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Always Find What You Need With SharePoint Favorites

Microsoft Tips |

Over the years, SharePoint has evolved into the place to do everything in Microsoft 365. But with the impressive list of features also comes complexity. For example, there are 20 options in the documents menu list, not including sub-menus. It is intuitive if you are an experienced SharePoint user, but it can be overwhelming for the non-tech-savvy field user. Fortunately, some shortcuts, like SharePoint favorites, can help you on your next construction project. Check out this article to find out more.

Favorites are a key feature often overlooked but can really help project teams find what they need.

SharePoint Site Favorites

For starters, when you create a new SharePoint site, it can sometimes be challenging trying to find it. If the site is one you frequently use, follow it so that it displays in the Following grouping on the Microsoft 365 SharePoint landing page. You can follow a site by clicking on the star at the top right of the card or clicking the following star once you navigate to the site's home page.

SharePoint Document Favorites

Finding documents is the #1 challenge for field workers in SharePoint. Do they use search, navigate to different sites, open folders, filter document views, or all of the above? Favorites might be a great option if they frequently use the same files.

In the document menu for a specific file, you can select Favorite, which will tag the file and add it to your Favorite menu in One Drive Online. Yeah, kinda odd place, but if field users make all of their key files into Favorites, they can access One Drive directly instead of multiple SharePoint sites. Also, the files will show in the OneDrive mobile app and the Microsoft 365 Copilot mobile app if you have them installed on your mobile device.

SharePoint Site Pages Favorites

If your IT team is familiar with SharePoint, they will most likely have more than one site page within SharePoint sites. The purpose of site pages is to display information differently for different audiences within the same site. So, if you have access to the site pages, you can also make them Favorites. This feature is interesting because SharePoint .aspx pages will also be displayed in OneDrive Online, which could make navigation more manageable for the field user.

Microsoft SharePoint for Construction Project Management

Want help managing your construction projects with Microsoft 365? Lydon Solutions has in-depth experience providing solutions for the construction industry on Microsoft 365. You can reach out below for a free one-hour consultation.

If you need a turnkey construction management platform for Microsoft 365 SharePoint, you can request a demo of Construction Viz here.

Get a Free Consultation

Is Microsoft Teams Premium worth it?

Reviews |

Most organizations that use Microsoft 365 are familiar with Microsoft Teams. It’s Microsoft’s communication and collaboration program released in 2017 to compete with products like Slack, WebEx, Zoom, and Goto Meeting, but with the added benefit of integration across the Microsoft 365 suite of applications. Microsoft Teams is essentially a one-stop shop where you can communicate with a project team and can access your project data.

What Does Microsoft Teams Premium Include?

In 2023, Microsoft released Teams Premium as an add-on subscription service to Teams. You might be wondering what could warrant an additional cost for Teams. This new add-on service provides the following benefits:

Additional Meeting Types

  • Webinars – Webinars are different from a standard team meeting. Webinars allow the organizer to designate presenters and roles for participants. You can also create questionnaires for attendees, themed landing pages for registration, and view engagement reports. Lydon Solutions frequently uses Teams webinars for Microsoft 365 training and demonstrations of Construction Viz.
  • Town Hall – Town halls include all of the same features as webinars but provide the ability to deliver presentations for large-scale events with up to 20,000 attendees.
  • Virtual Appointment – Virtual appointments provide an all-in-one way to book and conduct virtual appointments. You can add a virtual appointment app to Teams to schedule and manage appointments using Microsoft Bookings. Teams Premium provides the additional benefit of SMS text reminders, waiting room branding, and analytics.
  • Controlled Content Meeting – CCM provides an additional layer of security for your meetings where you can add watermarks to audio, video, and shared content. You can also control who can record the meeting, utilize sensitivity labels, and prevent copying and pasting data from chats.
  • Live Event – Microsoft recommends upgrading to town hall events.

Other Premium Features

Immersive space (3D). While in a meeting, you can change the view to Immersive space (3D), which will render a Microsoft Mesh environment to interact with meeting attendees. You will need to have an avatar configured to make the most of this feature.

Branded meetings. You can create branded Teams meetings and backgrounds.

AI Meeting recap. AI-powered meetings and intelligent meeting recaps that automatically generates meeting notes, recommended tasks, and personalized highlights to help you get the information most important to you, even if you miss the meeting.

Final Thoughts on Microsoft Teams Premium

So, after reading about all of the Teams Premium features, you are thinking, “Get to the point—is it worth the additional cost?” As with my usual product reviews, the answer depends on the following:

  1. Do you want more robust meeting options such as webinars where attendees can register or present to large groups of people?
  2. Do you want to add another layer of security or custom branding to your meetings?
  3. Do you want AI to capture a summary of minutes and action items? It’s a neat feature that might save you time and frustration taking notes.

In Summary, Microsoft Teams Premium could be worth it to you and your organization if you would take advantage of its advanced features and extended meeting options.

Microsoft 365 is a powerful platform for managing all aspects of your business and operations. Due to its scale and breadth, it can be a little intimidating. You can reach out to Lydon Solutions for a free one-hour consultation where we can help you get on the right path for your organization.

If you want to learn more about using Microsoft Teams for construction project management, check out these Teams how-to articles:

How to Create Forms in Microsoft 365 with Microsoft Lists

Microsoft Tips |

Not too complicated or not too simple, Microsoft Lists might be the right fit for easy form creation in Microsoft 365.

Microsoft 365 is a cloud platform that is customizable to the needs of your construction organization. Everything from storing documents to creating forms, such as RFIs and Daily Reports, can be accommodated using a variety of Microsoft 365 technologies included in your subscription. Microsoft Lists offers a simple and effective form creator that might be the best solution for your projects. Check out this article to find out more.

Like Goldilocks and The Three Bears, Microsoft 365 can provide multiple options for creating your construction forms, but Microsoft Lists might best fit your unique needs. Microsoft Lists was released in July 2020 as a new and modern way to create and view SharePoint lists.

Creating a Form in Microsoft Lists Step-by-Step

You start by creating a list. In most cases, you make a blank list. You can then add columns for each field in your form. There are multiple data types to choose from, including:

  • Text
  • Choice
  • Date and time
  • Multiple lines of text
  • Person
  • Number
  • Yes/no
  • Hyperlink
  • Currency,
  • Location
  • Image
  • Lookup
  • Average rating

If you scroll to the bottom of the menu, there are even more options under “see all content types.”

When you select “see all content types,” you will be redirected to the standard SharePoint list menu. From there, you can add settings such as default values, unique values, and validation.

Once you select the columns to use in your form, you can configure the form layout by clicking the Forms button from the Lists menu.

In the Forms configuration menu, you can:

  • Show or hide fields
  • Rearrange field order
  • Change the color theme
  • Add a response
  • Send form – Copy Link

Also, you can extend the functionality by adding Power BI reports, Power Automate workflows, and rules and approvals. Check out this article to see more features of Microsoft Lists.

Is Microsoft Lists the Right Choice for Your Forms?

So, Microsoft Lists is a pretty straightforward tool for creating forms, but there are several areas to consider if you want to use Lists for your project forms:

  • Printing. Reporting is done in Power BI. So, if you want to create a formatted print of a form, you will need to get familiar with Power BI.
  • Form configuration. While you can add fields and themes to a form, you are pretty limited as to how much customization you can do unless you incorporate custom code.

Powerful Mobile-Responsive Construction Project Forms

Construction Viz utilizes SharePoint lists to store data. Our custom form technology leverages the best of SharePoint lists and document libraries. Learn More >

  • Data location. Lists are saved to SharePoint sites, so be aware of the permissions and other SharePoint features you inherit when creating a list.
  • Document management. You can attach files to a list form, but you will be out of luck if you want to extract those files into a view to incorporate more document management controls unless you know Power Automate.
  • Lookups. If you have columns that you want to reuse across multiple lists, such as project name or location. You will need to plan where that list will reside in SharePoint so that all your list lookups can reference the same standard data source. A better option is to use Site Columns and Content Types to ensure consistency across lists, but again, this requires planning and more knowledge of SharePoint.

Many different applications in Microsoft 365 allow the creation of forms. Microsoft Lists might be the right fit, but before jumping into any new technology, we recommend conducting formal software requirements gathering.

Use the form below to request a free one-hour consultation if you need help collecting requirements. Lydon Solutions has been delivering custom Microsoft-based construction solutions for over 15 years and has helped many construction organizations deliver their projects on time and within budget.

Get a Free Consultation

The New Microsoft Planner: One Plan to Rule All Your Construction Projects!

Microsoft News |

The latest Microsoft Planner now includes Planner, To Do, and Project. The new version does not just bring these apps together into one task management solution. It allows you to see all of your tasks across every Team, which I think has been long overdue. Check out this post to find out more.

Microsoft Planner is the app that most people use, but oftentimes, they don’t know its name. Outside of Teams, rarely does anyone actually use the stand-alone Planner app. Most likely, the reason for that is that tasks can be created in many different applications, so which one do you go to in order to see all of your tasks?

Task Management in Microsoft 365

Tasks in Microsoft 365 is a pretty broad term and touches many different applications. If you think about all of the locations where tasks can get created in Microsoft 365, it’s a spaghetti network of related but independent applications.

For example, before this update, you could choose to create tasks in any of the following applications:

  • Excel – ☑Pro: Ultimate flexibility. ☒Con: Source/version management of tasks.
  • Planner – ☑Pro: Easy to use, assign, and schedule tasks. ☒Con: Planner specific. No tracking by project or ability to add custom fields.
  • To Do – ☑Pro: Easy to use. ☒Con: Person specific. No tracking by project and no ability to add custom fields.
  • Outlook Tasks – ☑Pro: Create tasks right inside Outlook. ☒Con: Tasks are localized to Outlook. No tracking by project or adding custom fields.
  • Lists – ☑Pro: Flexibility to create custom columns. ☒Con: Resides in a single SharePoint site (although you can also access with the Lists app).
  • MS Project – ☑Pro: Project-specific tracking and scheduling. ☒Con: Additional licensing and increased complexity.

The good news is that Microsoft has been hard at work trying to integrate these applications together and even changing the new Planner logo. They recently replaced Outlook tasks with To Do, and now they have consolidated Planner, To-do, and Project into one solution.

New Microsoft Planner Plans

New Microsoft Planner Features

The new Microsoft Planner comes in two flavors:

  • Planner Basic for Microsoft 365 is included in most Microsoft 365 subscriptions at no additional cost.
  • Premium Planner is a different license, which is essentially a Project Plan 1 or 3 license with Plan 3 including a future Copilot feature.
Microsoft Planner Features by License

So, what else can this new Planner do?

New Planner templates – Microsoft is providing new templates to help you create the perfect plan. The plans indicate Basic vs. Premium, so you know which ones will require additional licensing. I tried the new Premium Commercial Construction template, and it automatically built out a Plan and a schedule with durations and logic in MS Project as well.

Planner Commercial Construction Project
Microsoft Project Commercial Construction Project

Pin a plan – You can pin a plan, so you don’t have to hunt and peck to try and find amongst all of your other plans.

Source of task – You can see where the task was created (e.g., To Do). Also, if a high-priority task is assigned to an Outlook email, a task will automatically be created and will be filtered in the Flagged Emails view.

My Day – Displays all of the tasks that are assigned to you and due today across all plans. Also includes new filters for finding tasks by keyword, due date, and priority.

Manage Your Project Tasks Your Way

Construction Viz Task Managers lets you manage your project tasks the way you want with scheduling, labor tracking, links to other construction applications, and more. Learn More >

My Tasks – Displays all of the tasks that are assigned to you across all plans. You can also filter by Private Tasks that you created, Assigned to Me tasks, and Flagged Emails. Also included are new filters for finding tasks by keyword, due dates, and priority.

Planner_5

The new Planner app brings together several task management applications in a single location and offers many new features. Microsoft is rolling out the updated Planner in early 2024. What are your thoughts on the new Planner app? What features are you looking for?

If you are looking for help implementing Planner, Microsoft Project, or any Microsoft 365 features, you can request a free one-hour consultation using the contact form below.

If you need a turnkey construction management solution for your Microsoft 365 that is customizable to your unique needs, you can request a demo of Construction Viz.

Get a Free Consultation

Lydon Solutions Reaches the 15-Year Mark!

Company News |

Lydon Solutions has reached a significant milestone of 15 years in business as an IT services and product company supporting the construction industry!

When you take a step back and think about it, you realize it’s a significant milestone for any business considering:

  • One-third of all new businesses exit in the first two years.
  • Half exit in the first five years.
  • Only one-quarter of businesses survive to 15 years.

Many factors are involved in sustaining a business for this long. Still, I believe the most important thing is having a great team that drives innovation, provides second-to-none customer service, and is committed to delivering the best products and services possible.

While there are days when you want to pack it in, there are always moments that keep you coming back and restore your focus. Also, working with my wife is a rare opportunity, and working from home helps balance my professional and personal lives.

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Manage Your Construction Projects in Microsoft 365

Construction Viz is a powerful and flexible construction project management solution optimized for YOU and your workflow. For maximum flexibility, the solution is available in the cloud, on-premise, or as à la carte apps for Microsoft SharePoint and Microsoft 365. Learn More >

Observations for Other Entrepreneurs Based On 15 Years in Business

As the years pass, you tend to take stock of ideas and lessons that have helped you on the journey. Here is a short list of observations that might help other entrepreneurs or those who are looking to get the most out of their careers:

Innovation. To compete, companies and individuals need to embrace technology. Technology is changing faster than ever, and if you don’t leverage it to your advantage, your competition surely will, especially with the emergence of AI in all aspects of the technology and business worlds.

Solve problems. If you are in the consulting space, everything comes down to whether or not you can solve your client’s problems. Some higher-end consulting companies provide great PowerPoint presentations, and they do win work but don’t keep work. If you want to stay around long-term, listen to the client and solve their problems.

Diet and Exercise. There is an enormous amount of stress in our daily lives, much less starting and managing a company. It’s easy to get off track with bad habits, and you are no good to anybody if you can’t operate at 100%. The best thing I have found is to stick to a healthy diet and set a regular exercise routine. Working out in the morning ensures you get it done and provides peace of mind that you have accomplished something every day.

Cycles. When you start a company and have some success, you will naively think it will never end. Unfortunately, your company might end up in a bit of a slump. A life tip my dad always said to me was, “Keep a level head through the ups and downs. Don’t get too high, and don’t get too low.” Business cycles can and will inevitably occur, and you have to ride the waves and always be mindful of why you took this path in the first place. Make sure to plan for the worst and save for the downturns.

Enjoy the ride. While it is often hard to see the forest through the trees, every once in a while, take a step back and admire what the team has accomplished. To think we started the company by building custom SharePoint sites for construction and now have a product, Construction Viz for Microsoft 365, built on React as a progressive web app that stands up against some of the largest PMIS solutions available, is crazy to me. Who knows what tomorrow will bring? We have accomplished a lot, and I’m very proud to work with a fantastic, hard-working team.

Thanks for continuing to read our posts and articles and subscribing to our Lydon Solutions and LinkedIn newsletters.

Team recognition 2014
Construction Viz 1.0
Teambuilding 2018

How to Use Tags to Organize Files in Microsoft 365

Microsoft Tips |

Tag you’re it! Sort of…

There’s a new feature in Microsoft 365 called Tags. If you don’t use the Welcome to Microsoft 365 home screen, you probably missed it. Find out how Tags can help you organize your files across all your applications from a central location.

What are Tags in Microsoft 365?

Tags are a new feature for organizing and quickly accessing your files in Microsoft 365. Tags are a metadata field you add to your files from the Microsoft 365 Welcome screen. Tags allow you to classify your files by a term you define. The concept is similar to keywords or terms in SharePoint, but Tags are only added from the Microsoft 365 Welcome screen.

How do you add Tags?

You can add a Tag to any file by clicking on the ellipsis (three dots) next to the filename from the Welcome to Microsoft 365 home screen and selecting Tag. You can create a new tag from the Tag menu or choose one you previously made.

Once you create tags, you can use them to filter your content from the Quick Access view. Click the plus sign and select the tag you want to filter. As the name implies, quick access lets you quickly access your files.

Why use Tags in Microsoft 365?

You can easily create and share a lot of files in Microsoft 365. Finding files you frequently use can be a chore, so using Tags and content filters can speed up your workflow.

Microsoft releases new features for Microsoft 365 at a whirlwind pace, and staying on top of the changes is almost impossible. Lydon Solutions is here to be your IT partner and help you get the most out of Microsoft 365. If you are interested in our services and want to learn more, you can request a free one-hour consultation here.