Microsoft 365

Microsoft 365 is an online collection of tools available free to all department staff and students.

Core tools in Microsoft 365 include:

  • OneDrive
  • Office Online
  • Teams
  • SharePoint
  • OneNote
  • Class Notebook
  • Staff Notebook
  • Sway
  • Stream.

Microsoft 365 online tools are available to all students and staff through the portal.

Learning Office 365 provides a useful overview of the suite and how to collaborate and connect with others. Sign in to LinkedIn Learning with your portal ID to access courses.

OneDrive is a secure personal document storage space in the cloud where you can save and access files any time and on any device when connected to the internet. You can 'share' a file instead of 'sending' a copy to collaborate on or view documents.

OneDrive for Business Essential Training provides an overview of managing storage, sharing files, and synchronising folders with your device. Sign in to LinkedIn Learning with your portal ID to access courses.

Microsoft 365 online tools are available to all students and staff through the portal.

Learning Office 365 provides a useful overview of the suite and how to collaborate and connect with others. Sign in to LinkedIn Learning with your portal ID to access courses.

Sway is an easy to use web page creation tool that enables users to create dynamic presentations, tutorials, newsletters, stories and more. Sways can be developed collaboratively and shared internally or publically.

Teachers can use Sway to sequence learning materials and present information to students. Students can use Sway as a creative alternative to a PowerPoint presentation.

Sway Essential Training walks through getting started, whether from existing documents or from scratch. Sign in to LinkedIn Learning with your portal ID to access courses.

You may also check out the professional learning webinar Student Digital Portfolios with Sway delivered by Megan Townes from Microsoft. This two-hour course was recorded in April 2020 and demonstrated a deep-dive into this tool available for all staff and students.

OneNote is a powerful tool that has many applications in teaching and learning. It is like a digital ring-bound folder or scrapbook which users can divide into sections and pages. It can hold multimedia content and syncs to all your devices.

Make sure you keep up to date with the OneNote update and best practices for educators and students for the best experience using this tool.

For more help

Sign in to LinkedIn Learning with your portal ID to access courses.

You may also check out the professional learning webinar OneNote tips and tricks delivered by Megan Townes from Microsoft. This video is part of a series Office Hours. This was recorded in December 2019 and showed a few OneNote tips for getting started and extending your skills.

Teams for education is an online classroom tool that is integrated with Microsoft 365.

For example, a classroom in Teams for education could include a place for class conversations, a OneNote Class Notebook.

Teams for education can also be used to create professional learning communities and contained collaboration spaces for school staff, all within the one Microsoft 365 environment.

The Learning Microsoft Teams for Education course at LinkedIn Learning provides a detailed overview of the tool in an educational setting. Earn badges and certifications in the Microsoft Education Centre by completing the course Transform Learning with Microsoft Teams.

Microsoft recommends using Microsoft Edge or Google Chrome when working with Teams for education. Other major browsers are supported with reduced functionality.

Please note: new teams can only be created staff members.

Microsoft Stream is a tool within Microsoft 365 that allows staff to create, discover and share videos securely within the Department of Education.

In Microsoft Stream:

  • Students are able to search for and view video content, but they are not able to upload and share video.
  • Teachers are able to upload, organise and share video content with colleagues and students. Video shared in MS Stream is not able to be shared publicly.

Read about acceptable usage of Microsoft Stream before uploading video content to this service.

Learn more about Microsoft Stream in LinkedIn Learning. You may also check out the tips from Megan Townes in the series recording videos with Office 365 and the tips from Stu Hasic MS Stream - setting viewer permissions.

SharePoint provides web-based workspaces for sharing documents and creating web pages, giving an alternative to other storage and collaboration platforms. You can find more information on the SharePoint Online service on the dedicated intranet section.

Use LinkedIn Learning to find courses such as Learning SharePoint Online to get the skills you need to effectively work with the platform. This course demonstrates how to leverage the new features of the SharePoint modern experience to collect and distribute information, share resources, customize your user experience, use SharePoint with Office apps, and sync SharePoint with your computer and mobile devices.

You may also check out the professional learning webinar SharePoint site pages delivered by Megan Townes from Microsoft. This video is part of a series Office Hours and was recorded in March 2020.

Microsoft Forms is a simple, lightweight app that lets you easily create surveys, quizzes, polls, collect feedback from teachers and parents, or plan class and staff activities.

Learn more about how Forms can be used in your classroom with the Digital Learning Selector or check out Microsoft Forms First Look in LinkedIn Learning.

You may also check out the professional learning webinar Microsoft Forms and Authentic Assessments delivered by Megan Townes from Microsoft. This video is part of a series Office Hours. This was recorded in November 2019 and showed how the app can be used for authentic assessment in your classroom, either as a standalone tool or by integrating it into Teams, OneNote, and Stream.

Learn specifically about how to embed an interactive Form into your Microsoft Stream video by Mike Tholfsen from Microsoft.

Yammer is a professional internal social media platform that makes communication, collaboration and information sharing between department staff easier and more efficient. This service is not available to students.

You may learn more about the Yammer service from internal collaboration, including the rules of engagement, policies, and guidelines to making the most effective use of Yammer. The tool is also included in the department's social media toolkit.

The Power Platform is a suite of apps - Power Automate, PowerApps, Power BI and Power Virtual Agent. These can be used stand-alone or combined to provide a powerful citizen developer and analyst platform.

Power Automate is a platform that allows you to build automated workflows between apps and services to get notifications, collect data, and more. You can read more about Power Automate in Get started with Power Automate. You may also check out the professional learning webinar Power Automate delivered by Hubert Lam from Normanhurst Boys High School. This video is part of a series Office Hours hosted by Megan Townes from Microsoft. This was recorded in February 2020 and shows how to use Forms and PowerAutomate to save time in schools. Power Automate is available to all staff and students as part of Microsoft 365.

PowerApps allows you to create no-code and low-code applications quickly that connect to your data, and work across web and mobile. You can learn more in Microsoft PowerApps Essential Training from LinkedIn Learning. PowerApps is available to all staff and students as part of Microsoft 365.

Power BI empowers data analysts to discover insights hidden in the department's data. This service is available to select staff via the Scout app courtesy of CESE.

Power Virtual Agents is currently unavailable to the department.

There are 2 types of groups available in Microsoft 365 apps:

  • ad-hoc groups created in 1 of the Microsoft 365 apps
  • school-based groups based on role.

Ad-hoc groups are created in Microsoft 365 with group-enabled apps such as Teams for Education, Stream, Planner and Yammer. Membership of these groups is managed by a group owner through the app used to create the group. For example, when you create a new Microsoft Team this also creates a Microsoft 365 Group. When you manage the membership of the Microsoft Team, you also manage the membership of the Microsoft 365 Group automatically. Read more about these groups in Learn about Microsoft 365 Groups. You may also view the course Learn Office 365 Groups on LinkedIn Learning to discover more.

School-based groups are synchronised with the department's systems and so will automatically update membership. You can find a number of staff groups based on roles such as School.Teacher, School.Casual.NonTeacher and School.SubExec. Student scholastic year groups are available by default - roll class and subject class groups may be available if you request via EdConnect. Below are some examples of using school-based groups in Microsoft 365 apps.

MS Teams for Education

Create an area for a year group to collaborate by setting up a Team shared via the school-based group. Students and teachers can then access the group in a browser, desktop or mobile app to see conversations, documents, a class/staff notebook, and other customisable tabs. To share a team with a year group

  1. Create a new team if not already existing.
  2. Click the "3 dots" ellipsis to show the Team menu and select "Add members".
  3. In the space provided, type the year group like "Year 1 XXXX" where XXXX is your 4-digit school code.
  4. Select the group from the suggested results below the text space to confirm the group.
  5. When you've finished entering all the student groups you wish to add, click the 'add button'.
  6. Click close when you're done.

SharePoint Online

If your school has created a SharePoint Online workspace and would like to share this across the school with all staff

  1. Open the SharePoint Online workspace
  2. Click "Share" near top-right of screen, underneath your name
  3. In the space to enter names, type "YYYYYY - School.All.Staff" where YYYYYY is the name of your school e.g. "Tomaree HS - School.All.Staff"
  4. Click the "show options" link to select options like the email invitation toggle and which permission level to grant

Remember in the SharePoint Online service, it is the publisher's obligation to only release information they are authorised to release.

Stream

Microsoft 365 school-based groups can be used to limit how far a video is shared, perhaps for all staff and students at your school, or just a particular year group. See MS Stream - Setting viewer permissions for a guide. When uploading a video, you can configure the "Permissions" tab. To use the school-based group, set "Shared with" to People and type in "Year 10 XXXX" where XXXX is your 4-digit school code.

OneNote Class Notebook

Create a new class notebook from https://www.onenote.com/classnotebook/creator and walk through the wizard steps. You'll be shown a space to enter student names as part of the wizard steps.

  1. Enter a year group like "Year 4 XXXX" where XXXX is your 4-digit school code.
  2. Select the group from the suggested results below the text space to confirm the group.

When you've finished entering all the student groups you wish to add, click the Next button. You'll see OneNote's message "Getting the student names from your groups" while it fetches their names and creates their private sections within the Class notebook.

This process is very similar for creating new staff notebooks. When you reach the step in the wizard to add other staff, try entering "YYYYYY - School.All.Staff" where YYYYYY is the name of your school e.g. "Sutherland PS - School.All.Staff". This allows all staff at the school to be provided a private space within the notebook.

Note: school groups cannot be applied to a Class/Staff Notebook that already exists.

Microsoft 365 services do not collect or use student personal information and data for advertising purposes.

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