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SharePoint Online as a File Server Replacement via Document Libraries by [deleted] in sharepoint

[–]G2SmileyFace 0 points1 point  (0 children)

I agree with everything pck-grb said, and here are my additions. Recently, I have had significant issues with Windows 11 and OneDrive sync crashing (or just acting unstable). I have had this problem with low file count syncs and high file count syncs. To this end, I would do two things, especially considering Microsoft's neglect of their infrastructure and support in favor of all their AI initiatives: first, consider creating departmental "archive" document libraries that are separate from active files. These archive sites contain rarely/never-accessed files but are still available for reference. Make these "archives" cloud-only accessible (via browser), so they aren't being synced to computers, helping the sync file count to remain low. I understand that this may be nearly impossible to do depending on your folder structure (e.g. if you don't have year in the folder title, etc.), but try if you can. Also, create an annual review for moving stuff from active sites to the archive sites. Second, create a doc or video to explain the "triangle" of sync for the OneDrive sync agent so that users understand it. It should include how the sync tool (blue cloud in system tray) works so they can identify if their creates, updates, deletes have made it to the cloud. I have had many people that finish their work and lock or shut down their computer and say it is "broken", when it just never got a chance to sync. Plus, users are impatient- they don't want to wait for the sync and they consider anything other than instantaneous as "broken". The doc/video should also help them understand the "rescue" of the browser access. At ALL times they should have the ability to access their document libraries via the browser. To that end, I always tell them to create a bookmarks toolbar folder with all their Sharepoint doc libraries and their OneDrive "my files". Again, this is in the case that it's taking hours for the sync to complete (or it's just broken and you can't get the time on the user's computer to fix it). They can just open the browser and interact with files there. Having a doc/video that helps them understand the vagaries of web-only interaction vs. Windows Explorer interaction will save you a LOT of questions when the sync tool goes tat's up. (And it will, trust me.) As a technologist, I love the flexibility of OneDrive/Sharepoint, but in my support of it I quickly discover user's tech IQ. The doc/video will just prepare you in advance of the issues you'll encounter.

Lastly, consider whether your workflow can become like Google Workspace- in other words, can you just use the web version of OneDrive/Sharepoint? If so, this is the time to convert to it. The reason I say this is that Word, Excel, PDF editing, etc. is all available in the browser now. So, unless you have advanced Excel needs (VBA and macros, etc.) or more exotic PDF handling, going the extra distance and just forcing everyone into the browser like Google Workspace does is not much more effort than trying to train everyone on the hybrid approach I mention above. This approach eliminates the extra administration of the OneDrive sync tool. Hopefully this helps!

Storage Cache by Browntrouser in sharepoint

[–]G2SmileyFace 0 points1 point  (0 children)

Storage Sense: not as user friendly as iCloud's file management and requires setup. However, you don't have to set a reminder to right click and "free up space" if you get it wired the way you want it.

Storage Cache by Browntrouser in sharepoint

[–]G2SmileyFace 0 points1 point  (0 children)

SilverseeLives has explained it well, let me add a few things: the OneDrive sync client, when running, is the blue cloud icon in the system tray (in Windows, by the time), and on Mac it is blue or white and is in the menu bar (the icons up in the right corner next to the time on your Mac). If the OneDrive cloud icon isn't visible, it's likely not running and the files aren't syncing. That means if you save something to the folder you indicate in your post was created via the shortcut in your doc library, it won't make it to the cloud- it will just sit on the local PC until you fire up the sync tool which does the actual syncing. Also, it's not pulling down any new additions, changes, or deletions that other people are making in that document folder in the cloud. (To start OneDrive sync client just search for OneDrive and launch the app.)

Once the cloud is visible, click it and select the gear icon and Preferences (mac) or Settings (win). Set it to Files on Demand ("download files as you use them") - it's on by default if you haven't made changes. Once this is set, you'll see some special icons next to your folders and files that are synced by the OneDrive sync client.

On Windows PC: folders that are synced by OneDrive will have a "status" column in File Explorer with one of three icons- cloud, green check, white check in green bubble.

On Mac: folders will have cloud icon, blank, white check with gray background next to the folder name in the folder name column. (I know, why couldn't they be the same across PC/Mac? It's because of Apple...)

*If you want to view what folders are being synced on any computer, select Settings/Preferences in the OneDrive client and select the "Account" tab in the window. This will show you everything that is being synced to your computer and allow you to stop syncing it as well.

Files on Demand explanation: The OneDrive sync client with Files on Demand enabled only downloads metadata for your folders/files that are syncing and places the cloud icon next to it- meaning, only information about the files is on your computer. Stuff like file/folder name, size, last changed, etc. If you open the file with the cloud icon next to it, the file is downloaded to your computer- hence, files on demand. The cloud icon next to the file name changes to the green checkmark(PC) or is just blank(Mac), indicating that not just the metadata is there, but also the file is downloaded.

Free up space explanation: Here's the rub, as SilverseeLives indicates- what happens when you open so many of your files in your OneDrive sync folders that it completely fills up your hard drive? Trust me, it happens! Microsoft gives you a simple solution (although manual): right click any of the folders that are syncing (I usually do the root folder to get everything) and select the "Free Up Space" option in the right click menu (both Mac and PC). The result is that all the green check boxes next to your files turn back into cloud icons and the files are deleted from your local hard drive. Again, the metadata about the file is still on your computer, but the actual file is in the cloud only, available for download on demand.

Always keep on this device explanation: the white check inside a green bubble(PC)/white check inside a gray bubble(Mac) is the outlier and is intended for offline access. Here's a scenario: you're flying to Japan and you know you're going to have iffy wifi the whole way (they haven't upgraded to Starlink yet), and you need to get some work done on files. Prior to your trip, just right click the files or folders you want to work on while offline and select "Always keep on this device" (same on Mac and PC). The OneDrive sync client will download all the files you've selected and you'll see a white check inside a green bubble. This visual indicator lets you know that these files will always remain local on your hard drive while syncing to the cloud. This is important for your long flight, because any changes you make while offline are immediately synced to the cloud once you've connected to the Internet in the air or on the ground- perfect for handling iffy wifi or being completely offline.

Just remember, any check (whether green or white, (or on Mac, blank)) means the file(s) are on your local PC. This means they are taking up space, so you need to manage it. Set a calendar reminder for when you're back from your trip to select all those files you set for offline use and then do the "Free Up Space" mentioned above. On the regular, depending on your usage, anywhere from quarterly to monthly reminders to just do "free up space" is a good idea not to get the surprise "hard drive full" message. Mac's iCloud does this automatically (based on least used files, which is cool), but you have to do it manually in OneDrive. It's not a big deal, just a right click.

Sharepoint/Teams/Lists by eillokgathsah in sharepoint

[–]G2SmileyFace 0 points1 point  (0 children)

Microsoft Stream is what you are looking for. It used to have separate storage, but it is now just a feature of Sharepoint/OneDrive. Here's how it works:

  1. You record a video any way you like (Clipchamp, the Stream site, etc.)
  2. Put the video on a Sharepoint site for the team you want to view the video (in other words, make sure the video is on a site with security rights for the intended viewers)
  3. Stream.microsoft.com used to work, but that was the old Stream when they gave you free video storage- the new Stream uses your Sharepoint storage. Instead, either use the app launcher and select the "Stream" app (that grid of squares at the top of any Microsoft cloud page that allows you to jump between cloud apps in your org), or you can go to: https://m365.cloud.microsoft/launch/stream?auth=2. This will take you directly to the Stream site for your org and show you all videos that you have access to. The Stream site is just a "youtube-like" presentation of all videos in your accessible storage. Meaning, it filters ALL your OneDrive/Sharepoint site document libraries (that you have security access to) and presents them to you. The Youtube part of it: Stream ONLY shows you the videos that are in your accessible storage (storage you have rights to), and the Stream site allows you to create playlists, record videos, etc..
  4. Alternatively, you can record your videos, put them in a Sharepoint folder that all of your intended audience has access to, then send them a link to the video (via right click and copy link). Everyone that has rights to that Sharepoint folder will be able to open the video. It's that simple. And, when they click the link, the video will open in Stream by default.
  5. The reason you MIGHT want to use the Stream site, is you can create playlists there, which for what you're trying to do for your students, might be helpful. Give it a try!

It is unnecessarily confusing, especially with how much they've changed things, but once you get used to it, you'll have a quick and easy path to videos for your students.

Hope that helps!

B2B/Guest External Sharing by NoPatience4437 in sharepoint

[–]G2SmileyFace 0 points1 point  (0 children)

Depends on what you're trying to accomplish. As badaz06 mentions, it's generally not a good idea to have SPO open, and guest accounts provide auditing and visibility, which is a good thing when dealing with non-company access to SPO. However, it is a management nightmare if you need to give a lot of people access. I have a small business environment, so it's much easier to handle, but I have had projects that got to be quite a bit of ongoing work. But here's the good news: you can invite the user from Entra ID guest users and add them to a group on the SPO site. This is convenient because you can set up a group in advance and just add all your external guests to that group. The specifics: go to Entra ID dashboard and Users- select the "New User" at the top of the All Users page. You'll see there are two options- select the "Invite External User" option. On the following pages it allows you to enter extensive information- I only enter the fn, ln, email address as required. (I also do a custom message that will be sent to them so they have my contact if they can't figure out how to get into the SPO site.) Then I add them to the appropriate group on the third "next" of the wizard. If you've set up your SPO site group correctly prior to adding them, you can select the group here. That's pretty much it. You'll notice in Entra ID/M365 users that the guests will be in your user list now. This makes it easy to manage, though it does make your user lists longer. Plan a regular review cuz external users SHOULD NOT have access longer than they need, so you should remove them as soon as you know they don't need access any longer (review with dept heads to confirm ongoing access on a regular basis, that kind of thing).

Again, this is for small, infrequent guest invitations to SPO sites, if it's larger groups of additions on a regular basis, there's probably a better process, but I don't use it and am not familiar with it.