Tag Archives: Office 365

SharePoint Virtual Summit 2017

The 2017 SharePoint virtual summit took place last week. The previous year had seen a brave new bold redesign of SharePoint into a modern experience. This year we had exciting new announcements building on last year’s vision.

New OneDrive and SharePoint Sync Client

The new version of OneDrive sync client will map out the entire contents of SharePoint and OneDrive libraries without syncing them across. Documents will only be synced when requested on-demand or when a document is opened and edited.

OneDrive Files On Demand

This is great news and solves two problems faced by OneDrive users:

  • Large OneDrive/SharePoint libraries consumed large amounts of local storage syncing across
  • Possibility of errors when large numbers of files synced at once

A new unified sharing interface will be rolled out across OneDrive and SharePoint for a simpler experience. This feature will also be available in windows explorer.

SharePoint Virtual Summit

Communication portals

SharePoint released a new experience team site last year. It has now matured with developers creating third party web parts using the SharePoint Framework. Microsoft have now released a new type of site called a communication portal. This site replaces the older publishing sites used for company intranets. Although the new site is responsive out-of-the-box, we can now apply custom branding and functionality extending this into a true intranet experience.

SharePoint Communication Portal

Integration with Flow and PowerApps

These two new Office 365 apps are gaining momentum as modern replacements for SharePoint Designer Workflows and InfoPath Forms Designer.

Microsoft Flow creates workflows that can integrate with almost any product including Google Calendar, Twitter, Slack and a whole host of other services. Flow will have tighter integration with SharePoint and Flows can be created directly from list views.

PowerApps empowers users to create useful mobile friendly apps with no code for SharePoint and OneDrive. This has now been extended to integrate directly into a SharePoint page. PowerApps can now act as the custom form for SharePoint list data. This was a task previously done using InfoPath Designer or custom code.

SharePoint with PowerApps and Microsoft Flow

There was also news of a more powerful personalised search and much more. You can read the Microsoft review from Jeff Teper here.

So, it’s another exciting year ahead for the SharePoint and Office community!

Microsoft Teams for education replacing Microsoft Classroom Preview

Over the last few months, we have received lots of positive feedback about the new Microsoft Classroom Preview product. Today Microsoft announced in the Office 365 message centre that this would be replaced at the end of July 2017 with Microsoft Teams for Education.

Microsoft Teams for Education

No need to panic, MS Classroom functionality will still exist but in the Microsoft Teams app (from what we can see from the screenshots). You can still set assignments, create class notebooks, discuss, share files and quizzes but it will all be accessed through the Microsoft Teams interface rather than through the MS Classroom App. There is no news on the Microsoft Classroom mobile app for iOS and Android but hopefully this will be replaced so that students can still get notifications for new assignments and grades.

More details can be found on Microsoft’s site here.



You may have seen the following message in the Office 365 message centre, notifying you of the change.

On July 31, 2017, we’ll discontinue support for the Microsoft Classroom Preview, as we work to unify our classroom experiences in Microsoft Teams in Office 365 for Education. Since the Microsoft Classroom Preview released, we’ve been very thankful for schools’ feedback from around the world; which has helped us improve benefits and features of the service. Ultimately, we learned to keep it simple and put classroom resources all in one place. We listened and we’re bringing the best of the classroom features (e.g., Assignments and OneNote Class Notebook) to Microsoft Teams in Office 365 for Education.

How does this affect me?

– Microsoft Classroom Preview will continue with current functionality until July 31, 2017. – Teachers will not be able to create new notebooks or assignments after the July 31, 2017. – Current classes and associated content will continue to be available as Office 365 Groups. Teachers can access assignment resources, files, calendars, and conversations, through tools such as Microsoft Outlook and SharePoint Online. If necessary, they can copy Class Notebook content to their personal workspace (e.g. OneDrive for Business). – When the new class experiences become available in Teams, School Data Sync will start creating the new classes for Microsoft Teams. SDS will continue to sync existing Microsoft Classroom Preview classes through July 31, 2017.

What do I need to do to prepare for this change?

We apologise for any inconvenience resulting from this transition. We encourage you to try out Microsoft Teams, and get yourself familiar with the Teams experience. Please click Additional Information to learn more.

Microsoft Classroom Webinar

I would like to thank everyone who took part in today’s webinar on Microsoft Classroom by Cloud Design Box.

In the session, we covered:

  • How to get Microsoft Classroom
  • How to create a new class
  • Using OneNote Class Notebook to enhance teaching and learning
  • Setting assignments
  • Marking and returning student work
  • Using the mobile apps
  • How to access School Data Sync (SDS)

The session was recorded for all those who missed the session.



I hope everyone found the session useful. We will be putting on additional webinars and live events later this year. Please follow us on Twitter for the latest updates.

Changing the default reply button in Outlook Web Access from “Reply all”

Your users may have noticed that the default reply button in Outlook Web Access is “Reply all”. This can result in emails accidentally being sent to the wrong person (as many users assume this is the reply button without reading it).

Reply all in OWA is default

Luckily you can change this default behaviour.

Change for an individual user

The user can change this setting themselves by going into the Mail settings.

Mail Settings

Under Mail, Automatic processing and Reply settings, the user can change the default response to “Reply”.

Reply settings

Change for all users

There is a PowerShell command which will set this for a mailbox.

Set-MailboxMessageConfiguration cloudacademy -IsReplyAllTheDefaultResponse $false

We can take this further and loop through all the mailboxes to apply this setting.

Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'UserMailbox')} | Set-MailboxMessageConfiguration -IsReplyAllTheDefaultResponse $false

Changed to reply

Hopefully you have happy users again after that change! Video guide below.



School Data Sync – UK Schools

School Data Sync has now moved to general availability. Currently this allows users to get data into Microsoft Classroom but does have limitations and can create a considerable overhead when providing the import data.

I’ve produced a quick video below looking at School Data Sync and what is means for UK schools. Hope you find it useful.

UPDATE – 31/03/2017

There has recently been some third party free tools released to automate the creation of these spreadsheets. This is another step in the right direction and hopefully there will be some free tools in the next few months to sync data directly into SDS.

The SDS data can also be used for the new Intune for Education released in April 2017.



Machine Learning with Cognitive Services API in Microsoft Flow

I recently attended a fascinating talk on machine learning by Martin Kearn and an implementation of this in Microsoft Flow by Mark Stokes. Did you know that there are APIs to access machine learning functionality via Microsoft’s Cognitive Services API? Did you also know that you can easily connect to these services in Office 365?

Microsoft Flow

Take a look at the available APIs and try them for free here.

The APIs give you access to computer vision, face emotion, face detection, text analytics, translators and much more. Microsoft have really opened up machine learning to the average developer (or non-developer)!

In this blog post, I’m going to show you how to use the text analytics cognitive API in Microsoft Flow without any code at all. If you are not familiar with Flow, check out some of my earlier posts.

Starting in Microsoft Flow, search the templates for “Text analytics”. Some interesting starter templates appear including analysing text for positive or negative sentiment via Twitter, Yammer and email. The returned sentiment value can then be used to start an action or chain of events. Have you ever wanted to be alerted to a negative email from the boss? Well now there is a template for it!

Microsoft Flow

In this example, I’m going to use the “Get emails for positive tweets” template. I want to get notified by email when I receive tweets which are very positive in sentiment.

Microsoft Flow

From this screen, you can see that the services involved in this Flow are Twitter, Text Analytics and Mail. Select “Use this template” and sign into each service.

When you get to the Text Analytics service, you will be required to enter a connection name and account key. To get this go to the Azure Text Analytics site and sign up for a free account (if you don’t already have one) by going to Getting started.

Once you have the account setup, navigate to your account keys in the Azure portal (as shown below).

Microsoft Azure Sentiment API

Copy and paste the account name and key 1 into the Flow connector.

Microsoft Flow connectors

In my Flow, I have used the hashtag #msflowtextanalytics as my trigger. If anyone uses that hashtag on Twitter, it will start the Flow.

Microsoft Flow

I’ve left the condition as 0.7. This means if the API returns a 70% positive sentiment rating, it will send the email.

Microsoft Flow Email properties

Finally, fill in the email details to complete the Flow. The template email will show who sent the positive tweet and the sentiment score from the API.

Publish the Flow and go to Twitter to test it out.

Twitter hashtag tweet

The Flow can take around 2 minutes to run but you should eventually receive an email with the name of the person sending the tweet and the score from the sentiment API.

Microsoft Flow Email

There are many uses for this in real world scenarios. Marketing and PR departments could use a very similar template to detect any negative tweets. That could then trigger an email for manual intervention or you could automatically direct message the user and open a support ticket. It could save huge amounts of time watching and sorting through thousands of tweets manually.

There are connectors for SharePoint, Instagram, Office 365 Email, and much much more. Imagine integrating all of these separate systems into one workflow (you couldn’t do that in SharePoint Designer).

Exciting times for machine learning and very powerful tools for those of us who are not developers or data scientists.

Set default classic or new experience in SharePoint Online

The new list and library experience is here in SharePoint Online. It is great news for the SharePoint community (better integration with OneDrive, responsive, platform independent). For users with customisations or for companies who are not ready for the change yet, you can delay the new experience from the administration panel. There are certainly things which will improve in the new experience such as consistent navigation (you may notice that you lose the navigation configured in classic mode), custom JS overlays and custom branding. Microsoft should have some updates on those features in the coming year.

To switch back to classic mode for the entire tenancy:

Open the Office 365 admin centre and select “SharePoint” from the admin centre list.

Office 365 admin area

Go to the settings option and set the list and library view to classic mode. This may take a few moments to apply.

Office 365 admin area

You can override these settings in individual library settings if required.

Integrating Google Calendar Data with SharePoint using Microsoft Flow

It can be time consuming to update multiple calendars. You can now setup custom flows using Microsoft Flow to copy and edit data between the two calendars.

Google Calendar to SharePoint

In the example below, I create a Microsoft Flow to detect when a new Google Calendar item is added and then create a new item in a SharePoint calendar.

First of all, open Microsoft Flow.

Microsoft Flow

Select “Create from blank” to open the flow editor

Search for the correct trigger by typing “Google” into the search box. You should see “Google Calendar – When an event is added to a calendar”. We will use this trigger to detect when a new item is added to the Google calendar.

Google Calendar trigger

When prompted, sign into your Google account and allow access to the calendar.

We are now going to add another step to the flow to add the items into our SharePoint calendar. Click “New Step” and then Add an action.

New flow step

Search for “SharePoint – Create item”, add the URL and list name. This should load up all the calendar new item fields.

Click in each field and select the output from the previous step (the google calendar data). You may wish to populate the Title, Start Time, End Time, Location and Description.

New SharePoint calendar item

Select “Create flow” when you are ready to publish the new task. It can take a few seconds for the task to run once the Google calendar item has been added. You can check the progress and status of the task from the Flow site.

There are other things to consider when setting this up such as all day events, recurrence, editing items and deleting items. However, you should be able to extend the logic in the flow to handle these data types. Below is a video guide going through the process.