How OneDrive’s New Sharing Link Dialog Makes It Easier to Configure Settings

A new sharing link dialog for OneDrive for Business and SharePoint Online is rolling out to Office 365 tenants. The new dialog makes it easier to configure settings for copy links. This might sound like a small thing on the overall scale of Microsoft 365, but making it absolutely clear how to configure sharing links is a good step towards helping users send the right kind of links when they share documents with others.

How to Analyze Audit Records for SharePoint Online Sharing Events

When SharePoint users share information, Office 365 captures events in its audit log. By analyzing the events, we can build a picture of how people share information. The sad thing is that the audit events logged when someone extends the validity of a sharing link doesn’t contain as much information as you might like. Even so, we can still analyze the sharing events to build a picture of what happens in an Office 365 tenant.

How to Use SharePoint’s Expiring Access Policy for External Users

The SharePoint Online expiring access policy controls how long external users can use a sharing link. You don’t have to use this policy, but it’s a good idea to configure it. And once the policy is active, users will see notices when their sharing links approach expiration. The process to renew (extend) sharing links is quick and easy. And if you want even more protection, consider combining this policy with sensitivity labels.

How to Create a DLP Policy to Stop External Sharing of Teams Meeting Recordings

Teams meeting recordings can contain a lot of confidential information. It’s a quick and easy task to create a Data Loss Prevention (DLP) policy to stop people sharing these files externally, In this post, we show just how simple the required policy is, and just how effective it is at stopping external sharing.

Some Microsoft 365 Features Highlighted at Fall Ignite 2021 You Can Use Now

To help you recover from the blizzard of Microsoft 365 information released at Fall Ignite 2021, here are some notes about features and functionality you might have missed. Like any list created by a conference (virtual) attendee, it reflects my interests and what I was looking for. Feel free to disagree on the importance of any or all of the topics discussed here… and suggest some of your own in the comments.

How to Update Custom Properties in the Site Property Bag in SharePoint Online

The site property bag is SharePoint Online’s way to allow tenants to add custom properties. This is useful if you want to add custom properties for search purposes, which is what you might need to do to use the new adaptive scopes for Microsoft 365 retention policies to find and process SharePoint sites. In this article, we explain how to add values to the site property bag, and how to make sure that you don’t leave sites in a position where custom scripting remains enabled.

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.

How Retention is Changing for SharePoint Online’s Preservation Hold Library

The preservation hold library is an important component of SharePoint Online retention processing. A change coming in November should simplify file handling and reduce the amount of storage taken up by retained files in the library. Basically, instead of storing multiple versions of a file, SharePoint Online will hold a single file containing all the updates. It seems like a good change to make. We’ll know more when it rolls out.

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.

Teams and SharePoint Online to Synchronize Channel Names Properly

The longstanding problem where the renaming of a Teams channel did not rename the folder in the SharePoint document library is being fixed. First flagged as an issue in 2016, this is one of the oldest bugs in Teams and it’s taken far too long for Microsoft to squash. The good news is that the fix will deploy in mid-September to close off the problem once and for all.

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!

Microsoft Introduces Auto-Expiration Policy 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?

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.

How Sensitivity Labels Control the External Sharing Capability of SharePoint Online Sites

The latest update for sensitivity labels allows them to control the external sharing capability of SharePoint Online sites. It’s a powerful example of policy-based management in action and demonstrates just how useful sensitivity labels will be as Microsoft steadily builds out the set of controls available through labels.

How to Decrypt SharePoint Online Files Protected with Sensitivity Labels Using PowerShell and the Graph API

Sensitivity labels are a great way to protect confidential documents stored in SharePoint Online. Sometimes the documents must be decrypted. This article explains how to build a PowerShell script which uses Graph API calls to navigate to a folder in a SharePoint Online document library and decrypt the protected documents found in the folder.

Resetting the Sign-In Address for an Azure AD Guest Account

A new preview feature allows the resources available to an Azure AD guest account to be reassigned to another email address. It’s a nice feature, but Teams has some problems with it at present. On the upside, everything works great with SharePoint Online and Planner, and we’re sure that Microsoft will fix the problem with Teams soon.

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 Report Audit Events Generated for Sensitivity Labels

Audit records are a great way to gain an understanding of what happens inside Office 365. We use PowerShell to report actions taken with sensitivity labels such as protecting files and containers. The latest development is the addition of support in the Microsoft 365 apps for enterprise (Office desktop) to log audit events when users interact with sensitivity labels. Unsurprisingly, more events are often logged by the desktop apps than their online equivalents.

How Edge Sleeping Tabs Affect SharePoint Online and Other Pages

Microsoft’s Edge browser recently introduced sleeping tabs to conserve resources. Although this is a good idea, putting SharePoint Online tabs to sleep stops them reconnecting. I suspect it is because a refresh token times out and isn’t renewed. The solution is to add SharePoint Online sites to the list of sites that don’t sleep. Always-on document management is the best approach.

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.

Sensitivity Labels Control External Sharing for SharePoint Online Sites

The container management settings of sensitivity labels can now manage the external sharing capability of SharePoint Online team sites. The same settings as available in the SharePoint admin center or PowerShell can be applied through a label. Caching means that new settings in a label might not be picked up by SharePoint Online for up to 24 hours.

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.

Handling Sensitivity Label Mismatches in SharePoint Online

Support for sensitivity labels is generally available for SharePoint Online. Users can apply labels to classify and protect documents, but a mismatch can happen between labels applied to documents and the sites where the documents are stored. When this happens, SharePoint Online emails site owners to tell them that a mismatch exists.

How to Report Per-User SharePoint Online Activity

SharePoint Online generates a lot of events in the Office 365 audit log. You can interrogate the log with PowerShell to create per-user reports of their activities. The Search-UnifiedAuditLog cmdlet finds all the necessary data; after that it’s just a matter of filtering and refining the data and then creating the reports.

Upgrades Available for Exchange and SharePoint PowerShell Modules

Microsoft has published updates for the Exchange Online management and SharePoint Online PowerShell modules. Generally it’s a good idea to install the latest version of PowerShell modules for the different Office 365 products, but beware of some gotchas that await the unwary…

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.

Word Combines @Mentions and SharePoint Online Sharing Links

Word users range from casual to professional writers. Those involved in collaborative co-authoring can now @mention others in comments. The feature is available in Word and PowerPoint (click to run) and the Office Online apps now and Excel desktop is due to get it too. Documents must be stored in SharePoint Online or OneDrive for Business to allow @mentioned people access the files.

Microsoft Makes SharePoint Site Swap Available to Large Tenants

Large Office 365 tenants with more than 10,000 seats can now use the SharePoint Online site swap feature to replace an old root site with a new communications site. The site swap must be done with PowerShell and needs a new version of the Invoke-SPOSiteSwap cmdlet. Once you prepare your new site for swapping, everything goes smoothly.

Managing SharePoint Online with PowerShell

Like many other parts of Office 365, you can manage SharePoint Online with PowerShell. At least, you can manage some aspects of SharePoint Online with PowerShell. Microsoft has made it easier to keep up to date with the latest SharePoint Online module and the PnP module, so there’s lots of cmdlets to help Administrators do a better job of automating different aspects of SharePoint Online.

SharePoint Library IRM Protection and Office 365 Sensitivity Labels

Now that SharePoint Online supports Office 365 Sensitivity Labels, it’s time to consider how to protect files stored in document libraries. When you compare the two approaches, there’s really only one winner. And there’s no surprise in saying that the winner is Office 365 Sensitivity Labels.

Microsoft Fixes Teams Problem After SharePoint Site Rename

Teams and SharePoint Online share a connection through the Files Channel tab. Unfortunately, if you rename the URL of a SharePoint site, the connection broke. The good news is that Microsoft has now fixed the problem. Some pesky bugs got in the way, one of which stopped the connection being restored. But the developers persisted and the final bug was fixed last week.

Publishing Content From Another SharePoint Site to Teams

Publishing SharePoint Online content to Teams is a great way to make users aware of important information. The standard SharePoint web part makes it easy to publish content from the site belonging to a team. Things are a little more difficult when you want to publish content to a team from a different site. Fortunately the website tab comes to the rescue.

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.

SharePoint Online Gains New Office 365 Compliance Features

At the Microsoft Ignite 2019 conference, Microsoft described how SharePoint Online will use Office 365 compliance features such as sensitivity labels and information barrier policies to better protect information stored in SharePoint sites. The Office Online apps also gain support for sensitivity labels. The new features will enter a mixture of public and private previews starting November 20.

Discovering URLs for SharePoint Online and OneDrive for Business Sites

If you want to include SharePoint Online and OneDrive for Business locations in an Office 365 content search, you need to know the URLs of the target sites. Finding the URLs can be problematic, but here’s some easy ways to do the job. PowerShell, as usual, comes up trumps…

New OneDrive File Viewer Shows Up In Teams

Microsoft has released new OneDrive file viewers that are turning up in Teams clients. The new viewers are more intelligent and make it easier to work with files, especially Office documents. However, even intelligent viewers can only function when a solid network connection is available and often a local synchronized copy of Teams files is the way to work.

SharePoint Online Site Swap Feature Rolling Out

Microsoft announced the roll-out of the Site Swap feature for SharePoint Online. You can only do this with PowerShell, but the process is quick and easy and works well (assuming your new site is ready to go). Who doesn’t like one-line PowerShell commands that do a lot of work with minimum effort!

Using Password-Protected Sharing Links with SharePoint Online

SharePoint Online and OneDrive for Business support the ability to protected Anyone links with passwords. The idea is good and the feature works well, but some Office 365 tenants have problems with the idea of using Anyone links because, as the name implies, anyone who has the link can use it to open a document.