Note: OneDrive for Business offers CSU users 5 TB of cloud storage using your CSU NetID. The instructions below are intended to provide basic steps for accessing OneDrive for Business, which is provided as part of Microsoft's Office 365 service.  Notice: After September 12, 2017, users must use the new OneDrive for Business sync client in order to sync OneDrive for Business to their local PCs. Instructions for installing the new version of the sync client are provided below or refer to Upgrade to New OneDrive Sync Client for more information.    Eligibility Requirements All active CSU Faculty, Staff, and Students are licensed to use OneDrive for Business. OneDrive for Business is available to users with an active NetID regardless of their eligibility for Office ProPlus or Student Advantage. CSU does not maintain an archive of data stored in OneDrive for Business. It is a user's responsibility to transfer whatever files they have stored in OneDrive for Business to a personal drive when they leave the university.     Using the Next Generation OneDrive Sync Client As of April 2016, the OneDrive Next Generation Sync Client is now available for both Windows and Mac platforms. Please refer to Improve your OneDrive sync experience for more information. If you choose to proceed with an upgrade, be sure to test the process before attempting to deploy to users in your area. It is strongly recommended that users back up any folders and files currently being synced with OneDrive for Business before attempting an upgrade to the Next Generation Sync Client. Features of the new client include:  Removal of the 2 GB single file restriction Removal of the restriction limiting users to 20,000 documents within a library Enhanced syncing performance Users can specify which files / folders to sync    Installation Instructions for Next Generation Sync Client Mac OS: Refer to Get started with the new OneDrive sync client on Mac OS X. Windows (Windows 7 or newer): Please backup your files before starting! Clean up the old sync client/folders if necessary:  If already using the OneDrive for Business Sync client, right-click the cloud icon in the system tray and choose "stop syncing library" Exit all OneDrive applications from the system tray (right-click the cloud icons and choose "exit" to stop the OneDrive.exe and Groove.exe apps) Optional - If already syncing using the OneDrive for Business client, rename or delete the existing sync folder "C:\Users\NetID\OneDrive - Colorado State University" Navigate to Add/Remove Programs, and if the old OneDrive for Business client exists, uninstall it. Deploy the new OneDrive Client:  Download and run OneDrive Setup from: https://go.microsoft.com/fwlink/p/?linkid=844652 (this is a silent installation). Run the OneDrive App (Start > All Programs > OneDrive)  Sign in with NetID@colostate.edu credentials Choose the local folder to store the sync files Choose the folder(s) you want to sync from OneDrive Done! Once set up, it will start whenever the user logs on. Recovering Deleted Files in OneDrive for Business CSU does not maintain a backup of files stored in OneDrive for Business. However there is a built-in Recycle Bin that can be used to restore items deleted from OneDrive for Business. The default retention period for items in the Recycle Bin is 90 days. Log in to the Office 365 portal. Click on "OneDrive" in the top navigation menu. Click on the "gear" icon in the upper right corner and choose "Site Contents". Click on the "Recycle Bin" on the right hand side. Check the file(s) you'd like to restore, click "Restore Selection", and confirm the option when prompted.   References What is OneDrive for Business? Restore a previous version of a file stored in OneDrive Share documents or folders in Office 365  

Migrating an On-Premises File Share to SharePoint and OneDrive: Migration Agent Approach Introduction In this tutorial, we’ll walk through the process of migrating from an on-premises file share to SharePoint and OneDrive in Microsoft 365. Whether you’re moving from a local network drive or a shared folder, this guide will help you seamlessly transition your files to the cloud. Prerequisites Before you begin, ensure you have the following: Access to Microsoft 365: You need a valid Microsoft 365 subscription. Migration Manager: We recommend using the Migration Manager tool, which provides a centralized way to connect servers, create tasks, and automatically load balance migration tasks. Phases of Migration Most successful migrations follow these phases: Planning: Understand your source environment, assess content, and plan your target environment. Assessment and Remediation: Identify redundant, outdated, or irrelevant content. Communicate with users early about the migration. Prepare Your Target Environment: Set up OneDrive and SharePoint sites. Migration: Use the SharePoint Migration Tool (SPMT) to move content. User Onboarding: Educate users about the changes. Migration Planning  Assess your current source environment:  Map between source and target systems. Determine the amount of content to migrate. Identify redundant or outdated files. Communicate with users:  Start early to prepare them for the change. What is Migrated When using the SharePoint Migration Tool, the following items are migrated: Migrated: Documents File and folder structure User-level permissions Files under 15 GB Site, document, and folder metadata Not Migrated: Conversion of embedded URLs in content Windows hidden attributes on files and folders Explicit deny permissions Inaccessible or corrupted documents Files or folders exceeding current SharePoint restrictions Migration Process Set Up Migration Manager Agents Before initiating the migration, you’ll need to set up Migration Manager agents. These agents act as intermediaries between your on-premises file share and Microsoft 365. Here’s how to do it: Install Migration Manager Agents: Install the Migration Manager agents on servers within your on-premises network. These agents facilitate communication between your local file server and the cloud. Ensure that the servers meet the system requirements for running the agents. Configure Agent Settings: Specify the source file share locations (folders or drives) that you want to migrate. Set up authentication credentials for accessing the file shares. Configure any necessary proxy settings if your network requires them. Test Connectivity: Verify that the agents can successfully connect to both the source file share and Microsoft 365. Test read and write permissions to ensure seamless data transfer. Create Migration Tasks Once the agents are set up, create migration tasks to define what content you want to move. Here’s how: Define Migration Scopes: Select the specific folders or directories from your on-premises file share that you want to migrate. Consider grouping content logically (e.g., by department, project, or team) to maintain organization in SharePoint and OneDrive. Set Migration Options: Choose migration options based on your requirements:  Incremental Migration: Migrate only new or modified files since the last migration. Full Migration: Migrate all content, including existing files. Permissions Mapping: Map on-premises permissions to SharePoint and OneDrive permissions. Content Types: Specify how different file types (documents, images, etc.) should be handled. Schedule Migration Tasks: Decide when to perform the migration. Consider off-peak hours to minimize impact on users. Create migration schedules to automate the process. Execute the Migration With migration tasks configured, it’s time to execute the actual migration: Start the Migration: Run the migration tasks using the Migration Manager. Monitor the progress and address any issues that arise during the migration. Monitor and Troubleshoot: Keep an eye on the migration dashboard for real-time status updates. Address any errors or warnings promptly. Monitor performance metrics (e.g., data transfer rate, completion percentage). Verify Data Integrity: After migration, validate that files and folders are correctly transferred. Check permissions, metadata, and folder structures. Communicate with Users: Inform users about the migration progress. Provide guidance on accessing their files in SharePoint and OneDrive. User On Boarding Regularly communicate with users. Provide training on using OneDrive and SharePoint. Related Content For detailed instructions, refer to the official Microsoft documentation: Migrate file shares to Microsoft 365 with Migration Manager. Top of Form Bottom of Form Keywords: Migrate, file share, migration, migration guide, Migrate file shares to Microsoft 365, SharePoint and OneDrive migration guide, Migration Manager setup, File share migration steps, Microsoft 365 file migration tutorial

Migrating an On-Premises File Share to SharePoint and OneDrive: Web Portal Approach Introduction In this guide, we’ll explore how to migrate your on-premises file share content to Microsoft 365 using the web portal. By following these steps, you can seamlessly transition your files to SharePoint and OneDrive, enhancing collaboration and accessibility for your organization. Prerequisites Before you begin, ensure you have the following: Microsoft 365 Account: You need a valid Microsoft 365 subscription. Access to SharePoint and OneDrive: Make sure you can access these services via the web portal. Detailed Steps Sign In to Microsoft 365 Open your web browser and navigate to the Microsoft 365 portal. Sign in using your Microsoft 365 credentials. Access SharePoint and OneDrive Click on the SharePoint or OneDrive icon in the app launcher (usually located in the top left corner). If prompted, select the specific site or OneDrive account you want to use. Upload Files Navigate to the desired location within SharePoint or OneDrive (e.g., a document library or folder). Click the Upload button. Choose the files or folders you want to migrate from your local file share. Click Open to start the upload process. Organize Content Once the files are uploaded, organize them into the appropriate folders or libraries. Set permissions as needed (e.g., share with specific users or groups). Verify and Test Double-check that all files and folders are correctly transferred. Test access permissions and ensure users can view and collaborate on the migrated content. Communicate with Users Notify users about the migration. Provide guidance on accessing their files in SharePoint and OneDrive. Address any questions or concerns. Clean up resources If you're not going to continue to use this thing, delete/decommission it with the following steps: From the left-hand menu... ...click Delete, type...and then click Delete. Conclusion By following these steps, you can successfully migrate your on-premises file share content to SharePoint and OneDrive using the web portal. Remember to involve your users throughout the process to ensure a smooth transition. Happy migrating! 🚀 Related content For more detailed instructions, refer to the official Microsoft documentation: Migrate file shares to Microsoft 365 with Migration Manager.

Office 365 SharePoint Online SharePoint Online is an Office 365 application that allows users to create intranet websites for sharing information and for project management and collaboration. SharePoint Online is included as part of CSU's Office 365 service. Individuals and groups can share documents, information (e.g. wikis), blogs, and workflows to track, collaborate, and manage projects. Need help figuring out what SharePoint Online is or how it should be organized? Please e-mail windows@colostate.edu to set up a time to meet with you to give you a brief introduction to the concepts introduced by SharePoint Online.   Getting Started with SharePoint Online  SharePoint Online sites at CSU are managed similar to Exchange resources such as shared mailboxes and distribution lists in that Departmental Resource Coordinators are responsible for requesting and managing SharePoint Online sites for the unit or department. The first step is for a Resource Coordinator to log in to the Resource Coordinator Tools and request a new SharePoint site and to specify an administrator for the site. Top-level sites requested using this process act as SharePoint Online Site Collections and can be used to directly host content or as a "container" for creating and hosting additional sub sites. Once a SharePoint site is created, the administrator can use tools available in the Office 365 web portal to add content or to create SharePoint Online sub sites. If sub sites are created, the administrator can designate users to manage sub sites. Up to 2,000 sub sites can be created under a top-level site collection. SharePoint Online sites fall into 2 categories: "Regular" sites (used to host and share documents, wikis, blogs, etc.) or Project Online sites (used specifically to host Project Online projects). Most SharePoint sites are considered "Regular", which is the default type. A "Project" site should only be requested if your area intends to utilize Project Online. If needed, multiple top-level sites of either type can be requested by a Resource Department.   SharePoint Online User Roles Division of IT Create top-level SharePoint Online sites and set a designated user as the Site Collection Administrator as requested via the Resource Coordinator Tools. Provide a high level overview of how to manage and organize SharePoint Online Change the designated "Site Collection Administrator" as needed (ex: if the user in the role leaves the university) Adjust site collection settings (ex: set top-level site as Public or Private) not presented to Site Collection Administrators. Site Collection Administrator Manage the layout and content of the top-level SharePoint site. Create sub sites and designate Sub Site Administrators as needed. Provide SharePoint Online expertise and technical assistance to SharePoint developers and users in your area. Sub Site Administrator Manage the layout, content, and development of a SharePoint Online sub site, if applicable   SharePoint Online Restrictions Site Collection Storage Limit (includes the sum of the storage used by a top level site collection and all sub sites within it): 25TB Max Sub Sites within a Site Collection: 2,000. We recommend creating sites and organizing them into hubs instead of creating subsites. If you do use subsites, we recommend limiting their number (especially on heavily trafficked sites). File Upload Limit: 250 GB applies to each individual file uploaded to Microsoft Teams Files tab, SharePoint document libraries, OneDrive folders, and Yammer conversations. Please refer to Microsoft's SharePoint Online Limits for the most up-to-date and definitive information.   Getting Started with SharePoint The following page contains helpful links and general information on creating your first document library in SharePoint Online. Additionally, that page contains information about version control and moving content, as well as sharing and permissions.  

Managing Permissions and Access Control in SharePoint Online Introduction Effective permission management is essential for the security and functionality of your SharePoint Online environment. This article provides step-by-step instructions to resolve common issues related to permissions and access control. Common Issues and Solutions 1. Overly Restrictive Permissions Problem: Users can’t access necessary resources due to overly restrictive permissions. Solution: Navigate to the SharePoint Online site where you want to manage permissions. Click on Site Settings > Site permissions. Review the permissions for each group and user. Adjust the permissions as necessary, ensuring that users have the minimum required permissions to perform their tasks. 2. Permission Inheritance Issues Problem: Changes in permissions aren’t reflected in sub-sites or libraries due to permission inheritance issues. Solution: Navigate to the sub-site where you want to manage permissions. Click on Site Settings > Site permissions. Click on Stop Inheriting Permissions to break the inheritance from the parent site. Set up unique permissions for the sub-site as needed. 3. Complex Nested Groups Problem: Managing permissions is difficult due to complex nested groups. Solution: Navigate to Site Settings > People and groups. Review your group structure and identify any overly complex nested groups. Simplify your group structure by removing unnecessary nesting. Use SharePoint groups to manage permissions and avoid deep nesting. 4. Managing Permissions Effectively Problem: Managing permissions across the SharePoint Online environment is challenging. Solution: Open the SharePoint Online Admin Center. Navigate to Sites > Active Sites. Select the site where you want to manage permissions. Click on Permissions to review and manage the permissions for the site. Regularly review and update permissions as necessary. Conclusion Effective management of permissions and access control is key to maintaining a secure and efficient SharePoint Online environment. By understanding and addressing these common issues, you can ensure that your users have the access they need without compromising security.  

Managing Search-Related Issues in SharePoint Online Introduction Search is a powerful feature in SharePoint Online that allows users to quickly find the information they need. However, users may encounter issues that can disrupt their search experience. This guide provides step-by-step instructions to resolve common search-related issues in SharePoint Online. Common Issues and Solutions 1. Classic Site Collection Search Usage Reports Problem: Users are unable to view search usage reports for classic site collections. Solution: Navigate to the site collection where you want to view the search usage report. Click on Site Settings > Popularity and Search Reports under Site Collection Administration. Select Usage > Usage Reports to view the search usage report. 2. Search Results are Missing or Aren’t Returned Problem: Users are unable to find certain items or documents in search results. Solution: Check if the missing items or documents are in a location that’s included in your search index. Ensure that the items or documents meet the search visibility requirements. If the issue persists, contact your IT department or Microsoft Support. Conclusion Search-related issues can disrupt your workflow in SharePoint Online. However, with the right troubleshooting steps, these issues can be resolved effectively. This guide provides solutions to common search-related issues that users might encounter while using SharePoint Online.  

Managing Common User Interface Problems in SharePoint Online Introduction User Interface (UI) problems in SharePoint Online can disrupt user experience and productivity. This guide provides step-by-step instructions to resolve common UI-related issues in SharePoint Online. Common Issues and Solutions 1. “You Don’t Appear to Have Access” Error Problem: Users receive an error message stating “You don’t appear to have access” when trying to access a SharePoint Online site or resource. Solution: Check your permissions for the site or resource you’re trying to access. If you should have access, try clearing your browser cache and cookies, then try again. If the issue persists, contact your IT department or Microsoft Support. 2. Clicking on Button/Page/Link Does Nothing Problem: Users click on a button, page, or link in SharePoint Online, but nothing happens. Solution: Try refreshing the page. Clear your browser cache and cookies, then try again. If the issue persists, it may be a problem with the site. Contact your IT department or Microsoft Support. 3. Page Doesn’t Load Properly – Images/Icons Don’t Display Problem: Users navigate to a SharePoint Online page, but the page doesn’t load properly. Images or icons don’t display. Solution: Try refreshing the page. Clear your browser cache and cookies, then try again. If the issue persists, it may be a problem with the site. Contact your IT department or Microsoft Support. 4. Page Doesn’t Load All Web Parts Properly Problem: Users navigate to a SharePoint Online page, but the page doesn’t load all web parts properly. Solution: Try refreshing the page. Clear your browser cache and cookies, then try again. If the issue persists, it may be a problem with the site. Contact your IT department or Microsoft Support. Conclusion User Interface (UI) problems can disrupt your workflow in SharePoint Online. However, with the right troubleshooting steps, these issues can be resolved effectively. This guide provides solutions to common UI-related issues that users might encounter while using SharePoint Online.  

Managing Issues with Lists and Libraries in SharePoint Online Introduction SharePoint Online lists and libraries are essential tools for storing and organizing data. However, users may encounter issues that can disrupt their workflow. This guide provides step-by-step instructions to resolve common issues related to SharePoint Online lists and libraries. Common Issues and Solutions 1. Number of Items Exceeds the List View Threshold Problem: Users receive an error message stating that the number of items in a list or library exceeds the list view threshold. Solution: Navigate to the list or library that is causing the issue. Click on List Settings > Manage Views. Create a new view or modify an existing one. In the Filter section, set up a filter to reduce the number of items displayed at once. 2. Issues When Using “View in File Explorer” Problem: Users have trouble opening a library in File Explorer. Solution: Ensure you’re using Internet Explorer 10 or later, as “View in File Explorer” only works in Internet Explorer. Check your ActiveX controls. “View in File Explorer” requires the ActiveX control. If the issue persists, contact your IT department or Microsoft Support. Conclusion Issues with lists and libraries can disrupt your workflow in SharePoint Online. However, with the right troubleshooting steps, these issues can be resolved effectively. This guide provides solutions to common issues that users might encounter while using SharePoint Online lists and libraries.  

Managing Site-Related Issues in SharePoint Online Introduction SharePoint Online sites are the foundation of your organization’s SharePoint environment. However, users may encounter issues that can disrupt their workflow. This guide provides step-by-step instructions to resolve common site-related issues in SharePoint Online. Common Issues and Solutions 1. An Invalid Policy Blocks Site Deletion Problem: Users receive an error message stating that an invalid policy is blocking site deletion. Solution: Navigate to the SharePoint admin center. Go to Sites > Active Sites. Select the site you want to delete. Click on Policies > Delete. If the issue persists, contact your IT department or Microsoft Support. 2. SharePoint or OneDrive Read-Only Error Messages Problem: Users receive read-only error messages when trying to modify documents in SharePoint or OneDrive. Solution: Check the document’s permissions and ensure you have edit access. If the document is checked out by another user, request them to check it back in. If the issue persists, contact your IT department or Microsoft Support. Conclusion Site-related issues can disrupt your workflow in SharePoint Online. However, with the right troubleshooting steps, these issues can be resolved effectively. This guide provides solutions to common site-related issues that users might encounter while using SharePoint Online.  

Managing Security Issues in SharePoint Online Introduction Security is a top priority in SharePoint Online. However, users may encounter issues that can compromise the security of their data. This guide provides step-by-step instructions to resolve common security-related issues in SharePoint Online. Common Issues and Solutions 1. There is a Problem with Your Account When Opening Documents Problem: Users receive an error message stating “There is a problem with your account” when trying to open documents in SharePoint Online. Solution: Sign out of your Microsoft 365 account. Clear your browser cache and cookies. Restart your browser and sign back into your Microsoft 365 account. Try opening the document again. 2. Handling Ransomware in SharePoint Online Problem: Users suspect that their SharePoint Online environment has been compromised by ransomware. Solution: Report the issue to your IT department or Microsoft Support immediately. Do not click on any suspicious links or download any suspicious files. Regularly back up your data to protect it from ransomware attacks. Conclusion Security issues can pose serious risks to your SharePoint Online environment. However, with the right troubleshooting steps, these issues can be resolved effectively. This guide provides solutions to common security-related issues that users might encounter while using SharePoint Online.