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OneDrive For Business - What's new for IT Administrators and End-users

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  • By : Isha Kapoor (SharePoint MVP) Toronto, Canada OneDrive for Business - What's new for Administrators and End-users
  • By – Isha Kapoor www.learningsharepoint.com Presenter : Isha Kapoor (SharePoint MVP) Toronto SharePoint User Group (TSUG) Follow Isha at : Twitter : @Learningsp Facebook : www.facebook.com/learning.sharepoint.page Website : www.LearningSharePoint.com By – Isha Kapoor www.learningsharepoint.com Welcome! http://www.learningsharepoint.com/
  • OneDrive for Business provides Office 365 business users with a SharePoint site to store and synchronize their work files and share them across multiple devices.  There are important differences between OneDrive for Business and the free OneDrive service that comes with an Outlook.com account or pre-installed with Windows 10 and Windows 8.1. h your Office 365! § OneDrive is designed for storing personal documents and photos and sharing them with friends. § OneDrive for Business is designed to store and share work and project-related documents with co-workers. Office 365 administrators are able to control what OneDrive for Business users can do in their document library. Introducing OneDrive for Business OneDrive Vs OneDrive for Business By – Isha Kapoor www.learningsharepoint.com
  • Basic Features in Office 365  Office 365 users have immediate access to the OneDrive for Business service because it's included with Office 365 Business and Office 365 Enterprise plans. Office 365 Users has immediate access 1 TB of cloud storage, users by default get 1 TB of space in the cloud for OneDrive for Business. Storage Capacity The OneDrive for Business sync client lets users synchronize their OneDrive for Business document library to their local computer so they can access files when working offline. OneDrive for Business SYNC Client In the header or elsewhere on your SharePoint or Office 365 site, ‘OneDrive’ appears as an abbreviation of OneDrive for Business to keep things simpler. OneDrive means OneDrive for Business in Office 365 OneDrive for Business provides Office 365 business users with a SharePoint site to store and synchronize their work files and share them across multiple devices. Key OneDrive for Business features By – Isha Kapoor www.learningsharepoint.com
  • OneDrive for Business for Administrators and End- Users * Included with Office 365 Business and Office 365 Enterprise plans. Installing SharePoint Online App Installing OneDrive App Features of OneDrive App OneDrive for Business for Administrators OneDrive for Business for end-users SharePoint Online and OneDrive App Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing Syncing Options Sharing Conflicts Co-authoring and Sharing Scenarios SYNC client updates OneDrive for Business Reports By – Isha Kapoor www.learningsharepoint.com
  • OneDrive for Business Administration
  • By default, the SharePoint Online navigation has links to OneDrive and Sites. Office 365 admins can however customize the navigation by choosing which options to show to users and which options to hide. How to Hide OneDrive for Business in Navigation To do this site admins can navigate to Office 365 admin center -> SharePoint administration -> settings (from left). By – Isha Kapoor www.learningsharepoint.com
  • https://technet.microsoft.com/en-ca/library/dn800987.aspx Pre-provision OneDrive for Business for all users Pre-provision OneDrive for Business user sites OneDrive for Business for Administrators Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing
  • What are Personal Sites in Office 365? SharePoint Online and OneDrive for Business are closely integrated Office 365 services. The OneDrive for Business document library— sometimes called a “OneDrive for Business site”—is part of a user's SharePoint Online My Site. Like on SharePoint on-prem, a MY Site Host Web app in Office 365 is typically created and hosted in SharePoint Online as : https://tanentname-my.sharepoint.com/ Its’ setting for Creating My Sites are also Steps to Follow : The My Site settings are configured during initial creation of your SharePoint Online MY Site Host web app. By – Isha Kapoor www.learningsharepoint.comBy – Isha Kapoor www.learningsharepoint.com You can access these settings using SharePoint admin center -> User Profiles - > Under My Site Settings, click Setup My Sites. https://tanentname-my.sharepoint.com/
  • To Pre-provision – OneDrive for Business for all users Consider using SharePoint Online Management shell and Windows PowerShell 3.0. You'll need to do the following to pre-provision user sites: Steps to Follow : There is a limit of 200 users per provisioning request. If you have more than 200 users, you must submit the requests in batches. • Set up the SharePoint Online Management shell. • Download and install the SharePoint Online Client Components SDK. • Sign in to Office 365 as a global administrator. • Log in as member of the administrators group on the server on which you are running the Windows PowerShell script. • Copy the script CreateOneDriveSites.ps1 from URL https://technet.microsoft.com/en-ca/library/dn800987.aspx Replace the following in the script $webUrl variable $username variable and Replace the example user accounts with the list of accounts to pre-provision. For example,$loader.CreatePersonalSiteEnqueueBulk(@("[email protected]", "[email protected]" , "[email protected]")). By – Isha Kapoor www.learningsharepoint.com http://aka.ms/setupsposhellmanagement http://aka.ms/setupsposhellmanagement http://aka.ms/setupsposhellmanagement http://aka.ms/setupsposhellmanagement http://aka.ms/sposdk http://aka.ms/sposdk https://technet.microsoft.com/en-ca/library/dn800987.aspx
  • Why Should I Pre- Provision these Sites? Consider using SharePoint Online Management shell and Windows PowerShell 3.0. In Scenarios such as the following, you might want OneDrive for Business sites to be ready beforehand, or pre-provisioned : You must have Office 365 administrator permissions for using the SharePoint Online Administration Center to perform the tasks. • Your organization has a custom process for adding new employees, and you want to create OneDrive for Business sites when you add new employees. • Your organization plans to migrate from on-premises to an Office 365 Business or Office 365 Enterprise plan. • Your organization plans to migrate from another online storage service or repository. • Add and delete a Trusted My Site host location • Add Favorite Links for OneDrive for Business in Office client applications. By – Isha Kapoor www.learningsharepoint.com http://aka.ms/setupsposhellmanagement http://aka.ms/setupsposhellmanagement http://aka.ms/setupsposhellmanagement
  • SharePoint Online Management Shell OneDrive for Business for Administrators Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing
  • Steps to install SPO Management Shell (Version 16.0.5326.1200) : Install SharePoint Online Shell SharePoint Online Management Shell Install Windows Management Framework 3.0 Windows Management Framework 3.0 From the Start button, choose All Programs, and then select SharePoint Online Management Shell Run the following, Get-ExecutionPolicy – Make sure it is remotesigned. $credential = Get-Credential Import-Module MsOnline Connect-MsolService -Credential $credential Connect-SPOService -Url https://tenantname-admin.sharepoint.com -credential $credential, where • URL is the URL of the SharePoint Online Administration Center • Credential is the user name to which you want to grant access to the SharePoint Online Administration Center site. The SharePoint Online Management Shell has a new Windows PowerShell module that lets O365 administrators manage their SharePoint Online subscription using PowerShell. Make sure you upgrade the Version 16.0.5326.1200. Use these following steps to install SharePoint Online management Shell. Install and Connect to SharePoint Online Management Shell By – Isha Kapoor www.learningsharepoint.com https://www.microsoft.com/en-us/download/details.aspx?id=35588 http://www.microsoft.com/en-us/download/details.aspx?id=34595
  • OneDrive for Business External Sharing OneDrive for Business for Administrators Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing
  • Now IT admins can set up a list of domains that people can share with or a list of blocked domains but not both. SharePoint Online External Sharing – UI Option By – Isha Kapoor www.learningsharepoint.com This setting impacts both – SharePoint Online and OneDrive for Business.
  • To enable\Disable External Sharing at the Tenant or Office 365 SharePoint Online level, run the following. To Enable External user Sharing (Allow users to invite and share with authenticated external user, run the following – Set-SPOTenant -SharingCapability ExternalUserSharingOnly To Enable External User and Guest Sharing with no-sign in (Allow sharing to authenticated external users and using anonymous access links), run the following – Set-SPOTenant -SharingCapability ExternalUserAndGuestSharing To Disable External Sharing, run the following – Set-SPOTenant -SharingCapability Disabled To Disable External Sharing on OneDrive for Business Sites only Set-SPOSite -Identity https://learningwayinstitute- my.sharepoint.com -SharingCapability Disabled SharePoint Online External Sharing – PowerShell Option By – Isha Kapoor www.learningsharepoint.com If you ever p lan to turn on external sharing for th e Site Collec tions again, the external users would need to be re-invited. The external sharing setti ngs for individual site collections c annot be less restricti ve than whate ver is allowed for th e entire Shar ePoint Online environment , but these se ttings can be more restrict ive.
  • OneDrive for Business External Sharing – Expiration Policy OneDrive for Business for Administrators Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing
  • SharePoint Online External Sharing – Expiration Policy Use SharePoint Online Management shell and Set- SPOTenant command to set the policy. You'll need to do the following to pre-provision user sites: Steps to Follow : 1. Connect to your Office 365 Subscription using PowerShell. 2. Once you are connected, you will run the Set-SPOTenant to set the limit. Run the following, Set-SPOTenant –RequireAnonymousLinksExpireInDays 30   By – Isha Kapoor www.learningsharepoint.com If the end-user tries to override the expiration value that was set at the tenant level, they would see the following. To completely remove the expiration requirement, set the value of RequireAnonymousLinksExpi reInDays to zero (0). http://aka.ms/setupsposhellmanagement http://aka.ms/setupsposhellmanagement http://aka.ms/setupsposhellmanagement http://www.learningsharepoint.com/2015/08/17/connect-to-office-365-using-powershell/ https://technet.microsoft.com/library/fp161390.aspx
  • OneDrive for Business Set Storage Quota OneDrive for Business for Administrators Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing
  • Set Storage Quota for OneDrive for Business To set a Quota limit for SharePoint Online, first, Connect to Office 365 using PowerShell. Then run the following, Set-SPOSite –Identity https://learningwayinstitute- my.sharepoint.com/personal/useraccount/ -StorageQuota 512000 To verify what storage quota your OneDrive for business have, navigate to Site Settings -> Site Metrics. By – Isha Kapoor www.learningsharepoint.com The above sets the OneDrive for business quota to 500GB for admin user (admin_atl-institute_ca) http://www.learningsharepoint.com/2015/08/17/connect-to-office-365-using-powershell/
  • OneDrive for Business Block Specific PCs from Syncing OneDrive for Business for Administrators Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing
  • Block Specific PCs from Syncing To block specific PCs from Syncing, first, Connect to Office 365 using PowerShell. Then run the following, Set-SPOTenantSyncClientRestriction -Enable -DomainGuids “{Guid}” Guid is your Domain’s guid or unique id. All OneDrive for Business Sync client requests originating from a domain that is not on the safe recipients list will be blocked. A sync relationship will not be established unless the machine is joined to a domain in the Safe Recipient List. Any files that have been previously been synced down to your computer will not be deleted. By – Isha Kapoor www.learningsharepoint.com Set-SPOTenantSyncClientRestriction -Enable -DomainGuids “513fad20- 5313-40cb-ac85-a8dfaacc2141” -BlockMacSync:$true Also use the following if you want to restrict Syncing files from a MAC PC only. Run the following to verify any restriction, Get-SPOTenantSyncClientRestriction http://www.learningsharepoint.com/2015/08/17/connect-to-office-365-using-powershell/
  • OneDrive for Business Restrict File Types OneDrive for Business for Administrators Pre-provision OneDrive SharePoint Online PowerShell External Sharing (allowed\ blocked domains) Expiration policy Set storage Quota Block specific PCs from syncing files Restrict file types from Syncing
  • Restrict File Types for OneDrive for Business To restrict certain file types for SharePoint Online, first, Connect to Office 365 using PowerShell. Then run the following, Set-SPOTenantSyncClientRestriction -ExcludedFileExtensions “pptx;xls” By – Isha Kapoor www.learningsharepoint.com Office 365 admins can choose to block certain file types from being synced on web or choose to allow all the file types for Syncing. When this feature is enabled, users syncing any file that is in the exclusion list will see an error message informing them of the block. Set-SPOTenantSyncClientRestriction -ExcludedFileExtensions “” The following Clears the ExcludedFileExtension list and lets all file types synced with the new SYNC Client http://www.learningsharepoint.com/2015/08/17/connect-to-office-365-using-powershell/
  • Restrict File Types for OneDrive for Business Results : By – Isha Kapoor www.learningsharepoint.com To remove all restrictions, run the following, Remove-SPOTenantSyncClientRestriction
  • OneDrive for Business for End-users
  • http://go.microsoft.com/fwlink/p/?LinkId=248256 NextGen SYNC Client Pre-provision OneDrive for Business user sites OneDrive for Business for End-users Install new OneDrive for Business sync client or Upgrade. http://go.microsoft.com/fwlink/p/?LinkId=248256 https://support.office.com/en-us/article/Transition-from-the-existing-OneDrive-for-Business-sync-client-4100df3a-0c96-464f-b0a8-c20de34da6fa
  • OneDrive for Business Syncing Options OneDrive for Business for End-users Syncing Options Sharing options Co-authoring and Sharing Scenarios OneDrive\SYNC Tips OneDrive for Business Reports
  • To sync your OneDrive for Business library or other SharePoint site libraries to your local computer, you'll need the OneDrive for Business sync client. This sync app is available with Office 2013 or Office 2016, or with Office 365 subscriptions that include Office 2016 applications. OneDrive for Business Syncing Options By – Isha Kapoor www.learningsharepoint.com The OneDrive for Business Next Generation Sync Client is the latest sync client. It includes capabilities such as :  Selective syncing  Support for large files up to 10 GB in size and Removing the 20,000 file sync limit. The new SYNC Client is available for Windows 7, Windows 8, Windows 8.1 and Windows 10. The version number of the OneDrive for Business Next Generation Sync Client (OneDrive.exe) installed must be at least version 17.3.6378.0329. See more at SYNC Client Upgrade (@ www.LearningSharePoint.com) http://www.learningsharepoint.com/2015/12/21/step-by-step-upgrade-onedrive-for-business-sync-client/
  • OneDrive for Business Sharing Options OneDrive for Business for End-users Syncing Options Sharing Options Co-authoring and Sharing Scenarios OneDrive\SYNC Tips OneDrive for Business Reports
  • OneDrive for Business Sharing Options For Sharing in OneDrive for Business documents, end-users can either provide access using the Sharing button in Office 365 or from the Office activity panel in Office 2016. Let’s discuss few unique sharing scenarios : In case of a Conflict in a Shared File (local OneDrive folder vs web) – Changes in local folder needs to be discarded. By – Isha Kapoor www.learningsharepoint.com In case you stopped syncing onedrive for business (unlinked OneDrive) - When you start syncing a library again, it will create a new folder on your computer. If it’s using the same name, it will add a number to the end, such as 1, 2, and so on. See : Complete list of Scenarios (@ www.LearningSharePoint.com) http://www.learningsharepoint.com/2016/06/10/onedrive-for-business-co-authoring-and-sharing-scenarios/
  • OneDrive for Business Co-authoring Options OneDrive for Business for End-users Syncing Options Sharing options Co-authoring and Sharing Scenarios OneDrive\SYNC Tips OneDrive for Business Reports
  • OneDrive for Business Co-authoring Options By – Isha Kapoor www.learningsharepoint.com Tips on how Co-authoring works with Versioning, Content Approval, Check-Out\In and legacy Office apps. Co-authoring & Check-out\Check-in – Co-authoring is not compatible with the process of checking out and checking in documents in a SharePoint library. Checking out a document means you want to exclusively write to it, and then eventually check it back in so others can see the changes or do further work on the document. By default SharePoint libraries do not require checking out files, and should not be enabled where co-authoring will be used. Co-authoring & Versioning – Each Co-authoring session Creates a version automatically, when Versioning is enabled in your library. Because several co-authors might keep a document open for a long period of time, versioning for co-authored documents is performed at specific time intervals and not necessarily when the document is Saved. The default value for time intervals in most environments is 30 minutes. Co-authoring & Content Approval – When multiple users are editing a document, Content Approval works as expected i.e. a single users’ Changes are saved as a Draft Version with the status of “Pending” until it gets approved by the Approver. If it gets approved, the same approval process happens when the second user saves his\her changes after being done with the editing. See more details (@ www.LearningSharePoint.com) http://www.learningsharepoint.com/2016/04/01/how-co-authoring-works-with-versioning-content-approval-check-outin-and-legacy-office-apps/
  • OneDrive for Business Tips OneDrive for Business for End-users Syncing Options Sharing options Co-authoring and Sharing Scenarios OneDrive\SYNC Tips OneDrive for Business Reports
  • Consider following resolutions (right) when you are getting issues (left) with OneDrive for Business. “Your OneDrive for business files will no longer sync” Login to your windows 10 machine with Microsoft Id or Office 365 work or school Id. Cannot resolve messages in View Sync Problems in SYNC client OneDrive for Business cache by using the "Easy fix" tool If your OneDrive for Business on Windows 10 resynchronizes files, even when there is no apparent reason for the files to resync, you might need to install the appropriate update for OneDrive for Business for Office 2016 or Office 2013 (whichever). See the Microsoft support article Here. Disabling OneDrive prior to deploying the OneDrive for Business sync client can help avoid confusion as to where files are synced and saved. If users disable or uninstall OneDrive on their computers, they won't lose any files or data in OneDrive. They can always access their files by signing in to OneDrive.com. This doesn't remove OneDrive from your PC, but it stops it from syncing with the cloud or connecting with other apps, and removes it from the navigation pane in File Explorer. OneDrive for Business now supports large files up to 10 GB in size and removing the 20,000 file sync limit. OneDrive is built-in to Windows 10, so it can't be uninstalled. But you can hide it and stop the sync process, so it stays hidden. To do this, turn off all the OneDrive settings and remove the OneDrive folder from File Explorer. Any file that’s currently open by an application (for example, an Excel .xlsx file) can't be synced by OneDrive for Business. Microsoft is working to add the support for file names that contain ‘%’ or ‘#’ characters for OneDrive for Business. Previously these were blocked for upload to OneDrive for Business. Getting errors syncing files in OneDrive for Business? OneDrive for Business Tips! By – Isha Kapoor www.learningsharepoint.com https://support.microsoft.com/en-us/kb/3038627 https://support.microsoft.com/en-us/kb/3118724 http://aka.ms/onedrivehome
  • https://protection.office.com Reports for End-users Generate OneDrive for Business Reports for admins OneDrive for Business for End-users Syncing Options Sharing Conflicts Co-authoring and Sharing Scenarios OneDrive\SYNC Tips OneDrive for Business Reports https://protection.office.com/
  • OneDrive for Business Reports Compliance Center in Office 365 is the new Protection center. Option 2 – Protection Center Navigate to the https://protection.office.com and then select Office 365 audit log report.   By – Isha Kapoor www.learningsharepoint.com Using the Protection Center, there are multiple options and combinations that you can generate audit reports on. The main categories covered for auditing are – § File and folder activities § Sharing activities § Invitation and access request activities § Synchronization activities § Site administration activities § Exchange mailbox activities § User administration activities § Group administration activities § Application administration activities § Role administration activities § Directory administration activities See more about Reports (@ www.LearningSharePoint.com) Before you start creating reports, you need to first Start Recording them. Follow the first two steps below and then check back later to view the auditing data. Option 1 – Admin Center https://protection.office.com/ http://www.learningsharepoint.com/2016/03/18/office-365-audit-log-reports-for-sharepoint-online-and-onedrive-for-business/
  • SharePoint Online and OneDrive App! By – Isha Kapoor www.learningsharepoint.com
  • By – Isha Kapoor www.learningsharepoint.com SharePoint Online and OneDrive App! https://itunes.apple.com/us/app/microsoft- sharepoint/id1091505266?ls=1&mt=8 https://itunes.apple.com/ca/app/onedrive-for-business- replaced/id655772279?mt=8 https://itunes.apple.com/us/app/microsoft-sharepoint/id1091505266?ls=1&mt=8 https://itunes.apple.com/us/app/microsoft-sharepoint/id1091505266?ls=1&mt=8 https://itunes.apple.com/ca/app/onedrive-for-business-replaced/id655772279?mt=8 https://itunes.apple.com/ca/app/onedrive-for-business-replaced/id655772279?mt=8
  • By – Isha Kapoor www.learningsharepoint.com SharePoint Online and OneDrive App! OneDrive and SharePoint work together to provide you with a great mobile experience! Notice this! “When viewing a SharePoint Online Site, the Microsoft SharePoint App opens up." "When viewing Documents from a SharePoint Online Site or OneDrive for Business, the OneDrive App opens up.“ See how to Install SharePoint and OneDrive Apps on IPhone (@ www.LearningSharePoint.com) http://www.learningsharepoint.com/2016/07/04/introducing-sharepoint-and-onedrive-app-for-ios-iphone/
  • By – Isha Kapoor www.learningsharepoint.com SharePoint Online App for iOS (IPhone) A SharePoint App enables you to do the following :  Sign in to SharePoint Online  Sign in to SharePoint on-prem Server Work with a SharePoint Team Site in both Mobile and PC view. Access Promoted Links  Find People in your Company  Search for Documents Notice the four tabs at the bottom – Sites tab, Links tab, People tab and the Settings tab.
  • By – Isha Kapoor www.learningsharepoint.com OneDrive for Business App for iOS (IPhone) A OneDrive App enables you to do the following : Access documents from OneDrive and SharePoint Online Ability to Mark documents as Offline Access SharePoint Online Site  Look at Documents Shared by you  Easy access documents that you are working on. Notice the five tabs at the bottom – Files tab, Recent tab, Sites tab, Shared and Offline tab. See more about OneDrive Apps on IPhone features (@ www.LearningSharePoint.com) http://www.learningsharepoint.com/2016/07/14/onedrive-app-for-ios-iphone-features-and-capabilities/
  • 11 By – Isha Kapoor www.learningsharepoint.com OneDrive for Business Offline Access OneDrive App has a special feature to mark documents as Offline : 1 2 3
  • By – Isha Kapoor www.learningsharepoint.com Don’t forget to follow us : Twitter : @Learningsp Facebook : www.facebook.com/learning.sharepoint.page Website : www.LearningSharePoint.com By – Isha Kapoor www.learningsharepoint.com Thank you! http://www.learningsharepoint.com/
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