microsoft 365

Can Outlook’s new Share to Teams feature help your projects?

How-To | July 11, 2022

If you follow the Microsoft 365 Roadmap, you might have seen this feature: Share to Teams from Outlook (Feature ID: 80721) and wondered what it does.

According to Microsoft’s description:

"Share to Teams from Outlook allows you to send a copy of email messages or conversations, including attachments, into Teams chats and channels. Find the Share to Teams option in the Outlook ribbon or the action menu for an email. Share to Teams supports Outlook on the web, Outlook for Windows, and the new Outlook for Mac Preview."

It sounds interesting and might be good to have in your toolkit if you want to save important project emails directly from Outlook into your project Team sites. More and more construction organizations are using Teams, and any way to quickly bring emails into Teams is a big plus for managing communication.

So, we tried it out and wanted to provide our assessment. Overall, It's kinda cool, but…

Setting up the Share to Teams add-in for Outlook

First, the Share to Teams add-in for Outlook is not configurable. It can only be selectively disabled or enabled on a per-user basis using PowerShell. The steps to set up Share to Teams add in can be found here: Share to Teams - Microsoft Teams | Microsoft Docs.

Once the add-in is activated, a new button appears in Outlook labeled “Share to Teams.”

Sharing an email with Share to Teams

How it works is that you select an individual email you would like to show in Teams and click the Share to Teams button. A modal pop-up window is displayed with a few options:

You can select a person, group, or channel in Teams to share the email and choose whether or not to include the attachments.

If you choose a person or a group, the email will show in their Teams chat. If you select a channel, then the email will show in the Channel Posts tab.

And, if you added any attachments, both the email and the attachments are also added to the Files tab as separate files.

One by one, you can select your Outlook emails and then click Share to Teams and select the location to have them save over to a chat or a team. It works like a charm, but there are a couple of things to consider:

This is purely a way to copy Outlook emails into Teams. You cannot respond to these emails from Teams.
You cannot assign a folder to save the email or attachments so that they will always sit outside your File tab folder structure. You would then need to move them manually if required.
The files are assigned a SharePoint app account for both Modified By and Created By, so you have no audit trail of who posted the files.

Our wishlist for the Share to Teams Feature

What we would like to see in a future release would be:

Ability to share to a Team channel based on an Outlook email rule.
Ability to save attachments into Teams file folders automatically.
Ability to assign metadata, from SharePoint, to the emails so you can search and report on them.
Capturing the email From and To as well as the actual file Modified By and Created By.
Ability to respond to emails from Teams. You can share to Outlook from a Teams chat and then share to Teams from the Outlook email but after that initial exchange, no further actions can be taken on the message.

In summary, Share to Teams is a good idea but needs a little more time in the oven to be a significant time savings feature in Teams.

Do more with Microsoft 365 and SharePoint

If you need help setting up Microsoft 365 to manage your construction projects, you can check out this three-part blog article series or reach out to us directly for a free consultation.

What does Windows 365 Cloud PC mean for construction? – Part 2

Microsoft News | May 18, 2022

Our previous blog article looked at Microsoft's recent Windows 365 Cloud PC offering. I even suggested your current physical PC might be the last you will need to buy. Now it is time to consider what Windows 365 Cloud PC might specifically mean for the construction industry.

In our last article, we talked about the features of Windows 365 Cloud PC. In short, Windows 365 Cloud PC lets you securely stream your Windows experience—including your personalized apps, content, and settings—from the Microsoft cloud to any device. Like every other business, how construction companies respond to Windows 365 Cloud PC comes down to time and money. Below are the pros and cons to consider.

Windows 365 Cloud PC advantages for construction companies

The Windows 365 Cloud PC could save construction organizations considerable costs and dramatically improve efficiency in many ways.

Bring your own device (BYOD). Adopting Cloud PC will lower costs as organizations no longer need to buy hardware for their employees, reducing capital expenditure programs and refresh schemes as the service becomes an operational cost. The new model could be organizations providing employees with a set IT allowance which will help improve company cash flow.

IT support reductions. Organizations would not need as much technical support, significantly reducing IT headcount and the headaches of troubleshooting one-off PC issues.

Remote access. Employees can access their PC and applications from any device, anywhere. This level of flexibility is critical for construction team members who need access both in the office and field using various form factor devices.

Always secure. The Cloud PC is always secure with the latest updates removing the risks inherent in having physical PCs "out in the wild." Always-up-to-date Cloud PCs take the burden off team members having to make sure their device is up to date on patches and updates.

Standard PC builds. Cloud PCs with standardized builds can be released quickly, ensuring no software issues between team members. Organizations can push a common set of always-up-to-date applications to users, removing any issues with versions and compatibility. A Cloud PC can also help prevent users from installing unapproved software

Real-time onboarding and offboarding – Organizations could onboard a person in minutes without having to ship a new PC with a custom build. If the person leaves the organization, the Windows 365 Cloud PC can be disabled in seconds, and the license reclaimed or eliminated. Since construction teams are dynamic and can include third-party contractors, team members can hit the ground running on day one.

Disadvantages of Windows 365 Cloud PC construction companies should consider

Windows 365 Cloud PC probably sounds excellent so far. What's the catch? There are a few potential downsides that construction organizations should consider before deploying Cloud PC technology.

It's a subscription service. While the starting costs are relatively low, they will grow just like your cable bill. And there are different subscription levels based on the PC RAM and storage, potentially making it less attractive to those using high processing applications like BIM, CAD, and other graphics demanding applications.

Offline access. Offline access is not currently available, and at a minimum, you must have an internet connection capable of at least streaming a video to use Windows 365. Future iterations of the Cloud PC will likely look to include this capability. However, the performance of a Cloud PC probably is not going to be to the level you would expect of a version of Windows installed on your local computer.

The mercy of Microsoft. Updates, fixes, and patches are now in the hands of Microsoft, which can be a good thing or a bad thing, depending on your experience with their support.

Ownership. You no longer own the assets. If you don't pay your Microsoft bill, you lose your access.

The Windows 365 Cloud PC will be a game-changer across every industry. The Cloud PC could revolutionize data accessibility for construction both in the office and the field. As subscription services have become the standard business model for all services these days, the Cloud PC seems like the next inevitable step.

Do more with Microsoft 365 and Windows 365

Microsoft provides a robust lineup of powerful productivity tools that go way beyond Word, Excel, and PowerPoint. Lydon Solutions can help your organization get the most out of Microsoft 365 and Windows 365 by optimizing them for construction teams. Contact us for a free consultation to learn how Lydon Solutions can help your organization better use Microsoft 365 and Windows 365 for construction project management.

What does Windows 365 Cloud PC mean for construction? – Part 1

Microsoft News | May 12, 2022

Windows 365 Cloud PC is a new Windows-as-a-service subscription model from Microsoft. Your current PC could be the last one you need to buy based on our initial assessment.

The days of IT installing and managing software on local servers in your own data center are quickly becoming a thing of the past. Cloud computing is now the de facto standard for hosting servers and applications because it offers many more benefits, such as always up-to-date security, flexible storage, and worldwide 24x7 availability, all without needing your own IT support team to keep the servers running and patched.

Across every industry, Microsoft and Azure are changing how businesses access their information. Microsoft has been leading cloud computing for the enterprise with Microsoft 365 and their Azure cloud platform. With the availability of high-speed internet and the promise of wireless 5G networks, the time is perfect for delivering an all-in-one solution across the enterprise.

So what is the Windows 365 Cloud PC?

You may remember the Virtual Desktop Infrastructure (VDI) trend from a few years back. And I am sure that you are familiar with accessing your organization's internal systems from a remote PC via Remote Desktop Protocol (RDP), where you can access a virtual Windows PC or apps via your company's VPN. Well, VDI never really got any traction, mainly because it was a bear to set up, configure and support. And virtual PCs also require a lot of hardware, time, and effort to maintain.

Windows 365 aims to simplify all of this. Your Microsoft 365 admin allocates you a license and provisions a Cloud PC. You can then log in at Windows365.com and enter your Microsoft 365 login credentials (the same you use to access SharePoint, Teams, etc.), and, presto, you are accessing the latest version of Windows. You now have access to all your applications and virtual storage that is your C: drive in the cloud.

What makes Windows 365 Cloud PC so unique?

If you think about your current PC, it's a physical plastic box with a graphics card, processor, hard drive, etc., designed to run applications, store data, and connect to the internet. You need to have that PC to access those applications and your data. With a Windows Cloud PC, you need an internet connection and input devices like a mouse and keyboard. You no longer require that plastic box. The cloud version of Windows does all of the heavy lifting.

Suppose your IT wants a little more control and integration with local resources. In that case, you can set up an RDP connection using the URL provided in Windows365.com to your personal Cloud PC, again allowing access from almost any device.

What does this mean to PC makers and business IT organizations?

If this service takes off, it will change the definition of what a PC needs to be. This shift could have a massive impact on traditional PC manufacturers since the plastic box could be as simple as a cell phone or internet TV.

On the other hand, it will mean more flexibility, efficiency, and possibly cost-saving for organizations and their IT departments across every business.

Hardware savings: Organizations would no longer need to provide devices to their employees. If you have your own internet-connected devices, you can access your Cloud PC anywhere. This flexibility makes bring your own device (BYOD) programs more viable.
IT support savings: For IT departments, all of the hassle of dealing with PC-specific configuration issues, software conflicts, patches, and updates go away. Depending on end-user needs, IT teams can centrally manage one or more instances of Windows for the entire company. As long as employees can access the internet, they are all set.

Sounds great, but how much does Windows 365 Cloud PC cost?

As always, it all comes down to cost. There are two areas of costs to consider:

The Windows Cloud PC subscription model – The current pricing has three tiers, with the most common level being $41/user/month for 8GB RAM and 128GB of storage. Suppose you consider the average lifespan of a PC to be around three years and the initial capital cost of a PC to be approximately $1,500. In that case, the breakeven is about three years, which is in line with a typical hardware refresh.
IT department/support savings – This is where the actual savings come into play. Larger organizations would see the most significant benefit by reducing their IT department. Users would also spend much less time troubleshooting IT issues.

Next time, we'll look at what Windows 365 Cloud PC will mean for construction organizations.

Need help adopting Microsoft technologies for your company?

Welcome to Microsoft 365 for Construction. Where We Are Going, There Are No Roads

How-To | March 30, 2022

Microsoft 365 is a powerful suite of applications that can empower companies to become world-class organizations. You can securely manage every aspect of construction projects in Microsoft 365 with the familiar tools you already use daily. That is the good news.

The less good news is that there is, unfortunately, no Microsoft 365 color by numbers, how-to book, or cheat sheet for setting up your construction projects. So, although Microsoft 365 includes everything you would need, it can be challenging to get the platform configured to meet your requirements without the right expertise.

You may be wondering what the challenge is since construction is construction, right? Well, not exactly.

Lydon Solutions has developed and implemented Microsoft 365 solutions for many different construction organizations over the years. During that time, what we have found might surprise you: There is no single right way to use Microsoft 365 for construction projects because every client wants something different.

What makes an ideal construction solution in Microsoft 365

Microsoft 365's strength (and weakness) is its ability to be configured and customized. There are over 200M users of Microsoft 365 across every industry and in every part of the world. Microsoft does not focus on specific industries or verticals. They design their Microsoft 365 products to be generic enough to have cross-industry appeal, and it's up to IT specialists to tailor them to their specific organization. So, there is no "standard" Microsoft 365 path to follow for setting up your construction projects.

Your ideal Microsoft 365 construction solution depends on many different variables such as:

Size of your company
Your organization's IT experience and support
Maturity of your PMO/processes
Level of technology adoption (including Microsoft 365)
Other systems you may be using
Need for mobility (e.g., offline access to data)
Preferred Microsoft 365 applications
Amount of change your organization can embrace
Resource levels to support a solution
IT budget

For example, one of our clients with a limited budget wanted a daily report solution with a template that they could easily share with team members. Their Microsoft 365 application of choice was Excel, so we developed a solution where they could quickly get the latest daily report spreadsheet template from a centralized SharePoint site shared with the rest of the team. It was simple but effective.

Another example is a client who wanted to use Microsoft Project Online and SharePoint to manage all their projects. We developed standard Microsoft Project and SharePoint site templates that were easy to replicate and utilized Power BI for roll-up reporting.

So, while there is no "standard" Microsoft 365 approach to use for your construction project, all hope is not lost. The key is finding the right IT solutions partner with deep construction and Microsoft 365 platform experience to guide you in the right direction.

Learn more about Microsoft 365 for construction

If you are new to Microsoft 365 or looking to leverage all its functionality for your construction projects, Lydon Solutions can help. Click here for a one-hour consultation. Also, check out our blogs for tips on how to use Microsoft 365 for managing construction projects:

How to Start Managing Construction Projects in Microsoft 365 - Part 1 (lydonsolutions.com)
How to Start Managing Construction Projects in Microsoft 365 - Part 2 (lydonsolutions.com)
How to Start Managing Construction Projects in Microsoft 365 - Part 3 (lydonsolutions.com)

Track construction project issues and tasks using Microsoft Lists

How-To | March 21, 2022

Microsoft 365 Lists is a simple and easy-to-use application that can help you keep up with all the items you need to track on a construction project. Read on to understand how Lists work and some considerations when implementing the tool on your next project.

Microsoft Lists is an app within Microsoft 365 that allows you to create a configurable grid of data shareable with your team members. You can use it to track just about anything on a construction project, from action items to submittals. Lists might be the right solution if you are looking for a simple way to collect data and share it with your project teams.

Microsoft Lists UI

Microsoft released Lists in 2020 as a separate but still connected app to SharePoint. While Microsoft has upgraded the UI for the app, the underlying settings menu system remains the same as the SharePoint List app. There are web-based, desktop, and mobile versions (for iOS now and Android soon) of the Lists app so you can interact with the data across all of your devices.

SharePoint List Settings

As it relates to construction, Lists is excellent for spinning up a quick issue tracker or simple item/asset tracker with data viewable in a grid UI. The app has all the features you would find in a SharePoint Lists, including adding custom forms, workflows, and reports by leveraging Microsoft 365 Power Platform (Power BI, Power Apps, and Power Automate), which deeply integrates into the Lists menu system.

Lists integration with the Power Platform

Create your first list with Microsoft Lists

You can create your lists from SharePoint, the List app, or even Microsoft Teams. To add a list within Microsoft Teams, click "add a tab" and select the Lists app (see screenshot below).

Microsoft Lists app in Teams

To create a list from the Lists app, click "Create a List." You have the option of selecting different list types, including an empty list, a list from Excel, an existing List, or a template. Once you choose a list type, you will have the option to save the data to either SharePoint, Teams, or your personal storage.

If you want to customize the list further, the cog in the upper right-hand side of the screen displays the settings. Since Lists operates on top of Microsoft SharePoint, the cog directs you to the familiar SharePoint list settings page, where you can add columns, grouping, filters, and sort your list as needed.

List types available in Microsoft Lists

List types and how to use them for construction projects

Blank list

If you want to start from scratch, you can name the list and configure it as needed. This approach might be best if you are still brainstorming the columns (metadata) you would like to track or don’t want to use the list templates available.

List from Excel

If you have an Excel file that you have been using to manage issues on a project, you can upload your existing Excel file into a list. To do this, you must first create a table within the Excel file to identify what rows and columns you want to upload. You can let Lists assign column types to the data, such as single line of text, number, etc., or you can edit the table when it is uploaded.

Defining the correct column types is critical to ensure the list behaves as you intended if you want to group and summarize values which won't work if the column is a single-line text field. The column names will be used from your Excel table by default, but you can change these before importing the data. Note: if you take this approach, SharePoint will assign internal columns names using the convention field_n, where n is a sequential number for the list columns from left to right. Meanwhile, the 'real' column names you assigned will display on the list. Remembering this detail is important because in many cases (such as Power Automate, Power BI, and PnP, for example), you need to know the internal names to interact with the list.

From an existing list

If you have already built out a list, like an issue tracker, you might not want to create a new one for every project. You can re-use an existing List that resides in a SharePoint site or Teams. Note: Be aware that although document libraries are also lists, you cannot connect the Lists app to a document library!

List from a template

Microsoft Lists has several pre-defined templates that are available to use as a starting point, such as issue tracker, asset manager, and content scheduler. You can also create your own list templates that you might want to make a standard across your projects.

What to consider before using Microsoft Lists for construction projects

While Lists is an app that users can access directly, you can also create and share lists through SharePoint or Teams. Don't forget to consider how lists get updated and how users generate reports as part of the overall solution.

Microsoft Lists allows users to attach files to lists. Depending on the complexity of the list solution needed, you may want to have attachments stored separately in a location where you can better manage them, such as a SharePoint document library or OneDrive.

Microsoft is looking to release a new stand-alone version of Lists that does not require a Microsoft 365 license. So, if you like Lists but don't want to have to pay for a Microsoft 365 subscription, you might be able to save some money by waiting for this version to be released. This stand-alone version is now in preview, and you can take a look here: Try Microsoft Lists with your Microsoft account Preview.

If you are using Microsoft 365, then the Lists app is a no-brainer for simple tracking. There are many different uses for Lists that can benefit a construction project. Give it a try!

Also, if you need help setting up Microsoft 365 to manage your construction projects, you can check out this three-part blog article series or reach out to us directly for a free consultation.

Got Microsoft 365? Use it to Manage Your Construction Projects

Construction Viz News | February 14, 2022

If you have Microsoft 365, it’s a no-brainer to leverage your investment to manage your construction projects. Unfortunately, most organizations don’t have the time or resources to build even small construction-specific solutions in-house, never mind a complete project management information system (PMIS).

Construction Viz makes it easy to manage projects in Microsoft 365

Construction Viz is a powerful and flexible construction project management software solution optimized for YOU and your workflows. We designed it to include everything you need to manage your construction projects, including document management, dashboards, reports, forms, workflows, and more.

Construction Viz features include:

Can be delivered as a hosted solution or deployed to Microsoft 365
Extensive catalog of construction applications for any size project
Powerful reports and dashboards
Responsive on any device
Offline capable
Built-in integration with Microsoft 365
Full construction document management

Construction Viz is available in the cloud, on-premise, or as à la carte apps for Microsoft 365 and SharePoint.

What makes Construction Viz different from every other PMIS on the market?

Construction Viz is an enterprise PMIS for Microsoft 365. It has all the features you need to manage your construction projects at less cost than competitors because it can be deployed into your Microsoft 365 tenant.

Construction Viz is all about providing organizations with the ability to choose where and how they want to work.

Construction Viz gives you the power to decide each of the questions below.

Where do you want to work?

Construction Viz empowers you to work where and how you prefer:

Construction Viz can be deployed to your Microsoft 365, on-premise SharePoint, or hosted in Lydon Solutions’ data center. We can even deploy your uniquely configured solution to other Microsoft 365 tenants (owners, contractors, etc.).
Want to work offline without an internet connection? Not a problem. Because Construction Viz is a progressive web app (PWA), the entire solution can go offline.
Want to work entirely in email or Microsoft Teams? We can extend the functionality of Construction Viz using adaptive cards, so you don’t even have to log in to the application.

What features do you want in your PMIS?

Construction Viz lets you decide which features you need:

Unlike most PMIS systems, where you only use 10% of the product but pay 100% of the cost, Construction Viz is app-based, so you only pay for the apps you need.
We have a full suite of construction apps for any size project, from an owner to a contractor across any sector.
Want a custom solution? We have you covered. Construction Viz is a framework designed to adapt to your processes. All our apps are configurable and customizable to your needs and are extendable with Microsoft 365 services such as Power Automate.

What if you are already using Microsoft 365 and SharePoint?

If your organization already uses Microsoft 365 and SharePoint, Construction Viz can take your project management practices to the next level:

Already have a solution and only need a few apps? No problem. You can pick only the ones you need from our list of robust construction applications.
Want to leverage what you have developed in SharePoint or the Power Platform? Also, not a problem. We can bring your prebuilt functionality into Construction Viz.
Aren’t ready to deploy in your Microsoft 365 just yet? Again, no problem. Start with a hosted deployment, and we can move to your Microsoft 365 when ready.

Sounds great. Where do I start?

You can submit a free consultation and demo request here.

If we seem like a good fit, we’ll move into the Formulate phase of our FOCUS Methodology. As part of our FOCUS Methodology, we’ll evaluate your current Microsoft 365 infrastructure and determine the best approach. Construction Viz might not be the best fit at this time, and that’s OK. You might just need a tune-up of your Microsoft 365 with redesigned SharePoint project templates, or maybe a couple of Power Automate Flows, Power Apps, or some Power BI reports. Either way, we are here to help.

If you still aren’t ready, you can join our newsletter in the footer below. We mail out helpful Microsoft 365 tips and tricks, updates on Construction Viz features, and Microsoft 365 and Construction Viz news each month.