Dynamic ways to manage, organize SharePoint Online 365: Hub Site

The primary benefit of SharePoint hub sites; the hub model works as links, not focused  on hierarchy structure. So the organization can adapt to the changes in the competitive, dynamic and changing world.

SharePoint hub sites suits the needs of an organization by organizing and connecting associated sites based on region, department, project. 

Easy access for: 

  1. Discover associated content to all e.g. news and activities 
  2. One centralized navigation, site structure for all associated sites.
  3. Scoped search across all associated sites 
  4. Common theme improved efficiency and engage visitor awareness of associated sites resides within hub’s sites. 

Many organizations, in the past, used subsites to create connections for their intranets, using the site collection's shared navigation. In order to connect sites the hierarchical structure of subsite relationships mandatory. 

However, subsites are more rigid and not adaptable to change due to URL content. Subsites are complex to manage due to governance, many policy features such as retention and classification.
Microsoft Office 365 provides three main building blocks to create intranet that facilitates to configure experiences to align business via geo-locational, departmentally etc.  Various organizations follow different building blocks though a common pattern always found in organizations to accomplish the work. 

  • Team sites (collaboration)
  • Communication sites (communication)
  • Hub sites (connection)
To figure out how the intranet navigation and design should be organized is one of the biggest challenge.

To plan a hub site, the Administrator should analyze about hub site key functions. The hub site must improvise to get the work done such as HR, Finance, Sales, IT etc. 

Let’s look at image below for example

Here Sales hub is connected to sub functions like Customer, Supply, Report and Regional Sales.
Sales target achievement by Gulf team is the news announcement will display in the role up content.
If you are on the Sales hub and reading announcement of sales target achieved by Gulf team.
Microsoft Office 365 recommends communication site or a new template site for hub site. If classic team site using as hub site, the hub navigation and hub site settings will appear only on modern pages.

Some important information

  • A team site or communication site can move to another hub site.
  • One site can not join two hubs at a time.
  • A site can be removed from hub site.
  • Site associated with hub can not be converted to a hub site
  • All users who have permission to associate sites must have permission to the hub site as well.

Folder HelpDesk for Microsoft Outlook


 Issue tracking and user support based on Microsoft Outlook and Exchange

Serving customers with prompt response and without failing to resolve their queries is the backbone of the service industry. 

Issue tracking and ticketing system provides the best possible solution. We, Biz Solutions 365, have integrated both the features in Folder HelpDesk, our high selling product.With Folder HelpDesk a workgroup can collaborate on tickets inside Outlook.

The application is installed in a shared mailbox or public folder, where you see rows of open tickets. If you want to work with one of them, just click it and a ticket form will open.

The ticket form HTML part has various dropdown fields to categorize the ticket, and it can be customized. The ticket also has a free text field for a description of the incident and its solution.

How the organization benefited by having a ticketing system inside Outlook

It is very easy to convert e-mails into tickets. Do it manually, by clicking a button, or let all e-mails in a folder be automatically converted. All formatting from the e-mail is kept, and attachments and images are transferred to the ticket. Information about the sender of the e-mail is also entered into the ticket, like e-mail address, name and telephone number.
The ticket is a standard Outlook post item, so you can use all the Outlook features – for example spellcheck the ticket text, insert attachments and images in the ticket and use a reading pane in the ticket list.

You may send e-mails from Folder HelpDesk. We supply templates for several kinds of automatic e-mails, for example when a ticket is created or a case is closed, and you can also send e-mail answers and messages manually from inside the ticket.
In short, Folder HelpDesk gives you a user friendly and efficient Outlook-based solution for helpdesk, customer support and issue tracking. With Folder HelpDesk you will never more be overwhelmed by requests!

Closed tickets are stored in a database, so the number of tickets in Outlook is normally small. The open tickets are stored both in the database and in Outlook, and that way all tickets can be analyzed in the Folder HelpDesk statistics.

Create a Public Folder on Office 365 Exchange Online and add it to Outlook Web App or a local Outlook

An Exchange public folder can be used by several people in Outlook Web App or in their local Outlook installations. It allows a group of users to view and send e-mails from a common mailbox. These users can also share a common calendar.


A public folder must be contained in a public folder mailbox.

Create a public folder in Office 365 Exchange Online (you need Admin rights over office 365)

1. In Office 365, go to Admin and select Exchange.

Click on Show all

Now Select Exchange option

 2. In the Exchange admin center, select public folders. (Use the links in the right panel to manage your folders when you have created them.)

3. A new dialog will appear. Select public folder mailboxes in the top menu, because you have to create a public folder mailbox before you can create a public folder.

4. Press the plus sign to create a new public folder mailbox. In the new dialog, enter a name for the public folder and click on save.

5. You will now see the newly created mailbox in the list of public folder  mailboxes. Select public folders in the top navigation.


6. Click the plus sign and enter a name for the public folder. This is the name that will be visible in Outlook. You don't have to enter anything in the Path field. Click on save.

Now folder is created

7. Now you will see the new public folder in a list. In the right pane, make sure the Mail settings are enabled. Click on Manage to open a dialog that lets you add people who should have access to the public folder. Click on the plus sign.


8. Click on Browse and select a person to whom you want to give access to the public folder. When you want to give access to many users, create a user group and select the group just as you select regular users. Define permission level for each user or group.

9. Click save and then save again when you have added all users.

Add the public folder to Outlook Web App ( folder will show up in OWA between 15 mins to 5 hours)

1. Click on App launcher

2. Select Outlook


3. Open Outlook in Office 365 and Right click on Folders and select “Add public folder to Favorites

4.     Select the public folder and click add.

5. Here is the public folder in Outlook Web App.

Add Public Folder to local Outlook

1. Create a new Outlook profile: Open the Control panel and go to Mail> Show profile >Add. Enter a name for the new profile.

2. When you click on OK an Auto Account Setup dialog will be displayed. Enter your name and login details to Office 365 and click Next.

3. Outlook starts configuring the e-mail server settings. You will get a success message when this has been completed.

4. Open Outlook and select the new profile when you are asked to select a profile. Now the public folder will be loaded into your local Outlook.






How to Export Microsoft Exchange Online 365 Account Data (Mail, Tasks, Calendar, People and Meeting Requests) in Microsoft Excel (Office 365 or 2016)

To Export data from Microsoft Exchange Online 365 to Microsoft Excel, you need to have Admin rights over Exchange Online mailbox.

Please follow the steps below:

1. Open Excel in your PC and select a blank workbook.

2. Click on Data tab > Get data > From Online Services >From Microsoft Exchange Online.

3. Fill the Microsoft Exchange mailbox address then click OK.

4. Select Microsoft account and click on Sign in button.
(Used Microsoft Office 365 Exchange account for this article).

5. Select your Microsoft account and fill the password. 

6. To select multiple items you can get multiple choice to select data (Mail, Tasks, Calendar, People and Meeting Requests depend on you) in different sheets then click on Transform Date and wait for few moments.

7. Now all the data appears in Power Query editor (you can apply more queries to filter the data). To export this data click on the Close & Load button.

8. To export this data click on the Close & Load button.

Now all the data is exported in different Excel sheets.