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BARNET EDMS
Administrator / Capita Training Guide
Author: Kiran Channaveerappa
Date: November 2017
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Contents
Contents .................................................................................................................................................................. 2
1 Acronyms & Abbreviations used ............................................................................................................... 4
2 Overview ......................................................................................................................................................... 4
2.1 Purpose of this document ................................................................................................................................... 4
3 Responsibilities of Admin users ................................................................................................................. 4
3.1 SharePoint Online Overview ............................................................................................................................. 5
3.2 SharePoint Admin Centre .................................................................................................................................. 6
3.3 Key Administrator Activities in SharePoint Admin Centre ........................................................................ 7
3.4 New Feature availability ...................................................................................................................................... 9
3.5 Management of Site Collection ......................................................................................................................... 9
3.5.1 Lifecycle management of Site Collections ........................................................................................... 10
3.5.2 Try It Out .................................................................................................................................................... 14
3.5.3 Notes on configuring PowerShell for SharePoint Online ................................................................ 14
3.6 Managing Security ............................................................................................................................................... 14
3.6.1 Try It Out .................................................................................................................................................... 16
3.7 Managing Users.................................................................................................................................................... 16
3.7.1 To add users ............................................................................................................................................... 16
3.7.2 To reset password .................................................................................................................................... 18
3.7.3 To remove users from O365 tenant .................................................................................................... 19
3.7.4 To Remove users from site collection ................................................................................................. 20
3.8 SharePoint Online Storage ............................................................................................................................... 21
3.8.1 Try It Out .................................................................................................................................................... 22
3.9 SharePoint Online Limits and Boundaries .................................................................................................... 22
3.10 External Sharing................................................................................................................................................... 22
3.10.1 Try It Out .................................................................................................................................................... 25
3.11 Managed Metadata Service (MMS) .................................................................................................................. 25
3.12 Search .................................................................................................................................................................... 27
3.13 Managing Retention Labels and Policies ........................................................................................................ 27
4 Troubleshooting Tips ................................................................................................................................. 27
4.1 AI.SYNCPOINT .................................................................................................................................................. 27
4.1.1 Frequently Occurring Issues ................................................................................................................... 28
4.2 SharePoint Online ............................................................................................................................................... 31
4.2.1 Service Requests to Microsoft................................................................................................................ 32
5 Feedback Survey .......................................................................................................................................... 33
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6 Appendix ....................................................................................................................................................... 33
6.1 Useful Resources and Tools ............................................................................................................................. 33
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1 Acronyms & Abbreviations used
SPO SharePoint Online
ODFB One Drive for Business
SfB Skype for Business
SPSite Site Collection
SPWeb Site
UI User Interface
AI Automated Intelligence
LBB London Borough of Barnet
OTB Out of The Box
SaaS Software As A Service
2 Overview
2.1 Purpose of this document
This document serves as training guide for Admin users to manage and support LBB’s EDMS
solution. For information regarding architecture of the solution please refer Knowledge Transfer
document.
This guide is tailored specifically for LBB’s support requirements and hence covers only relevant
areas and does not cover all SPO features.
3 Responsibilities of Admin users
Following are the list of responsibilities for Admin users regarding managing and supporting EDMS
solution,
• Managing Site Collections
• Managing Users
• Managing Permissions
• Managing Retention Labels and Policies
• Managing Search capabilities
• Managing Term sets
• Managing Navigation Pages
• Managing Content Types
• Configuration and Supporting issues in AI.SYNCPOINT
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• Supporting issues in SharePoint Online
Please Note: SharePoint Online Admin tasks can be done either using user Interface (UI) / web
pages or in PowerShell. Generally, Admin users prefer to use PowerShell method instead of UI.
Post confirmation from Capita that they have no prior knowledge of supporting SharePoint
Online, AI recommends Capita to use UI method only at least initially and to facilitate this,
PowerShell method is only described for the support tasks which are relatively easy in addition to
UI method.
3.1 SharePoint Online Overview
SharePoint Online (SPO) is part of suite of services called Office 365 (O365), is a collection of
cloud and web based technologies facilitating easy to store, share and manage information across
organization.
O365 comprises of following services:
• Exchange Online
• SharePoint Online
• OneDrive for Business
• Skype for Business
• Power BI
• Project Online
• Yammer
• Microsoft Dynamics 365
Exchange Online: It is a messaging solution delivering the capabilities of Microsoft Exchange
Server as a cloud-based service. Users can access features like emails, calendars, contacts and tasks
from any internet connected devices.
SharePoint Online: A cloud based service enabling organization to create portal sites for their
users and collaboration sites for both internal and partner organization users.
OneDrive for Business [ODFB]: ODFB is a personal online storage for all licensed users of
Office 365. Users can access these files across any device securely and can also share these with
their colleagues with ease. The amount of storage available depends on subscribed plans.
Skype for Business: Previously called as Lync, it is Skype for Business server 2015 hosted in the
cloud that provides communications services like presence, instant messaging, audio and video
calling, web conference capabilities across organization.
Power BI: It is a cloud based suite of data analytics tools used to visualize and analyse from
disparate sources of organization data. It provides pre-built dashboards and many intuitive tools to
analyse key organization metrics and accessible by users on all supported devices.
Project Online: It is a cloud based Project Portfolio Management (PPM) tool providing project
management capabilities for planning, prioritizing, managing projects and project portfolio
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investments. This service is built on top of SharePoint Online and hence it uses the familiar
SharePoint sites to surface all project online capabilities.
Yammer: Previously a standalone service, Yammer is a private enterprise social networking tool.
It enables collaboration not just with users of organization but also with users of other partner
organizations.
Microsoft Dynamics 365: This service provides unified capabilities of both CRM and ERP
functionalities in one single place.
SPO is like SP 2016 on-premise but both platforms serve different purposes: SPO is built for
multitenancy in the cloud and on-premise is built for full control of the server farm. Though there is much parity in the feature set between these two products but still there are some features
which are only available in SPO.
Since SPO is SaaS hence due to continuous evolution of its feature set, it is strongly suggested for
administrator to keep track of future updates on the following two Microsoft sources: Service
Description, Roadmap
Due to the nature of SPO’s (SaaS) continuous release of features, this course focuses on the
feature set available during Q3 2017. There is a wealth of Internet guides and other free resources
which details exhaustive list of features set and for the benefit of the users some of them are listed
in the appendix.
For detailed capabilities of all individual services of O365 suite please refer Microsoft resource.
3.2 SharePoint Admin Centre
Like Central Administration in On-Premise, a similar UI is provided to manage and configure SPO
features. On the admin page (https://portal.office.com/adminportal/home#/homepage) a link titled
“SharePoint” under “Admin Centres” in the left-hand navigation redirects to this page. Below
figure shows the SharePoint Admin Centre,
As shown in the left-hand navigation, core SharePoint features and many service applications can
be configured. E.g. “Site Collections”, “Search”,” Apps” and “Record Management”.
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Feature Description
Site Collections Default option for SharePoint Admin Centre, this page provides controls to
manage life cycle of Site Collections
InfoPath To manage InfoPath forms
User Profiles Provides features to manage
• User properties, profiles, audiences, policies.
• Configuration of My sites (ODFB)
BCS Features to configure Business Connectivity Services (BCS) service
application
Term Store Features to configure Managed Metadata terms (taxonomy) across tenant
Record
Management
Features to manage and configure Record Management
Search Features to manage Search features like index and search centre
configuration
Secure Store Features to manage storage and mapping of credentials for various Apps. This
utility is prominently used with BCS service application.
Apps Features to manage life cycle of SharePoint App management.
Sharing Features to configure external sharing (with partner organization users)
Settings Features to manage SharePoint Online service capabilities (General settings
of SPO service)
Configure
Hybrid
Features to configure hybrid installation of SharePoint On-Premise
Services in O365 is interdependent of each other and certain features like O365 groups, Yammer
and External Sharing have configuration options outside SPO admin centre.
3.3 Key Administrator Activities in SharePoint Admin Centre
When the SPO tenant is provisioned, all the tenant wide SPO settings will be at their default value
which may not be suitable for our requirements. Hence it is advised to validate the values for the
settings as shown in the below figure.
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Below table shows some common settings and its suggested values.
Setting Name Description
Show & Hide
options
By default, SPO navigation has links to ODFB and SPO sites. We can hide
either of these links if required. Hiding doesn’t not remove these services
from the tenant.
Site Collection
Storage
management
By default, it is set to “Auto” mode where SPO will allow the site
collection to grow to the maximum allowable size (25TB). It is advisable to
set it to “manual” mode where administrator can exercise fine grain
control to set maximum allowable storage for a site collection.
Administrator can also configure for automated emails when the storage
has reached a certain threshold value.
Enterprise Social
Collaboration
We can choose between native newsfeed (default option) or Yammer for
social collaboration among organization users. Main difference between
these tools are Yammer provides collaboration capabilities among cross
organization users and can create sub groups / networks with specified set
of users.
Information Rights
Management
(IRM)
This setting controls the availability of IRM feature. By default, it is turned
off. Please note: To enable IRM, apart from enabling here there are some
settings to be configured at tenant admin pages as well.
SharePoint List
and Library
Experience
This feature controls how list items are surfaced (views). By default, it is
set to “New Experience”. But if user has any previous experience working
with SharePoint, it is suggested to initially roll out the SPO service with
“Classic Experience” and after training and support gradually can be
adopted for the “New experience”.
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3.4 New Feature availability
To reduce the risk of usability among organization users due to the sudden release of new
features, Microsoft provides capabilities where tenant administrator can test the new features first
and then can choose to release the new features across all organization users.
Administrator can only delay the release of new features but cannot completely stop. In O365
admin Centre (https://portal.office.com/adminportal/home#companyprofile) > Settings >
Organization Profile page, administrator can either elect to immediate release of new features as
and when or can initially release only to a set of users before releasing to all.
Tenant administrator can make use of “Message Centre” which can be accessible at
https://portal.office.com/adminportal/home#/MessageCenter to get detailed information about
planned releases, updates and fixes.
3.5 Management of Site Collection
A Site collection is the top most level container in the SharePoint sites hierarchy in SPO.
Each site collection (SPSite) container is made up of one site (SPWeb) at the root and many sites
under it as shown in the below figure (Referenced from TechNet)
Permissions, content types, branding and many other features are inherited from this root web
but however it should be noted that site collections do not share any resources like permissions
and navigation among them and hence act as security and feature boundary.
Site Collection Administrator Vs Site Owners
A Site Collection Administrator manages every aspect of the site collections including all the webs
inside it. But site owner however can only administer SPWeb level features in that site and all the
inheriting sites. Below figure shows specific features available for above two roles – site owners
and site collection administrators. Site Collection Administration settings are only available in site
settings pages of root web.
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Default Site Collections: Every SPO tenant by default contains the following site collections,
• Root Site Collection – https://ourtenantname.sharepoint.com
• ODFB / Mysite – https://ourtenantname-my.sharepoint.com/personal
• Search Centre – https://outtenantname.sharepoint.com/search
All other site collections will be created at wildcard inclusive managed path called “sites”. E.g.
https://ourtenantname.sharepoint.com/sites/sitecollectionname
A site collection must be provisioned only when it is absolute necessary as it is both security and
storage boundary it will result in additional administrative challenges like maintaining individual
SPSite navigation structure, branding, search settings, and site features.
3.5.1 Lifecycle management of Site Collections
Using UI
Operation Step
s
Description
Creating a
site
collection
1 Navigate to https://tenantname-
admin.sharepoint.com/_layouts/15/online/SiteCollections.aspx
2 Click on the New Icon as shown in the below figure,
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2 In the pop up screen fill in the details and click ok
Title – Title of the site collection
Web site address – Url of the site collection
Template Selection – Choose required site collection template
Time Zone – choose required time zone.
Administrator – Name of the primary site collection administrator
Storage Quota – required amount of storage in GBs
Server Resource Quota – Enter some value lower than 10. Please
note resource quota can be ignored as this applies only for sandbox
solution which is deprecated.
To view all
the settings 1 Select the required site collection by clicking the check box next to the
site collection name as shown in the below figure,
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of Site
Collections
2 Click on the properties icon and a pop up page will display all the
properties of the site collection as shown in the below figure
To add
additional
site
collection
administrato
r
1 While selecting the required site collection, select the owners icon and
choose “Manage Administrator” in the drop down list
2 In the pop up page, enter the name of the additional administrator(s)
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PowerShell Cmdlets for Managing SPO Site Collections
Description Cmdlets
To create a new
Site collection
This commandlet creates a new site collection using 1000GB storage quota
and team site as site template
New-SPOSite -Url
http://mytenantname.sharepoint.com/sites/mynewsite -Owner
joe.doe@mydomain.com -StorageQuota 1000 -LocaleID 1033 -
Template "STS#0" -Title "My new site collection"
To add additional
site collection
administrator
Set-SPOUser -Site
https://mytenantname.sharepoint.com/sites/sitename -LoginName
name@mytenantname.onmicrosoft.com -IsSiteCollectionAdmin
$true
To run all the site
collection health
check rules on the
specified site
collection
Repair-SPOSite https://mytenant.sharepoint.com/sites/site1
SPO provides a feature to maintain health of the site collection at Site Settings > Site Collection
Administration section > Site Collection Health Checks page. It displays conflicting content types,
customised pages to avoid upgrade issues, missing galleries, missing parent content types, missing
site templates and many more.
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3.5.2 Try It Out
1. Rename a site collection using both UI and PowerShell
2. Add resource quota of 200 to the site collection using PowerShell
3.5.3 Notes on configuring PowerShell for SharePoint Online
Below are the steps to install SharePoint Online Management Shell
• You need to be global administrator to access SharePoint online service using PowerShell
• Download and install the SharePoint online management shell (Link) and restart the
machine for changes to take effect
• To test if properly installed,
o Open the PowerShell (PS) console as administrator
o Since we need to key in the username and password it is not advisable to store
those in the scripts, instead it is recommended to use a cmdlet provided by
PowerShell Get-Credential
o Declare a variable called $myCredential = Get-Credential
o This cmdlet will prompt the windows account login screen and you need to enter
your credentials
o Now we can use this variable $myCredential to connect to SharePoint online site.
o In the PS console, type connect-SPOService -url "https://yourtenantname-
admin.sharepoint.com" -credential $myCredential
o Type Get-SPOSite, this will list all site collections in your tenant
3.6 Managing Security
SharePoint Online permissions enable users to access only areas and content that they have been
given access to.
Permissions are grouped into a collection known as a “permissions level”. It is the permission
level that allows users to view, edit or create content.
By default, SharePoint Online comes with the following permission levels
Permission
Level
Description
Full Control Contains all available SharePoint permissions. By default, this permission
level is assigned to the Owners group. It can’t be customized or deleted.
Design Create lists and document libraries, edit pages and apply themes, borders,
and style sheets on the site.
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Edit
Add, edit, and delete lists; view, add, update, and delete list items and
documents. By default, this permission level is assigned to the Members
group.
Contribute View, add, update, and delete list items and documents.
Read Can view pages and items in existing lists and document libraries. Can
download documents.
Limited Access
The Limited Access permission level is unusual. It enables a user or group
to browse to a site page or library to access a specific content item.
Typically, the user was given access to a single item in a list or library, but
does not have permission to open or edit any other items in the library.
The Limited Access permission level includes all the permissions that the
user must have to access the required item.
You cannot assign Limited Access permission level directly to a user or
group. Instead, you assign appropriate permission to the single item, and
then SharePoint automatically assigns Limited Access to other required
locations.
Approve Edit and approve pages, list items, and documents. By default, the
Approvers group has this permission.
Manage
Hierarchy
Create sites and edit pages, list items, and documents. By default, this
permission level is assigned to the Hierarchy Managers group.
Restricted Read View pages and documents, but not historical versions or user
permissions.
View Only View pages, items, and documents.
It is suggested to create appropriate AD groups and add them to SP security groups rather than
adding individual users for ease of security management. Also, it suggested to avoid breaking the
security inheritance as much as possible.
Managing Security groups using UI
Operation Step Description
To list all security
groups
1 Navigate to site settings page in the root site
2 Under “Users and Permissions” group, select “Site Permissions”
This page lists all the OOB security groups. Custom groups can be
created using links in the ribbon.
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3.6.1 Try It Out
1. Using UI, create a new security group called “Custom Administrators”
a. Add “Full Control” permission level to this group
b. Add some test users to this new group
c. Login to the site using one of these test users and make sure they have all the site
owner features available to them.
3.7 Managing Users
In SharePoint Online, there are two steps to onboard a user,
1. Add the user into Azure AD and apply O365 license
2. Add O365 licensed user to the respective site collections
3.7.1 To add users
O365 provides easy to use interface to add users either individually or in bulk. If LBB has
configured Directory Synchronization with its on-premise AD then this step will be automated.
Please note configuration of ADFS is out of scope of this project.
Using UI
Operation Steps Description
Adding user
to Office 365
(Azure AD)
1 Navigate to https://portal.office.com/adminportal/home#/homepage
2 Click on the Add a user link as shown in the below figure,
3 In the pop up screen fill in the new user details, assign license and click
ok
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To Add user
to a site
collection
(post adding
it to Azure
AD and
assigning
license)
1 Navigate to site settings page of the required site collection
https://tenantname.sharepoint.com/sites/sitename/_layouts/15/settings.a
spx
2 Under “Users and Permissions” group, select Site Permissions
3
As shown in the above figure, click on the required SharePoint group
(relating to permission levels)
4
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Above figure shows “Visitors” group selected, click on “New” drop
down and add the required user. It will be added to the visitors group,
hence user will have only visitor permissions.
3.7.2 To reset password
Administrator can reset the users password.
Using UI
Operation Steps Description
Adding user
to Office 365
(Azure AD)
1 Navigate to https://portal.office.com/adminportal/home#/homepage
2 Click on Reset a password link as shown in the below figure,
3 In the pop up screen, select / type the name of the the required user
account and click select
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4 Either change the password to the required value or reset it to some
random password by pressing “Change Password” button or “Reset”
button as shown in the below figure.
3.7.3 To remove users from O365 tenant
Using UI
Operation Steps Description
Removing
user from
Office 365
(Azure AD)
1 Navigate to https://portal.office.com/adminportal/home#/homepage
2 Click on the Delete a user link as shown in the below figure,
3 In the pop up screen, select / type in the name of the user account
details, and click select.
3 In the second pop up screen, you can confirm deletion of user account
by pressing “Delete” button.
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3.7.4 To Remove users from site collection
Using UI
To Remove
user from a
site
collection
(before
removing it
from Azure
AD and un
assigning
license)
1 Navigate to site settings page of the required site collection
https://tenantname.sharepoint.com/sites/sitename/_layouts/15/settings.a
spx
2 Under “Users and Permissions” group, select Site Permissions
3
As shown in the above figure, click on the required SharePoint group
(relating to permission levels)
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4
Above figure shows “Visitors” group selected, select the required user
(tick next to the name of the user) and in “Actions” dropdown list
select “Remove user from the Group”.
3.8 SharePoint Online Storage
SharePoint Online in Office 365 is allocated a quantity of storage that's based on number of user
licenses in the subscription. This storage is available to all site collections in the tenant and serves
as a central pool from which every site can draw. Standard storage allocation for SharePoint
Online equates to 1 TB + 0.5 GB per subscribed enterprise user.
As explained above that SPO uses pooled storage model and OOB SPO provides two modes to
manage storage – “Manual” and “Automatic”, it is suggested to set it to Manual mode for two
reasons: (1) Tenant administrator can set any desired value per site collection and (2) also they
can set email alerts (for them and to site collection admins) if site collections are nearing the
storage quota and reassess the requirements if storage needs to be extended or not. It is very
important to use storage of site collections with utmost care because SPO storage costs are very
expensive compared to Azure blob storage.
When reviewing storage, it is good practice to monitor the Recycle Bin and empty it regularly.
Content in the Recycle Bin is counted against the storage quota for a tenant. For example, if the
Recycle Bin on a site contains 25 GB of content, that 25 GB is subtracted from the available
storage.
PowerShell cmdlets to manage storage of site collections
Description cmdlets
To display the
storage quota of a
site collection
Get-SPOSite -Identity
https://mytenantname.sharepoint.com/sites/sitename | select
storagequota
To set the storage
quota and Threshold
level
This cmdlet sets quota to 2GB and warning level to 75%
Set-SPOSite -Identity
https://mytenantname.sharepoint.com/sites/sitename -StorageQuota
2048 -StorageQuotaWarningLevel 75
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3.8.1 Try It Out
2. By using UI select any desired site collection and check its current storage quota allocation
3. By using PowerShell cmdlet, set the storage quota to 100GB and a threshold value to 75%
for system to send an email to administrator.
3.9 SharePoint Online Limits and Boundaries
It is important that administrator consider the supported users, storage quotas and file sizes to
make the most of SharePoint Online platform and to maintain health of the system without
affecting its overall performance.
Following tables lists some key boundaries and limits, for an exhaustive list of limits and
boundaries of SharePoint Online please refer the Microsoft resource.
Feature Permitted value
Storage per user (contributes to
total storage base of tenant)
0.5 GB per subscribed user
Storage base per tenant 1 TB + .5 GB per subscribed user + any limit of additional
storage purchased.
List view threshold limit in site
libraries or lists
5000 max items per view (without index) and 12 lookup
columns per view
Site collection storage limit Up to 25 TB per site collection.
Site collections (#) per tenant 500,000 site collections (other than personal sites).
Subsites Recommended up to 2,000 subsites per site collection
Number of external user invitees There is no limit to number of external users for each
SharePoint Online Site Collection (as of Q1 2017)
3.10 External Sharing
Overview:
SPO provides capabilities to collaborate information with partner users who are not O365
licensed users. Administrators can enable to share a full site or a specific library or just a specific
document. External users can login to the SPO sites using either Microsoft account or emails with
specific domain names. This guide assumes only Microsoft account to keep things simple.
SPO provides two options for sharing / collaborate with external users
1. Enforcing external users to login to the SPO site using Microsoft account.
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2. Or O365 users with proper permission can generate guest links for each document to be
shared so that external users can just click on these guest link to access the document
without the need of logging into the site.
a. Please note: Guest links can only be created for individual documents and not to
share full library or a site.
Limitations:
External sharing capability has some limitation where external users:
• Cannot able to see newsfeed
• Cannot be a site collection administrator
• Cannot able to use search centre, eDiscovery, PowerBI features and open IRM protected
documents.
• Cannot have ODFB area (personal / my sites)
Configuration:
Due to security considerations, external sharing will be turned off by default and needs to be
activated at following two levels – Tenant level & Site Collection level.
Once sharing is enabled at above two levels, site users with appropriate permissions can start
granting the permissions to the external users for either full site, library or a specific document
using their Microsoft account.
Configuration using UI,
Step Description
1 Navigate to https://yourtenantname-admin.sharepoint.com
2 In the left-hand navigation, select link “Sharing”
3 From the options shown in the below figure, select the appropriate setting to enable first
at tenant level.
4 Navigate to https://yourtenantname-admin.sharepoint.com and select the “Site
Collections” in the left-hand navigation
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5 Select the required site collection to enable sharing by selecting the checkbox next to the
site collection name and click on “Sharing” icon as shown in the below figure
In the pop-up screen select the appropriate choice
PowerShell cmdlet for external Sharing capability,
To get list of all external
users added in a site
collection
Get-SPOExternalUser -SiteUrl https://yoursite.sharepoint.com
We can also provide filter to list all users whose Microsoft account domain is outlook.com
Get-SPOExternalUser -SiteUrl https://yoursite.sharepoint.com -filter @outlook.com
To check the external
sharing configuration of a
site collection
$sc = get-sposite https://yourtenant.sharepoint.com/sites/sitename
$sc.sharingcapability
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To enable external sharing
for a specific site
collection
Set-SPOSite -Identity https://yourtenant.sharepoint.com/sites/sitename -sharingcapability ExternalUserSharingOnly
To disable external sharing
for a specific site
collection
Set-SPOSite -Identity https://yourtenant.sharepoint.com/sites/sitename -sharingcapability Disabled
To disable external sharing
at tenant level
Set-SPOTenant – SharingCapability Disabled
3.10.1 Try It Out
1. Iterate all the external users in the tenant and in a specific site collection.
2. Explore all the switches (options) available for Get-SPOExternalUser Commandlet
3.11 Managed Metadata Service (MMS)
Managed Metadata Service provides metadata support – from tightly controlled taxonomy to user
driven folksonomy. Administrator can define terms and term sets which can be exposed as a field
in content types and made available to all document libraries.
SharePoint Online administrator or term store administrator can manage terms set as shown in
the below figure,
There are two ways to access term store configuration page,
Option 1 (applicable only for SPO administrator): SharePoint Admin Centre > Term Store
Option 2: Site Settings of web > Under Site Administration section select Term Store
management
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MMS also provides a functionality to define all the content types, site columns in one single place
and publish it across the tenant where all site collections can reference it. It provides a dedicated
site collection called “Content Type Hub” where administrator can define site columns, content
types and information management policies and publish it across site collections.
Microsoft by default provisions this site collection and we don’t have to create one. The location
of content type hub is: https://tenantname.sharepoint.com/sites/contenttypehub.
Below figure shows the configuration page to publish the content type
Content Type Hub provides controls to publish and republish (any changes post first time publish)
content types and syncs the content types in all site collections in the tenant.
Below figures shows the options to publish / unpublish / republish the content type
Post publishing, every site collection maintains a log for any errors in the publishing process and
lists all the content types which are replicated across.
Site Collection administrator can access the log at site settings of root web > site collection
administration section > Content Type Publishing as shown in the below figure,
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Please note: replication of content types across site collections could take anywhere between 30
minutes to 120 minutes.
3.12 Search
SPO Search is very powerful, and if used in the right way can help organization users work
efficiently. Many other O365 services are dependent on Search Services, for example Office Delve.
Unfortunately, in Modern experience of SharePoint Online there is no provisions of extensibility
or customization currently but O365 Roadmap promises it in near future releases.
3.13 Managing Retention Labels and Policies
LBB’s Retention and Disposition requirement will be supported by O365’s OTB features – Labels
and Policies. These are not currently configured in the solution and hence configuration
information around labels will be provided post implementation.
4 Troubleshooting Tips
4.1 AI.SYNCPOINT
AI has prepared following detailed guides for administrators to install, configure and troubleshoot
commonly occurring issues and these are already sent to LBB along with AI.SYNCPOINT
installable media.
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Document Name Description
AI.SYNCPOINT for Outlook Administrator
Guide 5.0.4
Document to assist IT team to support any
issues in AI.SYNCPOINT
AI.SYNCPOINT for Outlook Guide 5.0.4 Document for end users detailing how-to
guides for AI.SYNCPOINT
AI.SYNCPOINT for Outlook Installation and
Configuration Guide 5.0.4
Document to assist IT team to install and
configure AI.SYNCPOINT
For any issues not covered in the above documents or would need assistance for any issues please
contact AI support at, support@automated-intelligence.com
Below table lists some general scenarios / details of troubleshooting AI.SYNCPOINT
4.1.1 Frequently Occurring Issues
Category Issue Resolution
Installation
Problems
Installation not appearing
to respond
When passing in string arguments ensure the double quotes are in the correct format/font i.e. "" and not
“”. Using the incorrect format in command prompt
can result in installation appearing to not respond.
Error in command line
installation
An error in a command line installation may result in a registry setting being incorrect and AI.SYNCPOINT
not being able to load. For example, if the value
passed for the setting SharePointSiteURLs does not
contain a correctly formatted URL, for example, the
‘http’ is missing from ‘http://example.com
AI. SYNPOINT can generate additional logging of the
installation and it is recommended to use this
capability. Pass the following into the installation
command line: /l*v [PATH]\install_log.txt
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This will generate an install_log text file at the specified location
Changes done is not
reflecting in the
AI.SYNCPOINT
Changes to settings will only be detected when
Outlook is restarted.
Please Note: If you are considering making changes
to any AI.SYNCPOINT settings it is strongly recommended that you first contact AI Support to
check for any potential business impact
SharePoint
Node not
displaying
any sites
Missing Registry entry for key SharePointSiteURLs.
Please add registry entry SharePointSiteURLs of type string and required site url as its value.
Version
number
How to check the
version of
AI.SYNCPOINT
In the outlook: File Tab> Options > Addins > Name
and version number of AI.SYNCPOINT
Log url Path of the Log C:\Users\<USERNAME>\AppData\Roaming\Automat
ed Intelligence
Limited\AI.SyncPoint\Logs\AI.SYNCPOINT.log
This is important as log file is needed when contacting
AI support team
Synchroniza
tion errors
User might see SYNC
errors displayed
constantly
1. In the error details section (right pane),
right click > context menu > click retry a. When retrying a “Synchronization
error” all associated errors will be
retried and the user is notified in a
prompt screen.
2. To supress these kinds of the error, we
can make a Registry entry as follows
a. Create a DWORD (32 bit):
ErrorWarningAfterUpload
i. Value 0 – The user will not
be notified of any sync
errors after pending
uploads are processed (This
will prevent the error from
appearing every time
AI.SYNCPOINT tried to
upload the item.
ii. Value 1 – A pop-up
notification will inform user
of any sync error after
pending uploads are
processed.
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3. To remove this error from
AI.SYNCPOINT,
a. Enable recovery mode
i. Navigate to the
AI.SYNCPOINT node
under
‘Computer\HKEY_LOCAL
_MACHINE\SOFTWARE\
Automated Intelligence
Limited’ (or
‘Computer\HKEY_LOCAL
_MACHINE\SOFTWARE\
Wow6432Node\
Automated Intelligence
Limited’ if using a 64-bit Operating system).
ii. Add a new DWORD (32-
bit) Value with the name
‘RecoveryMode’ and with
the value 1.
iii. When enabled an extra
node will appear in the
navigation panel called
‘Staging’.
iv. These original emails can
then be dragged from
‘Staging’ and back into
Outlook. By doing so they
will have been completely
removed from
AI.SYNCPOINT.
Login
screen
Continuous prompts of
Office 365 login screen
from AI.SYNCPOINT
1. Check the site which is mapped to
AI.SYNCPOINT – under SharePoint and also
under Favourites are valid sites.
2. Close and open the outlook.
3. If issue still persists, make sure whether latest
AI.SYNCPOINT version is installed – latest
being 5.0.4
4. Even after latest version installed, if issue
persist, send the log file to AI for further
investigation
5. Please note: as per current configuration at
Ofwat (ADFS serve) you might be prompted
to confirm the certificates two / three times
every time you open the outlook. This
certificate prompt is not related to
AI.SYNCPOINT but to ADFS configuration
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4.2 SharePoint Online
SharePoint Online is a SaaS platform and hence it is fully managed by Microsoft. To facilitate
communication of service health, Microsoft provides two key pages in Admin Centre,
Name Description
Service
Health
URL - https://portal.office.com/adminportal/home#/servicehealth
This page gives current health status of the service including any current issues as
shown in the below figure
Message
Centre
URL - https://portal.office.com/adminportal/home#/MessageCenter
This page gives advance notifications of any scheduled maintenance as shown in the
below figure
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4.2.1 Service Requests to Microsoft
Below figure shows service request / support page to contact Microsoft,
In the Admin centre, select “New/View Service Request under Support link in the left-hand
navigation”. This page is used to log a new service request or to see resolutions for commonly
occurring issues in O365.
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For example, if there are any issues with user permission, just typing in “permission” in the “Need
Help” text box, displays all recommended resolutions / how to guides to fix as shown in the below
figure,
If no resolution is found, then Microsoft support can be contacted immediately during business
hours Monday to Friday. (Microsoft support personnel will call back its customer)
5 Feedback Survey
As part of AI’s commitment to delivering effective training, Barnet Admin users will be asked to
complete an online Feedback survey at the end of their training session – this should take no
longer than 5 minutes. AI recommend asking for feedback straight after the training session, this
approach ensures the quality and volume of feedback provided will be greater than asking for
feedback at another time.
The Admin users will have the opportunity to give honest feedback which will allow AI to review
and address any areas that may potentially need revisiting.
Please click on the Training Survey link in the quick launch menu of the SharePoint homepage
6 Appendix
6.1 Useful Resources and Tools
Microsoft Scripting Centre
Mastering PowerShell
MSDN SharePoint Class Library
ULS Viewer
Dot Peek