At the very last “Office365/SharePoint Connect” gathering in Haarlem* I was quite impressed when Rick van Rousselt gave us a demo of Kaizala, sharing his telephone on a large screen.
This may come in useful when we want to provide our colleagues with more information about the Office365 mobile apps. So, I thought I’d write out the steps and practice as I am usually quite clumsy when it comes to connecting devices. 😎
The secret ingredient is…a Teams meeting!
March 2020. As the next weeks will mean “remote working’ for a lot of people, due to the Corona virus, this may also come in useful if you want to demonstrate a cool new app to a colleague, or for helpdesks to support colleagues who have questions about the workings of a smartphone.
A few days before the demo
Make sure you have the Teams app installed on your presentation laptop and your telephone
Schedule a Teams meeting for the time of the demo
Remove any apps on your mobile that you do not want to show – or move them to a separate page – and check if your phone’s background image is suitable for the audience 😉
Create your demo (what do you want to show and which sequence)
Practice sharing your screen on your phone
The day before the demo
Charge your devices (and a powerbank, to be on the safe side)
Remove screen notifications and sounds to avoid disturbance (or embarrassment – you do not want to know what I have seen during all the years I have been working in multi-location organizations 🙄 ) during your demo
Sign in to both Teams apps with the account you want to use for the demonstration
At the time of the demo
Start well before time, if possible
Connect your laptop to the demonstration screen
Mute the sound on both devices to avoid an irritating reverb
Join the meeting on both devices, without microphone and camera
On your mobile, click the … in the meeting bar and select “Share”
Select “Share screen” (exact words may vary on iOS and Android) and then “Start broadcast”
Wait until your mobile phone is shown on the screen
Go to the content you want to show (on your mobile) and dazzle your audience!
8. When your demo is over, open the Teams app and click “Stop broadcast”.
Although my (iOS) app tells me that everything is recorded, (it even shows a timer in the red bar on top) it does not mean that a video is created. I guess they mean everything will be shared.
As usual, this is not rocket science, but I thought it might be helpful for myself and for others to share the detailed steps.
Are you ever demonstrating smartphone (apps) to an audience and are you using Teams or something else?
* Office365 and SharePoint Connect, Haarlem/Amsterdam
I am really sad that Office365 and SharePoint Connect will no longer be around, as it was always VERY useful, in a convenient location, well-visited by many people in my network, and not too expensive. Thank you, Nigel and Irene Clapham, for organizing this great event for so many years!
As 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!
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”.
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.
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. 😦
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?
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)
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 🙂 )
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.
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 … to the right of the name, and select “Version History” from the menu.
You will now see the versions.
If you are still working on the document, it may be safer to remove the oldest versions only.
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.
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.
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?
Deleted (deleting a synced folder without disconnecting it first also deletes the documents from SharePoint!)
Moved to another folder in the same document library
Moved to another library in the site
Moved to another site. This means the original document has been deleted.
Moved to your OneDrive
Permissions have changed and you no longer have access
Metadata have changed so it appears in a different view than usual
Which tools are available?
The document details pane
The site owner or your SharePoint admin
Where to start?
Just like my post about the disappeared web parts and lost documents on OneDrive, I have thought about the best possible order to use the available tools. It may appear to be fastest if you go to the Recycle Bin first, but that may be quite a chore if your site is active, your document has been deleted some time ago and/or document name, the author or the suspected deleter starts with M or N. Sadly you can only Sort, and not Search, in the Recycle bin.
My suggestion would be to first try and find the document in the original library. But please, feel free to disagree! It also depends…:)
1. Search in the Document Library where it used to live
Found it? Open it to see whether this is the document you are looking for. It has most likely been moved from one folder to another, or metadata has changed so it appears in a different view. Take step 2 to find the location if you do not see it straight away and/or confirm with step 7 to see what exactly has happened if you are curious.
No luck? Move on!
2. Search in the SharePoint site
You can easily do this by clicking “Expand search to all items in this site” on the bottom of the Search results page from step 1.
Found it? Note down thepathand navigate to it to confirmthis is the correct document. The document has been movedtoanotherlibrary. Confirm with step 7 if you feel the need.
No luck? Move on!
After this, you can do what is most easy for you.
3. Search from the SharePoint landing page
Found it? Well you are lucky! Unless your document has a very unique name, it will be hard to find between all the other documents in your organization. (Of course, using the Files tab and the Filters should help a little). So, it has been moved to another site. Note down the path and confirm it is the correct document. Confirm with step 7.
Results from OneDrive are also shown in SharePoint search, so if you have accidentally moved the document to OneDrive, you will find it there as well. Unless you want to know WHEN you did this, there’s no need to confirm with step 7 as you are the only one who could have done this. 🙂
No luck? It has probably been deleted, renamed or had its permissions changed (with or without moving). Take any of the next steps to find out.
4. Search in Office365
Frankly, chances are slim that you will find it here but you can try! If it is not in OneDrive and not in SharePoint (including Teams) it may be in Outlook or Yammer but would you not remember if you have done that? But, just to be on the safe side, give it a try.
Found it? Congratulations! Now move it back to where it belongs!
No luck? Well, you really did not expect to find it after all your other trials, right? Time to look in the Recycle bin.
5. Check the Recycle bin
Found it? Restore it.
No luck? Move on!
6. Ask the site owner if they know, or to search in Library or Site
Found it? It has probably moved to a place to where you do not have access, or you have actively been removed from the access group. Discuss with the site owner to give you access again, if possible.
No luck? Move on.
7. Check the Document Library’s details pane
In some cases you may want to do this earlier, but especially in a busy SharePoint site you need to scroll a lot! If someone knows a good way to export the data into a nice Excel file or something, please let me know.
The details pane is context-sensitive and will display different details depending whether you are on the document library landing page or in a folder.
Found it? Confirm it is the correct document and note down the path and/or new name.
No luck? There is one last option…to be done when all else fails.
8. Ask your SharePoint administrator
Your SharePoint admin will likely have permissions to everything so if they can not find the document in Office365 search, it will not exist in its original shape anymore.
Additionally, they can also check the 2nd stage Recycle bin to see if it has been deleted.
Found it in Office365 Search? Confirm it is the document, note down the path and ask the site owner to give you permissions again.
Found it in the 2nd Stage Recycle bin? Ask your SharePoint admin to restore it.
Confirm what has happened with step 7 and give your SharePoint admin a compliment on Yammer or Teams for everyone to see! 🙂
No luck? Sorry….
Any other thoughts?
Did I miss something? Do you think there is a better order? Any other tricks to share? Please let me know!
We sometimes get calls from colleagues who have lost a document in their OneDrive. Over time we have learned some procedures to try and find it.
Please be aware that the majority of my colleagues has a F1-license, so I am focusing on OneDrive Online only.
What could have happened?
Moved to another folder
Moved to SharePoint (which means deleted from your OneDrive)
Which tools are available?
Document details pane
Where to start?
I would suggest to start either with Search or the Recycle bin. I love the details pane, and it has greatly improved since I last wrote about it, but as almost every change is captured, you will have a lot of scrolling to do.
So let’s start with
1. Search in OneDrive
Found it? Phew, that was quick! That means it has been moved to another folder. Confirm it is the correct document and note down the new location. If you want to know WHEN you did this, check out the document details pane. Move the document back to its original folder if the move was an accident.
No luck? Well, there’s other ways to look!
2. Check the Recycle bin
Sadly you can only Sort in the Recycle bin, not Search, so if your document’s name starts with M or N, and it has been deleted some time ago, you will have to scroll a great deal.
Found it? Restore it! It will be back into its original folder, but if you forgot which one that was, you can Search again.
No luck? Well, it has been deleted or… it may have been moved to SharePoint more than 93 days ago, so let’s just have a look there.
3. Search on the SharePoint landing page
Found it? Congratulations! Confirm it is the document you are looking for and remember where it is.
No luck? Most likely you have either deleted the document more than 93 days ago, or renamed the document. There’s only one way to find out!
4. Look in the document details pane
As I mentioned above, you can do this as step 1 or 2 but if you are using your OneDrive intensively, you may need to scroll a lot and the other steps may be quicker.
The details pane has improved a lot since I last wrote about it. It is now available for OneDrive for Business, has clear icons and displays almost every change. It is context sensitive, so will display different things depending whether you are on your OneDrive landing page or in a folder. It also has clickable links for all documents that are still there. So please use this to check if the document has been renamed and/or moved.
If you have not been able to find the document in another way, this is the one option left. Scroll down until you see a “Deleted” or “Renamed” action for the document in question.
Moving a document to SharePoint only results in a “Deleted” mention, so you have no indication whether it has been moved to SharePoint or just plain deleted.
Found it? Hopefully you renamed it! Click on the title and find out where it lives.
No luck? Sorry, this is all that I can think of…
Can you blame the person with whom you shared the document?
No. If you share the document with someone, they can only edit the text in the document. They can not rename, move or delete the file.
Any other thoughts?
Did I miss something? Do you think there is a better order? Any other tricks to share? Please let me know!
…We are going to complicate things by trying to retrieve lost documents from SharePoint!
“It is possible to show the person’s picture in a list, next to the name?” the user asked me. “Of course”, I said, but it depends on the list and the definition of the column. Let’s have a look.”
The user did a screenshare with me and showed me the list. It contained a number of “People or Group” columns.
We checked the settings of the columns and it turned out he had used the default option, “Name (with presence)”.
So I showed him there were more options and that he’d better select “Name (with picture and details)”.
So he did, and he went back to the list. But no image was shown.
I checked the column again, as this was unexpected behaviour. Yes, that was the right setting.
I also tried the other options, “Picture only” in various formats. But the image would not show.
I was flabbergasted. Microsoft Office, especially in the Modern fashion, has such an obsession about pictures, images, icons and other visuals that I could not understand why the picture would not show up. I mean, I have to look at myself all day but SharePoint would refuse this?
But then I thought, what about Classic View?
I switched to Classic View and there it was:
The user was happy and changed the Advanced Settings to make sure this list would always open in Classic View for all the site’s users.
I am not so happy, however. This was a modern site with a modern list and a perfectly legit column setting. Why is the picture not displayed in the Modern View, knowing the emphasis Microsoft places on visuals?
Please note it is the same with Styles and Totals – they only display in Classic View 😦
I have already added a warning to my SharePoint Style Counsel blog…
Additionally, over time I have grown an aversion to the Classic view as I think it looks cluttered.
So, does anyone know when can we expect these display options to be available in the Modern view?
About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it. As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.
Recently we introduced a new intranet (Publishing and team sites) to the organization.
We went from a SharePoint 2007 environment on-prem, to SharePoint Online in the cloud. That alone was a big change.
Our old platform was created 10 years before, when the organization was still very decentralized, and people could do on the platform whatever they wanted (which they did) as long as they did not break it (which they did…sometimes 🙂 ).
The new intranet is strictly governed, as there is now a strong central Security and Compliance team, strong Enterprise Architecture, many Governance Boards and Steering Committees and of course our new landlord Microsoft, and they all tell us what people can do and what not.
Additionally, we went from being one large company to two companies and we reorganized as well.
We knew we were going to make a big change, so we secured the help of our “usual suspects”, a small group of people active on Yammer, and a small group of active content owners. They kindly agreed to be our Champions, helping us launch the new intranet to their circles of influence.
However, many of them left the organization during the project, or moved to another job, due to the reorganizations. So we were left with an even smaller group of “usual suspects”.
We tried to make up for it by increasing the communications:
People do not always read or act upon communications
People only learn when they have a need, so many people left the learning until they had their new intranet and their new site(s).
So despite our efforts, this is more or less how people reacted when they saw their new tools for the first time:
People were confused, did not know where to find their content, how to manage their sites, how to navigate, etc.
Well, if you want to implement a new effective digital workplace, this may not be the best response. So we introduced a new role into the organization: the Adoption Consultant. It is their role to make sure that employees
know what the DW is,
can use it to their advantage
and like it, so they will promote it and help others use it
Within this organization, the DW consists of the Office 365 suite plus a few other tools available for all employees.
So we are currently embedding this process into the organization:
There is a UX manager who runs a survey with 1/12 of employees every month, asking for user feedback about all IT tools and services.
There are other sources for feedback (Yammer, support tickets, etc.) but the survey is the most formal one.
He turns the responses into usable data and insights.
If something relates to the Digital Workplace, he asks the Adoption Consultants to help with it. They determine which remediation actions need to be taken.
New functionality will also be handled by the Adoption Consultants, as some projects have the objective to “get the software installed on people’s machines” without thinking beyond that point…
So they think about whether extensive communication and training sessions are needed, or if a link to the help materials of the vendor is sufficient, or anything in between.
By implementing those actions it is expected that the complaints and remarks about this topic will be reduced.
Yeah, interesting picture, but what does that mean in practice?
Users: “I can not find anything on the intranet”
UX Manager: “We have found that “I can not find anything on the intranet” is in the Top 3 of complaints for the past months. Adoption Consultants, would you please look into this”?
Adoption Consultants: “What does it mean exactly, “I can not find information on the intranet”? Do people not know how to search? Are they looking for information that is not there? Do they not know how to navigate?”
* arrange interviews with a selection of complainers*
Adoption Consultant: After some discussions I think
We will need to create a campaign to inform people about the options available in Search.
We need to suggest to this department that they properly archive their outdated procedures and provide more meaningful and descriptive titles and tagging for their current content.
We need to discuss federating SharePoint Search, as some people appear to be looking for content which lives in our IT service system.
What else have we done so far?
We have given “Digital Workplace roadshows” in various locations across the world, explaining what the Digital Workplace is and how people can best use it. These have been received really well.
We have started a campaign about the different options of Search, update your profile, etc.
We manage a “Digital Workplace” group on Yammer as THE place for discussion. This is really well-used and popular.
We have created procedures to communicate consistently about projects that bring new functionality to the organization, using consistent channels (such as that Yammer group).
We are working with local focal points as they know more about their specific situation.
What are the results?
As we have only started this role last July, we have not accomplished a reduction in unfavourable feedback from the employee survey. But we have achieved a few things:
Through the roadshows, we have met a number of new enthusiastic content owners, willing to help their circle of influence with the new Digital Workplace
Interviews with colleagues who responded in the survey have revealed unexpected and useful feedback.
And that survey…we will do our best to improve the results over time!
Inheriting something is a mixed pleasure.
You can become the proud owner of your uncle’s lovely old-timer, or be able to wear your grandmother’s diamond necklace and matching earrings at grand events, but you generally receive those treasures only after a dear one has passed away.
But you can also inherit debts, a house with an expensive mortgage, a nephew or other “things” that you have never wanted.
Inheriting permissions in SharePoint can also be a curse rather than a blessing.
“I have suddenly lost access” has been the title of many recent incidents. No need to blame this on Microsoft, SharePoint or the support team, because in 99% of cases this is a human error:
The Site Owner accidentally removed their own permissions while cleaning up a document library’s or site’s permissions. The support team can easily fix this.
The Site Owner accidentally inherits the permissions from the parent site. That is pretty serious and has happened alarmingly often!
I have already mentioned in many of our instruction materials: “if you see “this web site has unique permissions” in the yellow bar, DO NOT CLICK “Delete unique permissions” as you will
Inherit the permissions from the parent site
Lock yourself out of your site if you have insufficient permissions on the parent site
Remove all unique permissions in your site (and there is no “undo” or “restore” option)
The warning message appears not to be informative enough to keep people from proceeding.
Recently I have guided a few people through “permissions stuff” via screenshare and I notice that they always want to click ‘Delete unique permissions” when they want to remove users. In several cases these users were individuals who were not in a group and therefore were seen as having unique permissions.
On those occasions I have been just in time to guide their mouse pointers to the right button: “Remove User Permissions”.
This has now happened so often, with such serious consequences, that I have added a suggestion to Microsoft SharePoint Uservoice to rename “Delete Unique Permissions” into “Inherit permissions from parent” as this is probably easier to understand for the user than the current wording. If you agree, please support my request. (Happy to return the favour, of course)
You know, like in SharePoint 2007:
And if you have taken any measures that successfully prevent this accidental inheritance, please share!
Image courtesy of Phil_Bird at FreeDigitalPhotos.net