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

By : Isha Kapoor(SharePoint MVP)Toronto, Canada

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

By – Isha Kapoor www.learningsharepoint.com

Presenter :

Isha Kapoor (SharePoint MVP) Toronto SharePoint User Group (TSUG)

Follow Isha at :

Twitter : @Learningsp

Facebook : www.facebook.com/learning.sharepoint.page

Website : www.LearningSharePoint.com


Welcome!

http://www.learningsharepoint.com/

OneDrive for Business provides Office 365 business users with a SharePoint site to store and synchronize their work files and share them across multiple devices.

There are important differences between OneDrive for Business and the free OneDrive service that comes with an Outlook.com account or pre-installed with Windows 10 and Windows 8.1.

h your Office 365!

§ OneDrive is designed for storing personal documents and photos and sharing them with friends.

§ OneDrive for Business is designed to store and share work and project-related documents with co-workers. Office 365 administrators are able to control what OneDrive for Business users can do in their document library.

Introducing OneDrive for Business

OneDrive Vs OneDrive for Business


Basic Features in Office 365

Office 365 users have immediate access to the OneDrive for Business service because it's included with Office 365 Business and Office 365 Enterprise plans.

Office 365 Users has immediate access

1 TB of cloud storage, users by default get 1 TB of space in the cloud for OneDrive for Business.

Storage Capacity

The OneDrive for Business sync client lets users synchronize their OneDrive for Business document library to their local computer so they can access files when working offline.

OneDrive for Business SYNC Client

In the header or elsewhere on your SharePoint or Office 365 site, ‘OneDrive’ appears as an abbreviation of OneDrive for Business to keep things simpler.

OneDrive means OneDrive for Business in Office 365

OneDrive for Business provides Office 365 business users with a SharePoint site to store and synchronize their work files and share them across multiple devices.

Key OneDrive for Business features


OneDrive for Business for Administrators and End-Users

* Included with Office 365 Business and Office 365 Enterprise plans.

Installing SharePoint Online App

Installing OneDrive App

Features of OneDrive App

OneDrive for Business for Administrators

OneDrive for Business for end-users

SharePoint Online and OneDrive App

Pre-provisionOneDrive

SharePoint Online PowerShell

External Sharing(allowed\ blocked domains)

Expiration policy Set storage Quota

Block specific PCs from syncing files

Restrict file types from Syncing

Syncing Options

Sharing Conflicts

Co-authoring and Sharing Scenarios

SYNC client updates

OneDrive for Business Reports


OneDrive for BusinessAdministration

By default, the SharePoint Online navigation has links to OneDrive and Sites. Office 365 admins can however customize the navigation by choosing which options to show to users and which options to hide.

How to Hide OneDrive for Business in Navigation

To do this site admins can navigate to Office 365 admin center -> SharePoint administration -> settings (from left).


https://technet.microsoft.com/en-ca/library/dn800987.aspx

Pre-provision OneDrive for Business for all users Pre-provision OneDrive for Business user sites

OneDrive for Business for AdministratorsPre-provisionOneDrive






What are Personal Sites in Office 365?SharePoint Online and OneDrive for Business are closely integrated Office 365 services. The OneDrive for Business document library—sometimes called a “OneDrive for Business site”—is part of a user's SharePoint Online

My Site.

Like on SharePoint on-prem, a MY Site Host Web app in Office 365 is typically created and hosted in SharePoint Online as : https://tanentname-my.sharepoint.com/

Its’ setting for Creating My Sites are also

Steps to Follow :

The My Site settings are configured during initial creation of your SharePoint Online MY Site Host web app.

By – Isha Kapoor www.learningsharepoint.comBy – Isha Kapoor www.learningsharepoint.com

You can access these settings using SharePoint admin center -> User Profiles - > Under My Site Settings, click Setup My Sites.

https://tanentname-my.sharepoint.com/

To Pre-provision –OneDrive for Business for all users

Consider using SharePoint Online Management shell and Windows PowerShell 3.0.

You'll need to do the following to pre-provision user sites:Steps to Follow :

There is a limit of 200 users per provisioning request. If you have more than 200 users, you must submit the requests in batches.

• Set up the SharePoint Online Management shell.

• Download and install the SharePoint Online Client Components SDK.

• Sign in to Office 365 as a global administrator.

• Log in as member of the administrators group on the server on which you are running the Windows PowerShell script.

• Copy the script CreateOneDriveSites.ps1 from URL https://technet.microsoft.com/en-ca/library/dn800987.aspx

Replace the following in the script$webUrl variable$username variable and Replace the example user accounts with the list of accounts to pre-provision. For example,$loader.CreatePersonalSiteEnqueueBulk(@("[email protected]", "[email protected]" , "[email protected]")).


http://aka.ms/setupsposhellmanagement




http://aka.ms/sposdk

http://aka.ms/sposdk

https://technet.microsoft.com/en-ca/library/dn800987.aspx

Why Should I Pre-Provision these Sites?

Consider using SharePoint Online Management shell and Windows PowerShell 3.0.

In Scenarios such as the following, you might want OneDrive for Business sites to be ready beforehand, or pre-provisioned :

You must have Office 365 administrator permissions for using the SharePoint Online Administration Center to perform the tasks.

• Your organization has a custom process for adding new employees, and you want to create OneDrive for Business sites when you add new employees.

• Your organization plans to migrate from on-premises to an Office 365 Business or Office 365 Enterprise plan.

• Your organization plans to migrate from another online storage service or repository.

• Add and delete a Trusted My Site host location

• Add Favorite Links for OneDrive for Business in Office client applications.





SharePoint OnlineManagement Shell







Steps to install SPO Management Shell (Version 16.0.5326.1200) :

Install SharePoint Online Shell SharePoint Online Management Shell

Install Windows Management Framework 3.0 Windows Management Framework 3.0

From the Start button, choose All Programs, and then select SharePoint Online Management Shell

Run the following,

Get-ExecutionPolicy – Make sure it is remotesigned.$credential = Get-CredentialImport-Module MsOnlineConnect-MsolService -Credential $credentialConnect-SPOService -Url https://tenantname-admin.sharepoint.com -credential $credential, where

• URL is the URL of the SharePoint Online Administration Center• Credential is the user name to which you want to grant access to the SharePoint

Online Administration Center site.

The SharePoint Online Management Shell has a new Windows PowerShell module that lets O365 administrators manage their SharePoint Online subscription using PowerShell. Make sure you upgrade the Version 16.0.5326.1200.

Use these following steps to install SharePoint Online management Shell.

Install and Connect to SharePoint Online Management Shell


https://www.microsoft.com/en-us/download/details.aspx?id=35588

http://www.microsoft.com/en-us/download/details.aspx?id=34595

OneDrive for BusinessExternal Sharing







Now IT admins can set up a list of domains that people can share with or a list of blocked domains but not both.

SharePoint Online External Sharing – UI Option


This setting impacts both – SharePoint Online and OneDrive for Business.

To enable\Disable External Sharing at the Tenant or Office 365 SharePoint Online level, run the following.

To Enable External user Sharing (Allow users to invite and share with authenticated external user, run the following –

Set-SPOTenant -SharingCapability ExternalUserSharingOnly

To Enable External User and Guest Sharing with no-sign in (Allow sharing to authenticated external users and using anonymous access links), run the following –

Set-SPOTenant -SharingCapability ExternalUserAndGuestSharing

To Disable External Sharing, run the following –

Set-SPOTenant -SharingCapability Disabled

To Disable External Sharing on OneDrive for Business Sites only Set-SPOSite -Identity https://learningwayinstitute-my.sharepoint.com -SharingCapability Disabled

SharePoint Online External Sharing – PowerShell Option


If you ever plan to turn on external

sharing for the Site Collections again,

the external users would need to be

re-invited.

The external sharing settings for

individual site collections cannot be

less restrictive than whatever is

allowed for the entire SharePoint Online

environment, but these settings can be

more restrictive.

OneDrive for BusinessExternal Sharing – Expiration Policy




Expiration policy

Set storage Quota



SharePoint OnlineExternal Sharing – Expiration Policy

Use SharePoint Online Management shell and Set-SPOTenant command to set the policy.

You'll need to do the following to pre-provision user sites:Steps to Follow :

1. Connect to your Office 365 Subscription using PowerShell.

2. Once you are connected, you will run the Set-SPOTenant to set the limit. Run the following,

Set-SPOTenant –RequireAnonymousLinksExpireInDays 30


If the end-user tries to override the expiration value that was set at the tenant level, they would see the following.

To completely remove the expiration requirement, set the value of RequireAnonymousLinksExpireInDays to zero (0).




http://www.learningsharepoint.com/2015/08/17/connect-to-office-365-using-powershell/

https://technet.microsoft.com/library/fp161390.aspx

OneDrive for BusinessSet Storage Quota







Set Storage Quota for OneDrive for Business

To set a Quota limit for SharePoint Online, first, Connect to Office 365 using PowerShell. Then run the following,

Set-SPOSite –Identity https://learningwayinstitute-my.sharepoint.com/personal/useraccount/ -StorageQuota 512000

To verify what storage quota your OneDrive for business have, navigate to Site Settings -> Site Metrics.


The above sets the OneDrive for business quota to 500GB for admin user (admin_atl-institute_ca)


OneDrive for BusinessBlock Specific PCs from Syncing







Block Specific PCs from SyncingTo block specific PCs from Syncing, first, Connect to Office 365 using PowerShell. Then run the following,

Set-SPOTenantSyncClientRestriction -Enable -DomainGuids “{Guid}”

Guid is your Domain’s guid or unique id.

All OneDrive for Business Sync client requests originating from a domain that is not on the safe recipients list will be blocked.

A sync relationship will not be established unless the machine is joined to a domain in the Safe Recipient List.

Any files that have been previously been synced down to your computer will not be deleted.


Set-SPOTenantSyncClientRestriction -Enable -DomainGuids “513fad20-5313-40cb-ac85-a8dfaacc2141” -BlockMacSync:$true

Also use the following if you want to restrict Syncing files from a MAC PC only.

Run the following to verify any restriction,Get-SPOTenantSyncClientRestriction


OneDrive for BusinessRestrict File Types







Restrict File Types for OneDrive for Business

To restrict certain file types for SharePoint Online, first, Connect to Office 365 using PowerShell. Then run the following,

Set-SPOTenantSyncClientRestriction -ExcludedFileExtensions “pptx;xls”


Office 365 admins can choose to block certain file types from being synced on web or choose to allow all the file types for Syncing.

When this feature is enabled, users syncing any file that is in the exclusion list will see an error message informing them of the block.

Set-SPOTenantSyncClientRestriction -ExcludedFileExtensions “”

The following Clears the ExcludedFileExtension list and lets all file types synced with the new SYNC Client


Restrict File Types for OneDrive for BusinessResults :


To remove all restrictions, run the following,

Remove-SPOTenantSyncClientRestriction

OneDrive for Businessfor End-users

http://go.microsoft.com/fwlink/p/?LinkId=248256

NextGen SYNC Client

Pre-provision OneDrive for Business user sites

OneDrive for Business for End-users

Install new OneDrive for Business sync client or Upgrade.

http://go.microsoft.com/fwlink/p/?LinkId=248256

https://support.office.com/en-us/article/Transition-from-the-existing-OneDrive-for-Business-sync-client-4100df3a-0c96-464f-b0a8-c20de34da6fa

OneDrive for BusinessSyncing Options

OneDrive for Business for End-usersSyncing Options

Sharing options

Co-authoring and Sharing Scenarios

OneDrive\SYNC Tips


To sync your OneDrive for Business library or other SharePoint site libraries to your local computer, you'll need the OneDrive for Business sync client. This sync app is available with Office 2013 or Office 2016, or with Office 365 subscriptions that include Office 2016 applications.

OneDrive for Business Syncing Options


The OneDrive for Business Next Generation Sync Client is the latest sync client.

It includes capabilities such as :

Selective syncing

Support for large files up to 10 GB in size and

Removing the 20,000 file sync limit.

The new SYNC Client is available for Windows 7, Windows 8, Windows 8.1 and Windows 10.

The version number of the OneDrive for Business Next Generation Sync Client (OneDrive.exe) installed must be at least version 17.3.6378.0329.

See more at SYNC Client Upgrade (@ www.LearningSharePoint.com)

http://www.learningsharepoint.com/2015/12/21/step-by-step-upgrade-onedrive-for-business-sync-client/

OneDrive for BusinessSharing Options

OneDrive for Business for End-usersSyncing Options Sharing

OptionsCo-authoring and Sharing Scenarios

OneDrive\SYNC Tips


OneDrive for Business Sharing OptionsFor Sharing in OneDrive for Business documents, end-users can either provide access using the Sharing button in Office 365 or from the Office activity panel in Office 2016.

Let’s discuss few unique sharing scenarios :

In case of a Conflict in a Shared File (local OneDrive folder vs web) – Changes in local folder needs to be discarded.


In case you stopped syncing onedrive for business (unlinked OneDrive) - When you start syncing a library again, it will create a new folder on your computer. If it’s using the same name, it will add a number to the end, such as 1, 2, and so on.

See : Complete list of Scenarios (@ www.LearningSharePoint.com)

http://www.learningsharepoint.com/2016/06/10/onedrive-for-business-co-authoring-and-sharing-scenarios/

OneDrive for BusinessCo-authoring Options


optionsCo-authoring and Sharing Scenarios

OneDrive\SYNC Tips


OneDrive for Business Co-authoring Options


Tips on how Co-authoring works with Versioning, Content Approval, Check-Out\In and legacy Office apps.

Co-authoring & Check-out\Check-in – Co-authoring is not compatible with the process of checking out and checking in documents in a SharePoint library. Checking out a document means you want to exclusively write to it, and then eventually check it back in so others can see the changes or do further work on the document.By default SharePoint libraries do not require checking out files, and should not be enabled where co-authoring will be used.

Co-authoring & Versioning – Each Co-authoring session Creates a version automatically, when Versioning is enabled in your library. Because several co-authors might keep a document open for a long period of time, versioning for co-authored documents is performed at specific time intervals and not necessarily when the document is Saved. The default value for time intervals in most environments is 30 minutes.

Co-authoring & Content Approval – When multiple users are editing a document, Content Approval works as expected i.e. a single users’ Changes are saved as a Draft Version with the status of “Pending” until it gets approved by the Approver. If it gets approved, the same approval process happens when the second user saves his\her changes after being done with the editing.

See more details (@ www.LearningSharePoint.com)

http://www.learningsharepoint.com/2016/04/01/how-co-authoring-works-with-versioning-content-approval-check-outin-and-legacy-office-apps/

OneDrive for BusinessTips


optionsCo-authoring and Sharing Scenarios

OneDrive\SYNC Tips


Consider following resolutions (right) when you are getting issues (left) with OneDrive for Business.

“Your OneDrive for business files will no longer sync”

Login to your windows 10 machine with Microsoft Id or Office 365 work or school Id.

Cannot resolve messages in View Sync Problems in SYNC client

OneDrive for Business cache by using the"Easy fix" tool

If your OneDrive for Business on Windows 10 resynchronizes files, even when there is no apparent reason for the files to resync, you might need to install the appropriate update for OneDrive for Business for Office 2016 or Office 2013 (whichever). See the Microsoft support article Here.

Disabling OneDrive prior to deploying the OneDrive for Business sync client can help avoid confusion as to where files are synced and saved. If users disable or uninstall OneDrive on their computers, they won't lose any files or data in OneDrive. They can always access their files by signing in to OneDrive.com.

This doesn't remove OneDrive from your PC, but it stops it from syncing with the cloud or connecting with other apps, and removes it from the navigation pane in File Explorer.

OneDrive for Business now supports large files up to 10 GB in size and removing the 20,000 file sync limit.

OneDrive is built-in to Windows 10, so it can't be uninstalled. But you can hide it and stop the sync process, so it stays hidden. To do this, turn off all the OneDrive settings and remove the OneDrive folder from File Explorer.

Any file that’s currently open by an application (for example, an Excel .xlsx file) can't be synced by OneDrive for Business.

Microsoft is working to add the support for file names that contain ‘%’ or ‘#’ characters for OneDrive for Business. Previously these were blocked for upload to OneDrive for Business.

Getting errors syncing files in OneDrive for Business?

OneDrive for Business Tips!


https://support.microsoft.com/en-us/kb/3038627

https://support.microsoft.com/en-us/kb/3118724

http://aka.ms/onedrivehome

https://protection.office.com

Reports for End-usersGenerate OneDrive for Business Reports for admins


ConflictsCo-authoring and Sharing Scenarios

OneDrive\SYNC Tips


https://protection.office.com/

OneDrive for Business Reports Compliance Center in Office 365 is the new Protection

center.

Option 2 – Protection Center

Navigate to the https://protection.office.com and then select Office 365 audit log report.


Using the Protection Center, there are multiple options and combinations that you can generate audit reports on.

The main categories covered for auditing are – § File and folder activities§ Sharing activities§ Invitation and access request activities§ Synchronization activities§ Site administration activities§ Exchange mailbox activities§ User administration activities§ Group administration activities§ Application administration activities§ Role administration activities§ Directory administration activities

See more about Reports (@ www.LearningSharePoint.com)

Before you start creating reports, you need to first Start Recording them. Follow the first two steps below and then check back later to view the auditing data.

Option 1 – Admin Center

https://protection.office.com/

http://www.learningsharepoint.com/2016/03/18/office-365-audit-log-reports-for-sharepoint-online-and-onedrive-for-business/

SharePoint Online andOneDrive App!



SharePoint Online and OneDrive App!

https://itunes.apple.com/us/app/microsoft-sharepoint/id1091505266?ls=1&mt=8

https://itunes.apple.com/ca/app/onedrive-for-business-replaced/id655772279?mt=8






SharePoint Online and OneDrive App!

OneDrive and SharePoint work together to provide you with a great mobile experience!

Notice this! “When viewing a SharePoint Online Site, the Microsoft SharePoint App opens up."

"When viewing Documents from a SharePoint Online Site or OneDrive for Business, the OneDrive App opens up.“

See how to Install SharePoint and OneDrive Apps on IPhone (@ www.LearningSharePoint.com)

http://www.learningsharepoint.com/2016/07/04/introducing-sharepoint-and-onedrive-app-for-ios-iphone/


SharePoint Online App for iOS (IPhone)

A SharePoint App enables you to do the following :

Sign in to SharePoint Online

Sign in to SharePoint on-prem Server

Work with a SharePoint Team Site in both Mobile and PC view.

Access Promoted Links

Find People in your Company

Search for Documents

Notice the four tabs at the bottom – Sites tab, Links tab, People tab and the Settings tab.


OneDrive for Business App for iOS (IPhone)

A OneDrive App enables you to do the following :

Access documents from OneDrive and SharePoint Online

Ability to Mark documents as Offline

Access SharePoint Online Site

Look at Documents Shared by you

Easy access documents that you are working on.

Notice the five tabs at the bottom – Files tab, Recent tab, Sites tab, Shared and Offline tab.

See more about OneDrive Apps on IPhone features (@ www.LearningSharePoint.com)

http://www.learningsharepoint.com/2016/07/14/onedrive-app-for-ios-iphone-features-and-capabilities/

11


OneDrive for Business Offline AccessOneDrive App has a special feature to mark documents as Offline :

1 2 3


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Technology

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