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BARNET EDMS

Administrator / Capita Training Guide

Author: Kiran Channaveerappa

Date: November 2017

SPO Administration training

of 33 ©2017 Automated Intelligence

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



6 Appendix ....................................................................................................................................................... 33

6.1 Useful Resources and Tools ............................................................................................................................. 33



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



• 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



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”.

https://technet.microsoft.com/en-us/library/office-365-service-descriptions.aspx


https://products.office.com/en-us/business/office-365-roadmap


https://portal.office.com/adminportal/home#/homepage



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.



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”.



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.

https://portal.office.com/adminportal/home#companyprofile

https://portal.office.com/adminportal/home#/MessageCenter



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,

https://ourtenantname.sharepoint.com/

https://ourtenantname-my.sharepoint.com/personal

https://outtenantname.sharepoint.com/search

https://ourtenantname.sharepoint.com/sites/sitecollectionname

https://tenantname-admin.sharepoint.com/_layouts/15/online/SiteCollections.aspx

https://tenantname-admin.sharepoint.com/_layouts/15/online/SiteCollections.aspx



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,



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)



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

[email protected] -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

[email protected] -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.



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.

https://www.microsoft.com/en-gb/download/details.aspx?id=35588



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.



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




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

https://tenantname.sharepoint.com/sites/sitename/_layouts/15/settings.aspx




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


Adding user

to Office 365

(Azure AD)


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




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


Removing

user from

Office 365

(Azure AD)


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.




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)





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



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.

https://support.office.com/en-us/article/SharePoint-Online-software-boundaries-and-limits-8f34ff47-b749-408b-abc0-b605e1f6d498



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

https://yourtenantname-admin.sharepoint.com/

https://yourtenantname-admin.sharepoint.com/



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

https://yoursite.sharepoint.com/

https://yoursite.sharepoint.com/

https://yourtenant.sharepoint.com/sites/sitename



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





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,

https://tenantname.sharepoint.com/sites/contenttypehub



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.



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, [email protected]

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

mailto:[email protected]



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.



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



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

https://portal.office.com/adminportal/home#/servicehealth

https://portal.office.com/adminportal/home#/MessageCenter



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.



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

http://technet.microsoft.com/en-gb/scriptcenter/powershell.aspx

http://powershell.com/cs/blogs/ebookv2/default.aspx

http://msdn.microsoft.com/en-us/library/office/ee538757(v=office.15).aspx

http://www.microsoft.com/en-gb/download/details.aspx?id=44020

https://www.jetbrains.com/decompiler/

barnet edms admin training guide -...

Documents