How do I get a list of all the files I’ve shared in OneDrive for Business?

In traditional OneDrive user interface this was a simple click to see the shared files and even today in OneDrive personal it’s easy to click between those that have been shared with me and those that I have shared.  In basic governance and compliance, being able to manage file sharing and controlling the sharing is of paramount importance.  If you have all your files in a single view you can see visually what has been shared and look at each file to see that beyond the fact it’s been shared you can see who it’s been shared with.

If you an admin in Office 365 you can go into the Usage Reports to see the activity and usage reports.  View Activity by Files or by Users.  Like what you see?  You can export either report into Excel and interrogate it even further.

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In this report you can see what’s been shared, viewed, synced, internal and external sharing counts and by file or by user.  It’s quite useful and I think many have no idea it exists.  You can read more about the reporting portal in this blog post from the Office team.  The SharePoint, Exchange and OneDrive Activity report can be really quite powerful in understanding activity, usage and adoption including things like… what are people sharing externally? 

In addition the Unified Audit Log has a lot of options that you can look at including uploaded, accessed, viewed files or deleted files:

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What about for users who aren’t admins?

Good news.  The feature has been announced and was detailed at the recent SharePoint Saturday San Diego event.  A few cool features were announced in San Diego including a new point in time file recovery and rollback for OneDrive to recover from malware and corruption of your files.

Roadmap?  Yep.  The Shared by Me view in OneDrive is coming in Q1 according to the roadmap.office.com.  Simply search by OneDrive and scroll down to In Development to find the feature.

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There is more coming to OneDrive including a new personalized list of the files I’ve shared internally and externally as well as time limited compliance options for external sharing and brand new recovery options.

I highly recommend this very recent keynote address by Stephen Rose Senior Product Manager from OneDrive.  He went into detail about the new sharing features as well as the recovery piece.  Cool stuff.

Stephen Rose SharePoint Saturday San Diego Keynote on What’s coming in OneDrive for Business – YouTube

SharePoint Usage

SharePoint Community: Cease and Desist Using SharePoint Improperly

<Update>I’m pleased to say @sharepoint has informed me this was an isolated incident, and according to a post on reddit they are working to restore the Facebook page. (Thanks for listening!)

This apparently is not a big crackdown on branding guidelines in the community like I thought it was.  I still think it is important to be familiar with the branding guidelines and try to be more compliant in our usage of the terms and logos especially if you plan to make money.

I do encourage Microsoft to clarify “Community Usage” and even find a way for us to use the logo in our community materials and even a way to use the product in our domain names without having to get permission.

In an effort to help clarify the intention of this post I have edited it to temper some of the language as it was called sensational.  It is my intention to educate and inform.

Joel 12/24/2013

</update>

Have you read Good bye SharePoint Community. It was nice knowing you?  Looks like Microsoft legal hasn’t been collaborating with Microsoft PR.  Definitely not good PR, and definitely not constructive for the community.  In this case it’s a rehash of some of what they started back in the early days.  I remember talking to one of the first SharePoint MVPs… Adam.  His company use to be SharePoint Security.  They came down hard and he renamed his company.  Another of the early SharePoint MVPs who shall stay nameless…  Remember SharePoint University and SharePoint Blogs?  Even SharePoint Experts?  SharePoint is often used in names and names of small companies.  Microsoft at times has allowed some of that to happen in the community, but be warned… the whip has cracked…. no longer!

 

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In the past there were times they’d go after the bigger guys I remember a time they came after Quest in how they were using SharePoint in the name of their products.  They even had a cease and desist to stop printing some of their stickers that had the name SharePoint on them.  I’m sure there were other companies as well that got the heads up to stop using the word SharePoint, or to simply use it properly.  It is Microsoft’s prerogative to control the use of their product names.  I think if we were to really go back in history we’d find that SharePoint wasn’t the name of the product until after 2007.  2001 was SharePoint Portal, and 2003 was Office SharePoint or Windows SharePoint, and SharePoint didn’t really exist as a brand until 2007.  There were strong usage guidelines that SharePoint was not to be used as a stand alone noun.  Ask Lawrence Liu… I think he spent days and days haggling on how he could create cool jackets for the SharePoint community.  Ooops can we call it the SharePoint Community?  Back in those days if it was to be printed it had to be called Office Community or SharePoint Portal Community or Windows SharePoint Community.  That’s even why we had to simply shorten things to MOSS. Just so we could get the branding police off our backs.  For the most part the branding police were simply watching the marketing team and larger enterprise companies making money with the use of the term SharePoint.

I know after my SharePoint blog started getting properly I got some odd looks from Microsoft people wondering if it was really ok for me to be SharePoint Joel.  For SEO purposes it was really helpful in the past.  I know it was.  Was I doing something wrong?  I wasn’t the first one to put SharePoint in front of my name in my domain name.  Having SharePoint as a key word for my blog was actually very important.  It’s become less important now that I’m doing more Office365 and Yammer, so now I’m happy to be more about Collaboration.  I’ve noticed even Christian has been using the Collaboration word more.  Such as with CollabTalk.  I’m now CollabShow.com and you could say part of that is because I’m expanding my horizons, but part of that is to avoid having either the branding police or Microsoft LCA come after me at some point saying I’m making money on their brand without paying them for the use of the word.  Have I ever made money on SharePoint.  H yeah. I’ve had a great run at it.  I have very much to thank Microsoft for much of my career, but I’ve also provided feedback every chance I get.  I think there has been at least an equal share that Microsoft has received from me for my evangelism work… No, I’m sure they’ve gotten the better end of the deal, but I’m not complaining.  I am thinking going after people in the community who are doing evangelism need to be left alone.  Really?  You’re going after SharePoint Magazine?  Is SharePoint Saturday next?

I’m shutting down all of my SharePoint Joel pages and social accounts.  They don’t comply.  It’s all CollabShow.com from here on in.

There have been many examples of people being asked to cease and desist, it’s best to get educated.

Here’s some guidelines straight from the trademark website for Office System (Yep, it’s that old.)

“Microsoft requires that its trademarks be used properly and under license, in appropriate circumstances. However, no license is required to use Microsoft names and trademarks to accurately refer to Microsoft software and services.”

“Incorrect:

  • Upload this to a sharepoint.”
“Do Not Use Microsoft Names or Trademarks as Part of Your Name

Microsoft names and trademarks may not be used as part of the name of another company or its products or services or as part of its domain name, even if your company creates add-ons or solutions for Microsoft software. This could create confusion about whether your company, products, or services are affiliated with, sponsored by, or endorsed by Microsoft. Also, do not create and use variations of any Microsoft name or trademark; this could cause confusion and diminish the ability of Microsoft names and trademarks to identify and distinguish Microsoft software and services.

Using Microsoft Names and Trademarks to Indicate Compatibility

To indicate that your software or services are designed to be used with Microsoft software, use phrases such as “for,” “created with,” or “works with” before the Microsoft name, or use “based” after the name (for example “Outlook-based”). Your company or product name must be larger and more prominent than the Microsoft name or trademark, and the Microsoft name or trademark should be visually distinguished from your name (for example, in a different font or font style). This is important to avoid any implication that your products or services are produced, endorsed, or supported by Microsoft.

Correct:

  • Widget Software hosting Webs created with Microsoft Office FrontPage
  • Company XYZ CRM Add-in for Microsoft Office Outlook
  • Company XYZ Backgrounds created for the Microsoft Office PowerPoint presentation software program
  • Widget Clipart for use with Microsoft Publisher software
  • Company XYZ templates created for Microsoft Visio diagramming software

Incorrect:

  • Wally Webster’s FrontPage Web services
  • ExcelQuick tutorial for Microsoft Excel
  • Pete’s PowerPoint Templates
  • Acme ISP Outlook e-mail
  • Visio Templates from Widget Web Services”

Wondering if you’ve been using the logo wrong for your usergroup or promotional materials for your blog?  You might be!

“Logos and Graphical Representations

Do not create any graphic or design out of any Microsoft name or trademark, and do not include Microsoft names or trademarks in any logos created by you or your company.

Web Identities

Do not include any Microsoft names or trademarks in a domain name or use them to brand your Web site.”

There are very few exceptions such as use with the certification logos and MVP logos, but be very careful around any usage of the SharePoint logo unfortunately.  Wish I could have used it for some magnets I was making for the community… Not without permission!

SharePoint 2013 Analytics A Big Step Backward

Analytics suck in SharePoint 2013. It’s been gutted. I know this happened because analytics moved into search, which was the right move, but don’t get me wrong… it’s bad the built in web analytics you’d get through the UI are more basic than you’d get in a simple WordPress blog.  Pretty useless other than to say, it’s being used and by how many something it calls users (browsers, machines. IP addresses, it’s unknown).  In fact it’s a huge step backward, and that’s what you’re going to see as I lay out the details. Let’s just admit that usage is not done in SharePoint.  It’s been ripped out of the UI.  Look for usage reports in site settings…  good luck!

First go to your site settings as Site Collection Admin and look in Site Collection Administration section for Popularity and Search Reports, then the next best bet is to look across your audit reports (it will only display what has been configured to capture), and your finally storage reports to put together the simple story of Unique Users (daily only even in the rolloup), hits (page views? who uses the term “hits?” that’s so 1995), and then your storage against your quota in classic storman.aspx which is back. If you’re not site collection admin, you can get the basic usage report in site settings under site administration titled “Popularity Trends” (What sounds like usability got all over that one??) It’s still just Hits and Unique Users, despite the line “This report shows historical usage information about the site, such as the number of views and unique users. Use this report to identify usage trends and to determine times of high and low activity.” No detail on hourly usage in the report, and since it uses “hits” which classically means all get/post and various verb HTTP responses I think what you’re actually seeing is page hits or page views.  This must have been an intern.  Historically means “Daily” and “Monthly.”  No way to break it down by hour.  Good luck identifying any usage trends other than day of the week since you can’t see any detail about who the users are, what the browser or agent string, or really anything about the user.  They don’t even define “hit” or “user.”  Every one of these reports is in Excel, but the data behind the scenes is not rich at all. Sad smile

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Right out of Excel – All of the Reports are now based in Excel and download to the client.  No web based reporting.

Sad they don’t open up directly in Office Web Apps.

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In the Audit Reporting

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As a huge advocate of SharePoint, I am one of the first to stand up and say how great this next version is.  In fact I think people shouldn’t wait to upgrade because of the huge benefits in search and in mobile and cross browser support.  The latest version is a real game changer from a platform perspective, but still has a few gaping holes…  Compliance, Management, Storage, Reliable Backup/Restore and Recoverability, Replication, Workflow, Mobile, Social*, Web Analytics Reporting and More have created a rich ecosystem that the partners love to solve for SharePoint.  Would be interesting some time to really categorize these holes and list the partners all attempting to solve the same problem that Microsoft exposes.

Should you be ear marking money for additional software for a new deployment… YES!

Rant: Also don’t believe anyone in MS Sales if they tell you that SharePoint is an easy or trivial deployment.  It clearly is on the high end of what most web architects will ever see in terms of complexity (not in the install (which is still tricky), but in getting it deployed correctly).  It really takes knowledge of best practices and serious coordination with the business to get the most out of your new or existing deployment.

*Social was a big 2013 investment, but overshadowed by the acquisition, and is called out because you should get on board with Yammer or one of the other third parties that pull together the story.

Figure: FrontPage 2000 Usage Reports (Available for SharePoint Team Services)

Yesterday, I presented in a SharePoint 2013 Actionable Metrics webcast sponsored by Intlock Cardiolog.  In the webcast I presented a list of common, but actionable categories for designing your solution around.

Download the “SharePoint 2013: Making Metrics Actionable”

What’s amazing to me is how Microsoft in their tradeoffs of moving usage analytics to search ended up gutting usage and not providing much in the way of traditional usage reporting.  I venture to say that SharePoint Team Services the V1 product had better traditional usage (traffic) analytics than 2013 does.

Figure 2: Site Usage Report – WSS 2.0

Please refer to these ancient screenshots and a simple chart I put together and know while it use to be bad, it is now worse.  Yes, the report on the right refers to IE 5 as the popular browser and Win 98 as top OS in 2001.  Amazing how this list of usage metrics was cycled over and over in each successive version.  It is great someone decided that usage had to change, and putting it in search is and was brilliant, but we still need basic metrics with extensibility for rich metrics to make key decisions about what’s going on.  It’s strange that browser support is really one of the biggest reasons to upgrade to SharePoint 2013, but if you were using 2013, you wouldn’t be able to get the report to provide the justification.

 

Side by Side Comparison of Built in Usage Reporting in SharePoint over Time

* Note SharePoint Team Services required Server Health and WSS 2.0 required usage processing to be enabled.  SharePoint Portal 2001 is left out as it did not have usage reporting built in, it required scripts such as IIS log parser.  Site Server 3.0 had awesome analytics for it’s day, but let’s stop there.  Since 2007 – SharePoint Foundation has provided the usage and web analytics and available in standard and enterprise, so editions are left out on purpose.

Traffic Analysis SharePoint 2013 SharePoint 2010 SharePoint 2007 SharePoint 2003
(FrontPage 2003)
SharePoint Team Services
(FrontPage 2000)
Daily Visits X X X X X
Users Requires dev or tool X X X X
Browsers Requires dev or tool X X X X
Operating System Requires dev or tool X X X X
Referrals Requires dev or tool X X X X
Users Requires dev or tool X X X X in FrontPage
Bytes Requires dev or tool Requires dev or Tool (logs) Requires dev or Tool (logs) X in FrontPage X in FrontPage
Item Stats X (still is limited but better) Only Top Only Top Limited Limited
Search X+
(Tons of excel reports)
X (More w/ FAST)

What does all this tell you?  Microsoft has checked out of the Usage Reporting business.  If I get into the brains of the product team, they are thinking.  We have partners who do this for our customers.  There are plenty of tools out there that provide web analytics.  Customers will use the same tools they are already using on their other web platforms for a consistent experience. I could easily list a dozen tools that do it better, but that have most have yet to to answer the key SharePoint Adoption Questions of what features are people in my company using.   SharePoint team has focused on search, and auditing which are much more challenging for a third party to get at.  Same with the ULS logs and working with the data in that space.

Did focus on Cloud kill Usage Metrics in SharePoint?

Rather than rail on Microsoft which would be very easy to do in this particular space.  I’m instead going to say.  Hey there’s a HUGE hole, and you shouldn’t plan to only leverage SharePoint in the Usage space.  There’s a big problem of Office 365 having even more limited usage reporting.  I expect much of this will result in bots and reliance on third party solutions and analysis and number crunching happening from outside of the environment. (Maybe it all comes down to CPU cycles and MS wants to get rid of it as unnecessary that many will never even look at?)

Figure 3: FrontPage 2003 – Available for WSS 2.0 or SharePoint 2003

Microsoft I would like to give you a little wish list of what I would consider basic usage that any web platform should provide out of the box.  I do see it as unfortunate that many site admins will turn to Google analytics to gather these basic statistics.  If Microsoft wants someone to create an app to provide these they need to do a great job of exposing the right metrics that don’t give away the farm, but provide the right kind of logging data that makes it possible to do in a hosted state.

Basic Analytics – Things I would expect built in

Audience (help me understand my users)

  • Desktop, Tablet, OS and Browsers, plus screen resolution
  • Mobile OS and Devices (In SharePoint it would be great to know which mode they are viewing the site in, and 2013 it would have been nice to .)
  • Top New vs. Returning Users
  • *Real* count on monthly Authenticated (Intranet) or Unique Users (Anonymous), Session length and # Repeat Visits

Activity + Traffic Source

  • Pages – Total Page views over time, pages per visit
  • Engagement – Like, rated, shared
  • Language and Location
  • Referrals (referring domain and full URL)
  • Search Traffic sources and keywords an Queries (I know this is already in 2013)
  • Direct Traffic Landing Pages
  • Document storage file type metrics

 

Your key take away in all of this is you will need to spend some time thinking about how serious you are about metrics.  Will you evaluate and purchase a tool or create an FAQ or rely on apps to fill the hole.  Maybe it’s time for us to not blame Microsoft on this one… nah, that’s way too easy.  While there are always trade offs with any new product update, this one seems to really have been overlooked and as a result you’ll need to spend time on deciding what you’re going to do to fill the gap.  Anyone serious about Usage Analytics wasn’t using out the box metrics anyway.