Tag Archives: SharePoint

Archived Class Teams – Where have they gone?

During the academic year rollover process in Microsoft School Data Sync, schools can choose clean-up actions for their old class teams. The most popular and recommended clean-up action is “Archive”. It’s much easier for teachers and students to see current teams when they login.

The archived teams appear to vanish leaving the user with all the current classes for the new academic year.

However, they have not disappeared, and the teacher/student can still access the team in read-only mode.

In the video below, Darren Hemming from Cloud Design Box shows you how you can access archived classes from previous academic years.



Cloud Design Box customers can benefit from an option in class dashboard to switch back to a previous academic year.

Class Dashboard Archived Teams

Talk to the team at Cloud Design Box if you need help with Teams for education.

Insights and Analytics in Class Teams

In this video guide, we take you through adding the insights tab to Class Teams and how to use it to track student usage, assessment trends, digital activity and much more.



You can find out more information on Cloud Design Box and how we can help your school get the most out of Microsoft Teams on our website.

Teacher Guide to Presenting Remote Lessons using Microsoft Teams

In this video and guide we show you the best way to start an online lesson in Microsoft Teams. Follow the tips below if you want to control presenters and have more control over the video conference.



Tip 1 – Create your lesson in the calendar view

Creating your lesson in the calendar rather than directly from your class team channel gives you a number of benefits including:

  • Sends out an email invitation to all students
  • If students accept the invitation it will add it to their own personal outlook calendar providing structure to their day.
  • You can stop students from being presenters (and some of the disruption they could cause)

When creating the calendar invite, there is no need to add the students individually, you just need to select the class as shown below.

Schedule Lesson

Tip 2 – Stop students presenting

By default, students are also presenters which means they can share their screens and kick others out of the meeting. This may disrupt the lesson, but you can change this setting!

Save the calendar meeting and wait for it to finish setting up (it becomes bold in the calendar view).

lesson entry

Once you go back into the calendar item, you will see there are additional menu items for controlling the meeting options.

Meeting options

Select “Meeting options” and then change the presenter to “Only Me” and press “Save”.

Presenter options

Tip 3 – Mute microphones

The first 4 students who join the meeting will have their mics unmuted, use the “Mute all” button at any point during the lesson.

Mute all

Tip 4 – Share screens

Use the share button to share your screen or present an application or file.

Share screen

Tip 5 – Mention that the lesson is about to start

Mentioning the class will send them an instant notification in teams. Use it to notify them that the lesson is about to start.

Mention

Tip 6 – Record the lesson

Some students may not be able to make it to your lesson in time. Ensure no one misses out and that they can use it for revision purposes by recording the meeting.

record lesson meeting

We hope you find these tips useful. Good luck with your online lessons!

Student and Parent Guide to Microsoft Teams

We have made a quick video guide for students and parents about using Microsoft Teams from home during this time of remote learning. We hope you find it useful!



Office 365 User Adoption Podcast Episode 9 – What is an MIE Expert and how do I become one?

In this podcast episode, we’ve taken a different approach. Instead of focusing solely on a school’s user adoption methods, we’re looking at how the process can be made easier when you have a Microsoft Innovative Educator (MIE) in your ranks.

But what exactly is an MIE Expert and how can your school, multi-academy trust or organisation get one?

We spoke with Elaine Topham, Senior Learning Technologist at Grimsby Institute, MIE Expert and one of six UK-based MIE Fellows.



“An MIE is someone who has nominated themselves to join the Microsoft community of educators that work with Office 365,” Elaine tells us.

“The MIE Status recognises those who are using the latest Microsoft technology in their schools and classrooms to better learning and student outcomes.”

Elaine’s journey to becoming an MIE Expert is an incredible one:

“I’ve always been quite interested in technology; however, I didn’t have the best start – I left school at 15 with no qualifications, so it was quite difficult getting into work,” admits Elaine.

In 2001, she landed a work placement at Grimsby College, working with IT technicians to install computers around the campus and also supporting students who were studying Level 1 and Level 2 IT qualifications.

Several years later, she began working at community learning centres, supporting people who were also completing the IT course:

“I loved this role because it gave me the opportunity to work with people who had perhaps never used digital before – it was a really rewarding job.”

Elaine joined Grimsby Institute in 2010, working as a tutor and teaching IT Functional Skills to students.

“I spent five years in that role, but by this point, I felt that my skills were best suited to supporting teachers in grasping digital. For me, this has a big impact on the students’ learning experience,” she continues.

Today, she oversees the work that the innovation team does, administering VLE and ensuring all their staff have the right training and support they need to do their jobs well.

“Our goal is to make sure our staff are supported and can meet the demands of digital.”

Her recognition as an MIE came about after she was encouraged to apply for the programme by her manager:

“I hadn’t heard of the scheme before, but I looked it up and decided to apply. I put a lot of effort into my application, including all the ways I use Microsoft in my job.”

Elaine was accepted and has been an MIE Expert for almost four years now.

“You have to apply each year, answering questions about why you feel you’re an MIE, what tools you use, and how you share your knowledge beyond the classroom.”

The Microsoft Innovative Educators programme is all about building a community of educators that are willing to share best practice and techniques, so a lot of the benefits revolved around this powerful and well-connected community.

When you’re an MIE, you have a monthly connection call via Microsoft Teams with other MIEs, as well as being kept in the loop about early releases, product demonstrations and new features.

“It’s a global programme, so you get to meet and talk with people from all over the world and learn how they’re using technology in their roles as educators,” enthuses Elaine.

“Because we’re speaking regularly with Microsoft, we also get to guide some of the development of the products, letting them know what works best for us, what doesn’t and what we’d like to see next.”

As Elaine explains, having this kind of insight into the digital tools used throughout your school is invaluable:

“Digital moves so quickly, so being an MIE offers me a quicker way of getting the knowledge I need to be able to pass it onto the staff and students at Grimsby Institute. I’m able to know what’s coming out soon and even shape the future of some of the products to improve the learning experience of our students.”

You can find out more about being a Microsoft Innovative Educator here:
MIE Programs
MIE Expert Applications

There is no limit to the number of MIEs you can have at one organisation, anyone can apply and it’s completely free.

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.