your content into logical sections and ensure these sections look distinctive from each other.

Again, use colours to differentiate each section. As Tony shows in the video demonstration, you can make some areas pop with a brighter hue, followed by a simple muted tone for the next section.

Be sure to use different layouts for each section and mix it up with your column numbers and sizes.

SharePoint sections

Think about spacing.

Avoid cramming your pages full of content and instead separate out elements with spacers. A bonus tip to ensure your spacing is consistent throughout is to stick to a specific spacer size, for example, 20 pixels.

SharePoint spacing

Toggle Between Published and Edit Mode.

When editing a SharePoint site, it’s easy to get fixated on how it looks in Edit mode rather than what it will look like when finally published.

Switch between Published and Edit mode to give yourself a chance to step back and look at it through the eyes of your users.

Engaging content.

It’s all well and good creating an attractive SharePoint site, but you also need to ensure the content is relevant, engaging and adding value to your end-users if you want them to use the site consistently.

Think creatively and don’t be afraid to add some fun, light-hearted content in there.

As you can see from our demo video, Tony uses a Word of the Day web part and also a short message from the CEO. It’s about finding the balance between this type of content and your more serious stuff, like policies and company updates.

Engaging Content

Additionally, make sure your SharePoint site isn’t static is by adding the News web part that links in and pulls content from your company news pages so your readers will always have the latest articles and updates at their fingertips.

If you have any questions about creating SharePoint sites for your organisation, please get in touch with a member of our team right now.

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.