ESPC Webinar – External Collaboration with SharePoint Online and Yammer answers to questions

Thanks again for listening in to my webinar last week. You asked some questions and I have gotten around to answer these. Here we go!

Q: When inviting external users to SharePoint online. What recommendations does he have to meet? Does he need a LiveId-Account to authenticate? How can I give certain permissions on Libraries and and Lists?

The external use can use his or her own e-mail address but if this isn’t a Live ID or an Office 365 e-mail address (connected through your companies Office 365 tenant) the external user has to connect the e-mail address with a Live ID. This is a one time process. I do recommend creating a Quick Reference Card for your external users to make the process a bit easier.

“Q: Is it possible to create a customer portal (like 100 customers) where everyone has his own documents and lists with only one URL?

You can create one site collection and share this with a 100 customers. You assign custom permissions to every library or list. I do recommend against this approach because how can you guarantee security to the every customers content? Someone, even you,  is bound to make a mistake and accidentally give customer A access to Customer B’s documents. So the answer to your question is Yes but please keep the risks in mind.

“Q: With OneDrive for business, you cannot share with users outside your domain (external users). Is this correct?

Yes, this is possible but you have to enable this feature in the SharePoint Online Admin Center. Select the My Site Host and enable external sharing.

Q: What’s the border of usage between LYNC 2013 and Yammer. Do they overlap in any area?

I see Lync more for short messages and Yammer for discussions and connecting with peers. The discussions in a Lync conversation aren’t accessible  for other users. This means valuable information gets lost or stuck between two people. A missed opportunity in my eyes. I use Lync for short questions with my colleagues or customers. I ask questions and share expertise on Yammer.

“Q: Jasper – in Yammer, if your external users are in different groups but in the same network, will they see other groups that they don’t have permission to join (I don’t want this of course…)?

This is possible, don’t forget to untick the following option: 

Q: In Microsoft’s Office365 roadmap they mention “”groups”” as a feature that they are working on. What will this contain and will that improve the ability to work with external people?

There isn’t much information available about the groups feature so I can’t tell you anymore then what’s available on the Office 365 Blogs.

“Q: IS one Drive available for On Premise?

Yes it is but you don’t get 1TB of storage by default. This is up to your SharePoint administrator.

“Q: I understand that SharePoint is meant for collaboration & exchanges. But within O365, do I need to create a ‘corporate’ team site within SharePoint for document management-purposes (with restricted permissions for only some of the folders/groups), or are other functionalities a better option to replace our internal server?

Are you looking to replace your internal file share with SharePoint? Although SharePoint is amazing (it can be at least ;)) for document management and storing documents it can never totally replace your file share. SharePoint, especially online with its limitations, isn’t the greatest option to store large video files,  technical (autocad) files and database files. So asses first what your requirements are and then check this with SharePoint’s options.

“Q: Jasper mentioned about using either folders, metadata, taxonmy or document sets – what does he recommend or is best used for end users?

This is an impossible question to answer without knowing the business case, business requirements and the end-users :-) Each DM feature in SharePoint is suitable for certain scenario’s. Please check out my Document Management resources by clicking here. You will find links to slide decks and videos. Especially my slide deck for the Share Conference includes scenario’s per DM feature.

 

Can’t delete a content type published through the content type hub

Currently I am working on an assignment to build a Collaboration Portal based at SharePoint Online. I am using the Content Type Hub to centrally distribute Content Types to multiple site collections. I applied a content type within a document library but decided I wanted to remove it. Unfortunately I received the following error:

“The content type “Proposal” at “/sites/projectportal/customersitetemplate/Shared Documents” is read only”

Annoying right? Apparently the solution is very easy! Just go to the Advanced Settings of the Content Type and you can see its set at read only:

ContentTypeReadOnly

Change this to No and you can delete the Content Type :-)

SharePoint 2013 – Filter content query web part with calendar start date

For some reason its not possible to select the start date in the content query web part for a calendar event when you are querying the calendar directly:

 

CQWPCalendar_1

 

There is a very easy solution for this problem! You create a new calculated column for the calendar:

CQWPCalendar_2

 

After you created the column you can select it through the content query web part and, for example, only display events in the future:

CQWPCalendar_3

Non Profit

Office 365 and nonprofit organizations are made for each other

We can’t all save the world right? Well, there are people out there trying their best. Saving animals, the environment or children in war torn countries. These people are united into a nonprofit such as Greenpeace, War Child, or Amnesty International–to name just a few because many more are out there with their own specialties and goals. Nonprofits are everywhere and doing an amazing job protecting those who can’t protect themselves. I really respect those people, trying to make a difference. You have to realize that nonprofits also have the need to connect and collaborate and share documents and information. They need high speed email access. Most nonprofits operate in multiple locations and countries. Their biggest challenge is money. They have to pay their employees wages and fund projects but also have to pay for local IT infrastructure and software. The latter takes money that they should spend on what really matters for their organization: hiring the right people and funding important projects. Unfortunately nonprofits work with legacy software and other old technologies. This results in loss of time, money and a lot of frustrations. What is the answer to this problem? Microsoft has the answer ready with Office 365!

Continue reading…

OneDrive for Business – Useful resources

I am a big fan of OneDrive for Business but realize there are still issues occurring and the service doesn’t always work they way you expect it to work. There are definitely some challenges I am going to address in another post. This post is meant to share useful resources with the community. Feel free to share your resources with me so I can keep updating this post.

General

Restrictions and limitations when you sync SharePoint libraries to your computer through OneDrive for Business
Official OneDrive Blog
File and Folder Considerations with OneDrive for Business
Yammer Conversations
What is OneDrive for Business and what does it do

Tools

Files to Go – Migration Tool
MetaVis – OneDrive Management Tool