Power Hour: SharePoint Home Sites & Viva Connections

[Music] hi i'm laura rogers and this is sharepoint power hour and here's joelle jobson our our little window here helping out our topic today is home sites and viva connections we had some technical glitches we started all over so this is our going to be our demo of how to set up a home site and how to put it into microsoft teams using this new concept of viva connections so what we're going to do is i'll show you one that i've set up already and then i'll do a demo of running the it involves powershell of running some of these commands so what it entails is creating a communication site in sharepoint and we'll be setting it as the home site via powershell and that will give us this new little left global navigation this little gray box now you might already see this gray box but creating an actual home site gives you the ability to have a place to set up your global navigation so that's the difference between just seeing this new little gray bar that you might already see on the left side on all your sharepoint sites and being able to customize it so we're going to go over those differences and then we're going to push the whole thing to teams using viva connections and we will be doing some of this via powershell so i'll go ahead and share my screen and okay so first of all we have i'll show you what an example looks like that i've already set up so let me go so i put put these links to show you kind of how to do some of this stuff in the chat in teams and then here's what i want to show you so i created let me kind of minimize this a little bit so that you can see it without our faces being in the way so i created a communication site and i'm going to walk through these steps too but i want to show you what the final product looks like so created a communication site and sharepoint online and then this little panel isn't something that's special to the site that i created this little panel is just something that you're going to see on all of your sites so again the whole purpose of this communication site that i'm about to show you is to give me the ability to customize this but you might already see this panel so when by default if you haven't created a home site haven't come up customized it this little home button is going to take you to your just your default sharepoint home which is the same thing as clicking this little sharepoint button up here and then you have your my sites which is just the currently logged in user frequent sites that they go to it's just tailored to who that person is and then my news is news recommended to whoever the currently logged in user is and then my files are just my files you can see that i've got like a camping file in my own personal onedrive and i've got all just these various files in various places sharepoint sites my onedrive just recent files i've been using so the key to being able to customize this is to set a site create a communication site and deem it the home site via a powershell command that i'll show you and then once and this is the one that i did now this is not even my root site so of course you could and it would make total sense to deem your root site of your entire tenant like mine would be wonderlar.sharepoint.com make that be your home site but i wanted to show you that there's a that it's a it's a different concept it's not all the same thing so that's why i created it as a completely different site to show you kind of where everything is and what's possible without that being confused by it being also being the organization's um default route site as well and we had a whole other power hour about how to make a site the the default root site okay but this is not the same thing okay so i'm on this home site ran the powershell command so then once you've made your site the home site can go to the settings and now you have this new thing look at this it's called global navigation you're only going to see this on your home site and then i can turn my global navigation on i'll just turn it on and click save and then i'll go back in and show you some of the settings and i did put links to some of this information and settings and gotchas and things like that in the chat now one thing that's important to do you know once you have this set up once you've ready to roll it out you need to go ahead and make sure your home site is accessible by everyone they they all have access to it so you can go to site permissions and what i did is i just went to i added everyone to site visitors so i literally just typed share site typed everyone and then um i just added everyone in the company to be able to have basically read access so they need to be able to have read access to your home site so that they can see the navigation that you set up for the home site okay so once i've turned on the global navigation and i just left the default settings you can see that it has the ability for me to upload my custom logo so before before when i turned this on before i turned it off and started the demo i uploaded a little custom logo here so as soon as you so you put your logo in here so you can tell that i've turned this on because now you can see that little green logo over here on the left side okay and then you give it a title and i just called mine wonder laura and then there are a couple of other settings that are kind of confusing that i wanted to talk about so this this site that i'm on also another decision to make is whether that is going to be a hub site so it's it's all these different concepts that you have the option of whether to tie them together or not so you have the option of a site being the main route site for your whole company you have the option of having deciding if a site is going to be a hub site or not and we've had other power hours about hub sites and then you have the option to say whether you want the site to be the home site or not so if your home site is also a hub site so go to the sharepoint admin center and i've got um i'll just say let's see this one is called home site and let's see what did i call it wonderlaura home site that's what i named it let me go down here wunderlaura home site wonder our home is the root wonderlar home site is so i also went ahead and made this a hub site because if you make it a hub site then you'll be able to have hub navigation that is part of that little panel okay so here's the difference all right if your site is a hub site you've already got this concept of global navigation so i've got this global navigation that i set up up here when i made it a hub site in the hub site navigation is the navigation that goes across to all the other sites that roll up to that hub site so if your site that is the home site is also a hub site and you choose this second option here hub or global navigation then your navigation is going to be of the hub site so let me close this so look at this okay so here's the difference so this navigation now that is following it it's going to be on the left side on this great panel on every single site in your whole organization this is now my this this hub site's navigation okay so this kind of gives you think about it if this kind of gives us that two-tier concept right joelle that two-tier concept we've been talking about of having like a parent hub that's this is a way to achieve it right it's not really called that but you're setting up this navigation that is going to go across your whole organization and then you've got each hub site can have its own navigation too so let's go look at that other setting which is something a lot of large organizations run into because they have multiple hubs and they can't like connect they couldn't before connect them all up to one hub with navigation without any kind of like customized custom you know stuff being done so now they have the ability to do that yeah so this gray panel can become your global navigation that goes everywhere no matter what the absolute top level global navigation and then this navigation across the very top can become like that like each hubs that's each hub's navigation okay so when i i'm gonna change this to home site now and now as soon as i switch these back and forth this link actually changes so to edit the navigation links themselves the navigation and what's in the navigation i have a few different options i can click just directly in here i can choose edit global navigation and that takes me to the navigation so notice that i chose home site navigation so if you want to i think this is a good way like if you want to have navigation that you just set up on this site in this one place that you want to become the global navigation that is not hub navigation then you can choose home site navigation and um just see this is just the nav like that was right here just for that one site so if i switch this to home site navigation then these are the options that i have so then i'm editing it let me click cancel and then if i just go ahead and save this then another way that i can edit it is um well of course you can edit your hub site navigation up here but then editing your global navigation you have to do it here and you also can switch these and do it and immediately as soon as you click the other one and you click edit global navigation now it's different so see now since this is a hub this hub navigation up here with hybrid work iw mentor onboarding oh all this this is my global nav so i can directly edit these here so i can go edit these links now we're not going to deep dive into how to edit navigation but it this looks exactly like every other navigation that we edit in sharepoint and we talked about audience targeting i think it was in the last power hour and you can you can do audience targeting in these all right so then um again so as you switch this back and forth see home site navigation is not going to be my hub that's just the navigation that's just on this one site and then when i toggle it back then that's my hub or global um so this navigation it says this navigation is hidden at the top of the page unless it's on a hub site where it displays as the hub navigation that's not confusing right okay so it helps if you have a hub site this is the the option that you want to have so then you've got the ability to push this to let me go over to um got logged in as billy bob here so this is my billy bob and billy bob is using teams now i didn't use the prettiest icon when i rolled this out so now that i've hopefully i've hammered that home and you all understand what that home site thing is and the home site navigation and how it propagates now we can take that home site and look at this we're in teams and we're going directly to it so of course it's hidden so this is teams now look look it looks exactly the same so let me go back to my chat so now i'm blah blah blah i'm chatting in teams and look at this i just want to go to sharepoint ta-da there is my sharepoint home site and it was there a second ago i promise it works there it is so then i have um this see and here's that hub navigation up here all right was there were there any questions that you noticed joelle not questions just basically the same reaction i think we both had which is like now what do i do like that whole like home site website uh global navigation hub navigation yeah kind of like whirlwind so i just mentioned that i'm to be working on some probably some training content and some charts and stuff like that pretty soon to kind of help with you know like a a wizard of like choices yeah yeah and a choice matrix you need to see examples of what each one is going to look like when you and why you'd want to do yeah so we are yeah we're definitely adding that to the training and as i've said before power hour is not training power hours just a demo of something new that we're figuring out so yeah we'll have some good pedagogy around that okay now how do you make a site be a home site so i'm gonna go over into our tenant this is our tenant where we do the power hour this is the one that we're chatting in so i don't think that um i don't think that little gray panel is showing in here yet i even i even connected um maybe it would only show on a communication site let me just test um one of these no yeah it hasn't even rolled out in this tenant but i still want to show you the command and i'm going to go in powershell and create a site and make it the home site and and go through all those steps since i already did the steps in my wonderlar tenant to show you the end result i want to go through them from scratch so step one is going to be to create a communication site and i'll just say test home site okay and then this one is going to be the one that i am going to make be the home site make bee make it become the whole site so then once that site exists do what i just said make it so i'm gonna delay yeah so here it is okay so it's there so i'm the way the way i get to powershell is you click the little start menu on in windows 10 and you type ise and then when you see windows powershell ise which you can't see that because that's on my other screen when you see that you right click on it and you choose run as administrator and then it is going to open up this um powershell window here all right so then let me go ahead and open a new little tab here so then i've already installed um the sharepoint stuff that i need for powershell that's a very technical term isn't it microsoft online sharepoint powershell if you're not sure if you have this command that you need you can type home so i'm not using the pnp one i'm using s set sbo home site so i'm just literally i'm just going to type it right here and now the first time i type it it's not going to work because it's going to need me to authenticate isn't it admin but i'm taking you through all these steps oh you can't see my screen can you you can't see the admin the uh the powershell the powershell screen must not be showing because it's um because it's running as an administrator oh now we found out what locks up my screen the the running uh the running of the powershell as an administrator is what this uh the software doesn't like just lock the um again that's what just locked up my screen again so there's a command let me go ahead and just um flip back over here there's a command called set hyphen sbo home site in powershell and all all it needs is the url of the home site like there are no other parameters there's nothing else to it you just say set spo home site and then you tell it which site and then that site is now a home site so that's that's all that it entails for making something become a home site and then the next time you go to that site that's when you'll be able to have that little special menu under the under the gear that gives you that global navigation so that's how you turn on the ability to have the global navigation let me see if i can um re-do my screen share real quick i'm not sure if um yeah a powershell having to run as an administrator i think my little my little vmix software here doesn't like it when i do that apparently i don't usually do powershell in power hour because we're not usually that technical but um let me uh that's why we've never run into that let's see display two oh wait let me see oh can we see so i can show the powershell but my my voice was not on it right yeah you couldn't see you're here okay all right hold on real quick let's see if i can get my my face and my voice to show on on the uh powershell thing oh there i am look at that right in front of it oh and you can't see that thank goodness okay hold on let me um shrink that down oh my gosh this is too funny hold on i'm so sorry i didn't know it was gonna do that um let's see number one there we go okay i'm almost there okay now can you hear me still no yeah oh okay good okay powershell so here's a set spo home site right here so i'll do set spo sorry for the little uh distraction there now see all it asks for is my home site url so then i need the url to the site that i just created so this is the one that i just created that i and you can't see it because i had to share my screen in two different places so i'm just taking that url and copying it and pasting it in here and then it's now i i'm getting this error on purpose and i mentioned that a second ago because i want to kind of show you all the steps to go through and to understand if you try this command and get an error so you've got to do connect and it tells you exactly what you need to connect connect sbo service and then when i connect spo service it needs me to use the admin credentials so that is right here well you can't see it it's the number the name of my tenant hyphen admin dot sharepoint.com so that's the url that i need to put in here so see it says you can't really see it but um zoom in a little see the name of the tenant hyphen admin dot sharepoint.com and hit enter and then it's gonna want me to log in with my credentials so that's also gonna be let's see i wanted this to be as real as possible so unfortunately i've gotta sit here and type my um password but um i wanted you to see all the steps and make you know make it not seem so um you know make it a little more approachable since it is powershell and i you know not we're all not technical here okay and you can't even see my login screen anyway but my login screen popped up for me to put in my credentials okay so then as soon as i put in my credentials then it's like okay well you're in now so now i'm gonna do set spo home site and then i need to go get the url of that new home site that i new site that i just created and put it in here all right look at that the home site has been set to and then it says it may sit take some time basically for it to go into effect so you're not immediately going to see the global navigation and the little gray bar and all that stuff but you have set the command you might want to you know come back in 15 minutes or now or whatever and just see if it's uh see if it's completed so once it's a home site that's what that's what you need to do to set it as the home site now so i showed you all of already i already showed you how to go in you know go to the home site click the little gear go to global navigation and and then set up the globe the navigation and just kind of that's all there is to it as far as settings once it becomes a home site so then we have that other piece of viva connections and viva connections is you're taking this whole thing and you're putting it into like a like a package and uploading it as an app into teams so on that link that i sent you in the chat um there is a uh let's see in the little resources link viva connections there is a video that explains how to do this so all i did was i went through the video and watched and it gave me a link to install basically download this viva connections um powershell script so i downloaded this powershell script and it's a zip file and i extracted it and then inside the zip file i have this viva hyphen connections hyphen desktop dot ps1 so that is the file that is the script that you need to run to be able to then take the site that you want that you've created as your home site that it's also communication site that everyone also has access to and make that be the site that you put into teams y'all following me so let me and yeah i'm just totally relying on you joelle for uh any uh feedback or questions at this point since i've got all this stuff going on and half of it's broken okay so i've so that's my script so i'll go ahead and when i when i first ran the script it gave me an error so i want to show you and i found and i put a link to wicker victor's blog in there as well because he got the same error that i got and he was basically blogging saying this command that the script is trying to run doesn't exist so just go in and comment this part of the script out so that's yeah that's kind of technical so let me see if i can go open that um that file real quick and show you exactly what i commented out okay so here's the file and this was the command that did not exist this get sbo is com site that's the command that did not exist in my sharepoint powershell on my computer but he said the only purpose for that command is just to double check that the url that you give it is a home is a communication site so as long as you know that you're an admin and that site is a communication site that's all that that command is is doing it's checking so what i did was this whole part that says it says validating site url i commented out this little try now the part that i left in is where it says it's connecting to sbo service because we do need to connect to the service because we need to go ahead and authenticate as an administrator so we still need this but all this stuff that is where it's checking to see if it's a um comm site and if it's not it's doing this little catch and try and all this stuff all the way down to right before search info is where i just commented i put a little pound and i just commented all out so this script is in that viva site that i shared with you in the chat it's just microsoft's official documentation on viva connections it has a video and it provides you the link to download the script so that is what i had to change in the script so now i'm gonna go ahead and push play okay it says please be sure you have sharepoint admin privileges in your tenant before running this script and then it's doing stuff it's downloading stuff and it says what is it telling me now all right enter the link of the sharepoint portal that you want to pin in teams now that's confusing that they're using the term portal because we don't use the term portal anywhere else do we joel like portal's like an old term right so i i don't i wouldn't worry about the fact that they use the word portal portal here but this is just basically it needs to be a modern communication site and this is going to be and it says we recommend that you use a home site okay so i'm going to take that home site i created and go grab that url again and just put that in here okay then it needs to me you can't see it but it popped up a box for me to authenticate again so let me go do that because i open this up in a separate powershell window so it um it doesn't know that i already did this are y'all excited about having sharepoint in teams and being able to quickly get to it straight from there it's pretty neat huh okay enter the name of your app as you want it to appear in team so this is going to be so the name that we're typing right here is the name that it's going to show in you can't see my teams when i share it it's it's that left panel in teams where it says chat and meetings and all that stuff that is the name that you're deciding on right now so what do you want to say so i'm going to call mine power hour and then please enter a short description so i've got a little description already and don't put quotes around it so the way that it looks in here makes it look like you're going to need quotes but you don't you can just put regular old just paste some text in there and so it's got a description and then it's got a long description so i just made up a long description and then it says provide a privacy policy and you can just hit enter to use the default one provided by microsoft and um it's got some terms if you need if you have your own terms that you need to link to you can use that or you just default to microsoft's and then it says provide your organization's name i'm just going to say power hour provide your organization's public website link iwinter.com just put that please upload okay so here's what you need you need an icon um this is going to be you know going to represent your app at 192 by 192 pixels so it is actually popped up a dialog box right now this makes it nice and easy to be able to pick an icon that is 192 by 192. so that is something that it helps to prepare that ahead of time to have that ready so i go ahead and it it takes me straight to my windows explorer to go just click on a file so i go click on my 192 by 192 icon then the second icon that it needs is 32 by 32 and this one needs to be monochrome and that's a little weird why does it need to be monochrome those are those icons that display down the left side and teams all those little just pretty little like chat and meetings and those icons those are all monochrome you notice that so your icon that's going to be displayed over there also needs to be monochrome so it will look you know it'll make sense and it'll look nice um kind of lined up with all the other ones so that's why it helps to go ahead and put together a black and white one that's 32 by 32 so that is what it's asking for now and okay so the last step what it's done is it created a file name power hour so whatever i called my company it created a file and put it on my desktop called powerhour.zip so now i get to go to teams so this is the part where you actually have to install this in teams in the teams admin center and to be able to deploy it to teams so it'll be a link for everyone to click on so and we had a whole other power hour about teams admin but now now that i have this zip file on my desktop i'm going to close um let's see i'm going to see if i can and now i've got my since my sharing software is all messed up now i get to pick something else to share let's see okay sorry it doesn't usually um completely mess up like this um i'll put it on that one for a second so y'all chat what do you think about this joelle what's everybody saying so far i can't hear you it's interesting i think people are excited oh okay nice okay let me add another i'm gonna have to yeah i'm sorry my vmix software got all um all confused when i ran powershell so yeah speaking of that um one thing i did see uh which may have just been lost in translation of through all that is people were asking like when did they get when would they see that gray navigation bar on the left-hand side could you repeat that i know you kind of talked about that a little bit could you bring bring that up again that's the one that's gradually rolling out yeah yeah i know i just was um there's a setting so let me go ahead and um share this other desktop capture real quick there's that set that organization setting in the team's admin center i mean not teams in the main admin center where you can set like first release it's that thing so so let me go ahead and i'm gonna add myself to this other one sorry this thing is so painful to set up hold on and almost done dropping okay now can you see me on my home site awesome can you hear me okay now that we did all that now let's go ahead and go to the um teams admin center so this is the thing i was talking about right here it's in your org settings and your main off microsoft 365 admin center really release preferences so under release preferences it's sort of a trick it's sort of weird and misleading because it was set to targeted release for everyone but i was still not getting that bar that gray bar so the trick to be able to force it to give it to you to show you the whatever the new release is the new feature that you want to see is to go ahead and just say target release for select users and to put your name in there and obviously if you're a big company you can't just go into the admin center and start changing stuff like this but this is what i did in my tenant to kind of force it to give me this new update so that's the release preferences i was talking about okay so let's go over to teams um so in the team's admin i'm sorry what oh you're muted i can't hear you now i'm sorry god this is so messed up okay in the team's admin center teams apps manage apps so the first thing you have to do is upload your app and they gave they gave it to you as a zip file that whole viva connections thing that's what it did is it just put the whole thing together right there on your desktop as a zip file so i go to my desktop and look i've got one called power hour and that's the thing that it created for me so then it i upload it and there now do i'll try talking hello okay yeah i fixed it it's like it's like my um my computer's haunted today okay so then once i upload it you go you can go ahead and ask me what you're going to ask oh i was just thanking you because a few people had missed that thing about the targeted release so i wanted to recap that that's all it's all the same and then here it is i just uploaded it but um now if you only upload it here and you don't do anything else your all your end users will be able to potentially install it in teams but it's not gonna it's not gonna force it to show in their little toolbar so what you can do is go to um setup policies and go i'm going to global org wide default just to push it out now you might have multiple setup policies in yours but i'm going to go ahead and click add apps and do power hour and add that now the problem that i had was in my other tenant remember when i had done i did a whole power hour about teams admin i had created all these different permissions policies and set up policies and i did all these different things and so i had i had all these different policies defined for different groups of people so i actually needed to go click into all the different ones and i had to add my new app to them so that all the different people and all those different groups that i defined would would all get that app that i was pushing out so now i've put it in global org wide default so now let me see i don't think it's just gonna appear in teams just um right off the bat but i think that if you close teams and open it up it'll appear so let me see um oh i also i gave everyone any i'm gonna go i didn't do the permissions part on this one so site visitors see i didn't give everyone access remember that's what i said you needed to do is give everyone access to it so um i'll do everyone has everyone except external users read but um in here we have our power hour like power hour members and that's going to have all you external people too that i can add you to have read access to so now all of you should be able to get to this site that i'm using as my home site and look there's my gray bar so that's how long it took so at the beginning of power hour i turned this on and put myself in the targeted release and now i can see the gray bar so and now um it i didn't set up the actual global navigation that i was talking about that i showed you in the other tenant but at least i have the gray bar now so now let's go look at teams so you all might see it in teams too and you all will be able to get to that site no yeah it's not there yet i don't see it so i think it does take a few minutes when i was finagling with it earlier um i was just trying things a few times just one after the other and i think i was changing things too fast kind of being impatient for it to show up over here and it just took took a little while so then um on my actual new test home site that you all have access to i'll put a i'll copy it and put it in the chat let's see okay i put it in the chat and see if you all can get to it and see if you all can see you might not see this bar because you're not in the targeted release maybe i'm the only one that sees it so um all right and then then i will have that global navigation that i can turn on and i can give it a logo we'll do that it needs to be square and this is not a hub site but because i just created i didn't make it a hub site yet let me hard refresh this it didn't put oh wait put it over here it didn't put my little um icon over there yet so all of it just kind of takes a few minutes all right so let's go see um see if it's showing in here yet i'm not sure how fast that's going to be no i don't see it yet so some of the things to double check if you don't see it yet are like if i'm in this other group here first line worker they've got their own separate list of things that are going to show there so if i'm in that group i'm not going to see that that app that i added because when i added it i added it to the other the global org-wide default group um oh i didn't i could have sworn it didn't i add it maybe i didn't add it i clicked add apps let's see that would explain why it's not in there if i didn't actually add it okay oh so i added it and let me go to pinned apps okay so you go to pinned apps and add it that's what puts it in the bar sorry about that and then you just move it to the top i was just adding it in the wrong little spot right here okay so you move it to the top you don't have to move it to the top but if you want that to be front and center if you want everybody to have that access to that you know directly to sharepoint right there in the most obvious place in teams then that's where you can put that um that link see activity chat teams calendar those are all the those other little icons in teams okay let me try that again refresh oh wait that's the other one sorry now i've got like all these different tenants doing this does anybody in the chat see this in teams or in um in sharepoint i think it'll just take a few minutes let me see if it's in here oh and also you might want to check your permission policies too so i am allowing all apps but look at this custom apps it says choose which custom apps can be installed by your users i have that being blocked too so i don't i have it so users can't go in and just you know upload apps and install them okay so let's recap here and i'll use let me go to my other tenant where the one that i actually had all this set up in the first place okay so as a recap you have the ability to create a communication site and any communication site and deem it the home site by running a powershell script and once you've run the powershell script then you'll be able to have on that site that you tell it is the home site you'll have this new thing called global navigation and then when you go to your global navigation settings and turn those on and you just click it to enabled that will give you the ability to decide what shows in this top icon you see you can give it your own little your own icon and you can give it basically the sites that you want it to show and people click on it now you're not customizing all these other ones they're going to stay the same but what you're customizing is this first one and what what links come pop out when people click on it and then and of course like i mentioned if this site is also a hub site then you can use that hub navigation as that global navigation and then separately your home site can be created as viva connections and put as a link inside of teams i'll go ahead and go back to both of us and once you have it in teams then you can add it go over to the teams admin center once you've run that powershell script and add that app that it provides you and also allow the app and add it to the list of apps that are displayed down the left side in teams and then that's what will give you the ability to go straight to that home site when you are in teams and navigate around in sharepoint from within teams whew yeah i think they were saying um on there that you when you hit save that it may have failed did i hit save where in the end teams in the team's admin center oh okay yeah maybe i didn't but we gotta go yeah yeah and that is why i set all this up ahead of time so that i could show you it all fully functional and not rely on the demo all being executed perfectly and i'm sorry about the vmix software crashing and right when i thought everything was running smoothly but um i hopefully we got the point across as to what home sites are and how simple it pretty pretty it's pretty simple right it's just the home site part is pretty simple like making uh making something a home site is pretty simple the navigation is kind of confusing um but it's very flexible you can kind of make it do you know several different things and finagle it the way you want it so that's good um it's not good for people that just want to be told exactly how to do it and exactly what settings to do this because it gets kind of loosey-goosey but i'll let you all go and thanks so much for coming and um next week is our live online advanced power power apps and power automate class so we're not having power hour but um thanks everybody and we will see you next time we have power hour over and out bye everybody you

Channel: Laura Rogers

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Rating: 5 out of 5

Keywords: Microsoft 365, Office 365, SharePoint, Microsoft Teams, Viva Connections, SharePoint Home, PowerShell

Id: cGvyPX1iOSo

Length: 49min 50sec (2990 seconds)

Published: Wed Apr 14 2021