Tag Archives: SharePoint

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

Bett 2020

Cloud Design Box will be exhibiting at Bett 2020 from Wednesday 23rd January until Saturday 15th January 2020 on stand NQ21. Bett is the global meeting place for education buyers and it’s mission is to create a better future by transforming education and bringing together over 800 leading companies and over 34,000 visitors.

We will be opposite the N4 entrance in the North Hall (near the Tablet Academy escape room).

Tony, Darren, Joanne and Lloyd will be on the stand each weekday. Will, Lloyd and Tony will be around on Friday and Saturday.

We will be sharing a stand build with our partners SalamanderSoft. Speak to them to find out more about Active Directory automation from MIS data plus many more tools. You can find out more information on their website.

The team will be demonstrating our SharePoint and Teams solutions. For current customers, we will show you new features set to be released later this year including Teams assignment analytics and our new admin interface to create intranet sites.

If you don’t get chance to see us, feel free to get in touch for a chat and online meeting on our website.

Bett 2020 SharePoint Teams Education

Class Teams Activation

All Class Teams provisioned by Microsoft School Data Sync are now deactivated for students. This means the students can only access the team once the teacher has pressed the activate button.

Activate Class Team

Monitored Conversations

One huge benefit is that students cannot have conversations in the team until it becomes activated. When hundreds of teams are created for each school every academic year, it’s hard to monitor all of them. With this new setting, teachers only have to monitor the conversations in teams that they have activated.

Prepare Class Teams in Advance

The activation step allows teachers to prepare content in the team before it goes live to students. Prepare your class notebook and assignments in advance before activating it at the start of term.

How to Activate the Team

It’s really simple, just click the “Activate” button shown below and confirm. Students will then have instant access to the team.

Activation

If you need help automating Microsoft Teams from MIS data and getting good user adoption in the classroom, contact us at Cloud Design Box.

Office 365 User Adoption Podcast: 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.

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 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: Thomas Deacon Education Trust

Smooth, frictionless user adoption can be tricky.

You’ve decided that Office 365 and SharePoint is right for you. But, there’s the small matter of convincing the rest of your team and getting everyone in your organisation on board.

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



Our aim is to share and encourage a community resource that will help others who may be struggling with user adoption.

The first episode of this podcast features Tony Phillips, Cloud Design Box Founder, Darren Hemming, our Operations Manager, and Martin Byford-Rew who is the Head of ICT Services at Thomas Deacon Education Trust.

Martin outlines the key challenges he faced when starting to move across to Office 365 and SharePoint, as well as giving some excellent actionable tips on how to roll out the suite across a school, academy or business.

“Our overall vision has been the same throughout the whole process – to move over to the cloud and get everyone to see the value in Office 365 and SharePoint,” Martin tells us.

“However, achieving this has been challenging and we’re still not 100% of the way there. I hope that my experience will help others avoid some of the pitfalls we have fallen down.”

Based in the East Midlands, Thomas Deacon Education Trust is a small but growing organisation with five schools and around 4,000 students. With experience using an on-premise SharePoint solution for several years in one of these schools, Martin has now begun gradually moving everyone over to the cloud. Here’s how he is achieving this:

1. Start at the top.

“We started user adoption from the very top – the board. This involved a very short, concise training session with board members to show them the basic building blocks of Office 365 and SharePoint,” Martin explains.

From there, the ICT team worked their way down the school structure, introducing the technology to each level of the school.

2. Take small, simple steps.

“It’s all about small, quick wins. Teach the ‘ABC’ steps of Office 365 and what you can do with it, instead of overwhelming people with the vast number of features that may not even be useful for them,” he continues.

Martin accomplished this by organising short, 10-minute sessions where he encouraged staff to log in, create and save a file and then share it with a colleague.

“When people see that they can create a document and not physically press save to save a file to OneDrive, they are willing to learn more. Everyone has a memory of the time when they forgot to press save on a document they’ve been working on.”

3. Know your audience.

“There’s no point in presenting a solution to a problem that doesn’t exist. Get to know how your staff work, get to know what their pain points are and offer a resolution from there,” Martin highlights.

“No matter how much training you give someone, if they don’t need to use a feature, they won’t use it.”

By tailoring your training to individuals or small groups of people with a similar job role, you can really get them to understand how the product can help them save time.

Finally, Martin gives some real-life examples of where he has rolled out Office 365 and SharePoint.

1. Parents evening feedback.

Previously, parents would fill out a paper slip, which would then have to be processed and sorted by admin staff. It was a slow process and many parents would forget to complete the forms.

Now, teachers approach parents with an iPad that has four or five questions on. It’s instant feedback and doesn’t require as much time from the admin team.

2. Friday quizzes.

A similar example of how Office 365 and SharePoint has transformed pupils’ learning experiences is with end-of-the-week quizzes.

Again, this was once a paper-based exercise that was time-consuming and unengaging.

Students now answer questions on an iPad or other device and can see their results straight away, as well as compare their progress to their fellow classmates. It gives them an opportunity to take control of their own learning, as well as providing the teacher with insight into how well their class understood the lesson.

Final, takeaway points from Martin on user adoption:

  • Keep training short and concise.
  • Leadership first and work down.
  • Start simple.
  • Solve problems.
  • Tailor for audience.
  • Transformation takes time.

What users want from SharePoint news articles

Releasing organisational and team communication via SharePoint news articles is a powerful way to connect with colleagues. News articles in SharePoint appear aggregated on the SharePoint home page and get pushed out to the mobile app via notification. They render great in both experiences.

I’ve had several users ask for enhancements for SharePoint news, we always try to direct people to the SharePoint user voice page so they can share their thoughts with the community and Microsoft. The most popular requests I have had are:

  • Target news stories at groups of people
  • Add news from external sources
  • Option to unpublish and delete news stories

Some good news below, some of these are resolved now or in the new year. Unpublish and delete news stories is still not available (from an intuitive interface – you can go to site pages via site contents). You can vote for it here

Many users have reported that they are happy with the editing interface. Using the same intuitive page editing experience as standard SharePoint pages, news articles are easy to adopt in any organisation.

SharePoint News Story

In addition to creating news pages, users can now share links to external news stories. SharePoint intelligently extracts images and text from the external source, all the end user needs to do is provide a link to the external article.

SharePoint news options

Sharing external news will make users aware of an external article without the creator having to manually recreate or copy and paste the story.

News Link

Did you know that you can now save news articles to read later? I’ve not had this request from any end-users but seems useful if you find an article that is interesting, but you are in a rush. This can be done via the mobile app by clicking the bookmark icon or from the SharePoint home page.

Save SharePoint News Articles

There are some exciting updates coming to SharePoint news in 2019. When I speak to people, I often get asked about targeting news stories to groups of people. My response is that the news article should be added to a SharePoint site which only the correct users have access to. This is a bit of a workaround but not for long! Audience targeting based on groups or individuals is coming early next year to make news even more powerful. It will help owners target news while having a central repository for news.

News comments have not been particularly useful as users often don’t return to see new comments. This is set to improve too over the coming months. Users will be able to use @ to mention other people in the organisation. With intelligent auto-complete, it will really be easy to mention other people and get them involved in the conversation. Mentions will automatically trigger notifications or reminder emails, meaning that comments are not missed again.

We will provide some video tutorials as soon as the new functionality is available!

If you have your own ideas to improve SharePoint news, we would like to hear from you. Comment below and add your ideas to the SharePoint user voice page. With your feedback, Microsoft can see what end-users really want.