9 steps to clean up your OneDrive

CleanOndrive-headerAs mentioned in earlier posts, the majority of my colleagues have 2 GB of storage space in their OneDrive and some struggle to stay within those limits.

So, we are currently helping them with cleaning up and giving them some tips on how to keep within boundaries. It may be interesting for you as well!

1. Empty the Recycle Bin

You may want to start with a clean slate, so let’s empty the Recycle Bin first. If, during cleaning, you accidentally delete too much, you will have fewer documents to search through for restoring. Also, emptying the recycle bin will free up space!

CleanOnDrive-recyclebin
Click “Recycle bin” on the left-hand side and then “Empty recycle bin”

2. Check the size of your OneDrive

It helps to know how much stuff you have, and how much you need to remove. So, click on the Gear wheel top right, click “OneDrive settings” and then select “More settings”. You will pass a useful screen with notification options – worth looking at but out of scope for this post.
Then click “Storage metrics”.

CleanOnDrive-size
Almost there!

On the next page you will see the lists in your OneDrive site collection (it is a SharePoint site collection, after all) and the amount of free space is shown top right.

Cleanondrive-storagesize
Look at the top right of the page to see how much free space is left.

3. Move shared documents to SharePoint or Teams

Sharing documents in OneDrive to collaborate on is great as long as the document is not final. Once it is final, please move it to a SharePoint site so it can be part of the team’s collective knowledge and make room in your OneDrive.
Do not hoard shared OneDrive documents – if you leave the organization your OneDrive will disappear with all its content. (After a period when your manager can access it.) We frequently get questions about lost shared documents as many people appear not to be aware of this. ūüė¶

So, check out which documents you share and with whom. Do you still need them at all? Do you still need to share them or are they ready to live elsewhere?

cleanOnDrive-shared
The overview of the documents I share with others – “Departmental docs” sounds like an excellent candidate to be reviewed and moved!

If you want to move the documents to SharePoint, go back to your “My One Drive” section, select them and then click “Move To” from the grey bar and select the SharePoint site where they will live. (Make sure you follow that site so it appears as one of your first choices). The documents will be deleted from your OneDrive in the process. (If you want to know how Copy To and Move To work, read my earlier post and also my post about the risks)

CleanOnDrive-moveto
Moving documents to a SharePoint site

If you have many documents to move, you may either want to do it in smaller batches or use Copy To and delete the documents after you have checked that they have all safely arrived at their SharePoint destination.

And if you no longer need the documents you share, you can just delete them.

4. Create or Request a SharePoint or Teams site

In case you have no location at your disposal, create or request a SharePoint site or a Team (which comes with a SharePoint site) so you can share documents with your project team or department.

5. Find the largest and the oldest documents

Unfortunately you will have to do this by folder, as you can not create views without folders. Although OneDrive is a SharePoint site, it misses some cool SharePoint functionality, such as the option to add metadata columns and create views, or the possibility to add templates. (note to self: submit to User Voice ūüôā )

The following paragraph has been added in May 2020:
* Please be aware that Microsoft365 adds folders to your OneDrive when you use certain applications. The “Attachments” folder to store email attachments is one, but Apps (contains Forms documents), Microsoft Teams Data, Microsoft Teams Chat files and Pictures can also contain a lot of documents that you may not be aware of.¬† Read my post on this topic*

Open a folder and click on the pull-down arrow next to the File size column and click on “Larger to smaller”.¬† Determine whether the largest files need to stay on your OneDrive. They may fit on your SharePoint or Teams site as well, so you can Move them there, or perhaps they can be deleted.

cleanondrive-sortlargest

Then sort for the oldest documents by clicking the pull-down arrow next to the Modified column and selecting “Older to newer”. Generally you will have accumulated quite a lot of documents in your career. When projects have been completed or interest has waned, you might as well move them to a SharePoint archive site, a records center (in that case they should have been moved there long ago!) or delete them.

6. Remove versions

This can make sense for very large documents that you have worked on intensively and that you want to keep. There may be several versions that take up space.
Select the document, click the ‚Ķ to the right of the name, and select “Version History” from the menu.

CleanOnDrive-remove version1
How to go to the version history

You will now see the versions.
If you are still working on the document, it may be safer to remove the oldest versions only.

CleanOnDrive-rremoveversion2
Click the version you want to remove and select “Delete Version”. Repeat if needed.

If your document is final, you can delete all versions and keep the latest version only. If there are many versions involved, the quickest route is to go to the Storage Metrics (see par. 2), click on “Documents” and drill down until you see the document.

Ondrive-versions3
This is a good way to remove all versions in one go.


Click “Version history” on the right of the document and then you will see an option to delete all versions in one go, leaving the last one.

ondrive-version4
This is the best way to delete all versions in one go.

7. Move private files to a personal location

While it is all too common to have a mix of private and organizational docs on your systems, your OneDrive is primarily meant for organizational stuff. Your private info should not be here, especially if it takes up valuable storage space.¬† You also do not want to lose it when you leave the organization, right? So, move your personal files and photo’s to your private OneDrive (now with extra-secure Personal Vault), iCloud, Google Drive, a USB stick or another place.

8. Empty the Recycle Bin and check storage

Hopefully this has helped you get below that 2 GB. If you, you need to repeat and be a little more strict this time around!

9. Repeat regularly

In order to stay below the limit, go through these steps again on a regular basis.

Do you have tips?

Do you have experience with colleagues whose OneDrive fills up quickly? Any suggestions that we can use?

5 steps to clean up your Outlook on-the-web mailbox

CleanOutlookheaderSome time ago we introduced the Microsoft365 F3-license into our organization. I work in a health care organization and the majority of our staff is providing care and counseling to our clients and patients. They work mostly with the official patient/client data application. They do not use Office365 heavily.

The F3-license differs in the following aspects from the E3 or E5 license used in larger and more office-based organizations. (See also Marijn Somers’ post on this topic)

  • No desktop apps – it is all online
  • 2 GB Outlook mailbox instead of 100 GB
  • 2 GB OneDrive instead of 1 TB
  • No Delve app visible (on the Office365 landing page) or available (on mobile devices) – but I have a workaround
  • A few limitations in Skype-for-business – as F3 users can not organize meetings or share content. Teams meetings appear not to have these limitations, by the way. (I have had varied results so I am a little careful)

When we made the change, about 10% of users had more than 2 GB in their Outlook on- the-web mailbox, so we sent them a message about what was going to happen and gave them suggestions for cleaning up.
I have noticed that there is a vast amount of support for Outlook on the intranet but it is mainly for the desktop app and trust me, there is a BIG difference between the Outlook desktop and Outlook on-the-web.
BTW, I just found Nate Chamberlain’s tips to clean up your Outlook desktop!

So, here’s what we advise our colleagues. Feel free to re-use and embellish!

1. Empty the Deleted Items folder.

Apparently there is no tenant-wide option for Outlook Online to empty the the Deleted Items folder when you log out. (It is possible for the desktop app)
So, it is possible that you have years of Deleted Items in that folder, eating up space! If you know your Deleted Items are there to be deleted, the fastest way is this:

  • Right-click on the name Deleted Items in the left-hand menu
  • Click “Empty Folder”
CleanOutlook-deleteditems
You do not even have to open your Deleted Items folder in order to empty it!

If you have > 500 messages in there, or if you want to check what you are deleting, it may be best to do this in batches:

  • Open the Deleted Items folder
  • Select a number of messages
  • Click “Delete” from the top bar
  • Repeat when the selected items have been deleted
CleanOutlook-selecteditems
Open folder, select items and click Delete is a more gentle way to clean up.

The deleted messages will be stored in a new place. You will see this in your Deleted Items folder, called “Recover items deleted from this folder”.
The “Recoverable Items” works like the SharePoint or OneDrive Recycle bin. You can restore messages back to their original location within 14 days (default) or longer (tenant setting) after deletion.
Items in the Recoverable Items do not consume storage space. 

CleanOutlook-deleteditemsrecoverable
I only recently discovered this nifty option to recover deleted emails! It is in the Deleted Items folder.

CleanOutlook-recoverable

Select an item, click “Restore” and your message will be back to the original folder, i.e. Inbox or Sent Items or what not.

Now that your Deleted Items is empty, let’s go to the next step.

2. Check storage space.

There used to be a cool function in Outlook On The Web that showed you the storage space usage of each folder. However, with the most recent version (August 2019) that option has gone, so you can only see the total storage now.*

  • Click the Gear Wheel top right and then “View all Outlook settings”
  • ¬†Go to “General”, then click “Storage” and you will see how much you are using.
CleanOutlook-storage
Sadly, not a lot of detail here.

When a F1-user reaches 1,98 GB of storage space, they will get a warning message. (This is default, but the warning limit can be lowered by the Exchange admin if you want to give people some more breathing space)
They will also no longer be able to send messages at that point. So it is important to keep well away from 1,98 GB.

3. Clean up your largest folders.

Deleted Items, Inbox and Sent Items are generally the main storage space hoarders. Depending on your organization’s settings, Junk Mail can be a biggie, too.
So let’s start there with two sorting exercises:

a. Sort on largest items

In your Inbox, click Filter (top left), then Sort on Size, largest on top.
Check if you still need these messages. If they contain large attachments, save the attachments to OneDrive. You can move them to SharePoint later, if needed.
If the email text is important, you can save it as a PDF and store it on OneDrive or SharePoint.
Delete the message once you have safeguarded the content in another place. Or just delete it if it is no longer of value.

CleanOutlook-filterlargest
How to sort the contents of a mailbox folder on size.

b. Sort on oldest items

In your Inbox, click Filter (top left), then Sort on Date, oldest on top.
Do you really still need the oldest messages? If yes, store them in OneDrive or SharePoint as above before deleting.

Repeat steps a. and b. for Sent Items and any other folders that contain a lot of data.

4. Repeat steps 1 and 2 (and perhaps 3).

I have helped a lot of colleagues through this process and these steps were usually sufficient to get below the 1,98 GB threshold. If not, you will have to take step 3 again and be a little more strict.

5. Auto-empty the Deleted Items folder.

Now that you have a cleaner mailbox, you will want to keep it that way! You can empty your Deleted Items automatically after sign-out as follows:

  • Click the Gear Wheel top right and then “View all Outlook settings”
  • ¬†In Email, go to Message Handling, check the first box and click Save.
CleanOutlook-emptydeleteditems
How to make sure your Deleted Items is emptied on a regular basis.

Another time, I will discuss a few more ways to save space and hassle!

It was fun writing this post – my own mailbox is smaller now as well ūüôā

——————–

* For as long as it lasts (November 2019), there IS a way to see the individual folder size.

Use this link and this will take you to the old interface where you can see the individual folder’s size:¬†https://outlook.office.com/owa/?path=/options/mailboxcleanup

CleanOutlook-foldersizeindiv
For as long as it lasts: the old Outlook interface. You can see individual folder size + do some deleting from here based on message age.

 

 

 

 

 

 

7 steps to clean up unique permissions

cleanup-headerIn my latest post I showed you how you could limit the options to share the content in your site. I hope that you have made some decisions, so now it is time to clean up the mess.
Let me remind you why too many options to share can turn into a problem:

  • Sharing a document or list item, or using the “Get a Link” option, creates unique permissions, and¬†that means that the permissions of a document or list item no longer follow the permissions of the site.¬†So if you add a new¬†group (recommended) or a new person¬†(not recommended)¬†to the site, this group or person will not automatically get access to those items.
  • This will lead to unexpected access denied messages¬†and therefore Access requests.
  • Approving Access requests may lead to more unique permissions AND they give people Contribute permissions by default, which may be too much.
  • Unlimited sharing (especially with external users) can¬†lead to your documents falling into the wrong hands.

So, how to take back control of your site after you have changed some of the settings?

Have a note-taking system ready ‚Äď paper, OneNote, Notepad, document ‚Äď whatever is your thing. You will¬†need to make some notes.

1. Process pending Access requests

Go to Site Settings > Access Requests and Invitations and see who has requested access.
Click the … next to each name and add people to site groups as much as possible. If you do not see the site group mentioned, note down their names with the group that you want to add them to.

2. Remediate content with unique permissions

a. Go to Site settings > Site permissions and click on this link:

Cleanup-Show items
Show the items with unique permissions, intended and accidental. Very useful functionality!

b. You will get a pop-up with all lists and libraries that have different permissions.

Cleanup-showitemsiwhtuniquepermissions
Focus on the lists with “View exceptions”. Those contain¬†the items where you have created unique permissions by accident.

c. The items marked as “manage permissions” are usually lists and libraries that have different permissions by design. Skip these.
d. Click on “view exceptions” for the¬†first list¬†or libraries that¬†has this mentioned. You will see all documents¬†(including pages and images) or list items that have unique permissions.

Cleanup-Documentswithuniquepermissions
List of documents (or items) that have unique permissions. Rightclick “manage permissions” and open the link in¬†a new tab.

e. Using Rightclick > Open in new tab, click “manage permissions” for the topmost item. ¬†(If you just click “manage permissions”, you will have to start at a. again for the next document or list item)
f. Check if there are any people mentioned that you may want to add to one of the site groups, and note down their names + intended site group.
g. Click¬†“Delete Unique permissions‚ÄĚ to re-inherit the permissions from the list or library.

Cleanup-deleteuniquepermissions
After noting down Kimberley B as a potential Visitor click “Delete Unique Permissions” to bring the document’s permissions¬†in line with the rest of the document library and site.

h. Repeat steps e, f and g for the next document or list item.

3. Weed out “limited access”

Limited access is an annoying thing that tells you that there are, or have been, unique permissions ‚Äď or it may mean nothing at all.
If this site has existed for some time and you do not know it very well, you can skip this step for now because you might remove people who are there for a good reason.

a. Go to Site settings > Site permissions and click on this link:

Cleanup-Show users
Show people with limited access. This can be caused by Sharing, Get a Link or accepting an Access request.

b. Check if there are any people mentioned that you may want to add to one of the site groups, and note down their names + intended site group.

Cleanup-RemoveKimB
You can remove Kimberley B from this page. (“Beperkte toegang” means “Limited Access”)

c. Remove any individual users so you are left with only the site groups.

4. Add the new users

Add the users that you noted down during steps 1, 2 and 3 to their respective groups.

5. Review the Members group

During the time that you had no restrictions, Members may have added other Members.  Review your list of Members and change their roles or remove them where needed.

6. Replace any “breaking links” on your pages

Hover over every link on every page in your site and look at the link in the bottom-left of your screen.¬†Links of the ‚ÄúCan View‚ÄĚ or ‚ÄúCan Edit‚ÄĚ type¬†¬†will generally have¬† “guestaccess”¬† in their link and they will cause unique permissions.

When I did not know all this yet, I had created some Promoted Links with the “Get a Link ‚Äď Can View” link to a page.¬†As soon as I created the link, the permission inheritance for the page was broken and everyone who clicked on the link was added as¬†individuals to the¬†page.

Cleanup-GetaLink
Link “”Document 5″has been created with “Get a Link”. The URL is: …../Team/Share/_layouts/15/guestaccess.aspx?/….

Replace every one of those links with the “Restricted Link” equivalent.

7. Monitor

Review on a regular basis if the restrictions and the cleanup work make you feel more in control of your site. Depending on your choice of measures, you may need to do more approvals from Visitors or Contributors who want to share content.

How have you dealt with the “Unholy trinity of creating unique permissions” ūüôā ? Would you like to share your frustrations or have you found a good way to deal with this that other readers can benefit from?

Image courtesy of artur84 at FreeDigitalPhotos.net

Organizational change and your SharePoint sites

OrgChangePawns‚ÄĚSharePoint‚ÄĚ 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 ‚Äútoolkit‚ÄĚ to support site owners who are confronted with a major change.
I wrote the following posts earlier, but I have now ordered them
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 ‚ÄúCongratulations, you have inherited a teamsite!‚ÄĚ 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 ‚Äú12 things to do in your team sites after organizational change‚ÄĚ 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 ‚ÄúCh-ch-ch-ch-changes part 2‚ÄĚ 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

Congratulations! You have inherited a teamsite!

TeamSiteinheritanceThere have been many organizational changes in my company recently and many sites have changed hands, not always with a proper handover.

A new ‚Äúheiress‚ÄĚ approached me and asked if I could help with getting her started in her sites. She is now managing all sites for her business, and although she is not responsible for all content, she is the go-between for her business and my team. She has managed a site before, so she knows her way around SharePoint, but not on this scale.

Since I get this type of request quite often, I thought I’d note down the actions we took, so I do not have to reinvent the wheel next time. It may help others as well.

Step 1: the Site Collection Admin provides information

  1. Provide her with a list of all the sites and Owners for her business.
  2. Adjust people in the top Owners permissions group to the new situation.
    Since Owners never own their own group in our setup, they can not add any new people in that role. It has to be done by a group that is more senior in the site collection; generally the Business Owner of the site collection or the IM team.
  3. Check to which sites this Owners group has access, and make sure that this group has access to all sites in this business.
    This helps with getting an overview of the content, and will enable her to provide support where needed.

    BevOwners
    Checking to which items this group has access.
  4. Check ownership of the Owners groups in all relevant subsites and change ownership where needed to the top Owners group.
    Group Ownership
    Group Ownership settings

    That way they have control over the Owner groups in the subsites.

  5. Send screenshots of the ‚ÄúSite Contents‚ÄĚ of every site to the new owner, so she can compare what the SCA sees (everything) and what she sees.
    There may be list and libraries that have not been shared with the Owner and that can lead to problems.

Step 2: The new Site Owner checks and adjusts content and permissions

  1. Open every site and check permissions. Is the Owner a group? Are there many individual permissions? Do you see ‚ÄúLimited Access‚ÄĚ? That may mean that document libraries or lists have broken permissions. (=different from the rest of the site)
    Note the sites with apparent complications and investigate and ask your IM team for help if you do not understand something.
  2. Open each list and library and check permissions. If they have broken permissions, check if this is necessary for this content.
    If you see no reason to have broken permissions, inherit permissions again.
    If it is necessary to have different permissions, adjust permissions where needed and add ‚Äúdifferent permissions‚ÄĚ to the description of the list or library.
    This will make it easier to support ‚Äď if people report an Access Denied you can see immediately why this may occur.
  3. Follow the instructions in ‚Äú12 things to do in your teamsite after organizational¬†change‚ÄĚ

It was a lot of work, but doing this upfront helped her understand the content and setup she had inherited. She now feels more confident.

What else you do to help your new site owners get started?

Image courtesy of Stuart Miles at FreeDigitalPhotos.net

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 РThe 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 РIndividual 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  Рhow 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

Minor versions, major problems

minorversionsmajorprobems

“Hey, do you see that? We can keep versions.”

“Oh nice, that is useful.”

“Apparently we can do major and minor versions.”

“What does that mean?”

“I don’t know, but let us select them both.”

“I see you can also set a limit.”

“Nah…let us not do that. Let’s keep them all, just in case. Better safe than sorry.”

And that is one of the reasons why you, dear site collection administrator, are faced with a site collection that is bursting at the seams, if you are using an older version of SharePoint. Each version consumes the space of the document.
Office 365 saves versions in a different way. Dan Adams has described that well.

There is a time and place when versions should be used. This is my take on things:

When to use major versions?

For document libraries that are highly collaborative, I recommend to use 2 or 3 major versions to prevent accidents with online editing. I have had to ask for a backup and restore several times, because someone messed up an Excel file and they did not have an earlier version to restore.

For document libraries that need to keep track of version history for audit reasons you will probably need to keep more than 3 versions, but major versions should be sufficient.

For lists, I would suggest to enable versioning if your lists facilitates a process or regular updates and you want to keep track of history.

When to use major and minor versions?

Minor versions or drafts are useful if there is a publishing procedure in place:

  • The current official document is online.
  • Someone¬†needs to review¬†and update¬†the document on a regular basis, or can propose a change while the existing document is still the official one.
  • This reviewed, updated or changed document version is added¬†to the library (via online editing of the official document), and kept invisible to the general audience until it has been reviewed, approved and published as the new official document.

This is a common scenario for policies, procedures and lots of other formal documents.

In publishing sites, the Pages library has unlimited major and minor versioning enabled by default. This is useful for sharing a page edit with other contrubutors before publishing the new version of the page. Although page versions do not add much to the consumed storage space,  I always limit the versioning whenever I create such a site.

However, there are some things you need to know before you start working with minor versions.

1. It is not immediately obvious IF versioning has been enabled, and if so, if it is major only or major and minor.

You need to go to Library settings > Versioning settings to find out. I wish there was an indication on the tile!
If you have a formal publishing process, I would encourage you use the visibility settings as shown in the screenshot, and please read all texts well.
Content approval is optional. If you enable that, you can further limit visibility to approvers only.

Versioning settings for a publishing process
Suggested settings for versioning if you have a publishing process in place.

2. It is impossible to limit the number of minor versions for a file.

You limit the number of major versions that can have minor versions. The number below should therefore always be smaller than the number on top. But that means that there is no limit on the number of minor versions.

Major and minor versioning setting.
Major and minor versioning setting. Read well what it says!

3. Allowing minor versions makes the user interface more complicated. 

Users have to choose between major or minor version, and I have experienced that not everyone knows the difference. (I once noticed a final project proposal with version 0.59. When I asked the project manager he said he always did it this way because he did not know what it meant.)

Dialog box to choose minor or major version
This dialog box can be confusing if you do not know the difference between minor and major versions.

4. It takes some effort to get rid of minor versions.

That will be the topic of my next post.

Have you read my earlier post about versions?

Do you have other scenarios where you use major and minor versions? Please let me know!

Image courtesy of stockimages at FreeDigitalPhotos.net

 

Where have all permissions gone?

Permissions-imageSometimes people¬†tell me that ‚Äúpermissions to their site have just disappeared‚ÄĚ. They always sound angry as if SharePoint is to blame.
But permissions do not disappear by themselves, unless there is a major issue in the SharePoint setup, and I would have heard about it had that been the case.

Whether you like it or not, in most cases it is a result of human action. However there are more human actions that can mess up site permissions than you may think.

So here’s a list:

1. Could someone else have done it?

You may not be the only one managing permissions. And if there are no other people with Full Control on your site permissions level, there may be people with Full Control in lists or libraries, as in this case:

What a library with broken permissions looks like.
In this¬†library ¬†permissions are different from the rest of the site and there is an additional person with Full Control in the library. (“Volledig beheer” is Dutch for “Full Control”. My site has some weird language settings)

Also check people with Manage Hierarchy, because they can do that as well.
There may even be some specific permission levels which have “manage site permissions” in their role.
Additionally, there are site collection and system admins who, in theory, have the power to make changes. They should never edit permissions unless explicitly requested by the Site Owner and only when the Site Owner can not do it, such as restoring access if a Site Owner has accidentally removed him- or herself from a site.

2. Does your site have inherited permissions?

I once experienced an issue with a few sites with inherited permissions and different Site Owners. When one person removed a number of people from her site the other sites suddenly had “Access Denied” messages all over the place.¬† Ofcourse, she had switched to the parent site without noticing.
Fortunately, in Office365 it is hard to miss the information about inherited permissions.

This site has inherited permissions
It is hard to miss that this website inherits permissions.


3.¬†Have you removed¬†people with ‚ÄúLimited Access‚ÄĚ from the site?

“Limited access” is a¬†tricky thing.
It is a result of broken permissions elsewhere in the site, but it does not tell you where it occurs (in older versions of SharePoint) and which set of permissions this person or group has exactly.

You, as a Site Owner, should know that, but when you have taken over a site, or if there are several people with Full Control, you may not always realize. The only way (in older versions of SharePoint) to find out is to go through each and every library or list (In the ribbon: Library > Library Settings > Permissions for this library)
You may even have folders and sub folders with different permissions, and you will have to go through those as well to find out what permissions which folder has. ūüė¶

To make matters worse, “Limited Access” in a site may also mean nothing, as I have explained in my earlier post.

If you¬†think that all that ‚ÄúLimited Access‚ÄĚ looks messy, you may be tempted to remove them. But¬†that will¬† remove the special permissions they have! Wendy Neal has found out the hard way.

Since writing my earlier post I found that Nathalie Jard has written a very good post about Limited Access.

4. Has someone deleted a site with permission groups that you have re-used in your site?

When you create a subsite that does not inherit permissions, by default 3 groups will be created and added to your site. You can reuse these groups in other sites.
But…if you delete the original site, those 3 groups will be deleted with the site. So people in those groups will no longer have access to the other sites!

Deleting groups when you delete the site.
If you delete a site, you will delete the groups that were created for it.

Now, before I delete a site, I check if the groups have any permissions elsewhere, as follows:

Site Actions > Site Settings > Site Permissions > Click on group > Settings > View Group Permissions.

Check if group has permissions for other content
How to check if a group has permissions for other content
This group only has permissions for this site.
Fortunately this group only has access to this site and not to others.

If they have, I strip the site of all content, remove additional permissions and add a warning to the description not to delete this site.

5. Has someone deleted a permission group that you used in your site?

Someone can also delete a permission group without deleting the complete site, and without checking if that group has access to other sites or content. Always check, as under 4.

So, these are a few reasons why your site permissions may appear to have disappeared “without reason”.
If you want to lower the risk of strange things happening to your site, please read my post on good practices when breaking permissions.

Have you ever found another reason why permissions “disappeared”?

Post title inspired by folksong “Where have all the flowers gone” by Peter, Paul & Mary.

Image courtesy of iosphere at FreeDigitalPhotos.net

12 things to do in your teamsite after organizational change

OrgchangeAn organizational change can have many consequences. Business parts, names, focus, responsibilities and people change.
The team site you work in needs to reflect the current situation, so this is always a good moment to take a critical look at your site.

If you are taking or handing over ownership of a team site as a result of a change, arrange a handover meeting to discuss the content and processes that this site facilitates, and the permission setup.

Sometimes I advise people to start with a new team site altogether. But if you want to keep that site that everyone has come to know and love (and has in their Favourites), read on for the check points for an up-to-date site.

CONTENT

While I would not advise to change all content to fit with the new organization, you may need to make a few changes.

1. Review and adjust List and Library names, Folder names and metadata.
2. Review and clean up the content.

  • Do you have content with a legally required retention time? Transfer that to a formal document management system now, while you still know what this content is about. In a few years, new people will not know the old organization structure and may not recognize this content.
  • Do you have pictures of team outings, dinners or other company events that have taken place longer than 6 months ago? Select a few nice ones from each event, give them a good descriptive name (not ‚ÄúDSC345‚ÄĚ) and organize them in a picture library. Move the rest to a USB stick, an external hard drive or another place. These old pictures may come in useful when someone leaves or retires, but they should not clutter your team site or search results on a day-to-day basis.
  • Does content need to be moved to another place, e.g. from a local to a global site or vice versa, or to another business unit?
  • ¬†Can some content be archived or deleted?

PEOPLE

With organizational change comes people change, so many sites will have a different audience and a different owner.
Things to check:

3. Site Contact person
4. Permissions
While you are checking and adjusting (simplifying if possible) permissions, you may want to make an overview of the permissions in your site, and add any exceptions to the description of lists and libraries. (this post tells you how to properly manage in-site permissions)
5. Access requests
Adjust the email address where appropriate. I still come across email addresses of people who have left the company a long time ago.

HOMEPAGE (and other pages)
Your site’s homepage may contain a lot of organizational elements that need to be updated. First impressions count and if you are still referring to old data, visitors will wonder if your content is being maintained at all.

6. Site Title and Logo
As mentioned in an earlier post, you can easily change the name, but do not change the URL because you will break all links to your site.
7. Page image and content
Do you need to replace that extra header or logo?

Items that need to be changed
If I change my business from “Drinks” to “Beverages”, here are some of the items I need to change in my site.
Site Logo and Site Title can be changed in Site Settings.
Page Image and Page content can be edited on the (home)page.

8. Pictures and videos
Check if all pictures and videos still refer to the correct names, units and people and replace or remove them if they don’t.
9. Welcome message
Do you really need to explain to visitors of ‚ÄúThe Sales Hub‚ÄĚ that they will find Sales information here? You can free up homepage real estate by removing this message altogether.¬† You may have more relevant and dynamic content than a message that has been there for years.
If you really need a welcome message, keep it short and scannable.
10. Quick launch menu
Do all items still need to be there? Check if names of lists and libraries have to change, and if items need to be added or deleted from the quick launch.
11. Main content
For which information or processes does your audience visit your site? Put that on the homepage. Show the 5 or 10 most recent items from the most relevant lists or libraries on your homepage so your audience can find that quickly.
Remove content that has become outdated, and make sure the still relevant content has updated labels.
12. Links, buttons and other navigational items
Check that all these are still relevant and working. With so many changes in your organization, chances are that other sites are reorganizing too and your links may no longer be correct.

This may seem like a lot of work but you will end up with a team site that shows its owner is taking care of things!

Have I forgotten something? Let me know!

Ch-ch-ch-ch-changes – part 2

Changes-image2Last time we looked at changes in site, list/library and view names and URLs in your site, as a result of a change in your organization. This time we will make changes to:

  • Columns
  • Folders
  • Documents and List items

4. COLUMN

Library/List Column Name
How: Click ‚ÄúLibrary/List‚ÄĚ tab > click Library/List settings from the ribbon > Under “Columns”, click the Column > Overwrite Column name > OK

Column name before change
Column name before change
Column name after change
Column name after change

What happens?

  • The new name is displayed on all views
  • If the column is used¬†as the¬†lookup field, the new name will be used in the lookup. In this case I changed “Product” in the Picklist to “Product Type”.
Changes in lookup list are immediately changed in the library
Changes in lookup list are immediately changed in the library


List/Library Column URL
You can not change this. Good ūüôā

List/Library Column Values
In this case I also have to change the product groups mentioned in the Choice values and the Lookup values, and they both have a different approach.

a. Choice:
How: Click ‚ÄúLibrary/List‚ÄĚ tab > click Library/List settings from the ribbon > Under “Columns”, click the Column (Business) > Overwrite Column¬†values > OK

Choice values are changed in the library column
Choice values are changed in the library column

What happens?

  • The old values in the library stay there until the¬†item is edited.
  • Views that are filtered on the old value will stop to be filled, because new items will get the new value.
    To solve this, you¬†can add an additional filter on the new value, so you will have “Business = Dairy Drinks OR Business = Dairy-based Beverages”.
    Alternatively, you can manually edit all existing items to give them the new value. (This will change Modified, Modified By and version number. Depending on individual Alert settings, a notification will be sent.)
  • Grouping on these values¬†may show a different sort order.

b. Lookup:
How: Open the Lookup List (Picklist Beverages) > Click “…” behind the item you want to change >¬†select “edit item” > overwrite name > Save.
If you want to change more or all names, you an also use “edit this list”and change them all in Datasheet view. Click “stop editing this list” when you are done.

Editing Lookup Values in Datasheet mode
Editing Lookup Values in Datasheet mode

What happens?

  • The old values are immediately changed to the new values.
  • Views that are filtered on the old values will be empty. You will have to¬†adjust the filter in the views.
  • Depending on individual Alert settings, a notification¬†will be sent. It is unlikely that anyone will set an Alert on a picklist, but you never know.
  • Grouping on these values¬†may show a different sort order.

I have written about the differences in Choice and Lookup columns before.

5. FOLDER

Name
How: Click “…” behind folder name > Click “…” in the¬†pop-up > “Rename” or “Properties”¬†>¬†Overwrite name > Save.

How to change folder name
How to change the folder name

What happens?

  • The “Modified” date and “Modified By” of the folder, as well as the version number, will be changed.
  • The¬†sort order¬†of the folder in the list will change if you are sorting on Name or Modified.
  • All Links to¬† this folder,¬† accessed via My Favourites, Navigation, Links lists, emails, buttons or other places where you have used the old name, will display a ‚Äúwebpart cannot be found‚ÄĚ error. The folder name is used in the URL.
    Interestingly, links to documents in this folder do not break because they use the folder GUID instead of the URL.
  • Depending on individual Alert settings, a notification will be sent.

URL
I have not found a way to change the URL, which may be a good thing¬†ūüôā

6. ITEM

Document Name
How: How: Click “…” behind document name > Click “…” in the¬†pop-up > Click¬† “Rename” or “Properties”¬†>¬†Overwrite name > Save.

How to change document name
How to change document name

What happens?

  • The “Modified” date and “Modified By” of the document, as well as the version number, will be changed.
  • The position of the document in the list will change if you are sorting on Name or Modified.
  • All Links to¬† this document,¬† accessed via My Favourites, Navigation, Links lists, emails, buttons or other places where you have used the old name, will display a ‚Äúwebpart cannot be found‚ÄĚ error. The URL contains the document name. Please note changing the document¬†title does not break links.
  • Any views that are filtered on Name, will be empty and have to be adjusted
  • Depending on individual Alert settings, a notification will be sent

List item name
How: Click “…” behind name > Edit Item > Overwrite name > Save.
If you want to change more or all names, you an also use “edit this list”and change them all in Datasheet view. Click “stop editing this list” when you are done.

How to change a list item
How to change a list item

What happens?

  • The “Modified” date and “Modified By” of the item will be changed.
  • The position of the item in the list will change if you are sorting on Name or Modified.
  • Any views that are filtered on Name, will be empty and have to be adjusted
  • If this list is a¬†picklist for another list or library, and the items in list or library are grouped on these values, the sort order of the groups will change
  • Depending on individual Alert settings, a notification will be sent

Overall conclusion from parts 1 and 2:

If your business or products are changing name, and you want to reflect those changes in a team site, it is possible but there are some little-known consequences.

Easy to change:

  • Site Name
  • List or Library Name
  • Column Name
  • View Name

Easy to change but needs attention:

  • Choice and Lookup values: Views filtered on these values will need adjustment
  • Folders: Links to folders will break

Avoid changing:

  • Document Name:¬†It is better to¬†change the document title to avoid broken links
  • Site, List/Library, View URL’s: These will cause broken links whenever they are used in Links lists, navigation, buttons, emails etc. Most people do not look at URL’s anway, so change these only when there is a legal requirement and everyone is aware of the consequences.

The title of this post has been inspired by David Bowie’s Changes.