When do i use Onedrive and when to use SharePoint

Often I get the question when you save a file in OneDrive or in SharePoint, this is a common question from customers and colleagues when doing a migration. This is mainly because you can use both platforms to store files and collaborate. Yet there are major differences in the platforms which may affect the way you work significantly.

Save files to OneDrive for business

OneDrive for Business is an application that allows to save files locally and in the Cloud. From OneDrive for Business it is possible to synchronize files across multiple devices and share those files with others.
But when do I put the files in OneDrive for business and when do I store it in SharePoint Online.
Below you find a number of reasons when you use OneDrive:

• If you do not plan to share them with others.
• A small group of people working on files.

When you work on files that are not directly related to a project and are only important for you but you want the ease to share with others. Then you can make the best use of OneDrive.

Save files to a SharePoint team or project site library

A SharePoint site is a place where users can collaborate on files and ideas. The team site is set up so that users of the team site can communicate with each other. In addition, a team site is more like workflows wiki’s and the task functionality so that the team can work better together.

• You want to place a file on the team site when it is important for the team.
• If you want to have more influence on the rights which are distributed.
• If you want to use Workflows for approving documents and other files
• If you expect that all related files of the project are in the team site.
• If you want to use extended metadata and this will trigger a checkin and check out

A Project site is designed so here are the key components to run a project.
• You want to place a file on the project as it is important for the project.
• If you want to have more influence on the rights which are distributed.
• If you want to create tasks for team members which have linked a document.
• If you expect that all related files of the project are in the team site.
• If you want to use extended metadata and this will trigger a check in and check out
• If you want a place where you can run your basic project management and have features like tasks and timeline at your disposal.

In some cases, you can make the best use of Office Groups. The Groups functionality includes a OneDrive for business that focuses on a small set of people. Groups is actually a SharePoint team site with the functionality of OneDrive for Business and SharePoint library. Where you have a calendar, email address and OneDrive will also now added Yammer. In the modern teamsite the Group functions are also offered in a team site.

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Setting up Shared mailboxes in Exchange online with Powershell

Often when you migrate users to Office365 you need to configure permissions for Shared Mailboxes. Bellow you find a small instruction on how to do this.

Connect to Exchange Online with Remote PowerShell

  1. Click Start
  2. Click Administrative Tools
  3. Right Click Windows PowerShell Modules and Run as administrator
  4. Set the Excution Policy on the local coputer
  5. Set-ExecutionPolicy -ExecutionPolicy RemoteSigned
  6. Press “Y” for yes when/if prompted
  7. Specify remote credentials through a variable
  8. $cred=Get-Credential
  9. Enter your tenant admin account
  10. Enter password
  11. Set a session variable and connect to Exchange Online, enter command
  12. $s =New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://ps.outlook.com/powershell -Credential $cred -Authentication Basic –AllowRedirection
  13. Import the session with the variable set in previous step.
  14. $importresults =Import-PSSession $s

Now you are connected to Exchange online with powershell.

Setup Shared Mailbox

The following section is copied from Microsoft. See this site for complete details. http://help.outlook.com/140/ee441202.aspx

After you create a shared mailbox, you have to assign permissions to all users who require access to the shared mailbox. Users can’t sign in to the shared mailbox. They have to sign in to their own mailbox and then open the shared mailbox to which they’ve been assigned permissions.

Here’s how to use PowerShell to create and configure a shared mailbox for the Corporate Printing Services department at Contoso Corporation.

Create a shared mailbox To create the shared mailbox for Corporate Printing Services, run one of the following commands:

Office 365

New-Mailbox -Name “info” -Alias corpprint -PrimarySmtp info@yourdomain.com -Shared

Set-Mailbox info -ProhibitSendReceiveQuota 5GB -ProhibitSendQuota 4.75GB -IssueWarningQuota 4.5GB

 

Create a security group for the users who need access to the shared mailbox In the Exchange Control Panel, create a security group for the staff who need access to the shared mailbox for Corporate Printing Services.

  1. Select My Organization Exchange> Users & Groups > Distribution Groups > New.
  2. Specify a display name, alias, and e-mail address. In this example, we’ll use Info, Companygroup, and Info@yourdomain.com.
  3. Select the Make this group a security group check box.
  4. In the Ownership section, click Add to add an owner, if necessary.
  5. In the Membership section, click Add.
  6. In the Select Members page, select the users you want to add. When you are finished, click OK.
  7. On the New Group page, click Save.

Note After you create a security group, the membership is closed. When membership is closed, only group owners can add members to the security group, or owners have to approve requests to join the group. Additionally, only group owners can remove members from the security group.

 

Assign the security group the FullAccess permission to access the shared mailbox

To enable members of the Printing Services Staff security group to open the mailbox, read e-mail, and use the calendar, run the following command:

Add-MailboxPermission “info” -User Companygroup -AccessRights FullAccess

 

Assign the security group the SendAs permission to the shared mailbox

To enable members of the Printing Services Staff security group to send e-mail from the mailbox, run the following command:

Add-RecipientPermission “Info” -Trustee Companygroup -AccessRights SendAs

Note It may take up to 60 minutes until users can access a new shared mailbox or until a new security group member can access a shared mailbox

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My Onedrive for business can’t sync

My OneDrive for business can not synchronize with Office365. We know that an update to an document or folder can çreate an error in the sync. There are some problems with OneDrive where you are not authorized by your system administrator to solve this issue. If the problem is very harsh and you or the administrator want to resolve this issue you sometime need to create a call with the Office 365 support team.

Luckily there are plenty of things you can do with OneDrive Restore.

Actually, there are always a few things you already need to do and know before you sync using OneDrive for business.

Think of it as a URL that you enter when you search in your browser each / example is a folder, but if for example you have a file with the following name “a new way to sync Version 80/20 note.doc” this causes the same problems when you use the & sign the document will not synchronize and you get red crosses.

The complete list of characters that can not be used (in dutch only).

There is also a problem when a file is longer than 255 characters. This can happen when you have a file with only 10 characters, probably the file is in a folder within a folder, etc. for example “C: \ Users \ Documents \ private \folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\folder\note.docx”

Also, there is currently still a problem that your personal OneDrive exceeds 20,000 files. a smart temporary solution isto merge any files in a .zip file if you have for example a store with lots of files you used purely for backup, it is interesting to zip these files so that for example in 2000 become one file.

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Restore Office 365 Video Portal Hub

Office 365 changes al the time, I tried to see if I could Disable the Video Portal, to test what happens if you delete de Video Portals.

En my Tenant Admin for SharePoint settings I disabled the Video Portal:

Disable Office 365 Video Portal

I saw my Video app disappear from the App Launcher. Now it is time to delete the site collections.

So at this point I am a Tenant Admin, and I want to clean my Site Collections. The Video Portal creates a few SharePoint Site Collections and one of them is named Hub. This is the main Site Collection for the Video Portal where all your videos are shown.

So I Delete the Video Portal Hub Site Collection. and delete it from the Recycle bin.

Now it is time to recreate this Site Collection? I turned the Video Portal back on using the setting above. I hoped that it would recreate the Hub but that didnt help. Only the Video App in the launcher came back with a nice 404 Page Not Found

The Solution for this issue is to go to the url Bellow

Http://tenant.sharepoint.com/_layouts/15/videoredirect.aspx

This will recreate the hub Site Collection.

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How to Create Multiple Subsites with Powershell From a CSV file

Sometimes it happens that you need to create Bulk subsites in a Sitecollection. And there is one thing what it-ers don’t like and that is manual work.

With this PowerShell script you can use a EXCEL.CSV to import as many sites as you want.

Step1

First of all you need to install the SharePoint2013 Client Components SDK.

http://www.microsoft.com/en-au/download/details.aspx?id=35585

Step2

The next step is to start up powershell ISE as a Administrator.

Now we need to make a connection to you Office365 admin Tenant with the following command

connect-SPOservice https://tenantname.admin.sharepoint.com

subsite1

Fill in your Office365 administrator credentials and press OK.

Now you are connected to you SharePoint tenant.

Step 3

And we can start editing the script to import the CSV.

Copy the following script in your Powershell script pane.

$csvLocation = “C:\Installt\sites.csv
$template = “template
$siteUrl = “https://tenant.sharepoint.com/sites/sitecollection
$username = “youraccount@tenant.nl”#yourpassword
Add-Type -Path “c:\Microsoft.SharePoint.Client.dll”
Add-Type -Path “c:\Microsoft.SharePoint.Client.Runtime.dll”

$password = Read-Host -Prompt “Enter password” -AsSecureString
$ctx = New-Object Microsoft.SharePoint.Client.ClientContext ($siteUrl)
$credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($username, $password)
$ctx.Credentials = $credentials
$csv = Import-Csv $csvLocation

ForEach ($site in $csv) {
$site = $($site.collumname of CSV)
$webCreationInformation = New-Object Microsoft.SharePoint.Client.WebCreationInformation
$webCreationInformation.Url = $site
$webCreationInformation.Title = $site
$webCreationInformation.WebTemplate = $template
$newWeb = $ctx.Web.Webs.Add($webCreationInformation)
$newWeb.ResetRoleInheritance()
$ctx.Load($newWeb)
$ctx.ExecuteQuery()

Write-Host “Site created:” $newWeb.Title ” at: ” $siteUrl “/” $newWeb.Url
}

Now you probably wonder what you need top fill in at Template. You can choos a custom template or you can choose one of the template  from the site bellow.

SharePoint online Template codes overview

In the next couple of days i will create another blog about this subject where i show you how to create a Custom template and how you can get the template code of your custom template.

Good luck and don’t hesitate to ask me question about this subject.

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How to delete a SharePoint online site with SharePoint Online Management Shell

Connect to your SharePoint Online tenant with the SharePoint Online Management Shell.

Start -> All Programs -> SharePoint Online Management Shell then type:

Import-Module Microsoft.Online.SharePoint.PowerShell

When the Sharepoint online management shell is open and the module is imported we want to connect to our Tenant.

Connect-SPOService
-Url
https://tenant-admin.sharepoint.com
-Credential
username@yourtenant.onmicrosoft.com

When you are connected the first thing to do is run a Get-SPOSite | select URL

This will get u a list of all SharePoint Online Site Collections

022114_0357_removingash1

Now we have all the site collections choose your site collection, to remove the site collection type:

Remove-SPOSite https://tenant.sharepoint.com/sites/siteyouwanttoremove

Once that’s completed the Site Collection will be removed and be put in the Site Collection Recycle Bin for 90 days

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Use the latest Features of Office 365 and SharePoint online

Office 365 band SharePoint Online continues to develop and grow this means there are updates coming out everyday, week or month.

Microsoft offers the ability to turn on ‘Preview Features’, Preview Features are the latest changes that haven’t been released yet.

So How do I enable the preview features?

Easy, navigate to your admin tenant (https://yourtenant-admin.sharepoint.com)

preview1

Click Settings, scroll most of the page down and you will see a section called ‘Preview Features’ .

Enable the feature and click OK

preview2

Once done the latest Preview features should be available to you.

Learn more about Preview Features here

Preview Features Office365

You can also enable the preview features of Office365. This will enable lots of preview feutures like (Sway, Delve, and office 2016).

To enable these go to your admin tentant (https://yourtenant-admin.sharepoint.com).

update2

Next klik on service settings and select updates.update3

Now you have the option First Release. You can set this on entire company or you can set up a couple of super users to test with the preview features.

Enjoy your new features.

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How to hide the OneDrive Synclink from Navigation and Library’s

A common question that I am asked on a daily basis is how can we hide ‘One Drive’ or ‘Newsfeed’ from the Top Navigation bar?

Well Thanks to an update a few month’s back it’s now extremely simple to do so:

Browse to:

https://companyname-admin.sharepoint.com/_layouts/15/online/TenantSettings.aspx

HideOneDrive

Scroll down to the bottom of your page  Save your changes and you are done

You can also remove Onedrive sync fuctionality from a Document library or another app.

Go to the sitesettings of the library you are in.

3

Select Search and offline availability. And change the Download to offline clients to NO.

searc

offline

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Building your first Office 365 Video portal

Microsoft has recently added the Video portal to Office 365.

To turn on the Preview option please follow this blog post:

video5

Your video page will start to load for the first time so this may take a while (about 10minutes)

video4

video3

Once Completed you will receive this nice Welcome Message , click Let’s go

One of the first things to note is the URL of the Video Portal

https://yourtenant.sharepoint.com/portals/hub/xxxx

video2

So let’s create our first Channel

Click the Create Channel Button , Give your channel a name and color:

Click Create

video1

Once created you can now upload videos and share with your Security Groups, SharePoint Groups or even unauthenticated users(everyone).

If you have some movies you can also use Sharegate to migrate you movie files to the Microsoft Video portal.

For more information you can check this blog From Jasper Oosterveld about Next gen Portals.

You can also check this Blog of Benjamin Niaulin.

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How to check and set rights to your recently migrated content With Sharegate

In our last blog i showed you how you can migrate content between site collection. For my test  migrated some content from a users OneDrive to a Site collection of the department the user was in.

When i provided him with the information of the location of his content he notified me that he wasn’t able to see any of his content or documents.

So the first thing i thought ok probably the rights. But the thing was that the user created a subsite in his department where i had put his content. This means that the user is Site owner of that site. Then i realized we migrated his data from his OneDrive where only he had access to so i probably had to set the rights on the folders and content i had migrated.

Check permissions with the Sharegate Security and Management feature.

Go to Sharegate and select security. You will see the following options.

sec mngt1

Then select Check permissions.

sec mngt2

Select the group you want to check

*example
Owner
Publisher
Reader
Etc

Select your target Site, list or directory

sec mngt3

Press View to view the Permissions of that moment.

Set rights to a list or library within a Subsites

To set rights with the Sharegate security an management tool go to security and select add permissions.

sec mngt1

Again select the user or group which you would like to give permissions.

sec mngt5

Select the Role you want to give the user or Group

sec mngt4

Select the target where you want to give permissions

sec mngt3

In my case i selected both options

  • Cascade to children
  • Cascade to Content

I did this because i have one user who doesn’t have rights on his own migrated folder.

sec mngt6

Then press apply to set the permissions that’s it.

This feature i really dummy proof when you want to give easy permissions. Now you don’t have to got to the site, list or library to give permissions.

Source: Sharegate website

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