Office 365

Office 365 (36)

 

 


All the recent quick tips have been focused on Teams, so we’ll stick with the “Teams theme” as 2017 comes to a close.

Perhaps like some of you, and fellow Microsoft blogger Matt Soseman, I’m trying to use Teams as much as possible in my daily work, so I find it convenient to add commonly visited sites as tabs in Teams.

I recently spent quite a bit of time in the Office 365 Admin Center (in a traditional web browser), so I thought it would help to have all of this within Teams.

As you can see in the screenshots below, I have added all of the Admin Centers (Exchange, OneDrive, SharePoint, etc.), along with other sites such as the Service Health Dashboard, Message Center, Service Trust Portal (STP), Security & Compliance Center (SCC), etc.  The URLs vary, so it’s best to log in and copy the URLs directly from a browser session and then paste them into the URL field when adding the tab in Teams.

I have set up a separate reporting channel, which has tabs added for the Usage and Security/Compliance reporting, in addition to the Power BI Adoption Content Pack reports.  I also have a separate channel for changes to the Office 365 URLs and IP address ranges (via the RSS feed connector). However, you could just as easily include all of these in the “Admin Central” channel…

This is obviously not ground-breaking (and Quick Tips aren’t meant to be), but it has improved efficiency for me and hopefully it will help you as well.

 

MS-Teams-Admin-Central

 

MS-Teams-Admin-Reporting

 

Notes:

  • You may be prompted to sign in from time to time.
  • This has been tested successfully in the Teams desktop client on Windows and Microsoft Edge.
  • Testing in other browsers has not been successful, per the requirements for tab pages in Microsoft Teams.

 

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A common question of late is "How can I add a Group Calendar in Microsoft Teams?" – this post provides a walk through on how to do just that.

 

First, you'll need to get the URL of the Group Calendar by completing the following steps:

 

  • Log into Outlook Web App
  • Click on the name of the group in OWA
  • Then click on Calendar in the navigation menu, right under the group name and icon, as shown below:

     

     

  • Copy the URL in the browser's address bar, which should be similar to the one below:
    https://outlook.office.com/owa/?path=/group/This email address is being protected from spambots. You need JavaScript enabled to view it./calendar

 

 

 

Now that you have the URL of the group calendar, you're ready to add it in Microsoft Teams:

 

  • To add a tab, click the '+' icon in the channel navigation menu, and select "Website"

     

 

 

  • Next, enter a name for the tab and the URL for the group calendar and click "Save" to complete the Website tab configuration:

     

    Note: You can select/deselect the "Post to the channel about this tab" option based on your preference for this action.

 

 

  • Now, you can navigate to your shiny, new tab for the group calendar in the Teams client:

 

    Note: You may get prompted to enter your credentials from time to time when opening the tab


 

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FastTrack is Microsoft’s customer success service designed to help customers realize business value faster with the Microsoft Cloud. FastTrack provides customers with a set of best practices, tools, resources, and experts committed to making the customer’s experience with the Microsoft Cloud a success.

 

There’s a new addition to the Office 365 resources provided by FastTrack – offline training videos! This is a frequent request from customers, usually because they either want to integrate them with their existing training platform, or need to customize them as there is a feature or features within a service or product that the customer doesn’t want to use or cannot use due to other requirements.

 

Below is a quick tour on how to access these offline resources:

(1) Log into the FastTrack portal at https://fasttrack.microsoft.com

Note: FastTrack requires a work or school account, often referred to as an Organizational ID (Org ID). This means that all customers require a work or school account to access the site.

 

(2) Click Dashboard in the top-level navigation (dark gray bar)

 

(3) You should be taken to the Success Plans section by default, but if not then click on Success Plans in the navigation menu:

ft-portal-nav-01

 

(4) Once in the Success Plan, click on Training Resources as shown below:

ft-portal-offline-resources-00

Note: The Success Plan must include Office 365 services in order to activate the "Training Resources" option.

 

(5) The offline videos are listed on the Scenario tab. The initial videos cover Microsoft Teams, Office 2016, OneDrive for Business, Outlook, SharePoint Online, Skype for Business, and Yammer.

ft-portal-offline-resources-03

 

(6) There are also additional resources in the Product tab, where you'll currently find documents for Excel 2016, OneNote, Outlook, PowerPoint 2016, and Word 2016.

ft-portal-offline-resources-04

 

Note: To get the most recent versions of these resources, you will need to revisit the FastTrack portal and download the latest files.

 

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In the last Quick Tip, we looked at how to send the weekly Message Center email to Microsoft Teams. This Quick Tip is also related to Teams - maybe I need to start calling them "Teams Tips"...

Anyway, hopefully you heard or read that last week we announced the public preview of the Office 365 adoption content pack in Power BI. This post will walk you through pulling this insightful information into Microsoft Teams!

 

Two approaches are detailed in this post:

  1. Individual user sharing the adoption report with a Team
  2. Enabling the adoption content from within the Team

 

For both approaches, you will need the following to enable the content pack:

  • your Office 365 tenant ID
  • Administrator account - global, Exchange, SharePoint, or Skype for Business

 

Individual user sharing the adoption report with a Team

First, I need to enable the adoption content pack.

If you don't already have Power BI, the link provides instructions on how to sign up for the free version, which is all that is required for individual access.

Note: The user who connected to the content pack can share the content pack by using the sharing functionality. Power BI licensing requires that both the user sharing and the user with whom a dashboard is shared have Power BI Pro or Power BI Premium licenses, which also applies to setting this up in Microsoft Teams.

As noted in the enable steps linked above, the data collection can take between 2 and 48 hours, depending on the size of the tenant.  It took less than an hour for my tenant - but it only has 25 accounts, so your mileage may vary.

Once the enablement of the adoption content pack has been completed, I can now proceed with adding this into Microsoft Teams…

I'm using the Teams desktop client, so I open the client and go to the Team where I want to add the adoption content.  In this case, I have a dedicated "Reporting" channel in the Team which is where I want to pull in the adoption data. I click the '+' to add a tab and choose "Power BI" from the apps list.

 

teams-adoption-pack-10

 

I rename the tab and since I'm sharing the report in this scenario, I confirm that "Workspace" is set to "My workspace" which is the default location when enabling the content pack in Power BI. I then select "Office 365 Adoption Preview" as the report to show in this tab. If you leave "Post to the channel about this tab" checked, which it is by default, then a message will be posted to the channel notifying the team a new tab has been added to the channel. Click "Save" to add the tab.

 

teams-adoption-pack-13

 

I'm logged in with the same account I enabled the content pack with and it also has a Power BI Pro license assigned, so the data is now displayed in the Teams tab as shown below:

 

teams-adoption-pack-19

 

And, that’s all there is to it for an individual to share a Power BI report in Microsoft Teams.  Now on to the second approach…

 

 

Enabling the adoption content pack from within the Team

With this approach, I still need to enable the adoption content pack, but the process is different than what was used for the individual user.

Since the account I used above is a member of the Team I want to add the adoption content to, I log into Power BI and go to "Workspaces" and choose the team where I want to pull in the adoption content.

 

teams-adoption-pack-18

 

I then get a prompt informing me that Power BI Pro is required for Groups/Teams, so I complete the free trial process to allow me to move forward. If you have Power BI Pro or Premium licenses, then you can assign a license to the account you're using and the prompts should not be displayed.

 

teams-adoption-pack-01          teams-adoption-pack-02          teams-adoption-pack-03

 

Once I have the appropriate license assigned, I can proceed by selecting Get under Microsoft AppSource > Services.

 

teams-adoption-pack-05

 

I then search for "adoption" and see "Office 365 Adoption Preview", then click "Get it now".

 

teams-adoption-pack-06

 

I enter my tenant ID when prompted and when the window below is displayed, I make sure "Authentication method" is set to "OAuth2", before I click "Sign In":

 

teams-adoption-pack-07

 

An "Importing data" pop-up appears in the upper right-hand corner of the Power BI dashboard:

 

teams-adoption-pack-08

 

Reminder: the data collection can take between 2 and 48 hours, depending on the size of the tenant

 

Once the "Your dataset is ready!" message is displayed in Power BI, I go back to the Teams client to add the adoption content to the Reporting channel. I click on the ‘+’ to add a new tab and then select “Power BI”.

 

teams-adoption-pack-10

 

I rename the tab and since I want to pull in the report linked to the Team, I confirm that "Workspace" is set to the Team name, “Cloud Central" in this example. I then select "Office 365 Adoption Preview" as the report to show in this tab. If you leave "Post to the channel about this tab" checked, which it is by default, then a message will be posted to the channel notifying the team a new tab has been added to the channel. Click "Save" to add the tab.

 

With a different account, I log into Teams via the web client to verify I am able to view the adoption content.  Note: For this account, I had to complete the same Power BI Pro for Groups trial process as outlined above when first enabling the content pack.

 

teams-adoption-pack-20

Note: There are numerous tabs in the report as circled in green in the above screenshot.

 

Now, all members of the team can view the adoption data directly in Microsoft Teams!

 

Power BI Adoption content pack for Office 365 resources:

  • Announcing the public preview of the Office 365 adoption content pack in Power BI
  • Enable the Power BI Adoption content pack for Office 365
  • Office 365 Adoption content pack (Overview and FAQ)
  • Troubleshoot Office 365 Adoption content pack
  • Microsoft Mechanics: Overview of the Adoption content pack in Power BI
  • Ask Microsoft Anything: Office 365 Adoption Content Pack in Power BI – June 7, 2017 at 9am PST
  • Active user in Office 365 usage reports
  • Working with the reports in the Office 365 Adoption content pack
  • Customize the Office 365 Adoption content pack
  • Office 365 adoption content pack data model

 

Microsoft Teams resources:

  • Client downloads
  • Practical Guidance for Microsoft Teams
  • Success with Teams Academy
  • Microsoft Teams Quick Start
  • Microsoft Teams help

 

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Hopefully by now, you’ve heard of Microsoft Teams—the chat-based workspace in Office 365.  Juan Carlos González Martín, an Office Servers & Services MVP, recently posted on how to get the e-mail address of a channel in Microsoft Teams.

 

This sparked an idea of sending the weekly Message Center notifications email to a channel in Teams, as detailed below…

 

Note: I decided to create a dedicated channel, but you can certainly do this for an existing channel or even the default “General” channel for the Team.

 

On the Teams channel you want to receive the email, click on the ellipsis and select “Get email address”, which will open a window displaying the email address:

 

channel-email-light               get-email-light-01

 

Click the “Copy” button in the bottom right corner to copy the email address you will add in the Message Center email settings.

 

While you have the dialog box open, click on “Advanced settings” to verify you have the proper setting enabled for the channel to receive email:

 

email-advanced-settings-light

 

Now that you have the email address for the Teams channel, log into the Office 365 admin center and click on “Message Center” if you have the tile on your main page or on “Health” in the left navigation pane and then “Message Center”:

 

admin-center

 

Once you’re in the Message Center, click on “Edit Message Center preferences” in the top right corner, which will open a settings panel.  Make sure “Send a weekly email digest of my messages” is set to “On” and then check the box for “Other email address” and enter the Teams channel email address:

 

MC-preferences

 

Note: If you do not see the weekly digest option for Message Center, you may need to enable First Release for at least one admin account to access the required settings.

 

Now, you’ll have to wait until the next weekly email is sent – for me, this has been happening on Mondays, but this may vary in your experience.

 

Once it does arrive, you can see the results below:

 

MC-weekly-digest-light-03

 

Now, you and your team can discuss these notifications and plan accordingly, all within Microsoft Teams.

 

 

Speaking of planning, you could create a plan for any actions required based on the Message Center notifications.  In the example below, I have added a tab linked to Planner for a “Message Center Actions” plan. I then created a task to submit the postponement of the SharePoint Online Public Website changes.

 

A brief description is included on the task card, as well as a link to the support article with more details.  In addition, I have set a label on the task – in this case, “Planned Service Change”.

 

mc-planner-02

 

Note: Right now, to get the fully synchronized experience between Planner and Teams, it is recommended to create a Team from an existing Office 365 Group. You can then add a “Planner” tab to your Teams channel and select “Use existing plan” to specify the plan you want to use.  Details and a video demo are included in the Bringing a Plan into Microsoft Teams post in the Microsoft Tech Community Planner Blog.

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As previously communicated, SharePoint Online public websites are going away. Starting April 1, 2017, existing sites will no longer be publicly available, and in September 2017, the public websites will be deleted.

If you need more time, you can postpone the deletion of your SharePoint Online public website as detailed below. Note: The postpone option must be selected by May 1, 2017.

 

 

  • As of February 2017, customers will have the ability in the SharePoint Admin Center to postpone the removal of their SharePoint Online public website, which will allow them to continue to use the site through March 31, 2018. Customers will continue to have the option of subscribing to third-party solutions for public website functionality. To postpone the site deletion through March 31, 2018, follow these steps:

 

    1. Log in to the SharePoint Admin Center.
    2. Click Settings.
    3. For Postpone deletion of SharePoint Online public websites, select the I’d like to keep my public website until March 31, 2018option.

 

spo-public-website-admin-01

 

  • Beginning May 1, 2017, anonymous access for existing sites will no longer be available. If customers need more time to move their public website, they have a one-time postponement option for up to one year (March 31, 2018). Customers must select the postpone option by May 1, 2017.

 

  • On September 1, 2017, when Microsoft deletes the public site collection in SharePoint Online, customers will no longer have access to the content, images, pages or any other files that reside on their public website. Before September 1, 2017, customers should make a backup copy of all their public website content, images, pages, and files, so they don’t lose them permanently.

 

  • On March 31, 2018, Microsoft will delete all public sites that have been postponed.

 

Additional Resources:

  • Information about changes to the SharePoint Online Public Website feature in Office 365
  • Learn about partner website hosting and public websites in Office 365

 

 

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The Office 365 Service Trust Portal (STP) is a service feature in Office 365 designed to provide deeper information on how Microsoft manages security, compliance and privacy.

Through the STP you can get direct access to a wide variety of compliance / audit reports and trust resources, including SOC and ISO documentation.

In addition to the various resources referenced above, the following is a sample of the other content available through the Service Trust Portal:

Title Abstract
Office 365 Secure Score
(currently in preview)
The Office 365 Secure Score is designed to help you analyze and act to improve your security risk in Office 365…think of it as a credit score for your security. | Blog: Finding and Fixing Risk in Office 365
Auditing and Reporting in Office 365 Describes the auditing and reporting features in Office 365 and Azure Active Directory and the various audit data that is available to customers via the Office 365 Security & Compliance Center, remote PowerShell, and the Management Activity API.
Controlling Access to Office 365 and Protecting Content on Devices Describes the Conditional Access features in Office 365 and Microsoft Enterprise Mobility + Security, and how they are designed with built-in data security and protection to keep company data safe, while empowering users to be productive on the devices they love.
Data Encryption Technologies in Office 365 Provides an overview of the various encryption technologies that are used throughout Office 365, including features deployed and managed by Microsoft and features managed by customers.
Data Resiliency in Office 365 Describes how Microsoft prevents customer data from becoming lost or corrupt in Exchange Online, SharePoint Online, and Skype for Business, and how Office 365 protects customer data from malware and ransomware.
Defending Office 365 Against Denial of Service Attacks Discusses different types of Denial of Service attacks and how Microsoft defends Office 365, Azure, and their networks against attacks.
Microsoft Threat, Vulnerability, and Risk Assessment of Datacenter Physical Security Provides an overview regarding the risk assessment of Microsoft datacenters, including potential threats, controls and processes to mitigate threats, and indicated residual risks.
Office 365 Administrative Access Controls Provides details on Microsoft’s approach to administrative access and the controls that are in place to safeguard the services and processes in Office 365. For purposes of this document, Office 365 services include Exchange Online, Exchange Online Protection, SharePoint Online, and Skype for Business. Additional information about some Yammer Enterprise access controls is also included in this document.
Office 365 Customer Security Considerations Provides organizations with quick access to the security and compliance features in Office 365 and considerations for using them. | Office Blog Announcement
Office 365 End of Year Security Report and Pen Test Summary 2015 Office 365 End of Year Security Report and Pen Test Summary for CY 2015.
Office 365 Mapping of CSA Cloud Control Matrix 3.0.1 Provides a detailed overview of how Office 365 maps to the security, privacy, compliance, and risk management controls defined in version 3.0.1-11-24-2015 of the Cloud Security Alliance's Cloud Control Matrix.
Office 365 Risk Management Lifecycle Provides an overview of how Office 365 identifies, evaluates, and manages identified risks.
Office 365 Security Incident Management Describes how Microsoft handles security incidents in Microsoft Office 365.
Privacy in Office 365 Describes Microsoft’s privacy principles and internal privacy standards that guide the collection and use of customer and partner information at Microsoft and give employees a clear framework to help ensure that we manage data responsibly.

 

Additional Resources:

  • Service Trust Portal Office Blog Announcement
  • Get started with the Service Trust Portal for Office 365 for Business, Azure and Dynamics CRM Online subscriptions  (includes details on access requirements)
  • Microsoft Trust Center

 

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2017-01-12 Update: Just a quick note that "What's new" is now labeled as "Recently added" in the Office 365 Admin Center, as shown in the screenshot below.  The type of information provided in this section has not changed.

 

O365 Admin Center - Home - Recently Added

 


The new Office 365 admin center was announced in early March and is currently rolling out. As noted in the announcement, "Over the last few years, Office 365 has been evolving at a rapid pace, making more features and functionality available to users and admins on an almost daily basis."

While rapid evolution is one of the great things about Office 365, it does make it challenging to keep up and more importantly, plan for and communicate these updates.

The blog post did not reference the “What’s New” feature, which is a great addition and a step in the right direction for helping Office 365 admins manage these changes.

Information posted in the "What's New" section details updates released over the last several months, including pertinent links to additional content. A “what’s coming up” section outlines soon-to-be-released features as shown in the screenshot below:

 

O365admin-whatsnew

 

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As a best practice, you should make sure no sensitive data is accidentally left hidden in a file (or the file properties) when you are ready to share a file publicly, with clients, or even with colleagues. This is a pretty easy task in Microsoft Office 2010, thanks to the Backstage View, which allows you to manage files and perform critical tasks to protect your data and private information. 

Here’s an example of what you need to do in Word 2010. 

With a file open, select the File menu choice on the Ribbon. When the Info option on the left is selected, the workspace will display various information about the file, as shown in the following screenshot. 

back1.jpg

Notice in the center of the workspace the section labeled Prepare for Sharing. When you access the Backstage View, Word 2010 analyzes the document and updates this information dynamically to warn you of any potential issues with the file. These issues can include data vulnerabilities (such as stored document properties that you may not want to share), as well as other potential sharing issues (such as problems with accessibility for people with disabilities). 

Click the Check for Issues button and select Inspect Document. 

back2.jpg

The Document Inspector will open, allowing you to select what types of data you want to search for. Make your selections and click Inspect. 

back3.jpg

The results are then returned, organized by type. Each type of content has its own Remove All button. This allows you to remove all Document Properties and Personal Information, for instance, while keeping the Custom XML Data. 

back4.jpg

Click the Remove All button beside any types of data you want to remove and the Document Inspector will update to tell you the data has been removed successfully. Note the change in status for Document Properties and Personal Information in the following screenshot. 

back5.jpg

Once you’ve removed the data, be sure to Save the file so your changes all take effect. 

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Like in other versions of Word, Word 2010 can handle the paste command in a variety of ways (for instance, you can choose to paste text with formatting, merge formatting, paste text only, and so on). These options are typically provided with a dropdown menu that appears after you paste something into your document. 

screen1a.jpg

If you spend a lot of time working in Word (or one of the other Office 2010 applications), you’ve probably found that you have a tendency to use one particular paste option most often—for example, you might usually paste just plain text without any formatting. If so, you may want to change the default setting for how an application pastes so you don’t have to keep selecting the correct option. 

To configure the default paste settings in Word, go to the Home tab on the ribbon, click the arrow below the Paste button, and select Set Default Paste. 

screen2.jpg

This opens the Advanced section of the Word Options dialog. Scrolling down a bit, you’ll find the Cut, Copy, and Paste settings. Here you can specify a number of settings for how the Paste command should be handled in different scenarios, such as doing a copy-and-paste within a single document as opposed to between two documents. 

screen3.jpg

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