| Service | Microsoft Docs article | Related commit history on GitHub | Change details |
|---|---|---|---|
| SharePoint | Business Requirements | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/business-requirements.md | + + Title: Identify business requirements for SharePoint and OneDrive +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Identify your business requirements for SharePoint and OneDrive as you plan your rollout. +++# Identify business requirements for SharePoint and OneDrive ++This article provides an overview of SharePoint and OneDrive capabilities that can help you determine how to best take advantage of these services you your organization. Use this information to help you plan your rollout and also to find new capabilities that your current solutions might not offer. ++## Best practices for requirements gathering ++**Define user journeys and core use cases.** How do people in your organization collaborate now? Where do they store files? How do they share news and other information? An important part of planning for SharePoint and OneDrive is documenting how your organization does collaboration tasks today. You can then map those tasks to new processes using SharePoint and OneDrive. These tasks can then become test cases for your initial pilot rollout. For information about how Microsoft 365 improves productivity for different industries, see the [Productivity Library](https://support.office.com/article/d8ab82a5-5f02-4439-816b-4a5d35133e48). ++**Evaluate your migration needs.** Most organizations have files and other content that they want to move to Microsoft 365. Some of this content may be in use every day by the people in your organization. Moving it all can take time. As you plan your rollout, plan for how you can migrate content while keeping the people in your organization productive. See [Migration planning for SharePoint and OneDrive rollout](plan-rollout-migration.md) for more information. If you use SharePoint Server on-premises, see [Hybrid OneDrive and SharePoint in Microsoft 365](hybrid.md). If you have paper records to import, see [Introduction to Microsoft SharePoint Syntex](/microsoft-365/contentunderstanding/). ++**Involve legal and compliance teams early.** Most organizations have legal or compliance requirements around how they handle various kinds of data. Microsoft 365 offers many options to help you maintain compliance in your organization. As you plan your rollout, involve your legal or compliance team early in the process to help maintain your compliance requirements as you transition to SharePoint and OneDrive. See [Create a compliant SharePoint and OneDrive environment](compliant-environment.md) for more information. ++**Drive agreement across stakeholders.** Securing the participation and buy-in of key people within your organization is critical to successful user adoption. This support can come from business-focused leaders, IT leadership, or anyone else who has a vested interest in seeing Microsoft 365 succeed in the organization. It is important to have both executive or business leader support and product champions to help carry the knowledge to their peers. Whether you're formally delegating the product champion role or allowing it to grow organically, champions are mission critical to user adoption. ++## Core SharePoint and OneDrive use cases ++Core use cases for SharePoint and OneDrive include: +- File storage +- File collaboration +- Sites for team collaboration +- Sites for news and intranet ++If you're currently using other software or services to enable these use cases in your organization, we recommend mapping each of your current use cases with the capabilities of SharePoint and OneDrive. This will help ensure a smooth transition as you roll SharePoint and OneDrive out and provide you with a list of process changes to communicate with your users. ([Training and change management for rolling out SharePoint and OneDrive](training-change-management.md) provides a list of resources that you can share with your users to help them get started with SharePoint and OneDrive.) ++The sections below provide an overview of these use cases with links to more in-depth information. ++### File storage ++The file storage options in Microsoft 365 are SharePoint and OneDrive. ++**Personal work files are stored in OneDrive.** With OneDrive, each user has a location where they can store their personal work files. These files are not shared with anyone by default, but can be easily shared with others for collaboration. ++**Shared files are stored in SharePoint.** SharePoint sites can be used to store files that will be accessed by multiple people. People who have access to the site have access to the files. ++Microsoft Teams uses SharePoint sites to store files. When you upload a file to the Teams **Files** tab, it's stored in a SharePoint site. (For more information about how Teams and SharePoint interact, see [Overview of Teams and SharePoint integration](teams-connected-sites.md)) ++### File collaboration ++In SharePoint and OneDrive, user can use [Microsoft 365 Apps](/deployoffice/about-microsoft-365-apps) (a version of Office that's available through many Microsoft 365 plans) to create and edit documents. Other applications can be used to create and edit other file types. These files can easily be shared with others - including people outside your organization (if you allow it). ++**Share OneDrive files using sharable links.** In OneDrive, a user's files are private by default. Users can share OneDrive files with others by using *sharable links* which give others access to the file. Links can be created that grant access to particular people or to anyone in your organization. The person who shared the file can remove others' access by editing or deleting the link. ++**Collaborate in a site or team.** In a SharePoint site or a Microsoft Teams team, all the members of the site or team have access to - and can easily collaborate on - the files stored there. ++**Share SharePoint files using sharable links.** If a user needs to share a SharePoint file with someone outside the site or team, they can use sharable links in the same way that they do in OneDrive. ++**Sync files for offline access.** With the OneDrive sync app, users can sync files between their computer and the Microsoft 365 cloud. When users add, change, or delete a file or folder locally, the file or folder is added, changed, or deleted in the cloud and vice versa. Users can work with synced files directly in File Explorer or Finder and the apps they use. Whenever the user is online, any changes that they or other users make will sync automatically. ++For more details on file collaboration in SharePoint and OneDrive, see [Intro to file collaboration in Microsoft 365, powered by SharePoint](intro-to-file-collaboration.md) and [File collaboration in SharePoint with Microsoft 365](deploy-file-collaboration.md). ++### Intranet ++One of the core capabilities of SharePoint is a wide variety of options and tools to create intranet sites for your organization. Your intranet might include your organization's main landing page, portals for corporate communications, and individual sites for departments or divisions (like IT or HR). ++Moving your intranet to SharePoint in Microsoft 365 might take a while, particularly if you already have extensive intranet content. We recommend undertaking this task after you've completed your rollout of SharePoint and OneDrive. ++For details about how to create an intranet using SharePoint, see [Intelligent intranet introduction and roadmap](intranet-team-overview.md) and [Plan an intelligent SharePoint intranet](plan-intranet.md). ++## Governance and compliance ++Governance and compliance are key for many organizations. As part of planning for SharePoint and OneDrive, consider which compliance features you want to roll out ahead of time. By having compliance features in place ahead of time, you can reduce the risk of compliance incidents. See [Create a compliant SharePoint and OneDrive environment](compliant-environment.md) for details on which compliance features to consider as part of your SharePoint and OneDrive rollout. ++## Keys to successful user adoption ++User adoption is important to the overall success of any new application or service. Ideally, to feel that you have maximized your investment in SharePoint and OneDrive, you need to maximize user engagement with them. ++Creating awareness through awareness campaigns such as announcements, launch events, newsletters, town hall meetings, contests, and giveaways is a critical path to maximizing adoption. In addition, providing users with knowledge through classroom-style sessions and self-help guides helps them feel empowered to use OneDrive and SharePoint. ++For more information about user adoption and change management when rolling out SharePoint and OneDrive, see [Training and change management for rolling out SharePoint and OneDrive](training-change-management.md) ++## Next steps ++> [!div class="nextstepaction"] +> [Plan for hybrid OneDrive and SharePoint](hybrid.md) ++## Related topics ++[Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) |
| SharePoint | Collaboration Options | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/collaboration-options.md | + + Title: Plan sharing and collaboration options in SharePoint and OneDrive +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Plan the sharing and collaboration options that you want to implement as part of rolling out SharePoint and OneDrive. +++# Plan sharing and collaboration options in SharePoint and OneDrive ++SharePoint and OneDrive provide a platform for collaboration through file and folder storage and sharing. ++As you plan your SharePoint and OneDrive rollout, these are the primary decision areas around collaboration: ++- **Site creation** - do you want to allow your users to create SharePoint sites or do you want to manage this through IT or a business process? +- **External sharing** - do you want to allow users to share files, folders, or sites with people outside your organization? +- **File and folder sharing defaults** - what sharing defaults do you want to use to make sharing easy while you help protect sensitive information? ++For details about collaboration governance in Microsoft 365, see [What is collaboration governance?](/microsoft-365/solutions/collaboration-governance-overview). ++For an in-depth look at file collaboration in SharePoint, see [Intro to file collaboration in Microsoft 365, powered by SharePoint](/sharepoint/intro-to-file-collaboration) and [File collaboration in SharePoint with Microsoft 365](/sharepoint/deploy-file-collaboration). ++Keep in mind that the settings you choose for collaboration in SharePoint can also affect Teams. For more information, see [Overview of Teams and SharePoint integration](teams-connected-sites.md). ++## Site creation and lifecycle ++By default, users can create new team sites and communication sites in SharePoint and shared libraries in OneDrive. We recommend keeping this setting and using [expiration policies](/microsoft-365/solutions/microsoft-365-groups-expiration-policy) to manage the number of unused sites. ++If you don't want to allow users to create sites directly, you can disable user site creation. For details, see [Manage site creation in SharePoint](/sharepoint/manage-site-creation). ++Even if you turn off sites creation for users in SharePoint, they can still create Microsoft 365 group-connected team sites by creating a Microsoft 365 group or any of its related services, such as a team in Microsoft Teams. If you don't want to allow users to create Microsoft 365 Groups or related services, including group-connected team sites, see [Manage who can create Microsoft 365 Groups](/microsoft-365/solutions/manage-creation-of-groups). ++As part of your SharePoint rollout, we recommend that you create your own custom guidance for SharePoint site owners on how sites are set up and managed in your organization. See [Create guidelines for site usage](sites-usage-guidelines.md) for more information. ++## External sharing ++External sharing in SharePoint and OneDrive uses [Azure Active Directory B2B collaboration](/azure/active-directory/external-identities/what-is-b2b) to create guest accounts for people outside the organization. Guests can be given access to SharePoint sites or to individual files and folders in SharePoint and OneDrive. ++External sharing is enabled by default in Microsoft 365, including SharePoint and OneDrive. We recommend leaving external sharing enabled. Microsoft 365 external sharing options can provide a more secure and governable sharing environment than sending attachments though email or using consumer sharing services. ++Use the <a href="https://go.microsoft.com/fwlink/?linkid=2185222" target="_blank">Sharing page in the SharePoint admin center</a> to configure your sharing options. For details, see [Manage sharing settings](/sharepoint/turn-external-sharing-on-or-off). ++For details about how to configure guest collaboration in SharePoint sites, see [Collaborate with guests in a site](/microsoft-365/solutions/collaborate-in-site). ++### Organization level sharing settings ++The organization level sharing settings for SharePoint and OneDrive provide a default setting for sites and OneDrive libraries. Individual sites can be locked down further, but cannot be made more permissive than, the organizational settings. ++A key decision for your SharePoint and OneDrive rollout is who content can be shared with: ++- **Anyone** - Users can share files and folders using links that don't require sign-in. +- **New and existing guests** - Guests are added to the directory when an item is shared and must sign in or provide a verification code to access the content. +- **Existing guests** - Users can only share with guests already in your organization's directory. (This setting is not recommended because guests can be added to the directory in various ways outside of SharePoint and OneDrive.) +- **Only people in your organization** - No external sharing is allowed. ++These settings can be set separately for SharePoint and OneDrive, though the OneDrive setting cannot be more permissive than the SharePoint setting. ++Important decisions: +- Do you want to allow external sharing? If not, choose the **Only people in your organization** option. +- Do you want to allow users to create sharing links that allow unauthenticated (anonymous) people to access files or folders? If so, choose **Anyone**. ++### External sharing restrictions ++You can restrict external sharing with these options: ++- Restrict which domains users can share with. +- Limit external sharing to people in a specific security group. +- Expire guest access after a specified period. +- Require reauthentication after a specified period for users using a verification code. ++If you want to restrict which domains users can share with, you can choose the **Limit external sharing by domain** setting. For details, see [Restrict sharing of SharePoint and OneDrive content by domain](/sharepoint/restricted-domains-sharing). Note that this setting only affects SharePoint and OneDrive. If you want to set this for all the services in Microsoft 365, you can configure the restriction in Azure AD. See [Allow or block invitations to B2B users from specific organizations](/azure/active-directory/external-identities/allow-deny-list) for details. ++If you don't want all of your users to be able to share externally, you can restrict external sharing to specific security groups. Choose the **Allow only users in specific security groups to share externally** option and choose the groups you want to allow. ++If you want guest access to expire after a given period, use the **Guest access to a site or OneDrive will expire automatically after this many days** setting. The users who shared the content will have the option to extend the expiration by the period you specify before guests lose access. For more information see, [Manage guest expiration for a site](https://support.microsoft.com/office/25bee24f-42ad-4ee8-8402-4186eed74dea). ++Guests with non-Microsoft email addresses, such as Gmail, are sent a verification code when they attempt to access shared content. You can require that these guests reauthenticate after a specified period. Use the **People who use a verification code must reauthenticate after this many days** setting to configure this. ++## File and folder sharing ++To create an easy sharing experience for your users while reducing the risk of oversharing, you can choose from these options for file and folder sharing links: ++- Choose the default link type that users see when they share a file or folder. +- Choose if the default sharing link allows recipients to edit the files. +- Choose if *Anyone* links expire after a given period. +- Choose if *Anyone* links allow recipients to edit the files. ++When users share a file or folder, they can choose from several types of sharing links that offer different levels of permissions. You can choose which link type is shown by default: +- *Specific people* links require the user to specify a list of people who will have access to the file or folder. +- *Only people in your organization* links provide access to the file or folder to anyone in your organization who has the link. +- *Anyone* links (if you've enabled them in your organization level sharing settings) provide anonymous access to anyone who has the link, including people outside your organization. ++You can also choose the default permission level - view or edit - for sharing links. ++These options can also be configured for individual sites. See [Change the sharing settings for a site](/sharepoint/change-external-sharing-site) for details. ++If you've enabled *Anyone* links, you can choose if these links should expire after a given period and if they should allow edit access or just view access. ++## Next steps ++> [!div class="nextstepaction"] +> [Training and change management](training-change-management.md) ++## Related topics ++[Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) ++[Set up secure file sharing and collaboration with Microsoft Teams](/microsoft-365/solutions/setup-secure-collaboration-with-teams) ++[Overview of external collaboration options in Microsoft 365](/microsoft-365/enterprise/external-guest-access) ++[SharePoint and OneDrive file sync](/sharepoint/sharepoint-sync) ++[Create a more secure guest sharing environment](/microsoft-365/solutions/create-secure-guest-sharing-environment) |
| SharePoint | Compliant Environment | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/compliant-environment.md | + + Title: Plan compliance requirements for SharePoint and OneDrive +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Learn what features are available in Microsoft 365 to help you plan your compliance requirements for SharePoint and OneDrive. +++# Plan compliance requirements for SharePoint and OneDrive ++Most organizations have business or legal requirements that govern how data is used, shared, and retained. Some organizations also have data residency requirements or regulatory requirements that restrict communication between certain users and groups. ++Microsoft 365 has a wide range of governance and compliance features to address these needs. This article provides an overview of features you may want to consider as part of your OneDrive and SharePoint rollout. ++## Data lifecycle management ++Use data lifecycle management capabilities in Microsoft Purview to govern your OneDrive and SharePoint content for compliance or regulatory requirements. The following table describes the capabilities to help you keep the content you need you and delete what you don't need. ++|Capability|What problems does it solve?|Get started| +|:|:|:-| +|[Retention policies and retention labels](/microsoft-365/compliance/retention)<br /><br />[Learn about retention for SharePoint and OneDrive](/microsoft-365/compliance/retention-policies-sharepoint) | Retain or delete content with policy management for SharePoint and OneDrive documents | [Create and configure retention policies](/microsoft-365/compliance/create-retention-policies) <br /><br /> [Create retention labels for exceptions to your retention policies](/microsoft-365/compliance/create-retention-labels-information-governance)| ++### Deleted users' data ++When a user leaves your organization and you've deleted that user's account, what happens to the user's data? When considering data retention compliance, determine what needs to happen with the deleted user's data. For some organizations, retaining deleted user data could be important continuity and preventing critical data loss. ++If a user's Microsoft 365 account is deleted, their OneDrive files are preserved for 30 days. To change this setting, [Set the OneDrive retention for deleted users](/onedrive/set-retention). ++By default, when a user is deleted, the user's manager is automatically given access to the user's OneDrive. To change this, see [OneDrive retention and deletion](/onedrive/retention-and-deletion). ++## Information protection ++Microsoft Purview Information Protection capabilities help you discover, classify, and protect sensitive information in OneDrive and SharePoint. The following table describes these capabilities. Consider if you want to implement any of these capabilities as part of your OneDrive and SharePoint rollout. ++|Capability|What problems does it solve?|Get started| +|:|:|:--| +|[Sensitive information types](/microsoft-365/compliance/sensitive-information-type-learn-about)| Identifies sensitive data by using built-in or custom regular expressions or a function. Corroborative evidence includes keywords, confidence levels, and proximity.| [Customize a built-in sensitive information type](/microsoft-365/compliance/customize-a-built-in-sensitive-information-type)| +|[Trainable classifiers](/microsoft-365/compliance/classifier-learn-about)| Identifies sensitive data by using examples of the data you're interested in rather than identifying elements in the item (pattern matching). You can use built-in classifiers or train a classifier with your own content.| [Get started with trainable classifiers](/microsoft-365/compliance/classifier-get-started-with) | +|[Sensitivity labels](/microsoft-365/compliance/sensitivity-labels)| A single solution across apps, services, and devices to label and protect your data as it travels inside and outside your organization. <br /><br /> Sensitivity labels can be used to protect files themselves or individual SharePoint sites and teams.|[Enable sensitivity labels for Office files in SharePoint and OneDrive](/microsoft-365/compliance/sensitivity-labels-sharepoint-onedrive-files) <br /><br /> [Use sensitivity labels to protect content in Microsoft Teams, Microsoft 365 Groups, and SharePoint sites](/microsoft-365/compliance/sensitivity-labels-teams-groups-sites)| +|[Data loss prevention](/microsoft-365/compliance/dlp-learn-about-dlp)| Helps prevent unintentional sharing of sensitive items. | [Get started with the default DLP policy](/microsoft-365/compliance/get-started-with-the-default-dlp-policy)| ++## File sync ++The OneDrive sync app has policies that you can use to help you maintain a compliant environment. Consider configuring these policies before you roll out SharePoint and OneDrive. ++|Policy|Windows GPO|Mac| +|:--|:-|:--| +|Allow syncing OneDrive accounts for only specific organizations|[AllowTenantList](/onedrive/use-group-policy#allow-syncing-onedrive-accounts-for-only-specific-organizations)|[AllowTenantList](/onedrive/deploy-and-configure-on-macos#allowtenantlist)| +|Block syncing OneDrive accounts for specific organizations|[BlockTenantList](/onedrive/use-group-policy#block-syncing-onedrive-accounts-for-specific-organizations)|[BlockTenantList](/onedrive/deploy-and-configure-on-macos#blocktenantlist)| +|Prevent users from syncing libraries and folders shared from other organizations|[BlockExternalSync](/onedrive/use-group-policy#prevent-users-from-syncing-libraries-and-folders-shared-from-other-organizations)|[BlockExternalSync](/onedrive/deploy-and-configure-on-macos#blockexternalsync)| +|Prevent users from syncing personal OneDrive accounts|[DisablePersonalSync](/onedrive/use-group-policy#prevent-users-from-syncing-personal-onedrive-accounts)|[DisablePersonalSync](/onedrive/deploy-and-configure-on-macos#disablepersonalsync)| +|Exclude specific kinds of files from being uploaded|[EnableODIgnoreListFromGPO](/onedrive/use-group-policy#exclude-specific-kinds-of-files-from-being-uploaded)|[EnableODIgnore](/onedrive/deploy-and-configure-on-macos#enableodignore)| ++## Data residency ++Multi-Geo is Microsoft 365 feature that allows organizations to span their storage over multiple geo locations and specify where to store users' data. For multinational customers with data residency requirements, you can use this feature to ensure that each user's data is stored in the geo location necessary for compliance. For more info about this feature, see [Multi-Geo Capabilities in OneDrive and SharePoint](/office365/enterprise/multi-geo-capabilities-in-onedrive-and-sharepoint-online-in-office-365/). ++Features such as file sync and mobile device management work normally in a multi-geo environment. There's no special configuration or management needed. The multi-geo experience for your users has minimal difference from a single-geo configuration. For details, see [User experience in a multi-geo environment](/office365/enterprise/multi-geo-user-experience/). ++For more information about Microsoft 365 Multi-Geo, see [Microsoft 365 Multi-Geo](/microsoft-365/enterprise/microsoft-365-multi-geo). ++## Information barriers ++Microsoft Purview Information Barriers is a compliance solution that allows you to restrict two-way communication and collaboration between groups and users in Microsoft Teams, SharePoint, and OneDrive. Often used in highly regulated industries, information barriers can help to avoid conflicts of interest and safeguard internal information between users and organizational areas. ++When information barrier policies are in place, users who shouldn't communicate or share files with other specific users won't be able to find, select, chat, or call those users. Information barrier policies automatically put checks in place to detect and prevent unauthorized communication and collaboration among defined groups and users. ++If your business requires information barriers, see [Learn about information barriers](/microsoft-365/compliance/information-barriers) and [Use information barriers with SharePoint](/sharepoint/information-barriers) to get started. ++## Next steps ++> [!div class="nextstepaction"] +> [Plan sharing and collaboration options](collaboration-options.md) ++## Related topics ++[Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) ++[B2B Sync](/onedrive/b2b-sync) ++[Implement compliance in Microsoft 365](/learn/paths/implement-data-governance-microsoft-365-intelligence/) ++[Protect your enterprise data using Windows Information Protection (WIP)](/windows/security/information-protection/windows-information-protection/protect-enterprise-data-using-wip) ++[Control OneDrive and SharePoint access based on network authentication or app](/onedrive/control-access-based-on-network-location-or-app) |
| SharePoint | Control Access From Unmanaged Devices | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/control-access-from-unmanaged-devices.md | Using a policy that affects all Microsoft 365 services can lead to better securi  -3. Select **Block access**, and then select **Save**. (Selecting this option disables any previous conditional access policies you created from this page, and creates a new conditional access policy that applies to all users. Any customizations you made to previous policies will not be carried over.) +3. Select **Block access**, and then select **Save**. ++ > [!IMPORTANT] + > Selecting this option disables any previous conditional access policies you created from this page, and creates a new conditional access policy that applies to all users. Any customizations you made to previous policies will not be carried over. > [!NOTE] > It can take up to 24 hours for the policy to take effect. It won't take effect for users who are already signed in from unmanaged devices. |
| SharePoint | Corporate Communications Overview | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/corporate-communications-overview.md | Some communication solutions are a one-time event while others may have several ## Overview of corporate communication solutions: Learn how to plan your communication strategy by reviewing common communication scenarios, solutions, and outcomes. Next, review how Microsoft 365 tools and apps can engage and inform the audiences you want to reach. Then determine which communication scenario meets your communication goals and get started planning, launching, and maintaining your communication solution. -This poster illustrates how Contoso keeps employees informed and engaged across popular communication scenarios. Contoso uses a variety of M365 apps, including a new offering, Viva Connections. +This poster illustrates how Relecloud keeps employees informed and engaged across popular communication scenarios. Relecloud uses a variety of M365 apps, including a new offering, Viva Connections. [ ](media/corporate-communication-relecloud.png#lightbox) |
| SharePoint | Hybrid | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/hybrid.md | + + Title: Hybrid OneDrive and SharePoint in Microsoft 365 +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Learn about setting up hybrid OneDrive and SharePoint in Microsoft 365. +++# Hybrid OneDrive and SharePoint in Microsoft 365 ++If you use SharePoint Server on-premises, there are several options for integrating that environment with SharePoint in Microsoft 365 to provide your users with a more seamless environment when navigating back and forth between the two. You can configure these options to improve your users' experience during a migration from on-premises to the cloud, or you can use them in the long term if you plan to continue using SharePoint Server. ++If you have a SharePoint Server environment, we recommend setting up SharePoint Server hybrid as part of your SharePoint and OneDrive in Microsoft 365 rollout. For complete details on setting up SharePoint and OneDrive hybrid, see [Hybrid for SharePoint Server](/sharepoint/hybrid/hybrid) and [Explore SharePoint Server hybrid](/sharepoint/hybrid/explore-sharepoint-server-hybrid/). ++### Hybrid features ++The following hybrid features are available for integrating SharePoint Server with Microsoft 365: ++- **OneDrive** - OneDrive links are provided in SharePoint Server which direct users to OneDrive in Microsoft 365. ++- **Site following** - Followed sites from both locations are consolidated in the SharePoint in Microsoft 365 followed sites list. ++- **Profiles** - Profiles exist in both locations, but SharePoint Server links to users' profiles redirect to profiles in Microsoft 365. ++- **Extensible app launcher** - The SharePoint Server app launcher includes several tiles that link to Microsoft 365. ++- **Hybrid self-service site creation** - Users going to the default SharePoint Server site creation page are redirected to the Microsoft 365 Groups creation page, allowing them to create sites in SharePoint in Microsoft 365. ++- **Search** - Cloud hybrid search crawls on-premises content and indexes it in the search index in Microsoft 365. Users can search the Microsoft 365 index from either location. ++- **Taxonomy and content types** - Enables you to have a single taxonomy and content types list that spans SharePoint Server and SharePoint in Microsoft 365. See [Plan hybrid SharePoint in Microsoft 365 taxonomy and hybrid content types](/sharepoint/hybrid/plan-hybrid-sharepoint-taxonomy-and-hybrid-content-types) for more information. ++See [SharePoint hybrid sites and search](/sharepoint/hybrid/sharepoint-hybrid-sites-and-search) for more details on these options. ++### Hybrid OneDrive ++If you currently use OneDrive or MySites in SharePoint Server, we highly recommend deploying hybrid OneDrive. With hybrid OneDrive, users are redirected from their on-premises OneDrive to OneDrive in Microsoft 365. Hybrid OneDrive allows for seamless navigation to OneDrive in the cloud from both SharePoint Server and Microsoft 365. ++When you deploy hybrid OneDrive, the OneDrive links in the SharePoint Server ribbon and app launcher will point to OneDrive in Microsoft 365. ++If you don't use OneDrive in SharePoint Server, but you do have an on-premises SharePoint environment, you may still want to consider deploying hybrid OneDrive. Doing so will update the OneDrive navigation links in SharePoint Server to point to OneDrive in Microsoft 365 ΓÇô again, giving your users seamless navigation to OneDrive in the cloud from either location. ++> [!IMPORTANT] +> If your users have files in on-premises OneDrive, they may have trouble accessing them unless they've bookmarked the old URL. It's important to have a migration plan for these files before you deploy hybrid OneDrive. ++For more info about how to configure OneDrive in a hybrid scenario and how it works, see [Plan hybrid OneDrive](/sharepoint/hybrid/plan-hybrid-onedrive-for-business/). ++## Next steps ++> [!div class="nextstepaction"] +> [Plan file sync](plan-file-sync.md) ++## Related topics ++[Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) |
| SharePoint | Onedrive Overview | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/onedrive-overview.md | + + Title: Overview of OneDrive in Microsoft 365 +++++audience: Admin +f1.keywords: +- NOCSH +++ms.localizationpriority: medium +search.appverid: +- MET150 ++- Strat_OD_admin +- M365-collaboration ++- admindeeplinkSPO +- onedrive-toc +description: "Learn about the features available in OneDrive in Microsoft 365." +++# Overview of OneDrive in Microsoft 365 ++OneDrive is a robust but simple-to-use cloud storage platform for small businesses, enterprises, and everything in between. Unlike other cloud storage providers, most of the advanced enterprise-focused features in OneDrive are available for every subscription type, enabling organizations to use OneDrive in whatever way benefits them the most. This guide describes the features available and how they can benefit your organization. ++## Key OneDrive features ++The features listed in this section address common customer concerns or specific compliance requirements, or provide unique functionality available only in OneDrive. For a full list of features available across OneDrive plans, see [Microsoft OneDrive](https://onedrive.live.com/about). ++### OneDrive Files On-Demand ++OneDrive Files On-Demand enables users to view, search for, and interact with files stored in OneDrive from within File Explorer, without downloading all the files to their device. The feature provides a seamless look and feel for both OneDrive and local files without taking up space on the local hard drive. As shown in the following screenshot, files that have not been downloaded have a cloud icon for their status. For those files that have been downloaded, the status shows a green checkmark. ++ ++By default, files are downloaded only when you need to access them. However, if you plan to access a file while disconnected from the internet, simply make the file available offline by right-clicking it, and then selecting **Always keep on this device**. Alternatively, if you want to free space on your device and remove the downloaded copy of a file, right-click the file, and then select **Free up space**. The following screenshot shows the right-click menu for OneDrive files on a device running Windows. ++ ++For more information about OneDrive Files On-Demand, see [Learn about OneDrive Files On-Demand](https://support.office.com/article/0e6860d3-d9f3-4971-b321-7092438fb38e). ++### Modern attachments ++OneDrive integrates with Microsoft Outlook to enable easy sharing of OneDrive files that appear just like email attachments. This feature provides a familiar sharing experience but centralizes storage of attachments in OneDrive. This allows your users to all collaborate on the same file instead of sending different versions back and forth in email. In addition, you can configure sharing permissions on the files directly from within Outlook. ++ ++To reduce the potential for confusion when users choose to add a copy versus a link to attached OneDrive files, you can set the default behavior of Outlook, as demonstrated in [How to control default attachment state when you attach a cloud file in Outlook 2016](https://support.microsoft.com/help/4011261/how-to-set-attachment-preference-for-attaching-a-cloud-file-in-outlook). ++### Files Restore ++The OneDrive Files Restore feature lets users restore files to any point over the past 30 days. To select the desired recovery time, OneDrive presents you with a histogram that shows file activity so that you can determine which recovered time meets your needs. From there, simply select the file history entry to which you want to restore, and all changes after that point will be rolled back. ++ ++In addition, because the histogram shows individual activity on a file, users can use this feature to quickly view their files' modification history. For more information about this feature, see [Restore your OneDrive](https://support.office.com/article/fa231298-759d-41cf-bcd0-25ac53eb8a15). ++### Recycle bin ++OneDrive has a recycle bin similar to the one available in Windows. Deleted files are moved to the recycle bin and kept for a designated time before being permanently deleted. For work or school accounts, deleted files are purged after 93 days unless configured otherwise. For a demonstration of how the recycle bin works, see [Restore deleted files or folders in OneDrive](https://support.office.com/article/949ada80-0026-4db3-a953-c99083e6a84f). ++### Known Folder Move ++Known Folder Move enables Windows and Mac users to select commonly used folders, such as their desktop and documents to automatically synchronize to OneDrive. You can add this feature during the initial setup of OneDrive or after it has been configured. This capability provides a simple migration option for users looking to add known folders to their existing list of synchronized folders. For more information about Known Folder Move, see [Redirect and move Windows known folders to OneDrive](/onedrive/redirect-known-folders) and [Redirect and move macOS Desktop and Documents folders to OneDrive](/onedrive/redirect-known-folders-macos). ++### Syncing files ++Users can upload, download, and interact with OneDrive files from a web browser, but the ideal OneDrive experience comes from the Windows and Mac sync apps and the iOS and Android mobile apps. With these clients and apps, saving files to OneDrive and interacting with them is much easier than visiting a website each time you need something. Through this experience, you can seamlessly integrate OneDrive into your existing file interaction experiences. ++For information about planning and deploying the sync app for your organization, see [Plan file sync for SharePoint and OneDrive in Microsoft 365](plan-file-sync.md). ++## Manage OneDrive ++Many organizations use OneDrive without changing any of the options. To change these settings, use the SharePoint admin center. ++- **Sharing.** Go to <a href="https://go.microsoft.com/fwlink/?linkid=2185222" target="_blank">Sharing</a> to set sharing settings at the organization level. To learn more, see [Manage sharing settings](/sharepoint/turn-external-sharing-on-or-off). ++- **Sync.** Go to <a href="https://go.microsoft.com/fwlink/?linkid=2185072" target="_blank">Settings</a> and select **Sync**. You can require that synced computers be joined to your domain or block uploads based on file type. ++- **Storage limit.** Go to <a href="https://go.microsoft.com/fwlink/?linkid=2185072" target="_blank">Settings</a> and select **Storage limit**. Set the default storage space for all new and existing users who are licensed for a qualifying plan and for whom you haven't set specific storage limits. ++- **Retention.** Go to <a href="https://go.microsoft.com/fwlink/?linkid=2185072" target="_blank">Settings</a> and select **Retention**. Configure how long to keep data for users whose accounts have been deleted (the default is 30 days). ++- **Access control.** Go to <a href="https://go.microsoft.com/fwlink/?linkid=2185071" target="_blank">Access control</a> to control access from unmanaged devices or based on network location. ++- **Compliance.** [View the compliance and risk management solutions available in Microsoft 365](https://compliance.microsoft.com/solutioncatalog) ++- **Notifications.** Go to <a href="https://go.microsoft.com/fwlink/?linkid=2185072" target="_blank">Settings</a> and select **Notifications**. For information about this setting, see [Control notifications](/onedrive/turn-on-external-sharing-notifications). ++## Get help with OneDrive ++If you need help with OneDrive, you have many ways to find solutions to common issues or request help: ++- **Tech community.** Find helpful information from other customers in the community by reviewing the discussions in the [OneDrive Tech Community](https://techcommunity.microsoft.com/t5/OneDrive-for-Business/ct-p/OneDriveforBusiness) and the [Microsoft OneDrive Blog](https://techcommunity.microsoft.com/t5/OneDrive-Blog/bg-p/OneDriveBlog). ++- **Support documentation.** For a list of recent issues in OneDrive and how to resolve or work around them, see [Fixes or workarounds for recent issues in OneDrive](https://support.office.com/article/36110213-f3f6-490d-8cb7-3833539def0b). For getting started info, see [Get started with OneDrive](https://support.office.com/article/c7f31921-e2e5-4b00-959a-cc9ad6297de7), [Employee file storage (video training)](https://support.office.com/article/12dbe3e4-dbef-48f8-a90e-87f1bc607073) and [Why use OneDrive to store your docs](https://support.office.com/article/e55c4fa8-1e03-4d75-956b-924620bdfa2d). ++- **Microsoft Support.** If you need help from Microsoft to troubleshoot an issue or configure or deploy OneDrive, see [Contact Microsoft](https://support.microsoft.com/gp/contactus81?Audience=Commercial). |
| SharePoint | Plan File Sync | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/plan-file-sync.md | + + Title: Plan file sync for SharePoint and OneDrive in Microsoft 365 +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Learn how to plan file sync for SharePoint and OneDrive in your organization +++# Plan file sync for SharePoint and OneDrive in Microsoft 365 ++Even though users can upload, download, and interact with SharePoint and OneDrive files from a web browser, the ideal experience comes with the OneDrive sync app for Windows and Mac, and the iOS and Android mobile apps. ++The OneDrive sync app has a variety of configuration options for compliance, performance, user experience, and disk space management. While these can be configured at any time, it's important to consider some of them as part of your rollout plan. ++**Key decisions for sync:** ++- [How do you want to deploy the sync app?](#how-do-you-want-to-deploy-the-sync-app) +- [How do you want to manage sync on Windows computers?](#how-do-you-want-to-manage-sync-on-windows-computers) +- [Which update ring do you want to use?](#which-update-ring-do-you-want-to-use) +- [Do you want to limit network utilization for sync?](#do-you-want-to-limit-network-utilization-for-sync) +- [Do you want to sync commonly used folders with OneDrive](#do-you-want-to-sync-commonly-used-folders-with-onedrive) +- [Do you want to limit which organizations users can sync with?](#do-you-want-to-limit-which-organizations-users-can-sync-with) +- [Do you want to allow users to sync their personal OneDrive?](#do-you-want-to-allow-users-to-sync-their-personal-onedrive) +- [Do you want to block certain file types from being uploaded?](#do-you-want-to-block-certain-file-types-from-being-uploaded) +- [Do you need to sync files in a hybrid environment with SharePoint Server?](#do-you-need-to-sync-files-in-a-hybrid-environment-with-sharepoint-server) +- [Do you want to limit sync to computers joined to a specific domain?](#do-you-want-to-limit-sync-to-computers-joined-to-a-specific-domain) ++For information about the recommended configuration options for the sync app, see [Recommended sync app configuration](/onedrive/ideal-state-configuration). ++## How do you want to deploy the sync app? ++You have several different options for deploying the OneDrive sync app: manually, using scripting, using Windows Autopilot (for the sync app on Windows), using a mobile device management solution such as Intune, or using Microsoft Endpoint Configuration Manager. ++The OneDrive sync app is included as part of Windows 10, Windows 11, and Office 2016 or higher. You do not need to deploy the sync app to devices running these, though you may need to update the sync app to the latest version. ++To deploy the OneDrive sync app to Windows using Microsoft Endpoint Configuration Manager, see [Deploy OneDrive apps by using Microsoft Endpoint Configuration Manager](/onedrive/deploy-on-windows). ++If you need to install the sync app on a single computer, see [Install the sync app per machine](/onedrive/per-machine-installation). ++For a full list of OneDrive sync app requirements, see [OneDrive sync app system requirements](https://support.office.com/article/cc0cb2b8-f446-445c-9b52-d3c2627d681e). ++## How do you want to manage sync on Windows computers? ++You can manage OneDrive sync app settings on Windows computers using Windows Group Policy or by using administrative templates in Intune. Using group policy requires that Windows computers be joined to an Active Directory domain. Using Intune requires that the device be managed by Microsoft Endpoint Manager. ++For information, see: ++- [Use OneDrive policies to control sync settings](/onedrive/use-group-policy) ++- [Use administrative templates in Intune](/onedrive/configure-sync-intune) ++Mac settings are configured using .plist files. For information, see [Deploy and configure the OneDrive sync app for Mac](/onedrive/deploy-and-configure-on-macos). ++## Which update ring do you want to use? ++You can select how soon your users receive updates we release for the sync app. ++- **Insiders ring** - In this ring, users get the first changes that are released to the public. We recommend selecting several people in your IT department to join this ring. ++- **Production ring** ΓÇô In this ring, users get fixes and new features in a timely fashion. We recommend leaving everyone else in the organization in this ring. ++- **Enterprise ring** ΓÇô In this ring, you have more control over the deployment of updates, but users have to wait longer to receive fixes and new features. ++Configure the following policy to set the sync app update ring. ++|Policy|Windows GPO|Mac| +|:--|:-|:--| +|Set the sync app update ring|[GPOSetUpdateRing](/onedrive/use-group-policy#set-the-sync-app-update-ring)|[Tier](/onedrive/deploy-and-configure-on-macos#tier)| ++For details about the update process for the OneDrive sync app, see [The OneDrive sync app update process](/onedrive/sync-client-update-process). ++## Do you want to limit network utilization for sync? ++Depending on your network capacity, you may want to consider limiting how much network bandwidth the sync app can use. This can be useful during a migration phase when large amounts of content are being synced. ++Use the following policies to limit the network bandwidth used by the sync app. ++|Policy|Windows GPO|Mac| +|:--|:-|:--| +|Limit the sync app upload rate to a percentage of throughput|[AutomaticUploadBandwidthPercentage](/onedrive/use-group-policy#limit-the-sync-app-upload-rate-to-a-percentage-of-throughput)|[AutomaticUploadBandwidthPercentage](/onedrive/deploy-and-configure-on-macos#automaticuploadbandwidthpercentage)| +|Enable automatic upload bandwidth management for OneDrive|[EnableAutomaticUploadBandwidthManagement](/onedrive/use-group-policy#enable-automatic-upload-bandwidth-management-for-onedrive)|N/A| +++## Do you want to sync commonly used folders with OneDrive? ++Users often save files to their documents folder or desktop. They may not realize that they should save these files in OneDrive. You can automatically sync these commonly used folders to OneDrive, prompt users to do so, or prevent them from doing so. ++Use the following policies to configure how users commonly used folders are synced with OneDrive. ++|Policy|Windows GPO|Mac| +|:--|:-|:--| +|Silently move commonly used folders to OneDrive|[KFMSilentOptIn](/onedrive/use-group-policy#silently-move-windows-known-folders-to-onedrive)|[KFMSilentOptIn](/onedrive/deploy-and-configure-on-macos#kfmsilentoptin)| +|Prompt users to move their commonly used folders to OneDrive|[KFMOptInWithWizard](/onedrive/use-group-policy#prompt-users-to-move-windows-known-folders-to-onedrive)|[KFMOptInWithWizard](/onedrive/deploy-and-configure-on-macos#kfmoptinwithwizard)| +|Prevent users from stopping sync of their commonly used folders to OneDrive|[KFMBlockOptOut](/onedrive/use-group-policy#prevent-users-from-redirecting-their-windows-known-folders-to-their-pc)|[KFMBlockOptOut](/onedrive/deploy-and-configure-on-macos#kfmblockoptout)| +|Prevent users from moving their commonly used folders to OneDrive|[KFMBlockOptIn](/onedrive/use-group-policy#prevent-users-from-moving-their-windows-known-folders-to-onedrive)|[KFMBlockOptIn](/onedrive/deploy-and-configure-on-macos#kfmblockoptin)| ++For more information about syncing commonly used folder with OneDrive, see [Redirect and move Windows known folders to OneDrive](/onedrive/redirect-known-folders) and [Redirect and move macOS Desktop and Documents folders to OneDrive](/onedrive/redirect-known-folders-macos). ++## Do you want to limit which organizations users can sync with? ++By default, users can sync shared libraries from other organizations. You can limit this to specific organizations or disable it all together. ++Use the following policies to configure which organizations users can sync with. ++|Policy|Windows GPO|Mac| +|:--|:-|:--| +|Allow syncing OneDrive accounts for only specific organizations|[AllowTenantList](/onedrive/use-group-policy#allow-syncing-onedrive-accounts-for-only-specific-organizations)|[AllowTenantList](/onedrive/deploy-and-configure-on-macos#allowtenantlist)| +|Block syncing OneDrive accounts for specific organizations|[BlockTenantList](/onedrive/use-group-policy#block-syncing-onedrive-accounts-for-specific-organizations)|[BlockTenantList](/onedrive/deploy-and-configure-on-macos#blocktenantlist)| +|Prevent users from syncing libraries and folders shared from other organizations|[BlockExternalSync](/onedrive/use-group-policy#prevent-users-from-syncing-libraries-and-folders-shared-from-other-organizations)|[BlockExternalSync](/onedrive/deploy-and-configure-on-macos#blockexternalsync)| ++For more information about syncing with other organizations, see [B2B Sync](/onedrive/b2b-sync). ++## Do you want to allow users to sync their personal OneDrive? ++Depending on your governance practices, you can prevent users from syncing their personal OneDrive accounts to devices managed by your organization. ++Use the following policies to specify if users can sync personal OneDrive accounts. ++|Policy|Windows GPO|Mac| +|:--|:-|:--| +|Prevent users from syncing personal OneDrive accounts|[DisablePersonalSync](/onedrive/use-group-policy#prevent-users-from-syncing-personal-onedrive-accounts)|[DisablePersonalSync](/onedrive/deploy-and-configure-on-macos#disablepersonalsync)| ++## Do you want to block certain file types from being uploaded? ++You can specify if you don't want users to be able to upload certain types of files using the sync app. Use the following policy to configure this. ++|Policy|Windows GPO|Mac| +|:--|:-|:--| +|Exclude specific kinds of files from being uploaded|[EnableODIgnoreListFromGPO](/onedrive/use-group-policy#exclude-specific-kinds-of-files-from-being-uploaded)|[EnableODIgnore](/onedrive/deploy-and-configure-on-macos#enableodignore)| ++This can also be configured in the SharePoint admin center. For more information, see [Block syncing of specific file types](/onedrive/block-file-types). ++## Do you need to sync files in a hybrid environment with SharePoint Server? ++If your organization uses SharePoint Server 2019 or SharePoint Server Subscription Edition, you can sync files using the OneDrive sync app. For information, see [Configure syncing with the new OneDrive sync app](/SharePoint/install/new-onedrive-sync-client/). ++If you are using the previous OneDrive sync app (Groove.exe), see [Transition from the previous OneDrive for Business sync app](/onedrive/transition-from-previous-sync-client) for information on how to move to the new OneDrive sync app. ++## Do you want to limit sync to computers joined to a specific domain? ++To make sure that users sync OneDrive files only on managed computers, you can configure OneDrive to sync only on PCs that are joined to specific domains. for more information, see [Allow syncing only on computers joined to specific domains](/onedrive/allow-syncing-only-on-specific-domains). ++## Next steps ++> [!div class="nextstepaction"] +> [Plan for content migration](plan-rollout-migration.md) ++## Related topics ++[Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) |
| SharePoint | Plan For Sharepoint Onedrive | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/plan-for-sharepoint-onedrive.md | + + Title: Plan for SharePoint and OneDrive in Microsoft 365 +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Start here if you're planning to roll out SharePoint and OneDrive in a medium to large organization. +++# Plan for SharePoint and OneDrive in Microsoft 365 ++This article and the other articles in this section include the core planning considerations for rolling out OneDrive and SharePoint in a medium to large organization. ++SharePoint is deeply integrated with Microsoft Teams. As part of your SharePoint and OneDrive rollout, we recommend that you review [Microsoft Teams deployment overview](/microsoftteams/deploy-overview). ++As you plan your rollout, in addition to the technical planning considerations provided here, consider theses questions: ++- What are your high-level goals for rolling out OneDrive and SharePoint? +- What are the file storage and collaboration needs of your organization? +- How do you want to transition from your current tools to OneDrive and SharePoint? +- How important is migration of content as part of your rollout? +- Should your administrators specialize in a particular area of OneDrive or SharePoint or should they work from a shared queue of tasks? ++After you review this article, see these articles for additional planning information: ++- [Identify business requirements for SharePoint and OneDrive](business-requirements.md) ++- [Hybrid OneDrive and SharePoint in Microsoft 365](hybrid.md) ++- [Plan file sync for SharePoint and OneDrive in Microsoft 365](plan-file-sync.md) ++- [Migration planning for SharePoint and OneDrive rollout](plan-rollout-migration.md) ++- [Create a compliant SharePoint and OneDrive environment](compliant-environment.md) ++- [Plan sharing and collaboration options in SharePoint and OneDrive](collaboration-options.md) ++- [Training and change management for rolling out SharePoint and OneDrive](training-change-management.md) ++- [Roll out SharePoint and OneDrive](roll-out-sharepoint-onedrive.md) ++## Migrate content ++An important part of rolling out SharePoint and OneDrive is migrating content from your existing storage locations. This may include gradual migration of content over time as you roll SharePoint and OneDrive out to different groups in your organization. You can find complete information about migration at [Migrate your content to Microsoft 365](/sharepointmigration/migrate-to-sharepoint-online). ++### Migrate with FastTrack ++FastTrack is a Microsoft benefit that is included in your subscription. FastTrack provides you with a set of best practices, tools, resources, and experts committed to helping you deploy Microsoft 365. Guidance around SharePoint and OneDrive onboarding, migration, and adoption are included in the benefit offering. This guidance includes: help to discover what's possible, creating a plan for success, and onboarding new users, providing guidance on migrating content, and introducing capabilities at a flexible pace. ++FastTrack guidance provides enablement of both SharePoint and OneDrive as well as getting the source environment ready for your transition. For more details, see [FastTrack Center Benefit Overview](/fasttrack/data-migration/). Interested in getting started? Visit the [FastTrack web site](https://www.microsoft.com/fasttrack/), review resources, and submit a Request for Assistance. ++## Sites, hubs and architecture ++You can let your users create and administer their own SharePoint sites, choose what kind of sites they can create, and specify the location of the sites. By default, users can create communication sites and Microsoft 365 group-connected team sites. You can restrict this if you want to manage this through IT or a business process. [Plan sharing and collaboration options in SharePoint and OneDrive](collaboration-options.md) for more information. ++SharePoint uses hub sites to help you organize sites in a hierarchy that matches your organization or business processes. While it's not critical to plan your hub site layout as part of your SharePoint rollout, we recommend reviewing [Planning your SharePoint hub sites](planning-hub-sites.md) to understand how hub sites work. ++We recommend including planning for hub sites as part of your process for rolling out an [intelligent intranet](/sharepoint/intelligent-internet-overview). ++## Network utilization ++Various factors can impact the amount of network bandwidth used by SharePoint and OneDrive. For the best experience, we recommend that you assess this impact before you start your rollout. The article [Network utilization planning for the OneDrive sync app](/onedrive/network-utilization-planning) includes the recommended process for determining your network bandwidth needs for OneDrive. Be sure to include this as part of your deployment plan. ++These references can also help with planning your rollout: ++- [Networking roadmap for Microsoft 365](/microsoft-365/enterprise/networking-roadmap-microsoft-365) ++- [Office 365 URLs and IP address ranges](/enterprise/urls-and-ip-address-ranges) ++- [Use the Office 365 Content Delivery Network (CDN) with SharePoint Online](/microsoft-365/enterprise/use-microsoft-365-cdn-with-spo) ++## Change management ++Rolling out SharePoint and OneDrive means new processes and procedures for the users in your organization. An important part of the rollout is making sure users are trained in the new ways of doing tasks as well as entirely new tasks that SharePoint and OneDrive enable. See [Training and change management for rolling out SharePoint and OneDrive](training-change-management.md) for considerations around change management and resources that you can share with your users on how to work with SharePoint and OneDrive. ++## Customizing SharePoint ++SharePoint offers many customization options, including: +- Branding SharePoint sites +- Navigation between sites +- Custom page layouts +- Custom apps +- Workflows ++We recommend that you review [Customizing SharePoint](/sharepoint/extend-and-develop) to determine if you want to include any of these customizations as part of your SharePoint rollout. ++## Next steps ++> [!div class="nextstepaction"] +> [Identify business requirements](business-requirements.md) ++## Related topics ++[OneDrive Adoption](https://adoption.microsoft.com/onedrive/) ++[SharePoint Adoption](https://adoption.microsoft.com/sharepoint/) |
| SharePoint | Plan Rollout Migration | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/plan-rollout-migration.md | + + Title: Migration planning for SharePoint and OneDrive rollout +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Plan your migration of sites and files as part of your OneDrive and SharePoint rollout. +++# Migration planning for SharePoint and OneDrive rollout ++A key task in deploying SharePoint and OneDrive for your organization is a plan to migrate your users' existing files. Depending on where these files are kept, there are several options, discussed below. You can choose one or more of these options depending on the number and location of files that you need to migrate. ++The following types of data can be migrated with Microsoft tools: +- Files and folders (from on-premises or other cloud providers) +- SharePoint Server sites and content +- SharePoint Server 2010 workflows ++We recommend that you have the people in your organization review the content that they're planing to migrate to SharePoint and OneDrive. There may be old content that isn't needed anymore and can be deleted or archived. This can help you save migration time and storage space in Microsoft 365. ++Keep in mind that migrating content may result in a surge of network activity as large amounts of data is moved to SharePoint and OneDrive. ++For complete information on migrating content to SharePoint and OneDrive, see [Migrate your content to Microsoft 365](/sharepointmigration/migrate-to-sharepoint-online). ++#### Automation and workflows ++If you have automated processes or workflows around files or other content, you may need to consider how to integrate those processes with Microsoft 365 or migrate them there entirely. Consider using [SharePoint Framework solutions](/sharepoint/dev/) or [Microsoft Power Platform](/power-platform). ++If you have SharePoint Server 2010 workflows, you can migrate them to Power Automate by using the SharePoint Migration Tool. See [Overview: Migrate SharePoint Server 2010 workflows to Power Automate](/sharepointmigration/spmt-workflow-overview) for more information. ++#### Hybrid ++If you use SharePoint Server on-premises, you may want to set up a hybrid environment with SharePoint in Microsoft 365 while you migrate or as a long term solution. See [Hybrid OneDrive and SharePoint in Microsoft 365](hybrid.md) +for more information. ++## Migrating users' personal work files to OneDrive ++As part of your rollout, you may be migrating your users' personal work files to OneDrive. As part of this process, you may need to pre-provision users' OneDrive libraries. ++Normally, a user's OneDrive is created the first time they access OneDrive. If you will be migrating your users' files on their behalf before they begin using OneDrive, you'll need to pre-provision OneDrive for each of them. See [Pre-provision OneDrive for users in your organization](/onedrive/pre-provision-accounts) for details. ++### Files in on-premises OneDrive or MySites libraries ++If users' existing files are in on-premises SharePoint Server, OneDrive, or MySites, you can use the SharePoint Migration Tool to migrate the files to Microsoft 365. For info, see [Overview of the SharePoint Migration Tool (SPMT)](/sharepointmigration/introducing-the-sharepoint-migration-tool). ++### Files in users' commonly used folders ++If user files are located in their Windows or Mac Desktop or Documents folders, you can move and redirect these locations to OneDrive. You can enable this feature during the initial rollout of OneDrive or sometime later. For more info, see [Redirect and move Windows known folders to OneDrive](/onedrive/redirect-known-folders) and [Redirect and move macOS Desktop and Documents folders to OneDrive](/onedrive/redirect-known-folders-macos). ++### Files in other local disk folders ++If users have other work files in various locations on their computers, it's often easiest for them to manually move the files to OneDrive. After you deploy the OneDrive sync app to your users' computers, you can instruct them to move their work files to the OneDrive folder on their computer. For more information, see [Move files from OneDrive to OneDrive for work or school](https://support.microsoft.com/office/7fb28cad-7e25-451f-8b4b-2d1a71e5c0e9). ++## Migrating sites from SharePoint Server to SharePoint in Microsoft 365 ++If you have sites in SharePoint Server, you can migrate them to SharePoint in Microsoft 365 by using the SharePoint Migration Tool. You can do this as part of your SharePoint and OneDrive rollout, or you can do it later. For details, see [Overview of the SharePoint Migration Tool (SPMT)](/sharepointmigration/introducing-the-sharepoint-migration-tool). ++## Migrating files in file shares or hosted on other cloud providers ++For files located in file shares or other cloud providers, you can use Migration Manager to migrate them to SharePoint and OneDrive. For details, see [Migrate files shares to Microsoft 365 with Migration Manager](/sharepointmigration/mm-get-started). ++See these references for specific instructions on how to migrate from different locations: ++- [Migrate from file shares](/sharepointmigration/mm-get-started) +- [Migrate from Box](/sharepointmigration/mm-box-overview) +- [Migrate from Google Workspace](/sharepointmigration/mm-google-overview) +- [Migrate from Dropbox](/sharepointmigration/mm-dropbox-overview) +- [Migrate from Egnyte](/sharepointmigration/mm-egnyte-overview) +- [Migrate SharePoint Server sites and content](/sharepointmigration/introducing-the-sharepoint-migration-tool) +- [Migrate SharePoint Server workflows](/sharepointmigration/spmt-workflow-overview) ++## Next steps ++> [!div class="nextstepaction"] +> [Create a compliant SharePoint and OneDrive environment](compliant-environment.md) ++## Related topics ++[Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) |
| SharePoint | Roll Out Sharepoint Onedrive | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/roll-out-sharepoint-onedrive.md | + + Title: Roll out SharePoint and OneDrive +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Learn how to roll out SharePoint and OneDrive in your organization, including how to set up a pilot program. +++# Roll out SharePoint and OneDrive ++Be sure you've reviewed these SharePoint and OneDrive deployment resources before you start your rollout. ++- [Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) +- [Identify business requirements for SharePoint and OneDrive](business-requirements.md) +- [Create a compliant SharePoint and OneDrive environment](compliant-environment.md) +- [Plan sharing and collaboration options in SharePoint and OneDrive](collaboration-options.md) +- [Plan file sync for SharePoint and OneDrive in Microsoft 365](plan-file-sync.md) +- [Training and change management for rolling out SharePoint and OneDrive](training-change-management.md) ++Also, make sure your [migration plans](plan-rollout-migration.md) are in place as you roll out. ++We highly recommend rolling SharePoint and OneDrive out to a pilot group before rolling them out to your entire organization. A pilot program can help you test your business processes and determine if there's further change management or training needed to help your users succeed with SharePoint and OneDrive. ++## Pilot rollout of SharePoint and OneDrive ++We recommend that you start with a small pilot and then increase in scope and speed of rollout as you review feedback from the pilot group and make changes where needed. ++For each phase of the pilot, you'll need to [train the users](training-change-management.md) in your pilot group, and then give them access to SharePoint and OneDrive. This may include migrating content for them (or allowing them to do so themselves) or setting up [SharePoint Server hybrid](hybrid.md). ++Create success criteria so you'll know when it's time to expand the pilot and when to roll out SharePoint and OneDrive more broadly. ++Be sure there's a process to collect information from pilot users and allow them to report issues. If your help desk or support personnel are involved in the pilot process, they may be able to manage this with existing processes. ++### Do a small initial pilot ++For the initial pilot phase, consider the following: ++- Depending on how technical your users are, you may want to do the initial pilot with highly technical users, such as people in your IT department. ++- Exclude users who need to interact with your customers regularly. Pilot users will be using new processes for the first time. To give your customers the best service, you may want to leave customer-facing people out of the initial pilot. ++Use this initial pilot phase to validate some core business processes and workflows and to train your support or help desk personnel. ++### Expand the pilot ++Once the initial pilot users are successfully using SharePoint and OneDrive, extend the pilot to a wider variety of users. We recommend that you create a group of knowledgeable stakeholders across departments and disciplines to specifically test the core use cases you've identified for SharePoint and OneDrive. ++Monitor the pilot as it proceeds. When the people involved are able to easily accomplish the expected tasks, consider rolling the pilot out to a larger group. ++Once the people in your pilot group are able to validate the expected use cases and the number of issues reported is low, consider scheduling the remaining rollout for the rest of the organization. ++### Rolling out SharePoint and OneDrive broadly ++Once your pilot program has concluded successfully, you can roll SharePoint and OneDrive out to the rest of your organization. ++++++ |
| SharePoint | Training Change Management | https://github.com/MicrosoftDocs/OfficeDocs-SharePoint/commits/public/SharePoint/SharePointOnline/training-change-management.md | + + Title: Training and change management for rolling out SharePoint and OneDrive +++++recommendations: true +audience: Admin +f1.keywords: NOCSH +++ms.localizationpriority: medium +++search.appverid: MET150 +description: Learn about how to help your users adopt and use SharePoint and OneDrive. +++# Training and change management for rolling out SharePoint and OneDrive ++Using SharePoint and OneDrive can be a big change for your users, depending on what your current systems are. Spend time understanding your user journeys - those sequences of tasks that users regularly follow in the course of their work. Determine how using SharePoint and OneDrive fit into these journeys and use that information to create a transition plan and resources to help your users. ++As part of your change management plan, review how your users do core tasks such as: ++- Where to save personal work files +- Where to save shared files +- How to share files with others in the organization +- How to share files with people outside the organization +- How to create a site or other location for collaboration with others ++Your users will need to learn how to do these tasks in SharePoint and OneDrive. The resources in this article can help users learn how to do these and other tasks. If you have specific business processes around these tasks, you may need to create separate documentation for your users to incorporate that. ++If you'll be using both your existing solution and Microsoft 365 during your rollout, consider how users will navigate back and forth and include that in the guidance you give your users. ++Consider these options for helping your users navigate the transition to SharePoint and OneDrive: ++- Office hours where users can attend or call in to ask questions. +- Special support channels for users in the process of migrating to SharePoint and OneDrive. +- Single-page or very brief printouts or electronic documents that give steps to core tasks. +- Before and after guidance that shows the old and new way of doing tasks. ++## Resources for your users ++The training resources in this section can help your users learn the everyday tasks they'll need to know to be successful with SharePoint and OneDrive. ++### Getting started ++These resources can help your users learn the basics of SharePoint and OneDrive. ++[SharePoint help & learning](https://support.microsoft.com/sharepoint) ++[OneDrive help & learning](https://support.microsoft.com/onedrive) ++[Get started with OneDrive](https://support.microsoft.com/office/c7f31921-e2e5-4b00-959a-cc9ad6297de7) ++[Should I save files to OneDrive or SharePoint?](https://support.microsoft.com/office/d18d21a0-1f9f-4f6c-ac45-d52afa0a4a2e) ++[Save a file to a SharePoint library](https://support.microsoft.com/topic/32204d9f-55ea-4232-a32b-aa7e046afcdd) ++[Protect your files by saving them to OneDrive](https://support.office.com/article/d61a7930-a6fb-4b95-b28a-6552e77c3057) ++[Transfer files to your personal OneDrive with the Mover Transfer Wizard](https://support.microsoft.com/office/7dbda93c-71e6-483f-8914-ad445554cd31) ++#### Training ++[OneDrive training - Intro to OneDrive](https://support.microsoft.com/office/a1397e56-61ec-4ed2-9dac-727bf8ac3357) ++[SharePoint training - SharePoint Quick Start](https://support.microsoft.com/office/324a89ec-e77b-4475-b64a-13a0c14c45ec) ++[SharePoint video training](https://support.microsoft.com/office/cb8ef501-84db-4427-ac77-ec2009fb8e23) ++[Use OneDrive in Microsoft 365](/learn/paths/m365-onedrive-collaboration/) ++### Collaboration spaces ++If you choose to allow your users to create SharePoint sites and other related collaboration spaces such as teams, these resources can help them learn how. ++- [Create a team site in SharePoint](https://support.microsoft.com/office/ef10c1e7-15f3-42a3-98aa-b5972711777d) ++- [Create a communication site in SharePoint](https://support.microsoft.com/office/7fb44b20-a72f-4d2c-9173-fc8f59ba50eb) ++- [Create a team from scratch](https://support.microsoft.com/office/174adf5f-846b-4780-b765-de1a0a737e2b) ++#### Training ++[Collaborate with SharePoint in Microsoft 365](/learn/paths/m365-teams-sharepoint/) ++### Sharing ++These references can help your users learn how to use the sharing and collaboration options in SharePoint and OneDrive. ++[Share SharePoint files or folders](https://support.microsoft.com/office/1fe37332-0f9a-4719-970e-d2578da4941c) ++[Share OneDrive files and folders](https://support.microsoft.com/office/9fcc2f7d-de0c-4cec-93b0-a82024800c07) ++[SharePoint sharing and permissions](https://support.microsoft.com/office/ac85fbf1-2431-49bf-8690-f1a2b98af65f) ++[Share and collaborate with OneDrive](https://support.microsoft.com/office/51e669f6-4602-4492-8648-13ffa09ff24f) ++## Viva Learning ++Viva Learning is a centralized learning hub in Microsoft Teams where your users can discover, share, recommend, and learn from content libraries provided by both your organization and others. Viva Learning makes it easy to create learning resources for your users about how to use OneDrive and SharePoint in your organization. ++For more information about Viva Learning, see [Overview of Microsoft Viva Learning](/viva/learning/overview-viva-learning) and [Viva Learning Overview](https://support.microsoft.com/office/01bfed12-c327-41e0-a68f-7fa527dcc98a). ++## Next steps ++> [!div class="nextstepaction"] +> [Roll out SharePoint and OneDrive](roll-out-sharepoint-onedrive.md) ++## Related topics ++[Plan for SharePoint and OneDrive in Microsoft 365](plan-for-sharepoint-onedrive.md) + |