Laurent Schoenaers

"The only thing that is constant is change." - Heraclitus

Tag: SharePoint Online (page 1 of 2)

How to get started with defining my document flow in Office 365?

Office 365 offers a lot of places to store your documents. Each tool has it own specific feature set, making it confusing for users of the platform to know where to place their content.

I will explain what I consider a good document flow in a second.

First things first, to know when to use what tool, read my previous blogpost “Office 365, when to use what?” to get up to speed.

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Office 365, when to use what?

When it comes to defining which collaboration or communication tool to use, there is no one-size-fits-all answer. However, with 3 simple questions, you can get a better view on when to use what:

  • How big is the audience?
  • What is the type of communication?
  • What is the pace of the communication?

Additionally I will tell you, in a nutshell, where to store your documents in Office 365.

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SharePoint Online remove “Feedback” button

In SharePoint Online, by default, Microsoft has added a “Feedback” button. This may confuse end-users, as they might think the feedback will be send to their administrators instead of Microsoft.

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Access denied when uploading page to SitePages library in SharePoint Online

On one of our customer’s new Office 365 tenant we were unable to upload files to the SitePages library. An access denied was given to every user, even the tenant admin.

After investigating the issue, we noticed something odd when checking the permission of our user in the library’s permissions:

Even when having sufficient permissions in SharePoint, we have a deny on adding and customizing pages.

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SharePoint Online document library default metadata values

In SharePoint Online, for a list or document library, it is possible to define default metadata values based on the folder where an item or document is added.

As with a lot of cases in SharePoint, the defaults are set on subfolders with inheritance. On every folder-level it is possible to break the inheritance and define other default values for your metadata.

In the example below we work with a Managed Metadata field, called customer, we need to default. This way our co-workers don’t need to specify the value everytime they create or upload a document to the document library.

There are two ways to make the magic happen. Through the user interface, and with Powershell.

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Get a direct link to a document in Modern Libraries

With the Modern Libraries in SharePoint Online, getting a direct link – with a readable path – is not as straight forward as it was with the Classic Libraries. While the option is not there right before you, it is still possible to obtain such a link. In fact, there are even two.

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SharePoint Online lock/unlock your site

In some scenarios it is required to put a site in read only-mode, for example a project site, or to simply just remove access to it.

From the SharePoint Online Admin Center there is no way to lock your site, or to put it in read-only. There are two ways to achieve this, one is through Powershell, the other one through the Site Settings of your Site Collection.

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Get all checked out documents in a SharePoint Site Collection, and check them in

A customer of mine had the need to get an overview of all the checked out documents for a given Site Collection, and to check them in afterwards prior to a content migration from SharePoint 2013 to SharePoint Online.

Since no out of the box features exist to accomplish this goal, I had to write a Powershell-script to find all the checked out documents in a Site Collection.

You can find the script here. It works for SharePoint Online as for SharePoint 2013. I did not test it with SharePoint 2010.

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SharePoint comparison matrix for 3rd party migration tools

Recently, I came across a very interesting blogpost from Alex Dove, pointing out all the differences, pro’s and cons about the most popular migration tools to SharePoint Online (Office 365).

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