Get a Link – Get a Break!

getalink-brokenchocolate2As I am writing help materials for our new intranet I do not only have to think about “HOW do you do this” but also “WHY would you do this” and “How can you do this BEST, without spending too much time, adding maintenance or messing things up?”

With the migration of content to the new platform, many Site Owners need to rework their publishing pages. Generally these pages contain (clickable) header images, Promoted Links, Summary Links and links in the text.

On the old platform, when you want to grab the link to a document or image, you go to the library, right click on the name and select “Copy Shortcut” from the pop up. This is no longer available in SharePoint Online.

So, how does one get a link in SharePoint Online?

I have found 3 ways to link to a document, page or image:

  1. In Summary Links as well as the Rich Text Editor on a page (Wiki page style), you can browse for the link to a document or image that lives in your site or site collection.
    getalink-insertlink
    Insert > Link > From SharePoint will allow you to browse the libraries and lists in your site and link to the desired content.

    getalink-summarylinks
    When creating Summary Links you can browse for the content in your site.
  2. You can open the item and grab the URL from the address bar.
  3. There is the new Get a Link option, which you will see when you select a document or image from a library, in the Action Bar (is that what it’s called?) and the pop up menu.
    getalink-actionbar
    The Action Bar shows the Get a Link option when you select an item

    getalink-actionbar-gif-popup
    When you click the … behind an item name, you will see this in the pop up

The users in my company are all accustomed to grabbing a link when they want to share a document via email or on Yammer, so I think this “Get a Link” will appeal to them.

However, at first glance I see 5 different options. What to select?

getalink-options
5 options to Get a Link? Please note that the “no sign-in required” options can be disabled by the tenant administrator. This allows you to share links with anyone, in and outside of your company.

Let’s find out how this works!

Microsoft has already written about this but it is not very detailed.
So, I have created a brand new site in my own tenant. In this site I have uploaded 5 documents, each named after the action I will take.

getalink-documents

I assume the file type is irrelevant so I have used a mix of Excel, Word and PowerPoint.

Please note I am the tenant admin, so I am not a normal Site Owner. Some things may work differently for a regular Site Owner with Full Control.

My tenant is almost out-of-the-box and external and anonymous sharing has been enabled on all site collections.

How to use Get a Link:

  1. Select the document and click “Get a Link”
  2. Select one of the 5 options
  3. Click “Create” (if the link has already been created earlier you will immediately see “copy”
  4. Click “Copy” and the link will be added to your clipboard
  5. Paste wherever you need it.

You can remove a link if you longer want to share. This means the link will be disabled if someone clicks on it.

For links with “no sign-in required” you can set an expiration date. This means the link will no longer work if someone clicks on it after the expiration date.

getalink-expirationdate
For “anonymous sharing” you can set an expiration time.

Results

  1. The links look as follows:

Restricted link:

https://company.com/Sharing/Shared%20Documents/GetLink-RestrictedLink.pptx?d=wa1065f209e79474cb70b1d349a3d5c1c

View Link – account required:

https://company.com/Sharing/_layouts/15/guestaccess.aspx?guestaccesstoken=g5GzCR4X%2bSQeQkoUVxhvy6ObgkIgAOAwWPxUubf%2bNlY%3d&docid=2_061f40460a0bb4a509b5f126109e2f28e&rev=1

View Link – no sign-in required

https://company.com/Sharing/_layouts/15/guestaccess.aspx?docid=0d7dc303b58164d169fe1e15c05981740&authkey=Acc4tb7-2Nb5GYqUQPj4Oy0

Edit Link – account required

https://company.com/Sharing/_layouts/15/guestaccess.aspx?guestaccesstoken=OygCzI%2f3Nkr8YKUhpYNPucCNr3H7x4zTfJowLrST0lI%3d&docid=2_17f6bad80545a42428c32907a3503e6f4&rev=1

Edit Link – no sign-in required

https://company.com/Sharing/_layouts/15/guestaccess.aspx?docid=11bf22e7919224e2987caf7ea39f9f4f5&authkey=AReBJ-AIIrhwFnuFeCqR1e

2. Using the “View” and “Edit” links will break permission inheritance for the document as soon as you hit “Create”.

getalink-what
Pardon my French, but what did you just write there?

Yes, you may want to read this again:

Using the “View” and “Edit” links will break permission inheritance for the document as soon as you hit “Create”.

I was a bit worried about the word “guest_access” that I saw appearing in 4 of the 5 links, so I decided to check the permissions of my site.
Microsoft mentions this in the small letters of their post, but it is easily overlooked.

You know you can now see immediately if you have items with different permissions in your site. That is very convenient. Normally, only the Microfeed has different permissions, but now my Documents have too!

getalink-brokenpermissions
The document library has “exceptions”. That means: some items have different permissions.
getalink-4outof5
Only the “Restricted Link” does not break permission inheritance!

4 of the 5 docs have broken permissions inheritance! The permissions have not changed yet, but the inheritance has broken. This may not appear to be a big deal now, but if you ever happen to add a new group or individual to your site, which is not unlikely, you will have to remember to give them access to these documents.
Do you seriously think any Site Owner will remember this? Or have the time for that?

More scary and inconvenient findings

  • As soon as someone clicks on a link they are added to the permissions of the document, regardless of their existing role in the site.
getalink-added-after-clicking
I am the tenant admin, and have Full Control of this site, yet I am added as soon as I click the link.
  • People in the Members group get all the options for “Get a Link” as well!
    I have tested this in my work environment and it turns out Members can see and use the “view” and “edit” options so they can break the permission inheritance of documents without the Site Owner being aware!
  • You can only find out which links have been created by checking the options for each document. Click “remove” if you see that an unwanted link has already been created. Now go find out which of your links (In a text, in Summary Links etc.) used this link 😦
  • You can remove the link, but the permission inheritance is still broken.
  • You can only “delete unique permissions”  per document, so you have to go to Site settings > Site permissions > Show items with different permissions > View Exceptions > Manage permissions > Delete unique permissions.
    This is a tedious process.

I think this can turn into a serious issue. I have found that many Site Owners do not fully understand the consequences of broken permission inheritance, and do not understand the extra maintenance and support issues involved. I have tried to tell them NOT to break permission inheritance unless it is really needed, and to never do this on a document or item level.
And even if they know, it is a time-consuming job to reset the permissions.

Also, why all this complexity for just getting a link? I think only the “Restricted link” would be sufficient. Who would ever want to use the “edit” options when linking to an image? Why would you use the “Get a Link” option to share via email if there is also a “Share” option which sends an email? (and which, in some cases, asks permissions to the Site Owner first?)

What would I recommend if you need a link?

  • Use the “Insert > Link > From SharePoint” option to link to a document or image when working in the text editor of a page
  • Use the “Browse” option when creating Summary Links
  • Use “Get a Link > Restricted View” when you want to get a link otherwise. This respects the permissions of your library.
  • Instruct your site Members about the dangers of Get a Link and ask them to use the Restricted Link.

What are your experiences with the Get a Link functionality? Have you been able to reduce the scope and if yes, how? I would appreciate to hear and learn from you!

Kitten image courtesy of Top Photo Engineer at FreeDigitalPhotos.net. Text added by myself.

No editing pain with the details pane

docpane-picredRecently I sang the praise of the details pane in SharePoint document libraries, because I firmly believe this will make it easier for site owners (and supporters) to know what has happened to their documents.

But there is more to that pane than just information about the library. It also shows useful info about each document.

When you upload a document to a library, the newly added document will be selected and the details pane opens.

docpane-justuploaded
When you upload a document, the details pane opens with a warning that some required metadata are missing.

On the details pane you see the following from top to bottom:

  • A preview of the document’s first page
  • Document name, size and modified date.
  • A warning that this document misses mandatory properties
  • The properties
  • Recent activities for this document and by whom
  • Who it has been shared with
  • Document information such as file type, path and size
    docpane-firstscroll
    Top part of the document details pane
    docpane-secondscroll
    The second part of the document details pane

    docpane-thirdscroll
    The bottom part of the document details pane

There are now three ways to edit the properties of the document.

1. Traditional: Via the document menu

-Click … behind the document name, click “More” in the menu and then “Properties”.
You will go to the document properties page.

docpane-traditionaledit
The document properties page

-Click “Edit all” and you will go to the edit page
-Make edits and click “Save”
-You will go back to the document item page, as per screenshot above

Hmm…you will have to find your way back to the document library again 😦 .

2. Via the “Edit all” link

-Click “Edit all” in the details pane, next to “Properties”
-You will immediately go to the edit page of the item

docpane-edit-all
The edit page.

-Make edits and click “Save”
-You will go back to the library.

Now, that is better. It saves me a few clicks and I stay in the context of the library.

3. In the details pane

-Click on the field below the column name (in this example: Name, Title and Topic).
-The field will now open up and can be edited
-When you have made your edits, click below the edited field
-You will see “saving”, “saved” and then the field will look normal again.
-Click on the next field and repeat.

I think this will benefit from a short video demo. Please watch in full screen mode and look at the right side.

Yay, this is very fast and I do not even have to leave my document library!

This also works for lists. You can even add an attachment to a list item from the details pane. (I am not a big fan of attaching documents to list items, but that is another matter)

docpane-list
Editing properties of a list item

Some quirks!

  1. If you have many required properties and they are all Choice or Lookup fields with many choices, you will have to do a lot of scrolling. Using “Quick Edit” (the former “Edit in Datasheet”) may be a better way.
  2. The “wobbling” caused by the words “saving” and “saved” appearing and disappearing makes me a little seasick, especially when I had to edit about 50 documents recently  🙂 . In that case, “Quick Edit” may be better.
  3. There is not much space available to show texts, so if you have a long description, you may lose track of what you are writing. Save your text to see if your sentence still makes sense. Using “Edit all” (option 2) may be easier, although the space there is limited, too.
  4. In older SharePoint versions, a document was only visible to the audience once it had been properly checked in with all required metadata. This appears to be no longer needed. So there is a larger risk of documents in your library that do not have all required metadata added.
  5. This is a very new way of editing SharePoint stuff, so will need communication and adoption efforts.I can imagine that people will be looking for an “Edit”or “Save” button.

Conclusion

Editing a document’s properties in the details pane is a very easy way to adjust metadata while staying in the context of your work. It does have a few quirks, so may not be the best option for every purpose. I think it is great for adding metadata to newly added documents, or for making small adjustments to a limited number of documents.

What do you think of this? Do you like this pane or not, have you found any other gotchas? Is this something you actively communicate to your users? Please let me know!

Bad SharePoint! You deleted my document!

documentgone-imageAbout once a month I get a panicky phone call about “an important document that has suddenly disappeared”. Quite often SharePoint or even myself are blamed for this.

The reality is always different, of course: a user of the library has deleted the document, but who has done it is impossible to find out (for the Site Owner) and many people do not know how they can restore deleted documents.

I am therefore very happy with the new Document Library experience in SharePoint Online, where the “details pane” tells you what has happened in the library. (And even with each document!)

From now on, you can see who has deleted or modified a document by clicking he little “ï” icon on top right of your library to see what has happened.

documentgone-detailspane
The yellow-marked “Details Pane” opens up when you click it.

Let me show you how this works with a few common scenarios that may lead people to think their document has been deleted.

This is a library in the “All Documents” view.

documentgone-library
Document Library. Each file is named after an action.

1. The document has been deleted.

Deleting a document shows up in the pane.

donemuentgone-deleted
File deleted. The file name is not clickable.

Oh dear, you can see who has deleted the document! 🙂
I am always the bad guy in my one-person tenant, but please note everyone’s actions are visible to everyone in a more “normal” environment!

If you see this message, contact the person who has deleted the document and ask him/her to restore it. The Recycle Bin still only shows the items you have deleted.

If you restore the document from the Recycle Bin, the details pane will show you this:

documentgone-deletedandrestored
File restored. The file name is clickable again.

2. The properties of the document have been changed.

This may move the document to a different view, and may lead people to think the document has been deleted. (Depending on the views in your library)

I have a view for “Video”. It contains 3 files.

documentgone-videoview
3 files in this view, which is filtered on “Topic”= “Video”.

If I change the Topic property for one document, this is what happens:

  • The document moves out of this view
  • The details pane shows this message:
documentgone-editproperties
I “edited” this file.

“Edited” can mean various things, but in any case you will know that someone has done something to this document, and it was not a deletion.

3. The name of the document has been changed.

This will leave the document where it is, but people may no longer recognize it and may think it has been deleted.

This is what the details pane shows when you change the file name:

documentgone-edittitle
You get two actions in the details pane

Interestingly, you will see two actions mentioned:

  • “Edited” the old name
  • “Renamed or Moved” the new name

This will tell you where to look, and again shows you the file has not been deleted.

4. The document has been moved to a folder.

This will move the document out of the view, so people may think it has been deleted.
In this case, nothing new shows up in the details pane for your library.

However, if you open a folder and click on the details pane icon, you will see an action:

documentgone-movetofolder
You will only see any actions in the folder itself.

This means you will have to go to each folder and check if the document has been moved there. That is another reason to use metadata rather than folders to group your documents into meaningful clusters.:-)
I always suggest to create a “Monitor” view that shows all documents, sorted on “modified descending”,  without folders, to keep track of latest changes.

If you move the document back to the “All Documents” view, you will see it mentioned in the details pane of the document library again as “renamed or moved”.

documentgone-movedfromfolder
There is an action if the document is moved out of a folder into the All Documents view.

Good to know:

  • If you edit the content of the document, it will also show as “edited”.
  • When you select a document and open the details pane, you can also see and edit the document properties, see the document history, and a lot more, but that is not the scope of this post. (December 2016: I wrote this post about that)
  • All changes will remain visible for at least 2 months, but I do not yet know if there is a limit on time or number of actions.
  • If the same person performs a number of actions, they will be grouped as “<person name> made edits”. You can click the arrow to see them all:
documentgone-madeedits
Click the arrow to open and close the list.

Conclusion

I think this is very useful functionality to help any Site Owner. It will make the Site Owner less dependent of their site collection admin.
“Edited” and  “renamed or moved” may mean various things, but they at least indicate that a document has changed, but not been deleted.

What do you think of the details pane? Has it helped you?

Image courtesy of imagerymajestic at FreeDigitalPhotos.net
Title inspired by the movie “Bad Santa” with Billy-Bob Thornton.

Dazed and Confused – by SharePoint online?

confusedWe are moving from an old on-premise SharePoint  intranet to one on SharePoint/Office365.

I have been using SharePoint Online from 2011 so I have become quite used to the interface and its regular changes. But I was very curious what my end-user colleagues would think of the new SharePoint and I recently had the opportunity to train a number of them in the new environment. Our goal for this training was to get an idea of how people would react to the new platform, and which elements would be clear immediately and which would need more help and instruction.

All participants (except one) had experience with managing SharePoint sites. They also knew this was an experimental training so they were encouraged to be outspoken about their findings and suggestions. Each got their own test site in our test tenant, which is on first release.

These are the findings of that first classroom training:

1. The Office365 Homepage

When you log on to Office365 for the first time, you get a lot of pop-ups about Office365. While that is helpful for new users, for this purpose it was annoying because people were less interested in Office365 than in SharePoint.
Clicking around opens up a ton of new screens, which was not universally liked.

2. The SharePoint Homepage

This was a bit confusing, because people have never had that, and the page was mostly empty. The test sites did not show in everyone’s page, despite them having personal access. I do not know if that is a search indexing thing or that you must have visited the site before it is shown in your “recent” sites.
As soon as everyone was on their site’s homepage, I told them to “Follow” it to be able to revisit it quickly, and everyone got it.

3. Site Contents

I took them to Site Contents, and then I found that some of my trainees had the old Site Contents with tiles, and some of them had the new experience . That was a bit confusing, but it was a good illustration of the ongoing changes that everyone can expect.

4. Document Libraries

Document Libraries were already in the New Experience, and I was a bit worried if people would be able to overcome the gap in look-and-feel between our old SharePoint and the new one.
It was a pleasant surprise to notice that, with just limited instructions, people took to it straight away. Everyone saw the benefits of the Pin To Top functionality, and I saw two people nudge each other happily when they learned about the library and document information pane, that also tells you who has deleted a document. No more guessing or blaming SharePoint or IT!

librarywithinfo
The Document Library with the information pane. Just click the i on the top right of the library. You can see which documents have been created, edited, deleted, restored, by whom and when. Great!

5. Lists

Unfortunately the Lists were still on the “old experience” with the tabs and the ribbon. While I have always loved the ribbon in The Office Suite, I have never taken to it in SharePoint, and I am more than happy to see it go.
My trainees did not use Lists much (an opportunity for later!) but they got it quickly enough.

6. Deleting and Restoring

Deleting and Restoring content is a topic high on my agenda. We often get panicky calls from people who have “lost documents” and have never heard about the Recycle Bin. I added a few exercises with deleting and restoring documents and list items, told them what to do themselves first, and then how to get help. It all went smoothly once people knew how long things will be stored, what goes via the Recycle Bin and what does not, and what they can do themselves and when it is time to contact the site collection admin.

training-recycle-bin

7. Quick Links/Navigation

The Quick Links (team site) and Navigation (Publishing site) caused some confusion since it is a mixture pf settings and edits, and moving the menu items around resulted in unwanted indentation. It is also different from the custom-built navigation many people have used, so this will definitely need some more instructions.

8. Editing a page

Editing a site’s homepage turned out to be quite easy for the trainees. Everyone in the audience had experience with managing Publishing sites. They sighed happily when I showed them they can now insert images from their PC in the Content zone without having to upload them to SharePoint first.
Everyone had already embedded a video before I even talked about it  🙂
Editing the (basic) team site homepage was even easier.

training-addpicture
Inserting a picture from PC appears to be so much easier!

9. Image Library/Image Renditions

We have some recommended image sizes preconfigured in the Image Renditions and the trainees thought that was pretty useful. (It shows you how an image will look in that size). In our current environment, you only see it when you have added it to a page, and that can lead to surprises. 🙂

training-renditions
The image renditions show you how a picture will be displayed in different formats.

10. Promoted Links

Promoted Links have been designated as an important tool for nice looking links to other content in formal sites. Oops, this was a bit hard. Of course this is a new functionality so people did not know it beforehand. But I also think that the default configuration can be improved. That will be another blog.

training-promotedlinks
Promoted Links with 3 different opening options.

Conclusion

All in all, my trainees did quite well. But then they were experienced and motivated. I think they benefited from my little bit of hand-holding and assuring them that most was still there, just in another place or with another name.
The only person who was a bit lost was the person with no earlier SharePoint experience.

So, I am actually quite content. After all this, I think the ongoing changes will be the largest hurdle, more so than the delta between the old and new SharePoint. (with the exceptions mentioned)

Have you introduced Office365 recently and if so, what have been the largest hurdles for your audience?

Dazed and Confused? I do not think so.

Title inspired by Led Zeppelin’s “Dazed and Confused

Image courtesy of Stuart Miles at FreeDigitalPhotos.net

Organizational change and your SharePoint sites

OrgChangePawnsSharePoint” or “the intranet” is generally not the first thing people think of when an organization changes. But there will always be a moment when people are looking to align their teamsites to the new organization structure.

If you are supporting SharePoint users in your organization, this may be a good “toolkit” to support site owners who are confronted with a major change.
I wrote the following posts earlier, but I have now ordered them t
from overview to detail, which suits the process better.

1. Handover

TeamSiteinheritanceFirst, the new owner should know what (s)he is the owner of.
Which site(s) are in scope, how are they related, what do they contain and who can access what?
Of course this should ideally be done by the former owner, but in real life this is not always feasible, since the former owner has generally left their position by the time the new owner arrives. I have to step in quite often.

In “Congratulations, you have inherited a teamsite!” you can find the first steps toward new ownership. 

2. Review and adjust

OrgchangeWhen the new site owner knows what (s)he has inherited, it is time to review the content. Is all content still relevant, do subsites or documents have to be moved to another place, can stuff be archived, does content have to be updated or new content have to be created?

In “12 things to do in your team sites after organizational change” I have listed a number of items to review regarding Content, People and Pages.

3. Change

While the new owner will probably make the first adjustments during review , there are some more detailed changes that need careful investigation and planning beforehand. When changes in metadata are required, for instance, you have to understand how your list or library has been set up, and how a change is going to affect your content. There is a big difference in behaviour of a library that picks metadata from a Choice field compared to a Lookup List.

Change-PictureIn “Ch-ch-ch-ch-changes part 1” you will find info on changing

  • Site name/URL

  • List or library name/URL
  • View name/URL

Changes-image2And in “Ch-ch-ch-ch-changes part 2” I have listed how to change

  • Columns

  • Folders

  • Documents and List items

Do you have other suggestions to help new site owners on their way?

Top Image courtesy of Graphics Mouse at FreeDigitalPhotos.net

The new Office365 Homepage

Yesterday I logged in to my Office365 and I immediately thought : “Wow, that looks nice”. It is not often that I am struck by a beautiful page, so I decided to write about it.

This is it:

NewOffice365Homepage-NewMine
The new Office365 Homepage

 

NewOffice365Homepage-Bottom
And this is the bottom of the page. You can decide to show more documents.

 

First good impressions:

  1. The small top bar is much larger now and that really looks good. It must be my Raspberry theme, although it also looks cool with Cats  🙂
  2. The welcome message is nice, although I know it is calculated from my timezone and my account. Still, it looks vibrant and cheerful.
  3. Your most recent documents are displayed underneath.
  4. You immediately see you can install software. On iPad, you can download Office apps.
NewOffice365HP-iPad
This is the new Office365 Homepage on iPad

 

What would I like to see as improvements?

  1. It would be nice if you could also search for other things than documents. I am trying to wean myself (and my colleagues) of documents where possible, and this does not help.
  2. That also goes for the recent documents underneath the apps. I would like to see my unread email, or my unread Yammer messages, or the Tasks due today, as well as documents. If Office365 is going to be my Digital Workplace, it should display more than just documents.
  3. A little badge on each app to show the number of unread messages, or new tasks, or something like that,  would also be nice!
  4. The coloured bar overlaps the profile picture a little, so that needs some tweaking.

And this is the page as it used to look (on a different tenant) or still looks, if you are not on First Release.

NewOffice365page-old
The “old” Homepage 

 

All in all, I quite like this change and I think it can be made even better!

Minimizing minor versions

versions-pinchIn my earlier post I talked about minor versions (drafts) in SharePoint. Since the concept is not well understood and you can not limit the number of minor versions, they can cause issues in your team sites.

How to know you have many minor versions?

First of all, your Site Collection Usage Summary > Documents will show you if there are documents that use a lot of space because of their versions. You will need to check the document library settings, and/or create a view including the “version” column, to know if this could be caused by many minor versions.

Next to that, there are reporting tools that can check all libraries for their settings, including versioning settings, or can give you a report of documents with many versions.

How to check if minor versions can be removed?

Talk to the content owner. I have found that the content owner is not always aware that versioning has been enabled, does not always know how it works, or that versions eat storage space. Once they understand, they will generally be cooperative.
(Microsoft, it would be nice if you would show “versioning enabled” in the document library tile – remember? )

For site (home)pages, keeping many versions does not make much sense. Most issues occur with site owners who can not edit their page (because it has been checked out) or with web parts that have been accidentally closed. I have never needed to restore a page.
Limiting versions to 5 major and  minors on 1 major version is usually sufficient. (I call that 5/1)

Good settings for versioning
Good settings for versions when there is a process. This setup keeps 5 major versions, and drafts only on the latest major version. As soon as you create a new major version, the old drafts will be removed.

If you have a formal document publishing process things may be different, but again it helps to talk to the content owner about the exact process. Quite often it is not necessary to keep old drafts of documents once a new version is published. Especially if nobody adds comments about the changes, old drafts add no value.
Setting the minor versions to “on 1 major only” can often be done easily without too much resistance once the content owner knows what the versioning settings mean.

How to remove minor versions?

  1. Automatic – The best way is to limit the number on the 2nd box to 1. This will remove the earlier minor versions on earlier majors whenever you publish the latest draft.
  2. Manual – All minors for the document.  Look at the Version history of the document and select “Delete all minor versions”. The versions will go to the Recycle Bin.
  3. Manual – Individual versions. Look at the version history of the document and remove minor versions one by one if you only want to remove a few.
  4. Workflow – Run a workflow that removes minor versions.

You are allowed to remove minor versions  – how to proceed?

When you have established that you can change the versioning settings from unlimited to e.g. 5/1, you may want to do the following cleanup next to free up space. You can also wait until all documents have been edited, but that may take more time than you have.
This is the manual method because you will do a selective cleanup:

  1. In the document library, create a view that includes file size, version and modified date.
  2. Identify documents that are large, documents that have many versions (generally, having a version “20.11” is a clue for more minor versions) and documents that have not been modified for a year or longer.
  3. Delete minor versions for large documents.
  4. Delete minor versions for reasonably sized files that have many minor versions.
  5. Delete minor versions for old final documents. These are unlikely to be edited anymore so the drafts will no longer be necessary.
  6. Switch versioning settings to limit the minors to 1.
Deleting all minor versions for a file.
Deleting all minor versions for a file. This is shown in “version history” for each document.

Please note that switching to “only major versions” does NOT remove the minor versions that are already there, not even when you edit the document.  You have to remove the superfluous versions from each document first.  So if you come from a situation of unlimited major and minor versions, always set the minor versions to “on 1 major only”.

See also my earlier post about versions.

This all may seem like a lot of hassle, but if you, like me, have been struggling with freeing up storage space, every little bit helps!

Image courtesy of marcolm at FreeDigitalPhotos.net