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Five steps from "Classic Sync" to "Add to OneDrive"

15. Februar 2021 Hinterlasse einen Kommentar

Five steps from "Classic Sync" to "Sync with Add to OneDrive"

A change from the classic method of synchronization to the new synchronization with Add to OneDrive is not always easy. After I have described the principles here, then also again showed the advantages and disadvantages, now a step-by-step guide.

 

We have synchronized the entire library. It does not matter how many items are included. When the "Files on demand" function is enabled, the files that I do not have in progress do not take up space on the hard disk.

image

This is about the SharePoint Online document library B2B-Marketing. The icon next to the folder indicates that the files are in the cloud. Only with the displays Microsoft still has its problems, because a file actually shows in the folder the display "locally available". The only important thing is that we have an icon at all. No matter if it shows locally available, always available, only available in the cloud or in synchronization. It means that changes synchronize in both directions. (Icons)

But it doesn’t have to be a SharePoint Online library, it can also be a OneDrive for Business folder from a colleague that he shared with me.

 

Step 1: Stop Synchronization

Before we use the new method, we have to end an existing synchronization. To do this, we open the blue cloud symbol in the Windows notification area with a right mouse click. Then select Settings

OneDrive: Account - Stop Sync of a library Then stop the synchronization of the SharePoint Online library by clicking Stop synch.
OneDrive Notice: Sync is stoped You will receive a notice that the previously synced files will no longer be synced. Files with the status "only available in the cloud" will disappear on this device. all others will be kept.

OneDrive: No status icon means no synchronization

Sometimes you have to give Windows Explorer a refresh (F5), then you will see that the status has disappeared.

 

 

Step 2: Other devices

If you own more than one device and have set the above synchronization on these devices as well, you have to repeat step 1 on these devices. And this for all other devices. This does not include mobile devices like iPhone, iPad or Android devices. The app called OneDrive there only displays files, it does not download anything by default, unless you do it manually.

Step 3: Switch to SharePoint Online in the browser

Now we switch to the WebBrowser and search for the corresponding library under SharePoint. Within the library we select one folder. How many subfolders and files are contained is not important. We should only select the folder with which I can do my daily work. After selecting one folder, we click on "Add link to my files".

And now this selected folder will appear in several places

  • OneDrive (for Business) under my files
  • In Windows Explorer under OneDrive (for Business)
  • in my mobile devices (iOS,Android)

the folder will have the new icon. And this is true for all devices including mobile devices.

Synchronized folder in OneDrive (for Business)

 

 

Step 4: Rename the shortcut

So from a large library I can select exactly the files I need for the next time to work. This reduces the synchronization volume, whose upper limit is 300000 files. But since it is a shortcut, we can rename it without causing a change in the origin.

The files that are essential for me should have appeared at the beginning of OneDrive. This saves time when selecting documents. My renaming is done with "_xxxxx" so that all shortcuts are at the beginning of OneDrive.

After renaming we find all ShortCuts at the beginning
By the way, the whole thing happens on all devices, including mobile devices (iOS, Android)

 

Step 5: Delete the original synchronization

The last step in the conversion is to delete the files, the "classic synchronization. Why do I do this now?

Well, if something went wrong. we can always go back to the old synchronization. Again, only one synchronization of a library is possible. So if you want to go back, you have to unlink it. This can be done in several places
Windows Explorer -right mouse button: Remove shortcut. Then the shortcut is removed, the contained folders and subfolders/files. Then you can do the "classic" synchronization again. But in doing so, OneDrive recognizes that they had already synchronized this library before and suggests them to take this data. This reduces network traffic.

Back to our topic. We wanted to delete exactly this document library that is no longer synchronized:
This order is no longer in the synchronization

Make sure that you select the correct library. There must not be a sync icon visible. Right-click on the library on the left and select Delete. The folder and all subfolders/files will be deleted and can only be found in the recycle bin.

OneDrive: Add to OneDrive: go through all steps

Lastly, a note for administrators:

If you are working with group policies and you have configured the OneDrive group policy Configure team site libraries to sync automatically you have to turn off this group policy first.

If you as a user do not know if such a group policy exists, ask your administrator !!!

OneDrive: Differences in synchronization

8. Februar 2021 2 Kommentare

OneDrive for Business: differences in synchronization

Currently there is the classic synchronization at SharePoint Online document libraries and the new possibility called "Add shortcut to my files". There are advantages and disadvantages for both methods and significant differences. In this article everything refers to OneDrive for Business and not to OneDrive Personal.

 

Synchronizing SharePoint libraries

  • Manual triggering of synchronization by clicking on the Sync button +
  • Automatic triggering via group policy +
  • The group policy always affects the root directory, so it’s all or nothing
  • Restriction by filter only conditionally possible, because faulty
  • If synchronization is cancelled, data remains on device
  • Synchronization must be executed on every device
  • Unsynchronization must be executed on every device
  • Renaming of root order not possible
  • Fragmentation of the structure

Add shortcut to my files

  • Only manual triggering of synchronization
  • No Group Policy
  • Synchronization in OneDrive +
  • Synchronization in all devices including mobile devices +
  • Shortcut can be renamed +
  • When the shortcut is dissolved, the data is deleted on all devices ++
  • Quickly created, only designated folder, then again resolution +
  • Only applicable within an organization

Details about synchronizing SharePoint libraries

You log in to Office 365 with a browser. You change to a SharePoint library, where you of course also have access. In the browser you will see the link "Documents" on the left and after the click the Sync button appears in the upper menu. This button only appears if you are in the root directory and no folder or file has been selected. With the click the synchronization is started. In organizations usually several SharePoint libraries are implemented. Because "marketing" data usually has nothing to do in the "finance" library. This is a common mistake when network drives are migrated to SharePoint Online. Of course, a SharePoint Online library can fit 30 million documents, but the OneDrive Sync Client (OneDrive.exe) on Windows has a maximum limit of files (300000) that the Sync Client is able to synchronize. For me, the question is always whether we always need all of these files on the client, but more on that later.

What can always be done manually, can also be automated. By means of group policy. But the restrictions of the sync engine remain. The group policy can also not implement a filter, so all or nothing. A filter can then be created manually by the user to hide folders. Unfortunately, there is still a bug in the filter for quite some time, which makes the filter thus unusable. If the user has multiple devices, he must perform the manual synchronization multiple times if the administration does not provide a group policy. Even if the synchronization is cancelled, it must be done on each device individually and the files are not deleted after the cancellation on the device.
Exception: files on demand, where only the file name is displayed, and which are only in the cloud, are removed immediately when the synchronization is cancelled.

Another disadvantage is that renaming the root folder is not possible. If there are many SharePoint libraries in the synchronization, the file explorer looks very fragmented for some users.

Add shortcut to my files

So, looking at the drawbacks of classic synchronization, don’t be surprised to see Microsoft initiate the next generation with "Add to OneDrive". First, the synchronization is initiated as above. But then a folder must be selected, and then the menu item "Add shortcut to my files" must be clicked in the top menu.
Then several things happen: In OneDrive for Business, a folder is displayed with the Shotcut icon. The same thing happens on every device of the user, even on the smartphones, both Android and iPhone. But there is no group policy, so the ShortCut must always be triggered by the user. This is a good thing, because it is up to each employee to select exactly the right folder to work with the subfolders and files it contains.
If you have ever worked with Windows Shortcuts, you know that a ShortCut can be renamed there. This is also true here. The origin is not changed. This way I can also cleverly sort the files in OneDrive for Business. If the files are no longer needed, they can be removed from any device. So in the browser within OneDrive, in Windows Explorer or in the smartphone. The files are then deleted on all devices, but not in the origin. This is fast and the synchronization process is much faster because fewer files have to be synchronized.

However, it is necessary to consider how the document libraries on SharePoint Online must or should be structured in the future in order to ensure optimal work by different employees. Here, even in the case of a possible migration, it must be considered beforehand how and where the documents are to be migrated.

And last but not least a few hints:

It is not possible to synchronize twice. So, if you already use the classic synchronization, you can’t use the same library and the "Add link to my files" function right away. First of all, you need to stop sync on each device, don’t forget to delete the files as well. As said on each Windows device of a user. Only after that, the "Shortcut to my files" method can be used.

And then it works only internally, that is, on SharePoint libraries and OneDrive for Business folders of one’s own organization.
Currently, Microsoft has also prevented the synchronization of folders from external OneDrive for Business, which are shared with a user, and can then be synchronized. However, these are to be resisted shortly.

 

References and links

Add to OneDrive – the next step
OneDrive: Add Shortcut to My Files
Microsoft Ankita Kirti’s Blog Post
Microsoft: Restrictions on OneDrive and SharePoint

 

OneDrive: new Version and new Group Policies

1. Februar 2021 1 Kommentar

OneDrive Version 21.002.0104.0004 neue GruppenrichtlinienOneDrive Version 21.002.0104.0004 new Group Policies

The time over the turn of the year is over. This is also noticeable in the versions that have been made available in the different rings for the OneDrive Sync Client (OneDrive.exe).

First of all, there is version 21.002.0104.0004 in the production ring on January 25, 2020, which could previously be tested in the Insiders ring. Now we also learn what awaits the user with this version:

Bug fixes to improve the reliability and performance of the client.

New features gradually rolling out to users:

  • Users will see a dialog teaching them about deleted content being moved to their OneDrive Recycle Bin after a delete.
  • When users try to open a “.fluid” file in File Explorer, the file will open in the browser.
  • Admins now can force override the user’s preferred language when provisioning new folders during KFM, using a new policy available in this build.

new Group Policies

Always use user’s Windows display language when provisioning know folders in OneDrive is the name of a new Group Policy

OneDrive GPO: Always use user’s Windows display language when provisioning know folders in OneDrive

This is available both as a computer and user configuration and allows to override the preferred language chosen by the user.


Already a few days old, but not yet mentioned by me, is the computer group policy Hide the “deleted files are removed everywhere” reminder

OneDrive GPO: Hide the “deleted files are removed everywhere” reminder

The user gets the message whenever he removes locally synchronized files in Windows Explorer. If the files are from a synchronized team website, the message is "Deleted files will be removed for everone".

The user can stop this reminder after the first occurrence. And this is exactly what the policy can do in general. So if all your users know what you are doing, then enable this policy.

Here is the link to the Microsoft documentation


new Insiders version

Over the weekend I received a new OneDrive version for the Insiders ring, about which it is not yet, knows what you contain new: Version 21.011.0117.0001.

As usual, Microsoft does not provide more information here.

Add To OneDrive – the next step

9. Dezember 2020 3 Kommentare

Add to OndeDrive

In the long term, Microsoft is launching the next generation of synchronization with "Add to OneDrive". The idea of synchronization, which is the basic element of collaboration, has its limitations, which has led to extensive reorganizations of SharePoint libraries at some Microsoft 365 customers. Although the processors of the small devices have become faster and faster, we are reaching our limits with very many files. With Windows 10, build 1709, "Files on demand" has been introduced. This function accelerated the synchronization of large libraries considerably, because in principle only the entries of the file name had to be transferred. The actual content remains in the cloud, but is only one click away before downloading. Nevertheless, the sync engine had to do a lot, because the local database had to be synchronized with the cloud again and again. But working with Office documents, working simultaneously, is being used by more and more companies and their users. Because the list of different synchronization scenarios is getting longer and longer:

  1. OneDrive Personal
  2. OneDrive for Business
  3. SharePoint Document Libraries
  4. Local synchronization of folders/files from "Shared with me”
  5. Backup (KFM: desktop, documents, images)
  6. Synchronization of further tenants
  7. B2B Synchronization
  8. Synchronization of "Add to OneDrive" files

OneDrive Personal

This is an area that should not be underestimated, but is predominantly used by many private users. The synchronization of "Add to OneDrive" has been around here for quite a while, but there is no SharePoint technology behind it. In most companies, and this is also my advice, the use of OneDrive Personal is prohibited and can be prevented by group policies.

 

OneDrive for Business

I refer to this area as an enlarged hard disk using SharePoint technology. But it depends on how administrators and CIO’s see it. There are two camps here. One is the opponents, who don’t want to see their own silos of information of the employees. Everyone should always work in a team. But since people and their way of life and work are different, the second way of giving everyone the freedom they need to fulfill their function in the company is much more common. And as we can see, the synchronization of "Add to OneDrive" starts right there.

 

SharePoint Document Libraries

Here you will find different libraries, and due to lack of expertise often wrongly migrated. Wrong in the sense of: Everything that we have used in the file server for years must be stored in the same way in SharePoint. And you would not believe what has accumulated in the file servers over the years. Administrators often no longer know who and why different permissions were created in the file server. And then migrated everything into a document library in the cloud. The experts‘ advice to have the content of the file servers examined by the business departments is often ignored due to a lack of time. The migration specialists themselves now have wonderful tools at hand, but you can’t examine the content of the file servers yourself. As a result, many files that are no longer needed also end up in the cloud. The specifications of the number of documents in these SharePoint Online document libraries are not exhausted. And many unfortunately do not know the most important number of "OneDrive Synchronization". 300000 files. The condition that everything should look like in the file server causes problems later. Due to a lack of user acceptance and training, the administrators then use Group Policy and automatically add this library to OneDrive. But this group policy also has limitations that are worth knowing. Fortunately, there are "Files on demand" so that the capacity of the local hard drives is not exceeded. Unfortunately the synchronization on the local devices costs CPU power. The more employees work on documents, even if they are not needed by others and "have to be synchronized". And the more files are synchronized, the more CPU power is consumed and at some point the synchronization stumbles. And this is exactly where "Add to OneDrive" comes in.

 

Local synchronization of folders from "Shared with me”

This is the ability to synchronize folders and files that an internal or external user has given me as a share on my device. I don’t have to work in the browser anymore, changes of the other user are synchronized on my device. But here we have to distinguish whether it is an internal or external user.

External user

Since "Add to OneDrive" does not support cross-tenant synchronization, local synchronization is the only choice for external users. You can still do this, but you have to be aware that this is only valid for one device when you set it up. If you use multiple devices, you have to configure this on each device individually. This has advantages and disadvantages that you have to weigh up. So if I exchange my data with e.g. my accountant, i.e. external user, I might not want to synchronize this data on my demo device.

Internal user

The advantages or disadvantages described for external users I can also apply here. But since "Add to OneDrive" is always passed through on all devices, I have to consider if I want to do that.

If you want to switch from ‚Local synchronization of folders/files from "Shared with me" to "Add to OneDrive" you have to undo the existing synchronization on all devices first, otherwise errors will occur.

 

 

Backup (KFM: desktop, documents, images)

Smiled at by many, for me the backup of the most important folders, like desktop, documents and pictures of the respective device. What has always been an increased effort for companies (folder redirection, server provision) is now available to Office 365 users. Well, some of them wish to include the remaining folders like videos, music, … Let’s see what Microsoft comes up with. There are several group policies in place for switching to this backup, but the concept should not be used on a voluntary basis in organizations.

Synchronization of further tenants

Here the previously described applies. With the exception of OneDrive Personal. Because here there can only be one. Everyone can create any number of OneDrive Personal, but only one synchronization can be set up on a device. Synchronization with other tenants is also limited to 9. But remember, each Tenant and all folders and files to be synchronized require CPU power. After all, you don’t just want to synchronize, you also want to do some work.

 

B2B Synchronization

With Cross Tenant Synchronization, or better known as B2B Synchronization, I don’t see any problems, since it is a simple data exchange between known companies. So when I exchange data with an external agency as a marketing employee, it always refers to my area. B2B synchronization is still not used very often, maybe the technical hurdles are too much for the administrators to implement, but there are considerable advantages for both sides in terms of security.

 

Synchronization of "Add to OneDrive" files

And now the revolution? I am curious what Microsoft will give us for this feature. But again from the beginning:

The existing structures and the large number of files in the SharePoint libraries are putting a lot of CPU load on our small computers despite "Files on demand". With the targeted use of "Add to OneDrive", the employees get a configuration possibility to synchronize what is needed now and today. The employee is not interested in where the data is stored in SharePoint. Stop, slowly!
So the selection is made directly in the right SharePoint library via the web browser. Depending on the structure, the employee has to click through many folders to select a folder and with one click synchronize this folder on all his devices. The unfolding of the folders marked with a special icon can be done in the web browser, Windows Explorer, Mac File Finder or in the app of iOS or Android. Then the shortcuts are resolved and the files are deleted on all devices, but not at the source, i.e. SharePoint Online. This makes the whole concept much more flexible but the users still need to know the structure because adding can only be done in the Web browser.

From Microsoft’s point of view for the users, it saves bandwidth and CPU resources, the sync engine has no problems with all the work it has to do, there are fewer problems. However, it is not known yet if administrators will be able to control changes via group policy. I don’t believe this though, because "Add to OneDrive" is designed for different working styles. However, this requires that employees, especially with SharePoint document libraries with many files, have knowledge about their structure. On the other hand, administrators also have the possibility to restructure libraries, create better transitions in the folder structure for long-term projects and then use "Add To OneDrive" to circumvent the known restrictions. However, I noticed a few little things:

If you haven’t already done so, activate "Files on Demand". Not just manually, but as group policy for all users in your organization.

First try

Take a SharePoint document library in the Web browser that you have not synchronized on any of your devices. Select a folder and then click on "Add shortcut to ‚my files‘".  Then switch to the Windows Explorer and you will find the folder with the name and the new icon. If you have installed the OneDrive app on your phone, you can see the folder with the name there as well. The shortcut will appear on all devices and the files will be synchronized.

Tip:
Rename the folder name in Windows Explorer. The renaming is also displayed on all your devices, but not in the file origin.

Also try the resolution: In Windows Explorer, right-click on the folder and then click "Remove Shortcut". This will remove the shortcut and files on all your devices. In the cloud, however, the files are still retained.

Work flawlessly with SharePoint Online libraries

Before you use the "Add to OneDrive" function with real SharePoint libraries, please make sure that these libraries have not already been synchronized in the old, conventional way. This has to be resolved first. In the OneDrive settings (right-click on the OneDrive icon), locate the synced library and click Stop Sync. After an additional message, remove the out-of-sync files in Windows Explorer, because they are not deleted!

If you have synchronized this SharePoint library on multiple devices, repeat the above procedure. Only when this synchronization is removed on all devices can you switch to the Web browser of your choice and perform the shortcut process described above, and all devices will sync.

Tip:
What happens if one of my devices is off?

The answer is simple: First of all, nothing. Only when the device is started, the synchronization will be done automatically.

Tip:
what happens if I forget to cancel the "old" synchronization on one of my devices?

Well, the computer reports an error, because a synchronization is already taking place. But if I cancel the existing synchronization afterwards, the link will not appear in my OneDrive for Business. Not even after restarting the app or rebooting the computer. When I asked the Microsoft OneDrive product group I was told that the link will already appear, but only after several days. In general "Add to OneDrive" is not yet available everywhere. As in many other parts, this function is rolled out in waves.

Tip:
For a certain period of time administrators will be able to disable "Add to OneDrive" for their organizations. This temporary option is available to administrators so that they can easily perform the necessary change management. Microsoft will inform you before removing this option to disable the feature. This is done via PowerShell. If you choose to opt-out, use the Set-SPOTenant command through Admin PowerShell.
The command is Set-SPOTenant -DisableAddShortcutsToOneDrive $true

If the "Add To OneDrive" function is disabled, the command to add folders is removed; all folders already added remain on the user’s computer



Summary

[12/17/2020]

The problem described on 12/16/2020 now only causes problems in Windows Explorer. It has something to do with locking of files. Before Microsoft rolls out a new algorithm next year, there is a simple workaround:

1) Go directly into OneDrive (for Business).
2) Click on My Files
3) Select the folder with the shortcut
4) In the menu you can now click on "Remove".

Alternatively:
1) In your smartphone, select the folder.
2) mark the 3 points
3) Click on remove

Important: It may happen that the removal in Explorer takes a while!

[12/16/2020]
You have already played with the function? Great. But since yesterday the function "Remove ShortCut", i.e. resolving a shortcut does not work anymore. But this is only temporary.

[12/09/2020]

The "Add to OneDrive" function is currently rolled out. This means that the functionality is available on the web pages, but e.g. synchronization is not yet done. According to Microsoft, this may continue for a while.

"Add to OneDrive" brings a new way to speed up synchronization. It is no longer necessary to transfer all data of a SharePoint library. With a clever setup, even very large SharePoint libraries can be synchronized in parts to the users. The limit of 300000 files remains however. Administrators must be aware that the structure of the SharePoint Online document libraries may have to be changed or even restructured. OneDrive synchronization is not an asynchronous network drive that allows any number of files to be transferred from the cloud to individual computers. However, the principle remains that OneDrive is the foundation of collaboration. However, this also requires the administrators of the organizations to rethink.

 

References:

Microsoft, Ankita Kirti Blog Post
Microsoft OneDrive product group
My Blog post: Add To OneDrive global aivalable
My Blog Post: Add OneDrive with issues

OneDrive | Update: Exclude specific kinds of files from being uploaded

23. November 2020 8 Kommentare

new  Group Policy: Exclude specific kinds of files from being uploaded

[Supplement 23.11.2020]
This is a post to a blog post from 11/16/20. Please read here first

Documentation

The Microsoft documentation on Group Policy "Exclude certain file types from uploading" is partly incorrect and incomplete.

Incorrect:

The registry key is incorrect

Missing information:

currently no Office formats are supported. I have only tested this with docx, xlsx and pptx.  Microsoft has informed me that the documentation will be adapted.

In the wildcard description only the asterisk [*] is described. But also the question mark [?] works.

Examples:

In the group policy are stored: Files Synchronization
Try.* Tryt Blocked
  Try.mdb Blocked
  Try.docx Synchronized
  Try.xlsx Synchronized
*Exclude*.txt A Exclude Textfile.txt Blocked
  A Exclude Textfile.mdb Synchronized
  A Exclude Textfile.docx Synchronized
TestEx??*.txt TestEx12.txt Blocked
  TestEx13.txt Blocked
  TestEx4.txt Blocked
  TextEx56 Try.pptx Synchronized

Where does this Group Policy work?

This is a computer group policy. Currently, this Group Policy applies to all synchronized areas:

  • OneDrive Personal
  • OneDrive for Business
  • SharePoint document libraries
  • Local synchronization of files "shared with me”
  • Synchronization of "Add to OneDrive" files

Existing files will still be synchronized. Only new files are scanned.

Workaround:

The user can switch to the browser and upload the file manually. Afterwards, this file will also be synchronized. So it is clear that this Group Policy cannot be used as a security feature!

Exclusion:

an exclusion on folder level is not possible.

View

The user does not (yet) get a display which names and wildcards have been created. He has no possibility to read out these parameters.

OneDrive | Exclude specific kinds of files from being uploaded

18. November 2020 7 Kommentare

new GPO: Exclude specific kinds of files from being uploaded

[Update 11/23/2020]

The post has become bigger, so I wrote a separate blog post about it. So first read here, then switch to the new blog post

 

Exclude specific kinds of files from being uploaded is the name of a new Group Policy for the OneDrive Syn Client.

Requirement: You have installed the Insider version 20.201.1005.0006
According to the announcement the functionality will be rolled out in the first weeks of December 2020.

Don’t worry, at the moment Group Policy is not working yet. I’m in contact with the OneDrive product group of Microsoft in Redmond, USA to find out why the functionality is not yet available. I will keep you up to date (best is to subscribe to this blog- right sidebar email subscription)

First of all. With every OneDrive update, not only will you get a new version of the sync engine, but you’ll also get the latest version of the Group Polices in 16 languages.  The version 20.201.1005.0006 contains the admx and adml files, and these are almost all Group Policies that can be used for OneDrive. (Storage Sense can be found in the Windows system)

The above group policy allows at machine level to exclude files from uploading by specifying their name. The administrator can also use wildcards.

Example:

Configuration Exclusion of
Verkauf.docx all files with the name Verkauf.docx
*Verkauf*.docx docx files, in which the name Verkauf occurs
*.pst All pst files

But there are a few little things to consider:

  • The OneDrive Sync Client 20.201.1005.0006 or higher is required
  • It is a computer policy, affects all files that are synchronized.
  • Files already synchronized are not touched
  • If a file should be uploaded nevertheless, this is possible in the web browser.

Here are some pictures to test the functionality on individual devices:

Group Policy Editor: OneDrive Computer Policy

As we can see, this is a computer policy.

selected Group Policy: Exclude specific kinds of files from being uploaded

this is now the opened policy. An error has crept in on the tab under the options. I have already informed Microsoft about it.

Keywords to hide If you click on Show keywords, they will be displayed.
Display in OneDrive Display in OneDrive
new icon in Windows Explorer and in Windows Explorer a new icon

Display in Windows Explorer

and this is what it looks like in the Explorer.

Display in Windows Explorer

Summary:

  • Not clarified are other placeholders in Group Policy, such as "Test??.docx".
  • What is not clarified is that the policy also affects other additional tenants.
  • The user does not know which files / placeholders have been entered.
  • Not a bad idea, but bypassing it via web browser is too cumbersome

Virtual M365 Saturday Ottawa

4. September 2020 2 Kommentare

01 M365 Ottawa

42 days left. The the organizers will start the Virtula M365 Saturday Ottawa.

I will speak about Group Policies in OneDrive. This is an Oline Event and here you will see the differnet Sessions and Speakers.

So please Register here… and we will see us there. Virtual

OneDrive – new Version 20.154.0802.0003 | Group Policy

2. September 2020 Hinterlasse einen Kommentar

new OneDrive Insiders Version 20.154.0802.0003

With the Update came during the week. Not on the weekend. On 8/26/2020 I installed version 20.154.0802.0003. An insiders version. And I was curious. Because with the installation also a ghost or duplicate, which had been there for some time, disappeared. Microsoft told me that you did not know where this duplicate came from. But that it would be gone with version 20.154.xxxx.xxxx. What am I talking about?

OneDrive: double Entries in Windows Explorer

I have two identical entries, but only one common memory location. But in the meantime I found out what causes such a behaviour. For a Remote OneDrive Workshop I rolled out a group policy on this machine.

It is the group policy Configure team site libraries to sync automatically

This Group Policy automatically adds a selected library on the device.

Co,me back later, (This group policy takes some time to run) opne the Windows Explorer, the selected SharePoint Online Library was entered, the content synchronized, but also the second icon was there.

Microsoft was informed about the behavior. If someone notices the same behavior, then notice this blog post, I will post the update here.

 

[Update 09/09/2020]

all-clear

Today I received the new Insiders version 20.169.0823.0003. And as if by magic the shadow entry is gone.

ESPC20 – Learn from Home

31. August 2020 2 Kommentare

The countdown is on to ESPC20 Online – only a few weeks to go!

ESPC20 Online is a new virtual conference offering you affordable, world-class Microsoft 365 learning at your fingertips, from wherever you are in the world. Tune in live Oct 14th & 15th or catch up on-demand across 100+ sessions from SharePoint, Office 365 & Azure experts.

Join me for my ESPC20 Online session:

OneDrive Group Policies – User Adoption from Admins Perspective

ESPC20 - OneDrive Group Policies - User Adoption from Admins Perspective

More and more Group Policies for OneDrive and for your Windows 10 were established to give administrators control over the devices, storage and behaviour. This session describes the user behaviour to sync many files from different libraries for collaboration, not only from their own tenant, but also from other tenants through B2B sync, but give the administrators full control via Group Policies. This session also shows, how administrators are helping user adoption, to establish automatically connection, help the users with OneDrive issues, before the users know them. One more step for Users adoption for OneDrive and collaboration. And it ends with the TOP 10 of Group Policies for OneDrive and Windows 10 devices.

 

Benefits of Attending this Session:

  1. User adoption from an admins perspective
  2. Administrators approach users
  3. Fewer collaboration issues for a user through group policies

 

ESPC is always top quality and I am truly looking forward to this year’s virtual conference. Check out some of ESPC’s reasons why you don’t want to miss this event.

Reasons to Attend ESPC20 Online

Refresh – With so much change, keep up with the product developments and practices that matter most.

Revitalise – Find new and better ways of working, to bring new energy and effectiveness to your work.

Investment – Invest in your team, yourself and your career by learning new skills or mastering current ones.

Access – With no travel, watch live or on-demand at a time that suits you from the comfort of your workspace.

Experts – Hear from the best of the best – Microsoft Product Team members, RDs, MVPs, MCMs and independent experts.

Depth – With levels catering from Level 100-400 there is something for everyone.

Network – Build your professional network online, with like-minded people from across the globe.

Vendors – Find the best solutions from the best local, European and Global providers.

Independence – Information and advice you can trust, learn what’s trendy and what works.

Breadth – Attend a variety of session types across the biggest SharePoint, Office 365 and Azure topics.

Affordability – Enjoy the quality of ESPC with incredibly affordable prices and options.

I hope to see you at ESPC20 Online! You can book your place here

M365 Saturday Gurgaon 2020

27. Juli 2020 2 Kommentare

01 M365 Gurgaon

Where is Gurgaon? Ohh, it’s in India. 30 km south of Dehli.
And I will be there. In person? Unfortunatelly not.

Mr.OneDrive will be virtually there. With a session, I have presented initially during Microsoft Ignite 2019 in Orlando.

OneDrive Drive Group Policies – Not only for the enterprise

You may register here for the Saturday, August 29th , 2020

[update]

The Event is postponed to Saturday, September 19th, 2020

OneDrive | Group Policy Change : Allow syncing OneDrive accounts


GPO change: Allow syncing OneDrive accounts for only specific organizations

Microsoft announced. that the behavior for the Group Policy Allow syncing OneDrive accounts for only specific organizations will be changed.

Currently, if you have enabled the setting but have not specified a Tenant ID, the setting will block all organizations.

With this change, having the setting enabled without a Tenant ID being specified will have the same effect as if the feature were disabled.

You do not need to do anything unless you were intentionally relying on the behavior of enabling this setting with no Tenant ID in order to prevent OneDrive from syncing with any organization. In that case, you should mark the setting as Disabled rather than Enabled with a blank Tenant ID.

These changes start beeing roll out mid-May 2020 and will be completed in early June

Resource

Microsoft 365 admin Center : MC211659

OneDrive | jetzt korrekte Dokumentation bei Gruppenrichtlinien

23. Oktober 2019 12 Kommentare

OneDrive Gruppenrichtlinien: Jetzt korrekte Übersetzung für lokalisierte Versionen

Manchmal dauert es etwas länger, aber irgendwann ist es dann soweit. Die deutsche Dokumentation bei den Gruppenrichtlinien zu OneDrive ist jetzt endlich korrekt.

Hier waren ursprünglich zwei Überstzungsteams von Microsoft beteiligt.

  1. Das GPO Team hat eine eigene Übersetzung der Gruppenrichtlinien vorgenommen.
  2. Das Dokumentations-Team hat die US  Namen selbst übersetzt.

Das führte dazu, dass Administratoren, die mit der deutschen, lokaliserten Version arbeiten wollen, keine Übereinstimmung vorgefunden haben. Jetzt hat sich das, nicht nur in der deutschen, sondern in allen lokaliserten Sprachversionen erledigt. Vielen Dank Microsoft.

 

Hier die Auflistung aller OneDrive Gruppenrichtlinien (23.10.19)

Synchronisierung von OneDrive-Konten nur für bestimmte Organisationen zulassen

Benutzer dürfen auswählen, wie Synchronisierungskonflikte bei Office-Dateien behandelt werden

Synchronisierung von OneDrive-Konten nur für bestimmte Organisationen sperren

Gemeinsame Dokumenterstellung und Teilen in Office-Desktop-Apps

Teamwebsitebibliotheken für die automatische Synchronisierung konfigurieren

Synchronisierung in getakteten Netzwerk fortsetzen

Synchronisierung fortsetzen, wenn Geräte den Stromsparmodus aktiviert haben

Synchronisierte Teamwebsitedateien in reine Onlinedateien konvertieren

Das Lernprogramm deaktivieren, das am Ende der OneDrive-Einrichtung angezeigt wird

Downloadgeschwindigkeit des Synchronisierungsclients auf eine feste Rate begrenzen

Uploadrate des Synchronisierungsclients auf einen Prozentsatz des Durchsatzes begrenzen

Uploadgeschwindigkeit des Synchronisierungsclients auf eine feste Rate begrenzen

Den Synchronisierungsclient am Generieren von Netzwerkdatenverkehr hindern, bis sich Benutzer anmelden

Benutzer am Ändern des Speicherorts ihres OneDrive-Ordners hindern

Benutzer am Remoteabrufen von Dateien hindern

Benutzer am Verschieben ihrer bekannten Windows-Ordner auf OneDrive hindern

Benutzer am Umleiten ihrer bekannten Windows-Ordner auf ihren PC hindern

Benutzer am Synchronisieren von Bibliotheken und Ordnern hindern, die aus anderen Organisationen geteilt wurden

Benutzer an der Synchronisierung persönlicher OneDrive-Konten hindern

Benutzer zum Verschieben bekannter Windows-Ordner auf OneDrive auffordern

Empfangen von Updates des OneDrive-Synchronisierungsclients auf dem Enterprise-Ring

Benutzer müssen umfangreiche Löschvorgänge bestätigen

Standardspeicherort des OneDrive-Ordners festlegen

Maximale Größe des OneDrive eines Benutzers festlegen, die automatisch heruntergeladen werden kann

Updatering für Synchronisierungsclient festlegen

Bekannte Windows-Ordner automatisch auf OneDrive verschieben

Benutzer automatisch mit ihren Windows-Anmeldeinformationen beim OneDrive-Synchronisierungsclient anmelden

OneDrive-Dateien bei Bedarf verwenden

Bug: Configure Team site libraries to sync automatically

25. September 2019 Hinterlasse einen Kommentar

Group Policy: Configure team site libraries to sync automatically
Wer derzeit eine Team site library automatisch per Gruppenrichtlinie ausrollen möchte, wird bei der Konfiguration beim Ermitteln der eindeutigen ID , bestehend TenantID+WebID+ListID+WebUrl auf ein Problem stoßen, weil beim Klicken auf die Share-Funktion als SharePoint Online Administrator das PopUp Fenster den Link nicht anzeigt.

Das liegt nicht am Browser und ich habe Microsoft darüber informiert. Der Bug wurde bestätigt und die korrigierte Version wird derzeit wieder auf alle Tenants wieder ausgerollt. Das Ganze kann aber noch eine Weile dauern.

Workaround:

Natürlich lässt sich dieser Wert auf per PowerShell ermitteln und die einzelnen Werte per String-Manipulation auf einen einzelnen String „umbauen“:

So sollte der String aussehen:

tenantId=2ac0e372%2AF9bf%2D4c2a%2Dbe89%2D7b69e0724eb4&
siteId=%7B1bee354e%2D28b5%2D4d69%2D9bd3%2Db73b81dd1c56%7D&
webId=%7B7210d0e0%2D56f0%2D45d1%2D95ac%2D9aca68287fd9%7D&
listId=%7B67997B16%2DE45D%2D4646%2D91F5%2D3ABBC75BE765%7D&
webUrl=https%3A%2F%2Fmvphb%2Esharepoint%2Ecom%2Fsites%2Fmbuf%2Dmarketing&version=1

 

Aber natürlich ist es einfacher, zu warten…..

 

[Update 11.10.19]

In meinem Tenant funktioniert diese Funktion wieder. Bitte den Browser Cache leeren !

OneDrive | Storage Sense (with group Policies)

20. August 2019 Hinterlasse einen Kommentar

Windows 10 - Speicheroptimierung

I’m always asked what it’s like with the different OneDrive status symbols. Most of my OneDrive workshops I do not get any, or only wrong answers. This is the reason to write another blog post about it. Of course I have already described it several times:

So, if the gentle reader could follow this, then maybe a few additional explanations:

Today I can see and edit files if necessary, even I have a small hard disc. Microsoft has changed NTFS. With Files On Demand synchronization only rudimentary information from the cloud is synchronized to the device. The actual content is not. So I can therefore look at the file in Explorer, even mini-pictures stuck in the linked list of NTFS file system. And do not take a room on your hard disc.

OneDrive Files onDemand: Status "Cloud Only "

Because the content will not be editable until the content has been synchronized from the cloud to the device, the attribute changes, the icon also and the file is now editable. Also costs space on the hard disk. In Explorer, I can also decide to throw away the local "content" of the file. Free up space. I’m talking about throwing away, not deleting. Deleting a file will move it to the local recycle bin. When it is emptied, the entry of the file in the NTFS is resolved. It is still present on the hard disk, but the operating system does not know it anymore. The place will eventually be overwritten. When freeing up memory, however, only the pointer showing the beginning of the content is eliminated. The entry in NTFS is retained, the attribute and thus the icon in the Windows File Explorer is changed. Nothing is synced to the cloud because the cloud is still full content.

OneDrive Files onDemand: Status "Local available" und "Always available"

In both Windows and Mac, we have 4 icons:

  • Cloud Only
  • Local available
  • Always available
  • Syncing

OneDrive Status Symbols

Many do not know, that’s why I explain here the difference between "Local available" and "always available”.

Files On Demand came with the Windows version 1709 and at this point there was no difference. Because the Windows programmers have spent a whole year to implement an algorithm in Windows to clean up. Meanwhile (half a year later) one speaks of intelligent tidying up. Here I do not agree with Microsoft, in the age of Artificial Intelligence could have solved the cleaner and more elegant. But with the Windows version 1903 at least the administrators have a tool (group guidelines) made available, which until then only the user had in his own hands. For each library, the user can choose when and how often to clean up. (System Preferences: System, Storage, Storage Sense, Local Available Cloud Content). I myself have 10 or more entries that I can influence individually, whether, and if so, how often you want to clean up.

Hello Microsoft, the user wants to work, and not maintain settings!

As written, as of Windows version 1903, administrators can now change this globally. But what happens there?

Every time a file that is only available in the cloud is clicked on, it is synchronized, ie downloaded. Only on this device. The icon changes, the file is now available on this device (even without Internet). If I edit this file and save the content, the file is synced back to the cloud. If I do not set up my files manually, I can leave that to the system too. According to the selected properties, the system will automatically do that now so that the space of my hard disk does not become too small. And convert these files to "Cloud Only". The content is then no longer available locally on this device. If you convert these files by clicking on "Available available", they will not be touched by any memory optimization and will always be available on this device, even without the Internet.

Many administrators do not know that. As of Windows version 1903, administrators have access to additional Windows Group Policies, where this cleanup is set uniformly for the entire company, but you should know anyway. If no setting is stored in the system settings, you should occasionally clean up manually.

 

Where can these group policies be found?

They have a name: memory guidelines. We find these under Computer Configuration, Administrative Templates, System, Storage Sense.

However, these can only be found as of Windows 10, Version 1903 and higher

    • This is the alphabetical listing. First we have to turn on the process "global". Furthermore, depending on the group policy,

I advise users to be informed

    . Because depending on the setting, you ensure that, for example, the wastebasket is tidied up. In your office, it goes without saying that the cleaning crew empties the wastebasket, but not on your computer, right?

Allow Storage Storage Global

Storage Sense can automatically clean some of the user’s files to free up disk space. By default, Storage Sense is automatically turned on when the machine runs into low disk space and is set to run whenever the machine runs into storage pressure. This cadence can be changed in Storage settings or set with the "Configure Storage Sense cadence" group policy.

Enabled:

Storage Sense is turned on for the machine, with the default cadence as ‘during low free disk space’*). Users cannot disable Storage Sense, but they can adjust the cadence (unless you also configure the "Configure Storage Sense cadence" group policy).

Disabled:

Storage Sense is turned off the machine. Users cannot enable Storage Sense.

Not Configured:

By default, Storage Sense is turned off until the user runs into low disk space or the user enables it manually. Users can configure this setting in Storage settings.

Remarks:

*) My demand from Microsoft has shown that there is no fixed value that can be used for ‚during low free disk space‘. Of course, a calculation is deposited, but this will not be disclosed, and Microsoft will adjust this value in the newer versions of Windows.

 


So if "Global" was turned on, you should also configure the interval of memory optimization.

Configure Storage Sense cadence

Configure Storage Sense cadence

Storage Sense can automatically clean some of the user’s files to free up disk space.

If the group policy "Allow Storage Sense" is disabled, then this policy does not have any effect.

Enabled:

You must provide the desired Storage Sense cadence. Supported options are: daily, weekly, monthly, and during low free disk space. The default is 0 (during low free disk space).

Disabled or Not Configured:

By default, the Storage Sense cadence is set to “during low free disk space”. Users can configure this setting in Storage settings.

 


And if these are configured, immediately follows the deletion of temporary files:

Temporary Files Cleanup

Allow Storage Sense Temporary Files Cleanup

When Storage Sense runs, it can delete the user’s temporary files that are not in use. If the group policy "Allow Storage Sense" is disabled, then this policy does not have any effect.

Enabled:

Storage Sense will delete the user’s temporary files that are not in use. Users cannot disable this setting in Storage settings.

Disabled:

Storage Sense will not delete the user’s temporary files. Users cannot enable this setting in Storage settings.

Not Configured:

By default, Storage Sense will delete the user’s temporary files. Users can configure this setting in Storage settings.

Remarks

The following Files will be deleted:

  • Temporary setup files
  • Old indexed content
  • System cache files
  • Internet cache files
  • Device Driver packages
  • System downloaded program files
  • Dated system log files
  • System error memory dump files
  • System error minidump files
  • Temporary system files
  • Dated Windows update temporary files

Configure Storage Sense Recycle Bin cleanup threshold

When Storage Sense runs, it can delete files in the user’s Recycle Bin if they have been there for over a certain amount of days.

If the group policy "Allow Storage Sense" is disabled, then this policy does not have any effect.

Enabled:

You must provide the minimum age threshold (in days) of a file in the Recycle Bin before Storage Sense will delete it. Support values are: 0 – 365.

If you set this value to zero, Storage Sense will not delete files in the user’s Recycle Bin. The default is 30 days.

Disabled or Not Configured:

By default, Storage Sense will delete files in the user’s Recycle Bin that have been there for over 30 days. Users can configure this setting in Storage settings.

Remarks:

In Control Panel, the user can only set this value between Never, 1 Day, 30, Days, 60 Days. Group Policy allows values between 0 and 365

 

Configure Storage Sense Downloads cleanup threshold

When Storage Sense runs, it can delete files in the user’s Downloads folder if they have been there for over a certain amount of days.

If the group policy "Allow Storage Sense" is disabled, then this policy does not have any effect.

Enabled:

You must provide the minimum age threshold (in days) of a file in the Downloads folder before Storage Sense will delete it. Support values are: 0 – 365.

If you set this value to zero, Storage Sense will not delete files in the user’s Downloads folder. The default is 0, or never deleting files in the Downloads folder.

Disabled or Not Configured:

By default, Storage Sense will not delete files in the user’s Downloads folder. Users can configure this setting in Storage settings.

Remarks:

In Control Panel, the user can only set this value between Never, 1 Day, 30, Days, 60 Days. Group Policy allows values between 0 and 365

 


But that’s not all. Space is also freed up with the next group policy

Configure Storage Sense Cloud Content dehydration threshold

When Storage Sense runs, it can dehydrate cloud-backed content that hasn’t been opened in a certain amount of days.

If the group policy "Allow Storage Sense" is disabled, then this policy does not have any effect.

Enabled:

You must provide the number of days since a cloud-backed file has been opened before Storage Sense will dehydrate it. Support values are: 0 – 365.

If you set this value to zero, Storage Sense will not dehydrate any cloud-backed content. The default value is 0, or never dehydrating cloud-backed content.

Disabled or Not Configured:

By default, Storage Sense will not dehydrate any cloud-backed content. Users can configure this setting in Storage settings.

Remarks:

NTFS is not just the date when the file was created. But also a date when it was last opened. And exactly this date is used for the calculation and the optimization. If the current date is greater than the date of the last access added to the value of this group policy, the file is automatically "dehydrated" into "available only in the cloud", so the content is discarded. The cloud still contains the original file

 


Comment:

Although storage sense is part of Windows 10 version 1903, while the system settings can be used to configure individual and different document libraries differently in terms of time, Group Policy is missing. Not surprisingly, most users will not get lost in memory optimization pages. Second, each user has access to different document libraries in different areas. Document Libraries that have been synchronized must therefore be considered "global" in Group Policy. And according to Microsoft, they will too. This means that administrators must also provide information to the users here.

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