Office 365 – Finding Unknown Team Sites

If you read the following Microsoft Office support article, you’ll find documentation that outlines how users can take advantage of the “Create Site” functionality on their SharePoint home page:

In case the link is no longer active when you read this, that is:

  • Launch SharePoint from the app launcher
  • Click on “+ Create Site”



From an Enterprise governance, maintenance, and support perspective this feature can turn into a real problem without [you] knowing about it.

When users create the site, they are given the option to create a Private site:


And, if they’re going to create a site for an executive team, finance group, or HR…they may very likely choose that option (i.e. to create as Private).

The thing is…this site will be truly Private:

  • It will not show up in the Site Collections list in
  • Even the SharePoint Global Administrator will not have access/permissions to the site

So, when your IT support team receives a call about a critical bug on the site, or your users just need a helping hand: not only will the IT team not be able to verify basic information about the site collection through the tenant admin GUI, but even the global admin will be able to do nothing to assist.

The SharePoint Global Administrator will need to reach out to a site owner to be granted access by him/her, and s/he may not know how to manage permissions. This could have been a user who used to know how to manage permissions, by the way, but with the way security/permission administration is constantly changing in O365 you cannot fault him or her for not, or no longer as of this week, knowing how to do so. And, final note for this paragraph…discovering who the owner is may take you a few SPO PowerShell commands to get to if it’s not otherwise obvious.

There is a way to disable this feature:

  • Go to the SharePoint Admin center
  • Drill in to settings
  • “Hide the Create site command”


Unfortunately, if your team didn’t know about this, they may now need to deal with the fact that there could be hundreds of sites out there being used for critical business processes that they didn’t know about and/or have no access to as a SharePoint Global Administrator.

To get a listing of all sites, use SPO PowerShell:

  • connect-sposervice
  • get-sposite (with no arguments)

I hope you don’t find too much that you weren’t expecting…

Hope this information helps.


Education Management in O365

Continuing On…

Many day-to-day activities for the Machine Technology program are now being manged using OOTB features in SharePoint and O365. And, those features are complemented by custom page layouts, such as the G-Code App, and a Provider Hosted Add-In to manage grading and submission of documents related to homework assignments.  Each time new features and components like these are added to the environment one should carefully consider the right way to implement and build those components based on several factors ranging from general best-practices and SDLC management/cost to the specifics required by the scenario, its participants, and the best way to create their user experience.

Now, we know that students’ final grades are made up of more than the scores they receive for documents and homework assignments. We are also all familiar with the fact that artifacts like quizzes, tests, mid-terms, and finals feed into students’ final grades. And, though some students do dread tests, at least O365 made them easy to create, distribute, and submit.

Let’s look at a designing forms in O365 for Education with Microsoft Forms – for our scenario we’ll focus specifically on forms for Test and Quizzes.

Microsoft Forms in Office 365

The word “ubiquitous” comes to mind when thinking about forms and the web. Microsoft has long been focused on web-forms scenarios…whether it be for the Internet, intranets, extranets, stand-alone apps, and so on. They often refine and reshape the design, publish, fill[ing], and follow-up data mining experience around web forms…in multiple software suites and platforms.

And, with the deprecation of InfoPath in SharePoint, it was obvious that Microsoft would be implementing new-and-improved functionality for the forms experience in O365 to coexist with Microsoft Access, SharePoint forms, and others that still have a mid-to-high bar for entry. We see that new-and-improved functionality in the Office 365 Education portal dashboard as “Forms”:

Microsoft Office 365 Forms
Microsoft Office 365 Forms

Creating a Microsoft Office 365 Forms Quiz

When clicking on this new entry point, Microsoft makes the first steps obvious and consistent with what we see in other newer applications like Microsoft O365 Planner.

Microsoft O365 Create FormIt’s very basic (by design I presume).  When continuing on to the add questions to the test/quiz, again we see little opportunity to get confused as shown below.

Quiz Questions

There are a few types of questions that Teachers can add. Of concern for our scenario is the “Quiz” type of question. It comes with two features that are particularly useful:

  • “Correct Answer” – lets the Teachers specify which of the options is the correct choice.
  • “Points” – assign points to a question, and those point values can vary from question-to-question in the quiz allowing the teacher to weight questions.

Adding Office 365 Forms Question

O365 Forms Correct Answer and Points

Sending the Quiz

After all questions are added, Teachers need to publish the quiz for their Students. Yet again, the UI is very straightforward and we see help toast as is consistent with the Office 365 experience:

Send the Office 365 Forms Quiz
Send the Office 365 Forms Quiz

Teachers have all of the choices for distributing the quiz they expect and some they will not (e.g. QR Code):

Send the Office 365 Form

One potential shortcoming for Teachers is that the “Email the link” supports client “mailto:” behavior. Teachers are often working in the Outlook O365 web application and do not have the client installed or launched. This and other opportunities for improved integration with the O365 ecosystem are open for Microsoft to tackle, and with the Evergreen cycle at full-speed I’m sure we’ll be seeing such enhancements in the near future (whether we’re ready for them or not).

Taking the Quiz

The most effective choice for distribution in our scenario was to take the link and surface it through a web part on the home page. Students navigate to the EMS home page at their desk and click the link to launch the quiz form. Aside from being simple and automated, students also get immediate feedback after submitting (this is an option you can enable/disable when sending the form. Note, “See all settings” in the previous diagram.):

Office 365 Forms Results

Viewing the Quiz Responses

To view the quiz, Teachers click the “Responses” tab, and they are given several useful views of results:

  1. Summary: shows reports over all submitted responses.
  2. Individual: lets the Teacher select a specific Student and traverse over submission(s) for the quiz. Allowing multiple submissions is another publish option.
  3. Details: shows all Students’ responses for a given question.

These reports and drill-ins render quickly, are clean, and provide relevant/useful data through which the Teacher can easily identify patterns where certain subject matter are misunderstood, certain students consistently fail to perform, and if the Teacher wants to go deeper into reporting s/he can export to Excel and manipulate the data through powerful Excel reporting and BI features.

Reviewing Microsoft Office 365 Forms results.Next

In previous posts, we’ve covered:

  • Basic Information Architecture and Aligning IA with Search.
  • Bootstrap and custom navigation added to promote intuitive discovery and a standard mobile user experience.
  • Important reference information apps accessed on the shop floor through custom page layouts.
  • Assignments being submitted and graded through a combination of SharePoint OOTB Document Set architecture and a Provider Hosted Add-In.

And, now we have the broader Office 365 Education tenant providing access to a simple yet powerful forms designer, filler, and reporting UI for Tests/Quizzes, general surveys, and date specific feedback – Microsoft Forms.

It’s still a priority to cover portions of the SQL BI side of our EMS – hopefully enough of that stack will be built-up in time for the next post.

Education Management in O365

Continuing On…

Everything is in full swing, and now we’re really beginning on the core EMS functionality. There are a lot of subject choices and content available for the next several blogs in this realm. I’ll focus on workflows around assignments, and grading functionality to start in this blog. Then we’ll likely move on to scheduling of projects, managing a variety of documents with SharePoint and OneDrive for Business, and security over the next following posts.

Let’s start with Assignments and Grading which allow us to cover an increasing path of complexity from document libraries to Provider Hosted Apps delivered through Azure as we implement upcoming modules.

Student Document Structure and IA

Imagine the following example document IA:

Example Content Types

What I’m describing above is:

  • There are two Document Libraries with Document Sets enabled: Student Assignments and Submitted Assignments.
  • Each Document Library has its own document specific Content Types to go along with OOTB Document Set and Document. For example:
    • The Student Assignments Library will hold Student Assignments Document Sets which contain Student Assignments documents.
    • The Submitted Assignments Library will hold Submitted Assignments Document Sets which contain Submitted Assignments documents.
  • Etc.

Thus, within each Document Library, you will find individual Document Sets for each student. The Document Libraries and Document Sets are configured so that students can only add one logical document type, “WMC EMS Student Assignment” (a.k.a. Student Assignment).


Adding Documents


The action of adding a new assignment is the beginning of its lifecycle in the grading process. Let’s see how this document continues to move along – eventually receiving a grade.

Assignments and Grades

As covered in previous posts, Assignment documents are part of the broader set of documents that teachers and students need to manage. Assignment documents in this SharePoint EMS are definitely the most interesting though in that they:

  • Are shared between teacher and student.
  • Are governed by a moderate-to-high level set of security requirements.
  • Are date driven and have a repeatable/predictable lifecycle.

Assignment documents also crack the door for us to start covering student grading and how that’s managed.

The lifecycle for these assignment documents in the basic/classic sense is straightforward, and I imagine we’ve all lived through this:

  1. A student starts a document (math problems, thesis, essay, etc.) knowing it’s due at some date in the future.
  2. When s/he completes the document, s/he turns it into the teacher sometime before that due date (or otherwise faces late penalties).
  3. After it’s submitted, the teacher assigns a grade which is fed into the overall average of grades.

Let’s cover this basic grading scenario process flow for Assignment documents in SharePoint.

  1. Students will be working on their Assignment within the appropriate document set of the Assignments document library. You just saw that above – John adding a document to an OOTB SharePoint Document Set.
  2. When they finish the Assignment, students will take a significant but simple step to submit the Assignment document to the Teacher.
  3. At that time, a copy will be written to a “Submitted Assignments” document library to which only Teachers have permissions.
  4. Teachers then specify the grade of the Assignment document.
    • Students can’t change the grade but need to be able to read it.
    • Students can’t modify the submitted version of their homework but should be able to continuously update their copy.
    • Normally, students can’t resubmit an assignment, but there does need to be a simple way to handle this edge-case when the Teacher approves.
    • Teachers can view and write all grades but Students have no access to other Students’ grades.
    • Etc., this is that moderate-to-high level of security I mentioned…
  5. The Assignment document’s final grade is figured into an overall average of grades which come from many sources.

There’s a lot more than what we might see superficially here, such as:

  • Variable field level security
  • Auto-and-manual workflows
  • Version history management
  • Custom UI
  • Elevated permissions
  • Integration requirements

These factors, and many others, have a huge influence on how we choose to implement this “app”. The G-Code app, for example, is not really an official “SharePoint Add-In”. It’s implemented directly in a SharePoint page layout. I did this because the app deals with data that is only relevant in SharePoint, is narrowly scoped, doesn’t integrate with the larger grading process, doesn’t need to apply TRUE field level security, doesn’t need to elevate privileges, and so on. Sometimes, simple page layouts are a fine choice.

With everything we’ve got going on in terms of Assignment document management, field-and-view security, long running workflows, elevated privileges, and integrating into the bigger grading process/lifecycle of the college…we’re going to build a Provider Hosted App.

Student Assignments

Students are managing their Assignment documents in an assigned Document Set as shown in the image above “WMC EMS Student Assignments > John Doe”.

When they are ready to submit their Assignment, students launch the Assignments and Grades Add-In. Students are presented with a list of documents and properties that are filtered to Assignments which haven’t been submitted yet. One part of detecting whether or not a document has been submitted is by checking to see if it exists in the Teacher’s set.

Available Assignment Titles


There are some other flags in the final business logic, and we’re checking “existence” based on a couple of properties but you see where this is going: if the student hasn’t submitted the document for a score, let him or her do so. Here we see an image showing John Doe’s Student Assignments – those that are “In Progress” and meet the other checks are shown in the “Submit Assignment” UI:

Submit for Grade

And, as each assignment is submitted by the document, we see the UI and backend updated.

Submitted Assignments


Just want to call out quickly – notice how the header labels are changing, text is converted to contain ellipsis, and tooltips appear. This is all very much by design. Mobile is a 1st class citizen in this environment. The Teachers’ environment is even more responsive to mobile form-factors as we’ll see below.

Before that however, let’s quickly review the backend updates tracking students’ activity.


Version History


Pardon the somewhat confusing version history, I need to do some Bootstrap clean-ups on the dialog layout, and also, I’ve run this file through the workflow a few times. Regardless, there’s something very interesting about this metadata we see in the version history: the ‘Modified By’ field is set to “SharePoint App”. That’s the result of using elevated permissions (and a side-effect that server side developers should be very familiar with).

Enabling functionality wherein a Student writes to a Document Set that s/he doesn’t have privileges for is one of the key factors behind the choice to implement this component as a Provider Hosted Add-In. The elevation is accomplished through the CreateAppOnlyClientContextForSPHost method, and as a side-effect, updates show up under “SharePoint App”. We can combat that with a variety of dimension fields such as “Submitted By” and “Graded By” which I may highlight later. And, I will acknowledge again that TMTOWTDI. Elevation of privileges is one factor in many behind the PHA choice…

Technical details aside: students have used a Provider Hosted App that is 100% mobile to submit documents into a secure document set that stages everything for the Teacher to come in and use a matching interface to submit an assignment document score.

Teacher Grades

Students are submitting assignments, and teachers need to grade them….makes sense. Of course, what appears simple at first is often very complex. These assignment documents only make up part of an overall “Main Assignment” score. So, the assignment documents have their own score…as do all other sub-components of the grade. It’s a rabbit-hole discussion, and for now, the important things to note are:

  • The assignment submitted by our student above was copied into private instance of his or her document set in Submitted Assignments.
  • Students can do whatever they want to the original document with no impact to their submitted version, and that was a requirement.
    • The Submitted Assignment lives as the “source of truth” for the students’ grades.
    • Student and teacher can easily reconcile to give the student opportunities to resubmit and/or teacher to re-grade.
    • Otherwise, students can take notes, update, and improve their own versions of the assignment.
  • The submitted assignment carries an arbitrary (i.e. at teacher’s configuration) weight of X scored points against Y possible points.

After the student submits his/her document, the backend is updated as shown above, but we also see the new version of the assignment in a private Submitted Assignments document set specific to each student:

Teacher Backend View

See above:

  • This is “John Doe’s” document set (didn’t outline…sorry) – “WMC EMS Submitted Assignments – John Doe”.
    • There is a unique document set for every student just as we (or they) have in Student Assignments.
    • I’ll take some time to write about the benefit of Document Sets in the future, but this architecture is intentional .
  • Assignment Submitted By was captured to counter the fact that Created/Modified would be assigned to “SharePoint App”.
  • Several fields are blank…these fields are used to help determine overall document status and drive what we show on the UI {Document Score, Document Points Possible, “Date Graded”,…}

Obviously then (toungue in cheek), Teachers’ views will often default to show them all assignments that are submitted by a given student, yet do not have a score, and are also in status “Submitted”.

Teacher Submitting Grade


And, after submitting:

Apply Grade Flow

Let me explain:

  1. Teacher is submitting a 90/100 by phone.
  2. We see the Teacher’s UI updated in our Provider Hosted Add-In where “Graded Documents” now contains the 90/100 score for John Doe on this document.
  3. John Doe sees this 90/100 in his student UI in the PHA.

Also, you’re looking at an alpha build and some prototypes, so colors for “Remove” will probably not be green next time around. Need to get this post out sometime though :).


I know – that was a poor segue into the conclusion, but we need to stop before this post grows into a small novel. Fact is, there are dozens of directions to go from here. We could cover SQL BI, the “Grades” tab UI, other Add-Ins, testing and deployment, continued IA development, endless!

I think we’ll cover some basic reports next, and then get into SQL BI and working with SharePoint data. I imagine I’ll cover updates to the UI/UX soon as well.