Modern Team Sites in SharePoint Online · SharePoint Online (Office 365), SharePoint 2013,...

9/29/2017

Modern Team Sites in SharePoint Online

Explore the SharePoint © 2017 All rights reserved Page 1 of 40

Contents About the eBook ........................................................................................................................................... 2

About Me ...................................................................................................................................................... 2

Introduction .................................................................................................................................................. 3

What are Modern Team Sites? ..................................................................................................................... 3

How to create Modern Team Sites? ............................................................................................................. 3

Newly Created Modern Team Site ................................................................................................................ 6

NEW Modern Create Panel ........................................................................................................................... 6

In-place Navigation Editing ........................................................................................................................... 7

Make modern page as homepage ................................................................................................................ 8

Home Page Link Changes .............................................................................................................................. 9

Edit Site Information ................................................................................................................................... 11

Edit Site Permissions ................................................................................................................................... 11

Modern SharePoint Lists ............................................................................................................................. 13

Modern SharePoint Libraries ...................................................................................................................... 18

Group Files Management ........................................................................................................................... 26

New Publishing Pages ................................................................................................................................. 26

NEW Web Parts ........................................................................................................................................... 27

NEW Page Layouts (finally!) ........................................................................................................................ 29

NEW way of creating Work Flows - Microsoft Flow ................................................................................... 29

Integration with Microsoft Power Apps ..................................................................................................... 30

Integration with One Drive for Business ..................................................................................................... 31

Integration with Office 365 groups ............................................................................................................. 32

Modern UI for Site Contents ....................................................................................................................... 32

Improved Site Analytics .............................................................................................................................. 34

NEW Site Collection Limit ........................................................................................................................... 35

Site Settings Options ................................................................................................................................... 35

Delete Modern Team site ........................................................................................................................... 37

Enhanced Mobile Experience...................................................................................................................... 39

Conclusion ................................................................................................................................................... 39

See Also ....................................................................................................................................................... 40

http://sharepoint-works.blogspot.com/


About the eBook This eBook is provided "as is". The information and views expressed in this eBook, including URL and

other web site references, may change without notice. You assume the entire risk of use.

This eBook does not provide you with legal rights to the ownership of a Microsoft product, but just the

use, unless this is explicitly stated in the document.

I make sure that whatever content I write is helpful to my reader. All content provided on this blog is for

informational purposes only. As the owner of this blog I make no representations as to the accuracy or

completeness of any information on this site.

All opinions expressed on this article do not give the opinions of any organizations or any affiliates. The

owner will not be held responsible for any errors or omissions in the information provided on the blog,

nor for the availability of this information. You can copy and use this whitepaper for your projects, and

other needs.

Maruthachalam Krishnamurthy, Explore the SharePoint © 2017 All rights reserved.

About Me Maruthachalam is a SharePoint Consultant in a leading software company and have expertise in

SharePoint Online (Office 365), SharePoint 2013, SharePoint Migration, SSRS Integration with SharePoint,

Power BI, MSBI, MCTS in SharePoint 2010 and .Net Passionate technologist, likes blogging, cooking,

listening to music, reading books, and chatting with friends. Busy bee. Pretty much sums me up!

Thanks for reading!!!

If you have any feedback or comments send me a message using contact page

Subscribe to my Blog to read more on the latest articles on SharePoint & Microsoft Technologies -

http://sharepoint-works.blogspot.com



http://sharepoint-works.blogspot.com/p/contact.html



Introduction Microsoft has completed its integration of SharePoint Team Sites with Office 365 Groups, and

this new feature was released in August 2016. This modern team site with pages, lists, libraries

and team news, with the help of Office 365 groups can collaborate, communicate and coordinate.

In this article, we will discuss in detail about the Modern Team Sites in SharePoint Online.

What are Modern Team Sites? Modern Team sites are Team Sites integrated with Office 365 groups and it provides options to

collaborate better than before. When you create a modern team site in SharePoint Online, it

automatically creates the O365 group, group email address, and ability to identify whether this

site will contain sensitive data (privacy) and more new features.

The home page of a SharePoint Online modern team site gives you immediate visibility into site

activity and important documents, with quick access to Office 365 Groups, its members and

associated Office 365 apps.

Also, Modern Team Sites works seamless in Mobile apps as well. This way it increases the usability

of SharePoint, collaborate on the go!!!

How to create Modern Team Sites? From home page of SharePoint site collection -> click on the app launcher -> click SharePoint ->

just click Create Site (if you don’t see this option then your self-service site creation is not enabled

for your ID) as shown below:

Select Team Site from the option -> Enter the Site Name & Site description



While entering the name it automatically shows if the Group Email Address (first picks the site

name as group email address. If it’s not available then you can click on Edit option to alternate

address) -> then enter the Site Description and also select the Privacy Settings as shown below.

Once completed Click Next.



This page shows the option to add Additional Owners and Members as shown below:

If you are interested to know about enabling/disabling site creation option, refer this article -

Manage site creation in SharePoint Online


https://support.office.com/en-us/article/Manage-site-creation-in-SharePoint-Online-e72844a3-0171-47c9-befb-e98b23e2dcf9?ui=en-US&rs=en-US&ad=US


Newly Created Modern Team Site

NEW Modern Create Panel In Modern Team Sites, you can create a List, Document library, Page, New Post or navigate to

App from the modern create panel available below Site Collection Name as shown below. In few

clicks without navigating to other pages, new apps can be created.



Example - clicking on Document Library, opens a window to create a new document library on

the same page as shown below:

In-place Navigation Editing In Modern Team Sites, left navigation can be edited without navigating to site settings page. Click

on Edit option below left navigation to view all these features or use this features.

Features include:

Move up/down a link, make a sub link (sub menu), and remove the link



It is possible to add a new link to the left navigation from the home page itself. This link

can be an URL, Conversations, Calendar, Notebook or Planner.

Make modern page as homepage To make modern page as home page of the team site , navigate to Site Contents by clicking Gear

Icon from home page -> Site Pages -> select the page to be changed as Home Page -> from the

top menu -> click on the context menu -> click Make homepage.



Also, there are options to pin to top /unpin the page, Flow (create a flow, see your flows),

Preview, Add to Navigation, Compliance Details (from More option) and details.

Home Page Link Changes When you click on the Site Collection name in Classic SharePoint site collection it will navigate to

the Home Page of the site. But in Modern Team Sites, it gives more options to perform in a single

click without navigating to other pages as shown below:

Click Home from Left Navigation or from any page -> this will open a context menu as shown

above.

1. Home is the option to navigate to the Home Page of the site

2. Conversations will navigate to the Group Conversations



3. Calendar will navigate to the Group Calendar

4. Files will open the default Documents library created while the site collection is created as

shown below:

5. Notebook will navigate to the One Note online as shown below:

6. Members will navigate to the group member management

7. Planner will navigate to the Planner as shown below:

8. When clicked arrow next to “Joined” it shows an option to leave the group as shown below:



Edit Site Information To change the logo of the site, change the name of the site, description of the site and privacy

settings -> click Gear Icon from home page -> Edit Site Information -> this provides the options

edit the basic site information. There is a link to navigate to site settings page and also to delete

the site from this menu.

Edit Site Permissions From the Gear icon -> click Site permissions -> you will see a new option to Invite People,

Displays Site Owners, Site Members, Site Visitors groups and then Advanced permissions

settings.

Click Advanced permission settings to open to view all groups and other default settings as

shown below:





Modern SharePoint Lists There are many changes made to the Modern SharePoint List. The ribbon which was used to do

actions on List Items, List Settings are removed. It is improved in a way that makes the users to

add/modify the existing structure without navigating to other pages.

Following are the list of new features added to Modern SharePoint List:

1. As mentioned above, there is no ribbon which is in SharePoint 2010/2013. Rather you find an

options to add New Item (New), Quick Edit (Option to edit the entire list as excel), Export to

Excel, Flow (create workflows using Microsoft Flow), PowerApps (create Apps using Microsoft

PowerApps), Alert me, Manage my alerts as shown below:

2. At the right top corner in the same menu bar, there is an option to view All Items, Save View

& Edit current view



3. Next to All Items is "Filter" option which is entirely a different UI. This enables us to filter

each column differently as shown below:

4. Next is Information option which shows the changes made/activities in this list as shown

below:



5. Now, column have additional functionalities rather than sorting and filtering which was

available in previous versions of SharePoint. Functionalities include:



Sorting the column - Older to newer, Newer to older, A-Z, Z- A, Smaller to Larger, Larger -

Smaller

Filter by - this shows an option at the right side to apply filters as shown below:

Group by - This is one of the best options where you click on Order by the specific column

which groups the entire data in a click as shown below:

Another important update is creating a column/changes to column can be made in few clicks.

Options include:

Renaming the column

Move Right or Move Left

Hiding this column

Pin to filters pane

Show/hide columns

Also, Add a column with selecting data type which is cool!



6. The context menu has additional options such as Copy field to clip board, Flow (Create a flow,

See your flows) and details a shown below:



7. List Settings is moved to the Context Menu in Gear Icon as shown below:

Modern SharePoint Libraries Like Modern SharePoint Lists, there are new features added to Modern SharePoint Libraries as

well. Following are the list of new features added to Modern SharePoint Libraries:

1. The default ribbon option which existed in SharePoint 2010/2013 is removed in Modern

SharePoint Libraries

2. New menu bar in the top has options to add

New

New Folder,

Word document, Excel workbook,

PowerPoint presentation,

OneNote notebook,

Forms for Excel,

Visio drawing & Link (New)

Upload - Files & Folder



3. Quick Edit (Option to edit the entire library as excel to update metadata)

4. Sync - allows you to sync the documents to OneDrive

5. Flow (create workflows using Microsoft Flow)

6. Alert me

7. Manage my alerts

8. At the right top corner in the same menu bar, there are options

All Documents

List View

NEW Tiles view

Save view & Edit current view options





9. Filter - Allows to filter the documents by date (by year, month and days)



Information which shows the changes/activities in this library

4. Now, column header have additional functionalities rather than sorting and filtering which was

available in previous versions of SharePoint. Functionalities include:

Sorting the column - Older to newer, Newer to older, A-Z, and Z- A

Filter by - this shows an option at the right side to apply filters as shown below:



Group by - This is one of the best options where you click on Order by the specific column

which groups the entire data in a click as shown below:

5. Another important update is creating a column/changes to column can be made in few clicks.

Options include:

Renaming the column

Move Right or Move Left

Hiding this column

Pin to filters pane

Show/hide columns

Also, Add a column with selecting data type which is cool!



6. The context menu has additional options such as

Flow (Create a flow, See your flows)

Pin to Top

Move to

Copy to

Compliance details (click from More option) and details





7. Library Settings is moved to the Context Menu in Gear Icon as shown below:

Group Files Management An Office 365 group makes sharing files easy by including a dedicated library, which is the primary

place for storing all your group files.

When you create a file or folder in the group's library, all members of the group will be able to

access it. When you add new members to the group, including guests (external users), they too

will be able to access the files. By default, group members have view/edit access to the files,

while everyone else in your organization has view access.

For more information read this MSDN article

New Publishing Pages Modern team site pages are fast, easy to author and support rich multimedia content. Pages look

great on any device, in a browser or from with in SharePoint mobile app. Using modern publishing

pages, it is easy to share your content with images, reports, write a wiki article, how-to write-

ups, guidelines, FAQ's, etc.

SharePoint pages are built with web parts, which you can customize easily according to your

needs. You can add text, images, videos, links, etc. in few clicks.


https://support.office.com/en-us/article/Share-group-files-749bc73b-90c9-4760-9b6f-9aa1cf01b403


Just click on + sign and pick a web part from the tool box to add content to your page. Using

SharePoint Framework, developers can build custom web parts that will show up right in the

toolbox.

SharePoint Framework references:

Overview of the SharePoint Framework

Build your first SharePoint client-side web part

NEW Web Parts There are number of new web parts and changes to the existing web parts. When you edit the

page to insert a new web part, following are the web parts can be added to a page as shown

below:


https://docs.microsoft.com/en-us/sharepoint/dev/spfx/sharepoint-framework-overview

https://docs.microsoft.com/en-us/sharepoint/dev/spfx/web-parts/get-started/build-a-hello-world-web-part


1. Text web part

2. Image web part

3. Document web part

4. NEW Link web part



5. NEW Embed web part

6. NEW Highlighted Content web part

7. NEW Bing Maps web part

8. NEW Document Library Preview web part

9. Events web part

10. NEW Group Calendar web part

11. NEW Hero web part

12. Image Gallery web part

13. List Preview web part

14. NEW News web part

15. NEW Office 365 Video web part

16. People web part

17. NEW Power BI (preview) web part

18. NEW Quick Chart web part

19. NEW Quick Links web part

20. NEW Site Activity web part

21. NEW Stream (preview) web part

22. NEW Yammer feed web part

NEW Page Layouts (finally!) Now with Modern Team sites, you can use a variety of multi-column section layouts on your

pages, to arrange information side-by-side. Click on edit page to view the page authoring toolbox.

It has new Section layout choices.

I personally think this is one of the best features newly added. This will help to have multiple

layouts on the same page and it is easy to create as well - Just in clicks. This will help the content

editors/authors to create pages in SharePoint easily than before.

NEW way of creating Work Flows - Microsoft Flow To connect with different business objects and also to automate various business process

SharePoint workflows plays an important role and now it is enhanced with Microsoft Flow

integration with SharePoint Modern Lists & Libraries.



Microsoft Flow is used to automate workflow and used for data exchange between SharePoint

and several of Microsoft third-party services. Launching flows directly from SharePoint Lists,

Libraries and from pages is now possible (explained in Modern SharePoint Lists, Libraries, Pages

section)

To know more about SharePoint & Microsoft Flow integration refer the below articles:

Working with Microsoft Flow and PowerApps

Microsoft Flow: Save email attachments to SharePoint document library

Microsoft Flow Demo on Send a customized email when a new SharePoint list item is

added

Office 365 Microsoft Flow Copy files from one SharePoint Online account or folder to

another

Integration with Microsoft Power Apps With PowerApps integration with SharePoint Online, you can create, connect and share business

apps on any device in few clicks. You can build efficient and powerful mobile forms, and apps

directly from SharePoint Lists using PowerApps. There is no need to write code.


https://social.technet.microsoft.com/wiki/contents/articles/37970.working-with-microsoft-flow-and-powerapps.aspx

https://social.technet.microsoft.com/wiki/contents/articles/36968.microsoft-flow-save-email-attachments-to-sharepoint-document-library.aspx

https://social.technet.microsoft.com/wiki/contents/articles/37070.microsoft-flow-demo-on-send-a-customized-email-when-a-new-sharepoint-list-item-is-added.aspx

https://social.technet.microsoft.com/wiki/contents/articles/37070.microsoft-flow-demo-on-send-a-customized-email-when-a-new-sharepoint-list-item-is-added.aspx

https://social.technet.microsoft.com/wiki/contents/articles/37163.office-365-microsoft-flow-copy-files-from-one-sharepoint-online-account-or-folder-to-another.aspx

https://social.technet.microsoft.com/wiki/contents/articles/37163.office-365-microsoft-flow-copy-files-from-one-sharepoint-online-account-or-folder-to-another.aspx


To know more about SharePoint & Microsoft PowerApps integration refer the below articles:

Microsoft PowerApps: Getting Started

SharePoint Online: PowerApps

Integration with One Drive for Business Microsoft has finally integrated SharePoint file synchronization to OneDrive.

So, many confuse that they have to store the files in OneDrive or in SharePoint Libraries. Some

likes to store the files in shared folder but some likes to store everything in a single portal.

OneDrive for Business is a place where you can store files from your computer into the cloud,

and access them from any device, or share them with others.

As part of Office 365 or SharePoint Server, OneDrive for Business lets you update and share your

files from anywhere and work on Office documents with others at the same time. Reference -

Microsoft TechNet

Windows file explorer provides native sync options to sync the files from corporate and personal

OneDrive files

Now, to add the above two features SharePoint files can be synced to OneDrive. Click on Sync

option from the top bar in any document library in SharePoint Online to sync the files to

OneDrive.


https://social.technet.microsoft.com/wiki/contents/articles/36212.microsoft-powerapps-getting-started.aspx

https://social.technet.microsoft.com/wiki/contents/articles/37627.sharepoint-online-powerapps.aspx

https://support.office.com/en-us/article/Should-I-save-my-documents-to-OneDrive-for-Business-or-a-team-site-d18d21a0-1f9f-4f6c-ac45-d52afa0a4a2e

https://support.office.com/en-us/article/Should-I-save-my-documents-to-OneDrive-for-Business-or-a-team-site-d18d21a0-1f9f-4f6c-ac45-d52afa0a4a2e


Integration with Office 365 groups With the integration of Office 365 groups in SharePoint Online, SharePoint Team sites have

improved a lot and new functionalities are added for the group of users rather than individual

user. When you create a Modern Team site, it automatically creates corresponding Office 365

groups with the following apps/team collaboration supported features automatically:

Conversations - Group conversations

Shared Inbox - shared mailbox

Planner - task, project planning/management

One Note notebook - Shared One Note to share the tasks/progress with the team

Documents - Document Library where by default documents gets uploaded here if no

new Document Library is created. This document library has no delete option!

Groups - Site Owners (Full Control), Members (Edit) and Visitors (Read) are created

Modern UI for Site Contents Site Contents page displays the list of all libraries, lists, pages and other apps & sub sites in the

site. Click on the Gear icon from Home Page -> Site Contents to navigate to the Site Contents

Page which is shown below:



In the top bar, there is an option - New to create List, Page, Document Library, and App & Sub

site as shown below:

At the right corner, there are options to

View Site Usage report

View All Site workflows

Option to navigate to Site Settings

Option to navigate to Recycle bin

Click on Sub sites to view the list of Sub Sites created under this site



Click the eclipses (dots next to each title) which shows the option to navigate to Settings,

Details and also option to remove/delete the list/library/app as shown below:

Improved Site Analytics Site Usage can be accessed from Gear Icon (from top upper right corner) -> Site Contents

-> Site Usage (first option at the right side from top menu bar as shown below):

New Site Usage reports has the following insightful information for administrator or any

user(anyone can view the site usage report not only the admins):

Site visits - view the number of visits to your site within a rolling 7-day period

Trending content - view the list of most popular content on your site - over a rolling 2-

week period. This used to be a limited card view only able to show four items

Tips - get guidance on how to increase the reach and effectiveness of your site

New items - see front-and-center the number of items that have been added within the

last 7 days. This information previously lived behind the click to the 'trending content'

report

Shared externally - see what’s accessible to authenticated external users outside of your

organization to give you confidence that sharing is done properly



Content reference: Tech Community blog, Image reference: Microsoft Blogs

NEW Site Collection Limit As the usage of SharePoint Online increases with the introduction of new features and also

integration with other products like Microsoft Video, Stream, etc. the storage limit is increased

to 25 TB from 1 TB.

Reference: SharePoint Online limits

Site Settings Options In SharePoint 2013/2016, or in normal site collections click on Gear Icon -> Select Site Settings to

view Site Settings page. But this option is not available directly in this menu.

Navigate to home page of the site collection -> click Gear Icon -> Site Information -> View all site

settings -> this navigates to the Site Settings page as shown below:


https://techcommunity.microsoft.com/t5/SharePoint-Blog/Establishing-a-new-Site-usage-page-in-SharePoint-Online/ba-p/83870

https://blogs.office.com/en-us/2016/05/04/sharepoint-the-mobile-and-intelligent-intranet/

https://support.office.com/en-us/article/SharePoint-Online-limits-8f34ff47-b749-408b-abc0-b605e1f6d498?CorrelationId=361f9cda-6c75-4416-8a19-92f22a9cefff&ui=en-US&rs=en-US&ad=US&ocmsassetID=HA102694293




Delete Modern Team site Where is the option for deleting the site collection at Site Settings page?

If you check in the site settings page for deleting the site collection you won't find any options.

Rather, it is available from the home page itself. Navigate to the home page of the site collection

-> Gear Symbol -> Site Information -> Delete Site as shown below:





Enhanced Mobile Experience With the enhancements in mobile technology and app based mobile revolution, Microsoft

concentrates on seamless integration of SharePoint with the top mobile operating systems like

Windows, iOS and Android.

↓ Download SharePoint Mobile Apps: Windows, iOS and Android

SharePoint Online modern team sites are accessible via mobile apps and this enables the

collaboration on the go. Data which you need is available in your pocket!

Screenshot of Modern Team sites from iOS SharePoint app for reference below:

Note: Clicking on Document Libraries navigates to the OneDrive app, Conversations navigates

to Outlook groups app.

Conclusion Overall, User Interface (UI) and user friendliness has improved a lot with various new

features/improvements. It works great in Microsoft Edge, IE 11 and Google Chrome browsers

and there are no issues. Integration of Microsoft PowerApps and Flow are great addition to the

menu bar in Lists, Libraries and Pages. Note that you can't access these sites in Office 365 Central

Administration. Hope Microsoft is planning to add a new section or soon this will added in O365

administration page to manage these sites better.


https://www.microsoft.com/en-us/store/p/sharepoint/9nblggh510hb

https://itunes.apple.com/us/app/microsoft-sharepoint/id1091505266?mt=8

https://play.google.com/store/apps/details?id=com.microsoft.sharepoint&hl=en


See Also SharePoint Online Communication Sites

SharePoint Online Differences between Communication and Modern Team Sites


https://social.technet.microsoft.com/wiki/contents/articles/39271.communication-sites-in-sharepoint-online.aspx

https://social.technet.microsoft.com/wiki/contents/articles/40233.sharepoint-online-differences-between-communication-and-modern-team-sites.aspx

Date post:	19-Aug-2018
Category:	Documents
Upload:	lydien
View:	238 times
Download:	3 times