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

Category: SharePoint Online (Page 1 of 2)

Microsoft Lists – Your smart information tracking app in Microsoft 365

Build 2020 brought a lot of Microsoft 365 news and announcements for businesses and developers – including the first disclosure of Microsoft Lists. We are pleased to share our vision for Lists – to highlight how you use it to track issues, manage inventory, build out event agendas, report status, manage FAQs, and more.

Microsoft Lists is a Microsoft 365 app that helps you track information and organize your work. Lists are simple, smart, and flexible, so you can stay on top of what matters most to your team. Track issues, assets, routines, contacts, inventory and more using customizable views and smart rules and alerts to keep everyone in sync. With ready-made templates, you can quickly start lists online, on our new mobile app, and directly from within Microsoft Teams. And because it is part of Microsoft 365, you can rely on enterprise-grade security and compliance.

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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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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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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