Now is the time for Compliance in Office 365 and SharePoint

Office 365 is one of the fastest growing products in history. With this shift to the cloud, companies have been moving their collaboration, consolidating their file shares, moving data from personal drives containing personal information. At the same time the world has changed, not only regulations, but privacy considerations stemming from HIPPA, GDPR, CCPA, and various global and local privacy considerations have changed the way we work. In our recent webinar on 4 easy steps to compliance with myself and Colligo, we discussed the shift to Office 365.

There has been significant momentum to move to the cloud. Analysis shows most customers running in a pure Office 365 environment with 49% of respondents. 23% acknowledged they are moving or planning to move to Office 365 with a minority 12% planning to stay in on premise SharePoint. A small 7% portion of environments plan to stay in hybrid, with even more than plan to move out of hybrid as they move to the cloud to 100% Office 365.

As companies adopt Office 365 compliance has never been more important. According to a poll in the recent webinar it was obvious that companies are still early in their adoption of the powerful data loss prevention features, and understood to be even less so for the newly released labels. I expect unified labeling to become even more popular after the labeling features come front and center and get integrated into the Office ribbon.

The by far significant thing to notice in the data, is the fact most companies are just starting with the basics. Is SharePoint still just a web based file share? I’d like to think it’s more than that and it should be your best bet at getting compliance on the files you care about. It’s time. More features are coming to simplify adding labels, but site classifications for sensitivity, and file plans with retention labels need to urgently support regulations and compliance. The collaboration workloads should not be so relaxed. Many organizations have yet to develop a data compliance plan to meet the modern requirements for data privacy and retention.

Microsoft is working to tip the balance. Consider the classification, DLP and labelling features they have rolled out in SharePoint just in the last year or so. From a technology standpoint, implementing data compliance has never been easier. This convergence and wave of regulations with better compliance tools may well make this the moment for companies to adopt data governance and compliance practices.

“Right now Microsoft is fusing content management and compliance – into an ever more streamlined set of tools to keep data compliant, keep knowledge easy to discover and share, and make files easy to retain or remove from SharePoint,” commented Loic Triger, COO Colligo. “Organizations that use the shift to O365 to also implement a smart compliance framework will be the ones that avoid lost productivity and best manage the risk, cost and distraction of data breaches in the next decade. Achieving that though, will also require a focus on tools easy for users.”

The opportunity is to leverage these new features to focus on compliance and as they do so look to SharePoint Add-ins like Colligo to simplify the ability to integrate labeling strategies for files and email in Outlook and Office.

There’s another incentive to address data management head on when shifting to O365. Consider the cost and data loss issues that come from moving massive data to the cloud without addressing classification and retention. Microsoft predicts a data explosion over the next few years, and IT departments are already watching it happen.

Data without labelling or classification is a privacy risk. When there is no classification all data is treated equally as unclassified data, from a data storage perspective it’s no better than a file share except for the fact it’s got eDiscovery and is easier to find, but from a compliance perspective it’s at risk. It’s time to get started. Use this article as a call to action.

Miss the webinar? Check out “SharePoint Data Compliance Made Easy” webinar recording, view the slides or view and download the infographics.

Office 365 Power Tools: What To Use When… PLUS NEW! Charts and Graphs and Recording and Slides

Thanks for joining me on the Office 365 Power Tools What to Use When Webinar. We had over 500 users connected in that session. Incredible. We got a ton of feedback and questions, so I wanted to share my thoughts and provide some answers, links and explanations as well as links to the recording and slides.

Download and View Recording with no registration on Youtube

Incredible Insights Charts and Graphs

What Power Tools are you using for Development for SharePoint Apps today?

Joel’s Insights: So most are still using the basics of lists, libraries and workflows… think about the missed potential. Incredible that we had a funeral for Infopath about 5 years ago, and there are about as many people using InfoPath and SP Designer. There’s a big responsibility to help the community catch up on Forms, Flow, PowerApps and Power BI. I was also surprised to see a few responses during the event from people saying… when will Infopath be replaced? People who don’t get the power of PowerApps. Many have found third party tools to help fill the gaps. I realize I should have added SPFx, but the session was more about the power tools.

What Version of SharePoint are you using?

80% using Office 365. That’s great! The fact that more than 50% still have 2013 and 2010 is a little sad don’t you think? I think we need more campaigns around upgrading to SharePoint 2019… What do you think? Tell me in the comments. I’ve got ideas for a Top 10 Reasons Why you should upgrade to SharePoint 2019 Infographic. Would make a good webinar too.

Questions

What does E3 include as it relates to Forms, Flow, PowerApps and Power BI?

  • Forms is free for everyone including building and consuming forms including anonymous.
  • Flow is covered for all of the standard connections except for the premium Flows.
  • PowerApps licenses are included, but do NOT include Plan 1 or Plan 2 these are additional addins.
  • Power BI you can download the client and run it, to get Power BI Pro you need E5 or you can add on Power BI Premium.

Can anyone create PowerApp without a license?

No. You can’t create or consume a PowerApp without a license. E3 does include license to create or consume PowerApp… it just needs to be assigned if it hasn’t.

Can you please provide all the training videos links to know how to use in details of all the apps flow, form, power, apps, power bi and nitro. to ease the use of them. and if we have any question for support, how can we contact a direct chat with the supporting team?

https://support.office.com/en-us/office-training-center

Then go to youtube and go to the Microsoft Flow Channel and from there you can navigate to the PowerApps, Power BI and Office 365, Dynamics 365 Youtube Channels in Featured Channels on the right

https://www.youtube.com/channel/UCG98S4lL7nwlN8dxSF322bA

Please can you give us an update if know on when PowerApps and Flow will be available on the government tenant? Can you please also include what is available for the GCC? PowerApps/Flow is not available to us yet

GCC = Government Cloud Community

The Office 365 Roadmap says March CY2019

Power BI vs Tableau? Thoughts?

They are very different and have very different capabilities… that being said, check out what Gartner said… they are both in the leader quadrant as of 2017.

Would Power BI Report server with gateway bipass some of those limits?

https://docs.microsoft.com/en-us/power-bi/service-gateway-onprem

I have not seen any reference to quotas in on premise Power BI. I expect not all of them would apply, but you should be smart and do testing and validation.

On-premises data gateway: Multiple users can share and reuse a gateway in this mode. This gateway can be used by Power BI, PowerApps, Flow or Logic Apps. For Power BI, this includes support for both schedule refresh and DirectQuery

https://docs.microsoft.com/en-us/power-bi/service-gateway-getting-started

Does a form belong to a person or to the company? What if a person leaves the company?

A form is stored in Azure or any number of places. You can’t update them, so they definitely don’t follow you, but in European and soon to be California and many other places laws, you should have rights to your private data. Today you don’t have many rights for access to your data stored in forms or powerapps as a user. You can always try… that’s what privacy is all about.

Powerapps: is it possible to connect one powerapp to multiple Sharepoint Lists during runtime? E.g. choose a teamsite and select the values from a list, then connect to another teamsite with a list having the same name? E.g. list to collect issues in multiple teams or projects

Yes, check out a direct question in the forum https://powerusers.microsoft.com/t5/General-Discussion/Read-and-write-to-2-seperate-SharePoint-lists/td-p/101938

the web link on the what to use where isn’t working… can you double check it?

You’re right, it was messed up. Here’s the correct link

http://bit.ly/msformslimits

Does Nitro Studio have On-Prem options or similar that could be required to meet InfoSec/goverment compliancies?

Maybe quickly explain Microsoft Forms Pro

Forms Pro????

There is a slide in the presentation on Forms Pro from the announcement at http://formspro.microsoft.com

Will Forms ever evolve into more that what it is today or is the direction to use Power Apps?? This is a tough thing to swallow for non dev SharePoint admins?

Forms is the for lightweight quick Survey, Polls, and simple forms. It will get better, but it will never be PowerApps.

Can you give a link to the Usage stat reports for PowerBi?

Check out these links:

https://docs.microsoft.com/en-us/office365/admin/usage-analytics/usage-analytics?view=o365-worldwide

https://docs.microsoft.com/en-us/office365/admin/usage-analytics/customize-reports?view=o365-worldwide

Microsoft 365 usage analytics contains a number of reports, including:

  • Adoption overview report — offers an all-up summary of adoption trends. Use the reports in this section to learn how your users have adopted Office 365as well as how overall usage of the individual services has changed month-over-month. You can see how many licenses are assigned, how many of those are in active use by people in your organization, how many users are returning users and how many are using the product for the first time.
  • Product usage report — offers a drill-down view into volume of key activities for each service. Use the reports in this section to learn how your users are utilizing Office 365.
  • Storage used report — Use this report to track cloud storage for mailboxes, OneDrive and SharePoint sites. You can use this to make sure people in your organization stay within limits, or to decide if you need to purchase more storage resources.
  • Communication report — You can see at a glance whether people in your organization prefer to stay in touch by using Teams, Yammer, email, or Skype calls. You can observe if there are shifts in patterns of use of communication tools amongst your employees.
  • Collaboration report — See how people in your organization use OneDrive and SharePoint to store documents and collaborate with each other, and how these trends evolve month over month. You can also see how many people share documents internally or externally and how many SharePoint sites or OneDrive accounts are actively being used.
  • Office activation report — Track Office 365 ProPlus, Project and Visio activations in your organization. Each person with an Office license can install products on up to five devices. Use reports in this section to see the device types on which people have installed Office apps.
  • Access from anywhere report — Track which clients and devices people use to connect to email, Skype for Business, or Yammer.
  • Individual service usage reports — Usage reports are available for certain individual services. These reports provide specific usage details for the respective service. Exchange usage, Teams usage, and Yammer usage are examples of these reports.
  • Individual service user activity reports — User activity reports are available for certain individual services. These reports provide user level detail usage data joined with Active Directory attributes.

Where is the slide deck shared?

Can forms handle attachments? This is a show stopper for us.

I agree. No it is not, but they say they are working on it on User Voice.

https://microsoftforms.uservoice.com/forums/386451-welcome-to-microsoft-forms-suggestion-box

Are they the top 60 responses (on choice fields)?

Yes, the limitation in Microsoft Forms on the 60 choices being stored is only 60 are stored, all of the other choices are shown as “Other”

https://techcommunity.microsoft.com/t5/Microsoft-Forms/Microsoft-Forms-Choice-question-Limit/td-p/172463

I have created a Custom PowerApp Form and a mobile app that triggers a flow approval after the data is sent to a sharepoint list. I have flow plan 1 that created the flow, do I need to be concerned if that flow gets triggered too many times by employees entering in data?

No, you shouldn’t be too worried unless you’re doing some kind of check every 5 minutes. You will get a warning if you’re getting close to running out of your quota of runs for the month.

I was told by a MS expert at ShareFest DC that Forms cannot hide a field like you can in InfoPath. Will it have that ability?

I can’t tell you what hasn’t been announced. You can see the roadmap at

https://office.com/roadmap

Is it possible to use Flow on premise without Hybrid systems?

No. You need a gateway because there is no On Premise install of Flow or Forms.

Does Power Apps replace Infopath and it is on SP 2019 on Premise?

Flow, Forms and PowerApps all replace Infopath and SharePoint Designer, but it gets more complicated for On Premises. SharePoint Framework is another alternative for building applications.

We Use Nintex Forms and Workflows. Can I see Nitro? I want see the difference. Would love to see Nitro I’d like a live demo. That was too high level

Yes, sign up for the webinar or contact us and we’ll provide you with a demo.

http://Nitro.Studio

Forms and Flows not look for me as an replacement to create Forms in SharePoint or build process for my company

You’ll have to tell that to Microsoft. Forms Flow and PowerApps are the replacement, but do not line up directly. They are new tools that provide new functionality.

Here’s a quote directly from the PowerApps page: “Use PowerApps, the successor to InfoPath, to improve business productivity in SharePoint without writing code.”

https://powerapps.microsoft.com/en-us/infopath/

You have the same license strategy like Nintex? I pay on Premise for each WF?

No it’s a different license. See more at http://Nitro.studio

Nitro Studio like K2 with her own Engine with seperate DB’s or integrated in sharePoint like Nintex?

Can you distribute a Microsoft form outside of the organization?

How much work is it to port existing InfoPath forms (we have many) to the next thing (MS Forms, MS Flow, Power Apps, Nitro)?

There aren’t any migration wizards that I’ve seen. I recommend building new in Forms, Flow, PowerApps, SharePoint Framework, third party Forms/Workflow tools, etc..

If you have Office 365 but Exchange on premise you must use the older tools or Crow Canyon since Flow can’t email on prem mail. I’m currently blending Powerapps with Crow Canyon approvals as well.

You can share the form with a group to edit.

Yes, You can invite lots of users or send it to a DL, but there’s no .

What do you think of SharePoint Framework as a tool to overcome the limits of powerapps?

Fantastic idea. Really depends on which limit.

How can we access the Forms Pro preview?

You’ll hear soon. It says Spring 2019, which means March or April likely. Follow http://formspro.microsoft.com

Is there a way to move the form to be owned by another individual? Currently it seems you can only move the form to a 365 group.

  • https://forms.office.com/Pages/delegatepage.aspx?originalowner=[email address]
    • originalowner = Email address of the current form owner

      For example, if the form owner (“Jason Fabian”) of organization (“Contoso”), your workaround URL would look like this:

https://forms.office.com/Pages/delegatepage.aspx?originalowner=JasonFabian@contoso.com

  • On the form you want to transfer, click More form actions  , and then select Move.

Can 1 user have flow p2 and see organization usage for all users that would just have flow 1?

Yes, Certain users can have Flow2.

Can 1 user have a p2 flow license such as an admin, and be able to see organization flow usage?

Yes,

Is flow equivalent/competetive to Nintex or K2?

Flow is a browser based If this then that style conditions, actions, and workflow.

Will you provide the slides as PDF or such?

Slides are on slideshare.net/joeloleson

Create a form via an O365 group? The form would belong to the group and not a specific user

A group can own a flow or a form. You can reassign ownership of a flow or a form.

None of the tools that Microsoft has really mimic the functionality found in InfoPath. How long until we see that same level of functionality?

Don’t hold your breath. Microsoft is not planning on rebuilding InfoPath. Flow, Forms, PowerApps, etc… are their own new creations. You can vote up features, but don’t expect them to rebuild Infopath… it’s dead.

Can flow be used by non-licensed Office 365 users /or shared external users? Can flow on a SP list be used by external shared user?

No, but you can vote for that feature on user voice.

https://powerusers.microsoft.com/t5/Building-Flows/O365-Approval-Flow-to-external-users-in-non-default-flow/td-p/147424

Common data service is it like an odata connector to pull and post data with LOB systems?

What does E3 get us?

You could share the output of the reports on sharepoint?

Sharing the PowerBI reports on SharePoint still requires proper licensing.

Hope you’ll join me on the next webinar!! Thanks for coming!

Getting Started Guidelines to Microsoft Forms Limits and Boundaries

Infographic_MicrosoftFormsGuidelinesFinal

 

Microsoft Forms is a basic lightweight app for quickly collecting information via surveys and quizzes, but you should be aware of its limits.  The strength of Microsoft forms is its licensing.  It’s free to use for anonymous or authenticated users, and the data can be stored in a list or connected to flow to push into other systems, but there are some limits to be aware of especially in relation to using it to build an app.  When do you decide to use a PowerApp vs. a form or even just use the list?  Microsoft Forms is a great way to get started with the new generation of tools in Office 365, but when should you look into the Microsoft ecosystem?  It was when I started pushing the limits that I found there are some limitations in Microsoft Forms.  Even walking through User Voice, you can’t get a clear picture.  I couldn’t find a single place with guidelines on what those limits were that I decided to put together an infographic to simplify the process.  I’m working on a broader infographic for what to use when, and I’m hoping this will simplify the process.  As with all things in Office 365, it’s a moving target and these limits are subject to change anytime, but this is current as of my evaluation and testing on 2/11/2019.  I did see acknowledgement on various forums, but never saw a list of Microsoft Forms Limits in one place so this is my effort to try to consolidate.  Feel free to add your own thoughts in the comments or feedback on my experience as well.  Hopefully this posting will encourage users to weigh in on User Voice options to increase these limits.  Let me know if you see any changes as time goes on.  I will plan to support this list over the coming year… and maybe more with encouragement from the community.

1.  Users Can’t Update or Come back to finish their responses.

In this limitation users have to fill out the form and be done.  If users might need to come back to change a response such as in an RSVP or if they want to save and come back later to finish, Microsoft Forms is currently not able to support users coming back.

2. Hard Limit of 100 Questions.

Essentially there is a hard limit of 100 questions in Microsoft Forms.  This boundary does seem like one that should be published and I expect it will be published in the near future.  Of note it really depends on how you ask the questions and what style of questions you’re using as to how this limit is reached.  Some users have experienced the limit at 60 by using different style of questions… see #6 for another example.

3. You are limited to 2 to 10 options on a ranking question.

If you have 10 ranking questions you can only ask 10 questions.  If you have a ranking question with 2 options you’ll only be able to ask 50 questions.  This can make for an odd survey if you keep finding you’re hitting a limit.

4. Choice Questions store only 60 options.

This is a soft limit, so you won’t even notice.  You can provide hundreds of options, but only a max of 60 options are stored to viewed in your results.  So imagine you’re asking the user to choose their country.  As a traveler I know there are 193 UN countries, but At&t seems to think there’s a whole lot more than that so they can say they are in a ton more than they actually are.  That aside, if you ask someone to choose their country, you’ll find Microsoft Forms is only storing 60 options.  So when you’ve got users from 90 countries you’ll find only 60 of them were stored.  In my mind that’s pretty serious.  You could ask that question in a text field, but that’s a little strange.

5. You get a max of 4000 characters in a response.

Imagine your users are giving you feedback and you get a nice essay as a response and find it’s only half there.  Be aware you’ll only get 4000 characters in the long text box response.  I can’t imagine someone pouring their heart out to provide detailed responses and then you get only the first 4000 characters in that response.  Is that enough?  Who knows, but to have it be truncated isn’t cool.

6. Likert scales are limited to 20 questions.

Just as in the limits above, you might find yourself designing a survey and finding you’re running out of questions.  Be aware.

If you like the infographic and want to use it in a blog or in your presentations at SharePoint Saturdays or community events, no problem.  This infographic is shareable with creative commons share with attribution.  As long as you include the whole image you’re good to go.  You can download this infographic on Microsoft Forms Limits from slideshare as a PDF or as a JPG from this blog post, simply right click on the image and choose save.

Join me for a Webinar on this Topic and More

If you liked what you saw here and want more.  You can join me on a webinar where I will dig into the differences between each of the Power Trio and Forms and Forms Pro (what little we know from recent news).

Webinar on March 7, 2019 at 11am Pacific

TOPIC:  “Apps, Forms, Workflows and Tools of Office 365: What to Use When?”

Sponsored by Crow Canyon.

Register free << RSVP – register >>

I’ll be going over each of the Microsoft Apps and Tools and describing their strengths, helping you best understand “when to use what tools” in building out your solutions.

Join Microsoft MVP Joel Oleson with Scott Restivo, CEO of Crow Canyon Software to explore the core of Office 365 tools and dive into the fundamentals of business applications. In this session we’ll: 1). Demystify the tools and reveal limits in application construction and look at when to use what in your biz app lifecycle. 2). Focus on fundamentals and directing when to use what in your tooling and fundamental approaches and provide you with some great take-away’s in the form of Infographics. 3). Finally, we’ll explore the interconnected nature of business solutions from ingestion, business processing, evaluation, reporting, and data analysis in a single platform with integrated tools all in a content services platform. It doesn’t stop there as Hybrid solutions can be constructed with gateways and the power of the cloud allows scale like no other time.

<UPDATE! 2/22/2019>

Kudos to Phil Worrell among others who shared their thoughts on things they thought for which people should be aware.  I’ve gathered theme here from various social platform (in comments) who had some additional “Feature” differences and things to be aware of…

More Forms Limits or Desired Features

  • Limited customization and look & feel, no ability to even change fonts size
  • No attachments or file upload option
  • No country picker (as I mentioned above if you create your own it won’t work well if you use over 60 items and expect to get all items back)
  • No paging or section breaks
  • No way to share a link to collaborate share a secure form with selected individuals only a group option or a link that is open to the entire org
  • No comments on questions to add to an answer for further details.
  • No multiparty questions e.g. fill in you details first name , last name, address etc in one question.
  • No field validation, including email address or other data type validation except numbers
  • No calculated field options

Remember these are subject to change.  In fact, have may have heard about Forms Pro?  We should hear more about this solution, but as you look at what they’ve shared it doesn’t appear to be focused on addressing the things we’ve called out here.  Keep reporting things you care about and voting on User Voice!

Read more about the recent announcement of Microsoft Forms Pro

Microsoft Forms Pro highlights:

  • Easy to set up and configure
  • Trigger surveys around specific events
  • Collect feedback across channels
  • Embed surveys across apps, web, and mobile
  • Identify sentiments automatically
  • Analyze feedback for impactful insights

“This enterprise survey tool makes it easy for organizations to collect feedback across customer touchpoints using surveys, quizzes, and polls, correlate the feedback with business transactions, and derive actionable insights from the combined data,” wrote Alysa Taylor, Corporate Vice President, Business Applications & Industry at Microsoft.

Microsoft Forms Pro will be available in public preview this spring [2019].”

 

 

Seven SharePoint and Office 365 Predictions for 2019 and Reflections

image

(I snapped this photo in Indonesia.  I hope you like it!)


1. SharePoint 2019 will become the new base standard, but the community bloggers and speakers will get over it very quickly.  It won’t feel new by June.   Where usually a product is new for a couple of years.  Now the on prem releases will feel dated nearly immediately. We won’t see hardly any posts unfortunately.  

2. Teams will get a TON of press and become a leading workload (fastest growing) for Office 365.  Microsoft Sales will CARE most about Teams and Azure.  The Teams team will really dial in the MVP community and connect in solid ways.

3. Digital Workspaces will move from being buzz words to being company initiatives.  Some companies will refocus intranet teams to focus on The Digital Workspace. Productivity will change based on personalized organizational insights through analytics.  Analytics will be big in gaining new insights and driving the interfaces of our personalized workspaces.

4. Chat Bots will go from being seen as a gimmick to being more common corporate projects.  Today chat bots are seen as squishy dev projects working with APIs, but we’re likely to see chat bots be more productized and with plug and play integration.  I expect to see large enterprises who have sprint initiatives feeding the bots.  HR and Support will find each other to support these initiatives, sparking a marriage.

5. Digital Transformation – What was previously seen as stages for moving to the cloud will now be more about looking at streamlining business processes with taking advantage of investments in AI for automation.  

6.  The Battle of the year will be Microsoft Teams and Slack.  Microsoft’s arsenals are loaded and Skype is dead.  This battle won’t end in a year.  Atlassian alignment with Slack is going to cause some significant changes inside organizations.

7.  Microsoft will double down on Mixed Reality.  The story will really start coming together even if it sounds ahead of it’s time.  Microsoft does have their work cut out.  Remote assist + Teams + Hololens… It’s ahead of it’s time, but solid.  The community really doesn’t seem to understand SharePoint spaces.  I think it will take a year unfortunately for the right stories to come together, but 3D/360 content viewing is a solid investment especially if you look at 3-5 years.  Engineering will start sharing more 3D/360.

8. PowerPack will be a big thing.  Licensing confusion will rise, but PowerBI, PowerApps, and Flow will gain in adoption and usage in a significant way, and Microsoft will find a way to promote these products in a more streamlined way.

Here’s a review of last year’s post including my thoughts.  Love to hear what you think…

8 Predictions for SharePoint & Office 365 in 2018

1. People will look to Skip SharePoint 2016 and go to 2019. It will be much better received than 2016 was, but it will still be somewhat lackluster (never will it be like it was back in the good old days of dedicated SPCs for SharePoint launches). In the first year of SharePoint 2019 release it will surpass 2016 as an install base. (2016 still hasn’t surpassed 2013.)

I haven’t seen any numbers, I think we’ve already heard great things about 2019.  I expect to hear more at SPC. 

2. Hub sites will become the preferred way of doing Information Architecture in SharePoint and deep portal structures will be flattened as a best practice. Note there will be many who cry foul and it will cause heated debates.

Hub Sites are preferred way to do Information Architecture in SharePoint Now.

3. OneDrive on Demand will become a great drive to Windows 10. Sync for SharePoint will be carried along as a benefit and client sync for SharePoint will have its greatest adoption since groove.

OneDrive on Demand has been huge for OneDrive.

4. Modern Team Sites, Modern Lists, and Themes will soon become consistent with the expectation for status quo for SharePoint and a big line will be drawn for OLD SharePoint vs. New SharePoint based on what comes in 2019 and what’s in O365 now.

This prediction stands.  Teams and Modern are the way.

5. WSPs are Dead – The community will abhor them and it will be an insult to think of installing them. As a result even third party solutions will need to rethink how they not only support apps for online but also on prem.

True.  No one is creating anything in WSPs now.

6. Groups will cause further confusion in 2018, but Teams will become the darling of Microsoft sales for collab as it activates multiple workloads.

I think some of the confusion is gone now that Team sites = group template, but Teams is definitely been a big winner.

7. Microsoft AI (Simple automation, auto classification and extraction) will start to make its way into SharePoint Online amongst other workloads.

True. Microsoft has provided extraction through OCR and it shipped for OneDrive & SharePoint Online.  Not just that, but also Flow is now in lists with simple approvals.

8. Simple Communication Site based Intranets (and Intranet in a box solutions) + Hub sites will gain favor for Office 365 adopters. Deep complicated Intranets will fall out of favor in a huge significant industry wide way.

True. I do believe Intranet in a box solutions and even lowered expectations for more out of the box cloud based solutions as either digital workspaces or as a baseline for more has accelerated both deployment and adoption.

In 2015 predictions I called out worth mentioning

Mobile will become more important in SharePoint world – The new mobile app is really good.  The new search feature is the best thing that’s happened to mobile.

SharePoint gets cool again – It’s really happened.  SharePoint has really improved and looking at the Top Intranets… there’s nothing better right now.  Teams is the only challenge based on the interface, and with the new SPFX investments in Teams. 

Three Tiers to Increase to Unlimited Storage in OneDrive for Business

In recent history, Microsoft quietly supported 1TB to 5TB.  Many customers didn’t notice that change.  Many Office 365 Admins don’t realize the limit is NOT 1TB.  This quiet update to the pricing plans with the reference to unlimited storage with the little circled i with more information has not really made it to general mindset of the community and many customers still support competing products not realizing that OneDrive as well supports UNLIMITED STORAGE for users!  A simple search for OneDrive Unlimited results in old information no recent discussions.

Why would you not want 25TB quotas for your users especially those who refuse to move because there isn’t enough cloud storage or they are worried about the cost?  OneDrive just got 25x more cool and beyond!

 

image

I put together the very sharable infographic above, so you can help promote the fact that OneDrive for Business is now Unlimited.  Feel free to use the image how every you’d like feel free to download it or use it in your slides.

Download the OneDrive Unlimited Storage Infographic.

It’s not hard to give all your users 5TB of storage by default.  Simply go to https://admin.onedrive.com/?v=StorageSettings and change the default 1TB to 5TB

 

image

Or through the Office 365 Admin Powershell:

To change default quota to 5TB  for OneDrive for Business for entire Tenant

Set-SPOTenant -OneDriveStorageQuota 5120

To change quota for a user:

Set-SPOSite -Identity <user’s OneDrive URL> -StorageQuota <quota>

Note Subscriptions with less than five users receive 1 TB of personal cloud storage per user.  In fact all start that way.

“Customers will initially be provisioned 1 TB of personal cloud storage per user in OneDrive for Business. You may increase the default OneDrive for Business storage space to up to 5 TB per user with the help of your Office 365 administrator once the 1TB quota is 90% full.”

Thats the tricky part.  Microsoft is basically saying wait until a user has reached that capacity, but getting to 5 TB default you don’t need to wait, but going to 25 TB quotas you’ll need MS support help with justification such as a user who is close.

“Whenever you need cloud storage beyond the initial 5 TB, open a case with Microsoft technical support to request it. Additional cloud storage will be granted as follows:

  • When a user has filled their 5 TB of OneDrive for Business storage to at least 90% capacity, Microsoft will increase your default storage space in OneDrive for Business to up to 25 TB per user (admins may set a lower per user limit if they wish to).
  • For any user that reaches at least 90% capacity of their 25 TB of OneDrive for Business storage, additional cloud storage will be provided as 25 TB SharePoint team sites to individual users. This additional storage is provided to the tenant by way of credit.

To see how much personal cloud storage you are using, your Office 365 administrator can go to the OneDrive Admin Center to manage their users’ personal cloud storage.”

See Change your users’ OneDrive storage space using PowerShell for more information on how Office 365 administrators can manage user storage in OneDrive for Business.

 

I had heard rumors that the 15GB per file limit was increased.  I have not seen this play out.  Uploading a file of 15.1 GB failed. I confirmed 15GB max individual file is still the case.  I’m hoping to see this increased for video files.  clip_image002

You can determine your personal quota by navigating to your onedrive for business and appending /_layouts/15/storman.aspx?root=Documents  It’s also in site settings… look for Storage Manager.  The nick name was StorMan

References:

https://docs.microsoft.com/en-us/onedrive/set-default-storage-space

https://docs.microsoft.com/en-us/onedrive/change-user-storage

https://products.office.com/en-us/onedrive-for-business/compare-onedrive-for-business-plans

https://products.office.com/en-us/business/compare-more-office-365-for-business-plans