Disabling Delve

Delve is a fantastic product that provides a huge amount of value to a business an employees by allow relevant information to be surfaced to them without having to go and look for it. However, there maybe the case where a user doesn’t want Delve collecting ‘signals’ of their interactions. In this case here is how it can be turned off.

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Firstly, login to the Office 365 portal as the user.

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In the top left of the screen select the App Launcher button (the one with the nine smaller boxes inside). This will display all the applications the user has access to as you can see above.

From this, select Delve.

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You should now see the Delve home page for that user.

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Select the COG in the top right corner and then Delve settings from the menu that appears.

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You should then be presented with an option, like the above, that allows you to disable Delve. Don’t forget to select OK to save any selection.

However, if an Office 365 administrator wants to disable Delve for every user in one location you would do the following:

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Login to the Office 365 portal as an administrator.

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In the bottom left locate Admin menu option and select the SharePoint option that appears below it.

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This will take you to the SharePoint admin center.

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At the bottom of the menu on the left locate the settings option and select that.

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In the middle of the page that appears is the option to disable Delve for all users as shown above.

Ensure you scroll down to the bottom of the page and select OK to save any changes you make.

So there you have it. Any user can disable Delve if they wanted and an Office 365 administrator could do it for all users. But really, why would you? Once you use Delve you will see how much benefits it provides and how more relevant information it surfaces for people.

SharePoint Permission tool

One of the biggest challenges people have when working with SharePoint is permissions. As the growth of SharePoint Online continues with Office 365 the management of SharePoint securities becomes even more important. This is because SharePoint Online makes sharing with people inside AND outside your organisation easy.

Any administrator of SharePoint will tell you that getting a good grasp of the overall permissions across all SharePoint sites, sub sites and document libraries is a major challenge. Unfortunately, there are not a lot of tools that allow you to easily catalogue these permissions. The tools that are available are generally aimed at the enterprise and come with an enterprise price tag.

That’s why I was excited to test the new SharePoint Online Permission tool from Australian Within Reach Software. I’ve known David Perks the principal at Within Reach Software for many years and applauded the opportunity he has grabbed around developing software for SharePoint Online.

Full disclosure here, I was provided with a free eval copy of the SharePoint Online Permission tool to play with, having lamented many times to David about the lack of something to perform this task.

You can find out more about the package at:

http://www.withinreach.com.au/Pages/SharePoint%20Services/SharePoint-Online-Permission-Tool.aspx

The first step after you purchase the product is to install it in your SharePoint Online app catalogue. Here is how you do that:

Once it is installed you can then add it any site as you would any other SharePoint Online app.

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Once you select the app it will then take a few moments to catalogue your SharePoint Online set up and return with the following page:

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You can alter the options to report by certain Site Collection and Site as well as filter by user. In this case I simply elect to show the report.

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That creates a display like you see above. You’ll note that it has hyperlinks to the relevant Site Collection, Site and List or Library to allow quick navigation. It provides a really great break down of all the securities in place. This makes it simple as an administrator to review and change these if necessary.

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Where I think the product really shines is when you change the output to be to an downloadable Excel file. Using the power of tables in Excel you can easily slice and dice the information to display the results any way you need. This also makes it easy to build in depth models to ensure your permissions are correct.

I think what David and team have created here is fantastic and something that is sorely needed for admins. I also think that for an annual subscription of only AU$295 it is very cost effective when you compare it to other solutions out there. I’d like to see the web output become as powerful as that from Excel and perhaps the option to dig into users OneDrive for Business in future versions but I know both of these options are quite challenging, yet I am sure David and the team are working hard on adding additional functionality.

So, if you need a tool to report on your SharePoint Online permissions (and who doesn’t) then you can’t go past this cost effective solution from With Reach Software. I would suggest that by purchasing this product you are supporting a great Australian software business that is really taking advantage of the opportunity products like SharePoint Online offer. In order for business like Within Reach to continue to create handy solutions like this, they need your support. So please support them with your purchasing or letting others know, as I have done here.

Creating/Updating your About Me user profile in Office 365

One of the first things I think all users should be doing when they get access to Office 365 is update their About Me page to share information about themselves, their experience and skills with everyone in their organisation. The above video show you how to do exactly that but here also are the steps.

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Firstly, login to the Office 365 portal. You should see screen similar to that above.

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In the top right hand corner of the window select the people icon as shown above.

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This will display a menu as shown above. From this menu select About me.

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You will now see your profile page as shown above. If you haven’t updated this as yet it will look very bland.

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Select the edit your profile hyperlink in the top right.

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You can now edit any of the fields displayed. You will note that on the right hand side you’ll see the groups that can view that information. On this first screen that typically means Everyone.

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To change your profile picture select the Change your photo hyperlink down the page.

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From the window that appears browse to an image on your local system that you wish to use using the Browse button.

Once the image has been uploaded press the Save button.

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Don’t forget to work you way across the menu options at the top and complete all the information you can. You navigate to these areas simply by clicking on the option.

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As you do, don’t forget to note the selection on the right to determine who can see the information you are entering. On subsequent screens, like that shown above, it is possible to alter these.

If applicable, you are also able to select an assistant from existing Office 365 users. You can simply type their name or use the button to search your company’s Office 365 address book.

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In the Details option you should ensure you have the latest information about your skills, experience and past projects. If existing items already exist, you will be prompted to select from those the system already knows about. You can of course create new ones and these will then be added to the global skills database,

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The Details option is not the last screen. Select the ellipse (i.e. the three dots) to view more.

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The Newsfeed Settings section allows you to control how often your receive alerts from social updates.

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For most people the Language and Region options will be set by your organisation but you can change them if desired, however for most cases they should be left in their defaults.

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Once all your changes are complete, always remember to scroll down to the bottom of the screen and select Save all and close.

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You’ll be prompted that not all the changes will be updated immediately. Select OK to continue.

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You should find soon that all the information you entered is updated and available to other employees as you can see above.

Remember to return to your profile regularly and ensure that it is always current. This will help other in your organisation find you and your skills.

For further information on About Me profiles in Office 365 see:

View and Edit your profile