Metadata is something that sounds more complex than it is. Put simply, it is data which provides information about other data. Imagine a standard Microsoft word document. Examples of metadata for that word document could include Author, Department, Date created, Hours to create, length, type, file size. It could be a document for a specific customer or vendor. The point of metadata is for structure, organisation and identification of files within the Team. It helps members of the team search for it and discover resources: particularly handy if the Team contains a lot of files. With the new file experience in Teams, metadata can now be surfaced and used within Teams, however it is important to note that it is still created within the document library in the underlying SharePoint site. It is created in two principle ways: through choice columns and through managed metadata. This article will look at adding metadata through choice columns
Over the last few months, I have had several asks regarding how to easily move files across Teams. I decided to write this particular blog because one admin asked me if moving them 'took a unnecessary amount of time by design'. Upon investigation I discovered that the poor admin was unfortunately downloading the files, syncing the underlying sharepoint document library of the new team to their local machine and then manually moving them from the downloads folder to the synced library. Of course, this works in principle - but it takes a ton of time and effort which in the busy world we occupy we want to ideally avoid. From being an Office 365 migration specialist earlier in my career, we also want to avoid moving anything manually at all costs. So the move function within Teams and Personal files is key to when we want to move files across Teams, or Personal Files in OneDrive to Teams, or Files in Teams to OneDrive. There are many business reasons to move files: reorganization, consolidation, new ownership and management. This is one of those small but useful and pragmatic functionalities and one of the many reasons I love Teams
We started out examining the new rich file experience which has come to Teams (Full Blog here) by looking at pinning and unpinning files. Today, I am going to tackle adding a custom view to a Team. A custom view may be something the team, or a member of the team needs such as only seeing excels in an A-Z format. Custom views make it easier for users to arrange, search and use files in a way that makes sense to them. The new file experience gives us the option to create many custom views, and in the initial stage of the Teams lifecycle, it is a great to consider this with the wider Team. It is also great that they apply across all channels in a Team, so it's not making this task too granular or repetitive
A very exciting day! If you have not yet heard the new rich file experience has come to Teams (Full Blog here). The Tech Community has been looking forward to this for some time and it was worth the wait. Congratulations to the Microsoft Team. I'll be looking at all the new features of this in the coming weeks in individual blogs interspersed with Ignite. The first of the new features I'll look at is the ability to pin Team documents. As you well know from reading my blogs, it's what I love - quick, easy, powerful and applicable to a ton of real world business cases. Whether to enable access to key documents in seconds, or if the Team is working on a specific set of documents over a period, it's a great way to separate hot files from cold files. It's great too if you need to keep a number of files to hand if you step away from the work for a period. Let's take a look.
I wanted to take the time to thank and acknowledge the many people who have helped me on my journey towards the MVP award. I simply could not have done it without you
Data Loss Prevention (DLP) is a strategy for ensuring that team members do not send sensitive or critical information outside of the corporate network or to other team members. This could include financial information, personally identifiable information (PII) such as credit card numbers or information pertaining to Intellectual Property (IP) such as the design for a new application. It could even be extended to use cases such as barring profanity to be used in communications. Whilst Teams is a powerful application for users to be able to communicate and collaborate with guests and with other users in other Teams tenants, organisations also need to protect themselves against data leakage and the infringement of compliance regulations such as GDPR. Applying a DLP Policy to Teams is an essential step in any Teams deployment
A set of common links (I.e. https://teams.microsoft.com/start) can be important for a team. Whether to access training, vendor sites, or even files within a channel it democratizes access to information, makes information more readily available and brings it to the users instead of them having to search for it. Yet with Teams there are different ways to create sets of links and each way has it's own pro's and con's. At the time of writing there is no single accepted way which has been recognized by the Tech Community as the best - so its a case of choosing which one is right for the Team. This will show you four potential methods to create a set of links.