Newsletter Digest in SharePoint Online

One of the new features rolled out recently to SharePoint Online is the ability to create a newsletter digest. It’s possible this has not rolled out to all tenants yet. If you do not see the option, you may get it before long.

How to use the newsletter digest

Add your News web part to a modern page. If you have a few news items added you should see a “See All” link.

 Modern News Web Part
Modern News Web Part

On the All News page you should see a list of all of your news items. In the toolbar there will be a “Manage Posts” button and an “Email a news digest” button. Obviously, click on the Email a news digest button.

 Modern All News Page
Modern All News Page

After clicking the “Email a news digest” button, you’ll be able to select the news items you want to send and then click “Next”.

 SharePoint Online Newsletter Digest
SharePoint Online Newsletter Digest

Next, you are given an option to name your news digest, enter the recipients, and any additional text you want to include. Click the Send News Digest

 Name your news digest
Name your news digest

The recipients you entered will receive a nicely formatted email with a digest of all of the news you selected.

 SharePoint Online Newsletter Digest Email
SharePoint Online Newsletter Digest Email

Of course, this is a very manual process. Somebody would need to routinely select and send out the news items they want to share. There could also potentially be some limitations that wouldn’t be obvious initially. Some of the questions I have are: How many recipients can be included? How many news items can be selected?

Simplified storage management in SharePoint Online

Have you ever thought it was cumbersome to set the storage quota for each and every site collection you create in SharePoint Online? Now you can avoid it all together by enabling automatic site collection storage management. By doing so, all of your site collections will use as much storage as it needs pulling from the total storage available.

To enable this feature

  1. Log into your SharePoint Online admin page.
  2. Click on Settings.
  3. Select Automatic for the Site Collection Storage Management option.
  4. Save.
Site Collection Storage Management
Site Collection Storage Management

Is the feature enabled by default?

For new SharePoint Online tenants, this feature will be set to auto by default. For all existing tenants, it will be set to Manual and your admin will need to opt-in to the change.

For more information, check out Microsoft’s post.

4 Tips for customizing the Office 365 App Launcher

One of the distinguishing features of Office 365, and also SharePoint 2016, is the App Launcher. Here are a few tips for managing the App Launcher.

Tip #1: Add or Remove apps from the App Launcher

  • Open an Office 365 site.
  • Open the App Launcher (click on the waffle-like icon in the top left corner) and click on My Apps in the bottom left corner of the pop-up.

App Launcher

  • Now from the My Apps page you can see all of the apps that are available.
  • Hover over any of the apps and you will see the three dots that you can click to open the menu options for that app.
  • You have the option to Unpin/Pin the app from the app launcher, or view the App Details, which opens a pane to the right with more information about that app. Of course, pinning the app makes it appear in your App Launcher, while unpinning removes it.

Pin or Unpin App

Tip #2: Change the order of the apps in the App Launcher

  • Open an Office 365 site.
  • Open the App Launcher (click on the waffle-like icon in the top left corner) and click on My Apps in the bottom left corner of the pop-up.
  • Click and hold any app and drag it. Let go where you want the app to stay. This is an easy way to rearrange the apps in any order you see fit.

Tip #3: Pin an app to the Office Suite Bar

A little known feature was made available recently that allows you to pin your favorite, or most used apps directly to the Office 365 Suite Bar. This allows you to open the app without even opening the App Launcher.

  • Open an Office 365 site.
  • Open the App Launcher (click on the waffle-like icon in the top left corner) and click on My Apps in the bottom left corner of the pop-up.
  • Hover over any of the apps and you will see three dots appear. Click on the three dots and a menu appears for that app. If you select “Pin to nav bar” the app will be pinned to the top of the Office 365 Suite bar next to the other icons in the top right.

Pin App to Suite Bar

Tip #4 Create your own custom App Tiles

Your tenant administrator can add custom App Tiles to the available options.

  • As a tenant administrator, log into the Office 365 admin center.
  • In the top right corner, directly below the Office 365 Suite Bar, click on the link with your company name. This will open the company profile and configuration pages.
  • Click on the “Custom Tiles” link in the left navigation.
  • You will now see a page that shows all of your custom tiles for your organization.
  • Click on the big plus + icon to create a new tile. Enter the Tile Name, the URL, Description, and Image URL for that Tile.
  • Once added, your users can go to their My Apps page, as described above, and select this new App Tile to add to their own App Launcher.

Custom tiles

Find Office 365 content quicker using Windows 10 search

With the launch of Windows 10, I thought it could be useful to show some interesting ways to use both Office 365 and Windows 10 together. You will need Office 365 or SharePoint 2013, and the OneDrive for Business sync client, which is installed automatically the first time you sync. Some of this also works in Windows 8 and Windows 7, but I’m demonstrating on Windows 10, which seems to have a bigger focus on search and finding content in general. Continue reading Find Office 365 content quicker using Windows 10 search

What’s new for Office 365 and SharePoint 2016 – A summary from the Microsoft Ignite Conference

Last week I was one of the 23,000 people who attended the Microsoft Ignite conference in Chicago. The size of this conference was mind boggling and the amount of content was staggering. My focus was to learn as much as I could about Office 365 and SharePoint 2016. Here is my attempt to summarize the key things that I learned. Keep in mind that there were over 1000 sessions in total and I only attended a dozen or so. Continue reading What’s new for Office 365 and SharePoint 2016 – A summary from the Microsoft Ignite Conference

1TB storage available in SharePoint Online

Last month, SharePoint Online announced 1TB storage in SharePoint Online. This is great news for companies who have a need for a lot of data storage within their SharePoint sites. However, you need to keep in mind the limitations that are in place by reading through the SharePoint Online Software Boundaries and Limits page.