Why SharePoint Online Will Allow Users to Delete Files with Retention Labels

Users attempting to delete SharePoint Online files assigned Microsoft 365 retention labels are blocked. That is, until a change arrives in November to make SharePoint Online and OneDrive for Business behave in the same manner. It’s a good change because it avoid the scenario where users remove retention labels to delete files, which undermines the organization’s compliance strategy. Now, deleted items go into the preservation hold library and stay there until their retention period expires. My only complaint is that the control over the mechanism is not as simple as it should be, but that’s a small and relatively unimportant flaw in the overall scheme of things.

SharePoint Admin Center Absorbs OneDrive for Business Management

Microsoft has simplified Microsoft 365 administration by moving controls from the OneDrive for Business admin center into the SharePoint Online admin center. It’s a good step because the two workloads are really two sides of the same file and document management function within Microsoft 365. With many apps moving storage of their data to OneDrive for Business, its role is becoming increasingly important. Even so, OneDrive doesn’t deserve a dedicated management portal.

How Teams Makes Webinar Information Available for Search and eDiscovery

Teams-based webinars are a popular way of hosting events like product briefings or announcements. Behind the scenes, the Microsoft 365 substrate stores information about webinar speakers, attendance, and event details as lists in the meeting organizer’s OneDrive for Business account. The information stored in OneDrive is indexed and available for eDiscovery. It’s a great example of the Microsoft 365 ecosystem in action.

How Microsoft Search Finds Spoken Text in Teams Meeting Transcripts

Adding the ability to search for spoken text in Teams meeting recordings is just one of the new features added after Microsoft moved storage for meeting recordings to OneDrive for Business. A new video viewer and support for 27 additional languages (some different variants of a base language) are also important developments. In this article, we explore how Exchange Online captures the text spoken in Teams meetings, how OneDrive for Business links the text with the video, and how Search can find spoken text from the transcripts.

Microsoft Plans to Remove Transcripts for Some Old Stream Videos

Microsoft plans to start removing the automatically-generated transcript of some Stream videos in September 2021. Only automatic transcripts are affected, and only if no one is looking at the video. If you’ve taken the time to edit a transcript or upload a manual transcript, Stream will leave these transcripts alone. It’s all part of the big plan to get Stream off its own Azure storage and onto SharePoint Online and OneDrive for Business.

Microsoft Adds Service Plan to Control Offline Synchronization of Lists

OneDrive for Business

Microsoft 365 notification MC277196 informs tenants about a new service plan to control the Nucleus synchronization engine. In effect, this means you can disable offline working with Microsoft Lists. The new service plan is due to turn up in Office 365 SKUs in September 2021. Lists will get a new icon to show their synchronization status. Apart from the delayed deployment of Nucleus, it’s all good news.

OneDrive’s Sharing Control Upgraded with Shared with Information

The OneDrive for Business sharing control (also used by SharePoint Online) now shows thumbnails of the set of people who already have access to an item. The idea is to give owners of information an at a glance view of who has access. It’s a nice change which adds something that probably no one thought was missing, The little things add all the difference!

Whiteboard Moving Its Storage to OneDrive for Business

OneDrive for Business

Microsoft’s Whiteboard app is moving its storage off Azure to OneDrive for Business. The switchover will happen in October 2021, but tenants can opt-in to use OneDrive storage from the end of August. Some Whiteboard clients won’t be able to cope with OneDrive then, but Microsoft says that everything will be straightened out for the switchover in October. As we explain here, it’s a good idea (for many reasons) to move Whiteboard storage to OneDrive.

Microsoft to Introduce Auto-Expiration for Teams Meeting Recordings

In September Microsoft will introduce a new auto-expiration feature for Teams meeting recordings stored in OneDrive for Business and SharePoint Online. By default, recordings will be moved to the recycle bin 60 days after creation (30 days for users with Office 365 A1 licenses). Tenants can control the default expiration period using Teams meeting policies while users can override expiration for individual files. And if you use retention policies to control Teams meeting recordings, their instructions take precedence over auto-expiration.

SharePoint Online Adopts OneDrive’s Deletion Method for Items with Retention Labels

A change being made to SharePoint Online in August will make the deletion process for files with retention labels consistent with OneDrive for Business. The intention is to achieve consistency across the two browser interfaces and to remove a little friction for users who might become confused when they SharePoint Online stops them deleting labeled files. Everything will happen in August. We wonder if anyone will notice?

How to Track the Progress of an Auto-Label Policy

Auto-label policies are a good way to assign retention labels to important files stored in SharePoint Online and OneDrive for Business. The big problem is tracking the progress of auto-labeling. In this article, we explore how to use events logged in the Office 365 audit log to figure out what files are labeled and how long it takes the auto-label policies to process the files. The example explored here is an auto-label policy for Teams meeting recordings.

Teams Gets Automatic Meeting Recording Option

Teams meeting organizers will soon be able to configure an option to start recording when the meeting starts. The option must be set for each meeting and there doesn’t seem to be an available method to preconfigure recordings for all meetings through a policy or programmatically. The new option is useful, if you remember to set it.

How Progressive Web Apps and Nucleus Combine to Make SharePoint Content More Accessible

Two Microsoft 365 message center notifications covering Progressive Web Apps (PWAs) for OneDrive and Lists are interesting, but the news of the arrival of the new Nucleus synchronization engine within the OneDrive sync client (for Windows) is even more interesting. Together, the combination of PWAs and Nucleus make OneDrive and SharePoint data more accessible to users.

Microsoft Clamps Down on PST Version Storage for SharePoint Online and OneDrive for Business

Microsoft will soon impose a limit on the number of PST versions kept by SharePoint Online and OneDrive for Business. PST files have no business being in cloud storage, so this is a reasonable step. People shouldn’t keep PSTs in SharePoint or OneDrive document libraries and organizations shouldn’t let them. In fact, you should block PSTs from OneDrive synchronization and make plans to eradicate these pesky files.

Microsoft Whiteboard Moves its Storage to OneDrive for Business

Microsoft has announced that Whiteboard will move its storage from Azure to OneDrive for Business. It’s a good move because it addresses several important issues. around search, eDiscovery, compliance, and data governance The switchover is due in October 2021, but Office 365 tenants will get an opt-in choice to move earlier.

Enhanced SharePoint Online/OneDrive for Business Sharing Control Now Available

SharePoint Online and OneDrive for Business have a new sharing link control which highlights the permissions assigned to sharing recipients. It’s a minor tweak which is actually a pretty good idea as the last iteration of the sharing control buried permissions behind the scenes. And as we all know, permissions are important to IT resources.

OneDrive Sync Client Has Meltdown During Azure AD Outage

The OneDrive sync client is an important Microsoft 365 component which underpins features like autosave and coauthoring of Office documents. During the March 15 Azure AD outage, the client had a meltdown and removed all the local copies of files stored in a SharePoint Online folder, seemingly because it couldn’t authenticate. The problem was easily fixed, but it’s a bad example of handling what could be a transient authentication issue.

How to Use Sensitivity Labels to Protect Teams Meeting Recordings

OneDrive for Business now stores Teams meeting recordings. You can protect files with sensitivity labels, but does this have any side effects for Teams? As it turns out, it does because the protective wrapper which encrypts the recording breaks the link to Teams. This might not be important if you need to protect a confidential recording and restrict access to a known set of users, but it’s something to consider before applying any labels.

Blocking Download Permission for Teams Meeting Recordings

Microsoft has announced that recordings of Teams meetings stored in OneDrive for Business will be blocked for download by anyone except the owner. The change will roll out in mid-April and should be complete by mid-June. Microsoft’s post draws attention to the fact that you shouldn’t use channel meetings to discuss confidential topics. It’s all to do with the Microsoft 365 Groups membership model.

Use Distribution Lists or Security Groups to Add Accounts to DLP Policies

Teams Data Loss Prevention (DLP) policies help to stop users sharing confidential information through chats and channel conversations. A recent update means that accounts to be included or excluded in DLP policies can be specified using distribution lists or mail-enabled security groups. While this doesn’t sound very exciting, it is if you need to deploy DLP policies to targeted sets of Teams users.

Feb 24 2021 Update: The picker used for OneDrive for Business accounts will support distribution lists and security groups in March.

How the New Stream Handles Storage Quotas

Storage for videos stored in the new Stream will be charged against SharePoint Online and OneDrive for Business accounts. This shouldn’t make much difference for Teams recordings, as there’s plenty of storage available for OneDrive accounts. You can increase the default amount to 5 TB in enterprise tenants, and that should be enough for even the most copious of Teams meeting recorders.

Teams Drives SharePoint Online Growth to 200 Million Active Users

Microsoft says that SharePoint Online now has 200 million monthly active users. Teams is the major influence driving SharePoint growth with an increasing number of touchpoints between the two Microsoft 365 workloads.

Microsoft Removes EEEU Permission from OneDrive for Business Accounts

Microsoft is rolling out an update to remove the Everyone Except External Users (EEEU) permission from OneDrive for Business accounts created before August 1. They’re also doing a permissions reset of lists created in those accounts, meaning that some folks might lose access to lists. It’s hard to know how much impact this will have on Office 365 tenants, but it’s probably a good ideas to ask.

How to Add OneDrive Shortcuts for SharePoint Online Folders

SharePoint Online now boasts the Add shortcut to OneDrive feature, which is a very usefuil way to assemble a set of points to important SharePoint folders in OneDrive. While Microsoft Search can find documents and Delve can display a set of documents added to boards, being able to find all your important folders in OneDrive for Business is a very effective way to have fast access to your most important files.

Teams Adopts Sharing Links for Files Shared in Chats and Channel Conversations

After a long delay to make adjustments, Teams is adopting the common file sharing mechanism used by Microsoft 365 applications. After being delayed, the roll-out starts in mid-March and should be complete in mid-April. 2021. With Teams in the fold, we can say that sharing is done consistently across Office 365, which can’t be a bad thing.

How to Find and Reassign Orphaned OneDrive for Business Accounts

OneDrive for Business accounts belonging to ex-employees can be reassigned to others during the deletion workflow, but orphan accounts can accumulate over time. This post describes a PowerShell script to find orphan OneDrive accounts and add a user to the site so that anything there can be retrieved.

OneDrive Clients and Version History

OneDrive clients have access to version history for files stored in SharePoint Online and OneDrive (business and consumer). Until they don’t, which is why I am grumpy today. As it turns out, the feature works on one PC but not another, and that’s super-frustrating.

How to Find SharePoint Files with a Sensitivity Label

Sensitivity labels are spreading across Office 365. Now you can search SharePoint Online to find documents with a specific label. And if you make an extra tweak to the search schema, you can find labeled sites too. All of which seems boring and uninteresting until you actually need to do it.

OneDrive for Business and its Unlimited Storage

Microsoft’s service description for OneDrive for Business promises “beyond 1 TB, to unlimited” storage. In reality, most enterprise Office 365 accounts have 5 TB storage and won’t need to go further. But you can… first to 25 TB and then even more in the form of SharePoint sites. You just have to talk nicely to Microsoft support.

Use the Office 365 Audit Log to Find Who Updated a Document

Do you need to find out who updated a SharePoint Online or OneDrive for Business document? Use PowerShell to search the Office 365 audit log for document events and the complete history is available. Well, at least the last 90 days’ history – or 365 days if you have the necessary licenses.

OneDrive Known Folders and PowerShell Module Installations

PowerShell modules are often updated regularly to add new features and functionality. When the time came to update the Azure Active Directory preview module to 2.0.2.89, things didn’t work so smoothly because the files for the previous version of the module had ended up in OneDrive for Business. The moral of the story is that there’s a reason why the Scope parameter exists for the Install-Module cmdlet.

OneDrive Completes Roll-Out of Differential Sync

The OneDrive development team has announced that the roll-out of differential sync is now complete. Large files can synchronize without difficulty because only the changed bits need to be transmitted to the server. This isn’t an excuse to start uploading MP4 files to OneDrive, but you can now do it more easily.

Auto-Label Policies in SharePoint Online and OneDrive for Business (Preview)

A recent Teams Live Event hosted by Microsoft’s Information Protection team discussed the automatic assignment of sensitivity labels to SharePoint Online and OneDrive for Business content. A preview is now available and Microsoft hopes to make this functionality available at the end of March 2020. You’ll need Office 365 E5 or Microsoft 365 E5 licenses.

Going to Vegas for The SharePoint Conference 2020

The SharePoint Conference 2020 takes place in Las Vegas on 19-21 May 2020. SharePoint is very important to Office 365 and it’s important that tenant administrators understand SharePoint. Tony is going to Vegas to learn and to deliver sessions about Teams and Office 365 Sensitivity Labels. And avoid gambling, vice, and other bad things.

How to Save SharePoint Online and OneDrive Files and Folders for Later

We all store lots of information in the cloud and sometimes it is hard to find work that needs to be resumed or finished. OneDrive for Business and SharePoint Online now boast the ability to mark files and folders for later. The two apps share a common list and make it easy for users to find work that they need to return to.

How to Configure the Per-Site Anyone Link Expiration Policy for SharePoint Online Sites

You can use PowerShell to configure a customized per-site Anyone sharing link period for different sites. Public sites might have a 365 day period while more confidential sites might have a more restricted period. All it takes is the Set-SPOSite cmdlet to set the necessary properties and you have a customized policy.

Microsoft Acts to Stop OneDrive Users Excluding Sites from Searches

OneDrive for Business owners could exclude their sites from Office 365 searches but they can’t any longer after Microsoft acted to remove the capability from OneDrive site settings. All OneDrive for Business sites are now indexed and available to Office 365 searches.

How to Generate a Report About OneDrive for Business Storage

It used to be more difficult to generate a report about the storage used by OneDrive for Business sites in an Office 365 tenant. Now it takes just a few lines of PowerShell. Here’s an example of a simple but powerful script to do the job.