Laurent Schoenaers

Information consultant and Office 365 enthousiast

Category: 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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Sharegate Powershell migration script

For an Office 365 tenant to tenant migration, I wrote a small Powershell-script with the Sharegate API in order to fully migrate all necessary site collections from A to B.

The script will run on a VM, making it easy to keep migrating during and post business hours.

Be my guest to re-use the script and to make your migration run smoothly and without much manual interference. The script will traverse 3 steps:

  1. Create the site collection at the destination tenant
  2. Make your account a site collection administrator
  3. Migrate the site collection and its content

After every third site that is migrated, the script will prompt for manual continuation. You can easily remove this part or increase the number of sites migrated to your use case.

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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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Sharegate bulk incremental update

In Sharegate, having the full license (!), it is possible to run PowerShell scripts. In this script we could read a CSV-file to bulk migrate document libraries, lists or sites.

This can speed up the migration time, since you would only need to specify the objects once in a simple CSV-file instead of manually going through every object one by one, which is very time consuming.

In this example, we will perform a bulk incremental update (only copy the item if it is newer in the source than the corresponding item at the destination) of some document libraries from an on premise environment to different Site Collections in SharePoint Online.

The reports can be found in Sharegate as well, through the “Migration reports” button in the Ribbon.

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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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