To install SharePoint Syntex in your Microsoft 365 tenant, you first need the required licenses by following the procedure below:

1. As a Global Administrator or Billing Administrator, log in to the Microsoft 365 admin center at https://admin.microsoft.com and go to Billing > Purchase services.

2. Use the search box in the right-hand pane of the Purchase services section, type in “Syntex,” and hit enter.

3. The search results in SharePoint Syntex. Click on the Details button.

4. The details page opens a purchase page where you can buy the required number of SharePoint Syntex licenses. Alternatively, you can choose the ‘Start a free trial option, which provides 300 SharePoint Syntex licenses for free for 30 days.

5. We chose the free trial option for this article. Once completed, go to Billing > Your Products in the Microsoft 365 admin portal to see the licenses. The 300 SharePoint Syntex Trial licenses should be visible on the Your Products page.

6. Each Microsoft 365 user who has a SharePoint Syntex capability needs a SharePoint Syntex license. This can be assigned from the Microsoft 365 admin center, under Users > Active Users.

7. Now that we obtained the necessary SharePoint Syntax licenses, we can configure the software in our Microsoft 365 environment.

Configure SharePoint Syntax in Microsoft365

1. As a Global or SharePoint Administrator, navigate to Setup in the Microsoft 365 admin center and click ‘Automate content understanding’ under the ‘Files and Content’

2. On the ‘Automate content understanding’ page, you’ll find “At a glance” and “User impact” information for automating content, as well as further information about SharePoint Syntex, which describes the three primary functions: Image tagging, Form processing, and Document understanding as you scroll down, click on the ‘Get started’ button from the page.

3. Choose your preferred form-processing options. Below, we chose the default option ‘Libraries in all SharePoint sites’. Then click Next.

4. The SharePoint Syntex ‘Document Understanding’ feature necessitates the creation of a content center’. In this example, we’ll name our content center as Syntex ‘content center’, which will generate a site name automatically like the following: https://tenantname.sharepoint.com/sites/SyntexContentCenter. Click Next.

5. You can make last-minute changes from the ‘Review’ tab. When you’re satisfied with your choices, click Activate.

6. It may take a few minutes for the setup to complete. Once it is finished, you should see the following notification.

7. When you finish the setup, click ‘Done’.

8. You will be redirected to the ‘Automate content understanding’ page, where you’ll select ‘Manage’. Click on manage to edit the settings you completed in the initial setup for both Form processing and Document understanding

9. Scroll down further on the page and you see the link ‘SharePoint Syntax settings’ under ‘Mange this feature’.

10. Like below, clicking the link ‘SharePoint Syntax settings‘ takes you to your newly formed Syntex Content Center.

It’s also worth noting that you can create several content centers for SharePoint Syntax in Microsoft 365. SharePoint Syntax is now licensed on( a trial basis) and configured correctly in our Microsoft 365 tenant.

Final Thoughts

This article focused on how to activate a SharePoint Syntax trial account, where to assign it to users, and how to configure it in a Microsoft 365 environment. Learn more about how to use SharePoint Syntax by contacting us on contact@beyondkey.com to receive a free demo of the product.

How to add ‘Embed’ webpart on SharePoint Online modern Pages?

1. Go to the page where you would like to add the ‘Embed’ webpart.

2. Edit the page by clicking the ‘Edit’ button from the command bar.

3. click the “+” sign, then choose ‘Embed’ Web Part.

4. Once you add the web part right pan will open, where you can add the embed code. It can either be a secure https:// URL or an i-Frame format.

5. In this blog I have embedded a video from youtube.com. So, I first went there and obtained (copied) the video’s embed code and pasted it into the designated area of the Embed web part.

6. Click ‘Republish’ to publish the page.

7. Now you can see content from another site appearing on your modern SharePoint page.

8. You can also refer to this post from Microsoft for more understanding.

Final thoughts

In this blog we have seen how to Embed the content from external websites to modern SharePoint pages, I hope this will help you. If you have any questions or need help solving your SharePoint problems, please contact us today.

Initially, Microsoft will provide 13 base templates based on tasks like managing a project, promoting an event, or coordinating incident responses. The base templates have a predefined team structure with set channels, tabs, and apps; they can be duplicated but not edited.

Currently, a team has many capabilities and most of these are supported by team templates but not all. Below I share what capabilities these templates do and do not support.

Supported capabilities

a. Base template type
b. Team name
c. Team description
d. Team visibility (public or private)
e. Team settings (e.g., member, guest, @mentions)
f. Auto-favorite channel
g. Installed app
h. Pinned tabs

Not supported capabilities

a. Team membership
b. Team Picture
c. Channel settings
d. Connectors
e. Files and content

The remaining capabilities will be added to the templates in future updates.

New templates and their properties

Microsoft created templates based on specific industry needs.  These templates include priority apps that are available on the app source. Initially, Microsoft will publish 13 templates spanning key business scenarios and industries so users can get more from using Teams.

It will be possible to extend or override certain special templates with additional properties based on your specific needs. However, some base template types contain properties that can’t be changed.

The following are the templates and their properties.

Template limitations

Team templates have some limitations in terms of channels, tabs, and apps.

How to create a team from templates

1. Click on Teams from the left navigation on your MS Teams client.

2. At the bottom of the teams’ list, click Join, or create a team.

3. Now, click on the ‘Create a team’

Note: If you don’t see the Create a new team option, you may not have the necessary permissions to create your teams.

4. A new window will pop up, select any template under ‘Select from template’. As you can see below, we selected the ‘Contoso Events Management’ template.

5. Once you select the template, it shows you the team templates’ structure (channels and apps).

6. You can customize the team name, description, and channel names in a template.

7. After you create the team, users receive guidance on how to best use and further customize the team. Each template comes with its instruction manual.

When this will be released?

Microsoft will begin rolling this out in the first week of October. They expect to finish the rollout by the end of October.

Final Thoughts

Microsoft Teams is a great platform to collaborate with everyone in your organization. The new templates provide a basic structure for a team for those who are not sure how to get the most out of this platform.

If you have any questions about the Teams templates or any other aspect of implementing Teams for your organization, contact us today for a free consultation.

Let’s first understand what is a team. A team is a collection of people, content, and tools that work together to produce a business outcome for your company. Teams are built on Microsoft 365 Groups, and changes to Microsoft 365 group membership sync to the team. Teams can be dynamic for project-based work, as well as ongoing, to reflect the internal structure of your organization (for example, departments and office locations). Conversations, files, and notes across team channels are only visible to members of the team.

Let’s Learn How to create a team

1. Click on Teams from the left navigation on your MS Teams client.

2. At the bottom of the Teams list, click “Join or create a team”.

3. Now, click on the ‘Create a team’

Note: If you don’t see the Create a new team option, you may not have the necessary permissions to create your teams.

4. A new window will pop up saying Build a team from scratch and Create from an existing Office 365 group or team.

(Office 365 groups and teams relate to each other. When we create a Team it creates an Office 365 group on the tenant and if you already have Office 365 group created, so you can use the same group to create the Team in MS Teams. The benefit of using the already created group is that you need not add the members again to the team. It will be automatically added to the Team)

5. Here we click on ‘Build a team from scratch’.

6. Select the type “Private” or “Public”

(Private group can only be accessed by the owners of the Team. Only the users on the team who are owners or members of the private channel can access the channel. Whereas a Public team can be joined by anyone in the organization)

Also Read: Five Important Microsoft Teams Features

7. Give your team a name and a short description (not mandatory) and click on the ‘Create’ button.

8. Now, add members to your team and click ‘Close’.

9. You have created your team. Now you can start collaborating with the team members.

Also Read: 7 Steps to Add a SharePoint List or Page to Microsoft Teams.

Final Thoughts

Microsoft Teams is powerful enough to be used as a collaborative workspace for your organization and team members. If you still face difficulties with setting up your teams or channels on this platform or looking for any customization or integration,  connect with us instantly.

Keep reading more about Microsoft Teams and its latest features in our recent blog.

1. Create private channel

Teams owner can create a private channel to collaborate with specific members. Because it is a private channel,  only owner and members can access and view the content.
A private channel is useful in following scenarios:

a. When you need a space to collaborate with specific team members on a specific project.

b. When you need to share sensitive information like budgets, resourcing, or strategic positioning to specific people.

Currently, private channels do not support Stream, Planner, Forms tabs, and connectors.

You can create up to 30 private channels in a team and each channel can have a maximum of 250 members.

2. Cross Channel Posting

Sometimes you might have some information you want to share in multiple teams, which is why Microsoft introduced cross-channel posting.

The great benefit is that each post will have a separate identity and any reply to this post stays within the channel, which means members of other channels cannot see replies posted in other channels.

Users can select the specific channels where they want to post. Multi-channel posts can be sent to any channel in any team in which user is an owner or member.

3. Pin Channel

Some channels are more important and used more frequently in comparison to other channels. Depending on the number of Teams and channels you are part of, sometimes it becomes ifficult to find your relevant channels quickly. This would be a great reason to use the Pin Channel feature to pin your favorite or most used channels on the top.

The name of the team will appear under each pinned channel, so you can easily find  new content from the channel.

4. Announcements

Sometimes you have some important announcements to share with your peers that you need to highlight. In Microsoft Teams you can share announcements as well the headlines.

You can even choose if you want to give a image background or a specific color background to your announcement.

5. Priority Notification

Sometimes we want to share messages with people on urgent basis nd also want them to immediately respond to them. Using priority notifications feature can be best in such a senario. Teams has two types of priority notifications: “Important” and “Urgent”. When we select either option, it adds the word “IMPORTANT!” or “URGENT!” to the message.

Note: Urgent message will notify the recipient or group in each 2 minutes up to 20 minutes until they read the message.

Final Thoughts

As we continue to explore how to work with each other remotely, it is important to know the best ways to connect and collaborate effectively. The features we discussed above in Microsoft Teams can help you accomplish these goals.
We help companies like you by setting up Teams in your environment or any type of custom development, microsoft teams integrations, deployment and adoption needs you have.
If you have any additional questions on how to use Microsoft Teams for your organization, contact us today.

Amidst the difficult situation due to Novel Coronavirus, organizations have increasingly looked to offer more employees with remote working options. Some of them are still evaluating if they have the right infrastructure in place.

If your organization is evaluating your team’s efficiency working virtually, we want to share how Microsoft 365 applications and custom workflows can be a savior.

As Microsoft Gold partners, we would like to share information on how to use the popular Microsoft 365 services and tools in order to help  your employees improve their collaboration with remote teams.

 Here are the Top 5 M365 Services and Tools

1. Microsoft Teams

Remote working is all about collaboration, communication, and transparency. One of the most useful tools in the Office 365 suite for keeping coworkers connected is Microsoft Teams. Microsoft Teams Integration gives users the ability to easily collaborate via chat, voice calls, video meetings, and screen shares.

Users can also participate in virtual meetings, securely share files, and set up group chats with their project team members. Teams is available anytime, on any device, and a component of most Office 365 subscription plans. For those looking to test out the platform, check out the Microsoft Teams Free Plan.

a. Create channels for each department

A major question arises is how you ensure various departments adopt Teams. Teams offers you the ability to create separate channels for each team in your organization.

You can create sales, marketing, HR, accounts, or individual project teams’ channels. Every Channel you create within a Team by default contains tabs that allow team members to access Conversations, Files, and Notes.

You may also want to add tabs for other Office 365 and 3rd Party apps that departments or teams in your organization already use. These tabs might include Power BI, Planner, Smartsheet, JIRA, GitHub, Adobe Creative Cloud, and others.

b. Set up Governance

Teams give you the ability to govern who controls channel creation. As an admin, you can assign roles to team members like owners can control the channel while members and guests can view chats, files, etc.

If you and your team are facing difficulty adopting Teams, we have experts who can guide you to a seamless teams adoption. They can even handle customization request on Teams. To learn more, simply connect to us at contact@beyondintranet.com

2. Employee Directory

Another popular add-in organization rely on in SharePoint is the Employee Directory Software.

This is a ready-to-use add-in which automatically captures your employees’ data from your SharePoint user profile and displays the information in an attractive UI on any device, no matter what your location is. This cloud-based directory helps you access your remote employee’s details and connect to the right people in your organization faster.

When working remotely, we know every staff member needs help for knowing who is who and what their skill set is. Basic details about your team members such as the  Full name, title, location or office, contact numbers, emergency contact numbers, email ID, department, skillset, and projects working on can be easily found on the card or list layout .

One can easily search team members based on any of the above categories and shown on any device wherever you are. This makes it ideal for teams to access from anywhere.

Another important aspect of our Employee Directory is you can also connect to any team member on Skype for business, message them or do instant chatting without leaving the Directory Platform.

Learn more about our Employee Directory here or Book a free demo with our expert now.

3. Dynamics 365 CRM

Microsoft Dynamics 365 CRM (D365) is a cloud-based software which can be integrated with various sales and marketing, analytical, accounting and other collaboration tools.

The platform helps improve interdepartmental communication by being  the next evolution of a combined ERP and CRM product. It combines features from major Dynamics systems into a single, powerful platform. The areas of focuses are:

• Customer Engagement
• Field Service
• Sales & Marketing
• Finance and Operations
• Project Service Automation
• Business Central
• Talent Supply Chain Management
• Artificial Intelligence

Dynamics 365 introduces intelligent cloud solutions that connect data, drive smarter decisions and give you a complete end-to-end process. It gives you immense opportunities to track your team’s performance closely with intuitive dashboards and reports and boost the transparency in work culture.

We want to help you understand how to get most out of the full spectrum of D365 abilities. We have helped businesses across numerous industry segments implement Microsoft Dynamics CRM to achieve their intended goals.

Rethink what’s possible with Microsoft Dynamics CRM. Let’s discuss your project.

4. SharePoint Intranet for enterprises

The greatest advantage of SharePoint is its adaptability and ability to customize. With such features, it becomes an ideal technology to be used to create cool and useful company Intranet pages.

The Sharepoint Intranet is one of the most popular collaboration tools available today. Managing remote employees can be crucial if your organization does not have the right platforms to collaborate and find information.

Corporate Intranet sites can accommodate several widgets like:

• Employee Directory with custom filters
• Business information
• Company policy and procedures
• Project management widget
• Relevant videos for team members
• Document libraries
• Time zone, weather, and calendar
• Industry news and latest company news
• Announcements
• Latest blogs and articles
• Knowledge repository

There are several benefits of having an intranet for remote employees:

• Communicate with Individuals & Groups with Ease
• Share files & documents online
• Manage & Collaborate on projects
• Provide customer service & support from anywhere
• Get shared calendars, so you stay up to date on important meetings
• Consolidate processes, workflows, and procedures into one system
• Manage content development & marketing strategies

5. Document Management System and Secured File Sharing

In most companies, remote staff struggle to find relevant information or documents that they need. According to the IDC, knowledge worker spend roughly 2.5 hours per day, or 30% of the workday, searching for information. This figure increases when your team is in different locations.

SharePoint based Document Management can help organizations reduce expenses by making their documents easy to find. The platform ensures easy creation, secure storage, fast search, and various document retrieval types including rare file extensions.

The approval workflow and user permission system make the document management seamless and full proof. Some other features that boost the Document management system’s effectiveness are:

• 1. Different user access permissions
• 2. Impressive storage capacity (1 TB per organization with additional 10 GB per license in SharePoint Online)
• 3. Powerful indexing and metadata functionality
• 4. Versioning capabilities
• 5. Robust search features
• 6. Multiple layers of security with all kinds of document
• 7. Wide range of supported file types