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Mark Rackley

Changes to SharePoint Online Document Libraries & What They Mean

Changes to SharePoint Online Document Libraries & What They Mean

If you are on an Office 365 first release tenant you may have noticed a new option when you logged into your environment this past Friday morning when going to view your Document Libraries.

What’s this? New stuff? Cool! Let’s click on it and see what happens?

SharePoint Online Document Libraries 2

Woah! What have they done? Not only is the cheese moved, but they replaced my smooth buttery Havarti with some pungent foot smelling stuff!

Needless to say, my first reaction was not one of joy and the immediate response from many people out there was similar to mine. At first look it could be said that this is the most drastic change made to the UI in SharePoint in a very long time. Menus are moved (missing), options are different (or missing), and my branding did not carry over. It looks much more like OneDrive than SharePoint. It’s easy to see why the first reaction would not be positive to someone who lives and breathes SharePoint every day.

Let’s take a quick look at some of the things that I saw missing in this new experience:

  • Left navigation changed (and no obvious way to edit it).
  • My global navigation is gone
  • My Theme is no longer applied
  • My branding did not carry over
  • It’s not possible to edit the page (cannot add web parts like we did in the past).
  • Managed Meta Data Navigation gone.
  • Display forms are gone. (Display forms, NOT Edit forms).

But we do get a nice preview panel with some helpful information by clicking on the “…” for an item and selection “Details.”

SharePoint Online Document Libraries 3

There are other things changed as well. But as you can see at first glance there’s a LOT missing. How do we do what we used to do? There’s a good thread on Yammer with people discussing their frustrations as well as other thoughts on the new experience.

Luckily you can easily switch back to “Classic Mode” to go back to the way things were before by scrolling down the left navigation and clicking “Return to Classic SharePoint” link.

SharePoint Online Document Libraries 4

Okay… things are back to normal. Deep breath.

What does it mean to you?

What do these changes mean for you? The user, the admin, the developer? At first glance, here are the major effects for this change as it stands today:

Handling the Fear of Change

I’d gather most people will not react fondly to these changes. I get it. You get comfortable with something and someone moves it. There’s that immediate drop in productivity as people learn new functionality. It will be important to properly announce these changes within your organization when they are rolled out. Just communicate well, talk in calm soothing tones and don’t make any sudden movements. But seriously, just educate people. These new views are not all bad, they are just really different. In fact, they are now much more mobile friendly and responsive.

Broken Functionality

You’ll be missing some of the items listed above. If you’ve added/injected any JavaScript into to your Document Library views you’ll likely lose that functionality (at least in its currently deployed fashion). This loss of JavaScript will likely be one of the biggest obstacles faced since JavaScript has become so ubiquitous with SharePoint Online development. How do you even DO development with this new view?

Your documents are still there. Your metadata is still there. No content has been lost. It’s a new way of working within SharePoint Document Libraries. In fact, Microsoft has already written an article on how to use these new Document Libraries.

“What was Microsoft Thinking?”

This was the phrase I heard most often about this change. What on earth could Microsoft be thinking? How could they drop something like this on us without warning? I have to admit my first reaction was to complain. Change is bad. Right? In fact, I DID do some complaining on that Yammer thread. I definitely want to give a big shout out to Lincoln DeMaris at Microsoft. He fielded the questions more gracefully than almost anyone else I’ve seen in his position and it sounds like his team was working pretty hard on fixing any bugs that came up.

So, before I wrote a blog post about how horrible the new experience was or how out of touch with reality Microsoft is, I decided to take a step back and really thing about what’s going on.

It’s First Release Only

Before you panic too much, keep in mind that this functionality is only available to SOME first release tenants. If you didn’t sign up for preview release you won’t see the option for the new look. Your users will not see it. There is no reason to panic!

May the 4th Be with You

Isn’t there some big event happening on May the 4th about SharePoint? In “The Future of SharePoint” event, Microsoft is unveiling their vision and roadmap for SharePoint and OneDrive. Could these changes be related to that? Did Microsoft release these changes before the event to first release customers to make sure it’s stable by May 4th ? Is it possible there is a plan in place? Is there a customization story? In the light of the May 4th event I can understand the thought process to make sure these new Document Libraries were pretty solid from a functional standpoint. This would also explain the lack of communication beforehand? Conspiracy theory maybe? I don’t know for sure, but this May 4thevent is a free online event you can register for. So, go, register. Let’s see how wrong I am. I’ll actually be at the event, so I’ll be live tweeting (@mrackley) and blogging about what I find out. Stay tuned for that!

Let Your Voice Be Heard!

This is first release. Nothing is set in stone. Microsoft is test driving this new functionality. LET THEM KNOW YOUR THOUGHTS! Do you love it? Hate it? Do you have any great ideas to make it better? Don’t just be part of the problem, be part of the solution. Submit your feedback on Yammer or Uservoice and help drive the evolution of SharePoint.

Classic Mode is an option

From reading the Yammer thread it sounds like “Classic Mode” will be around for at least a year. So even when they do push these new document library views out to all the tenants you will have some time to ease into it, fix anything that may be broken, and make sure you apply it when you are ready. Again, don’t panic.

Just MAYBE the sky’s not falling.

What’s the bottom line?

There’s two ways we can look at these changes. We can think that Microsoft is out of touch with how people use SharePoint (which they are sometimes) and are introducing changes that will crush our ability to use and develop in SharePoint, or there is a reason and plan for these changes and we’ll have to wait to find out more. Regardless, the worst thing you can do is be silent. Send them your feedback and thoughts.

I think most people (everyone?) can agree that Microsoft should have handled the communication of these changes better instead of just dropping them in our lap, but before we all throw our hands in the air and threaten to move to Canada (isn’t that what we are supposed to threaten to do now?) let’s take a deep breath and tune in to the May 4th event and hopefully most of our questions and concerns will be addressed and all of these changes will make sense.


Questions? Concerns? Contact the Interlink team anytime.

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Matt Scherocman

Three Ways Microsoft Enterprise Mobility Suite (EMS) Has Changed Everything

Three Ways Microsoft Enterprise Mobility Suite (EMS) Has Changed Everything

Looking at how technology has evolved, the cloud has certainly changed everything in terms of how we do business and what’s expected of us as a company. The cloud has created a ton of benefits and possibilitieslike the promise for users to be able to work anywhere on any device. That flexibility also created several challenges. Those challenges include security, device management, and data protection.

 
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Matt Scherocman

How To Protect Your Users From Ransomware and Vicious New Maladies Hidden In Your Incoming Email

How To Protect Your Users From Ransomware and Vicious New Maladies Hidden In Your Incoming Email

Protecting Your Email with Exchange Online Advanced Threat Protection 

With the constant threat of malware, companies have to constantly find ways to stay ahead.  How do you protect your data from these threats when they are constantly evolving and becoming more aggressive?  Microsoft has a solution in Exchange Online called Advanced Threat Protection (ATP).  It is another layer of must-have security that Microsoft offers to meet all your business needs. 

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Matt Scherocman

What Are the Storage Limits of SharePoint?

storage limits sharepoint

Customers are frequently asking what kind of storage they get with SharePoint Online. Microsoft has recently released updates for SharePoint Online via their Office 365 Roadmap:  

Quick Summary for E plans:

  • Each Tenant (SharePoint Online instance) gets 1TB of storage space included. Then each user of the E plans will add 500MB of storage space into the shared pool. This is up from 10GB per tenant and 500MB per user.
    • For example:  A client with 250 users would get 1TB + 125GB (500MB x 250) for the main storage on SharePoint. Each extra GB is 0.20 per month, so an additional incremental Terabyte would only be about $200 per month.

Improvements for SharePoint Online and OneDrive for Business 2b 1024x379
Example of a large CAD file successfully uploaded into a Team Site Document Library in SharePoint Online.

  • The pooled storage is used across all sites on SharePoint Online, Office 365 Groups, and Office 365 Videos
  • Upload larger files, up to 10 GB each
    • This applies to files uploaded to Team Sites, and OneDrive for Business, as well as for videos uploaded into the Office 365 Video Portal.


This posting is provided “AS IS” with no warranties, and confers no rights. 

 

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Matt Scherocman

Important Notice About Certificate Expiration for Exchange 2013 Hybrid Customers

Attention customers running Exchange in hybrid mode

Microsoft is making a change on April 15th that will possibly break mail flow from your on-premises environment to the Office 365 platform.  

This will have no impact on you if you are not running Exchange in hybrid mode. Please see the full details below on who will be affected. 

Our team is standing by to assist you with this change if needed to ensure mail flow is not interrupted.  


If you’re running Exchange 2013 and you’ve configured a hybrid deployment with Office 365, this post contains important information that might impact you. Please evaluate this information and take any necessary action before April 15, 2016. 

On April 15, 2016, the Office 365 TLS certificate will be renewed. This certificate is used by Office 365 to provide TLS encryption between Office 365 and external SMTP servers. The new certificate, which will help improve the security of mail sent to and from Office 365, will be issued by a new Certificate Authority and it will have a new Issuer and Subject.

This change has the potential to stop hybrid mailflow between Office 365 and your on-premises Exchange servers if one of the following conditions applies to you:

  • Your on-premises Exchange servers are running Exchange 2013 Cumulative Update 8 (CU8) or lower.
  • You’ve upgraded the Exchange 2013 servers that handle hybrid mailflow to Exchange 2013 CU9 or higher. However, since upgrading to CU9, you HAVE NOT re-run the Hybrid Configuration wizard (either from the Exchange Admin Center or via the direct download link).

If one of the previous conditions applies to your organization, hybrid mailflow between Office 365 and your organization will stop working after April 15, 2016 unless you complete the steps below.

Note: This only affects hybrid mailflow. Regular mailflow and TLS encryption is NOT affected.

How to keep hybrid mail flowing (MUST be completed before 4/15/2016)

Let the new Hybrid Configuration wizard do it for you

You can use the latest Hybrid Configuration wizard (HCW) to configure your Exchange 2013 servers to work with the new TLS certificate. Just follow these steps:

  1. If the Exchange 2013 servers handling hybrid mailflow are running Exchange 2013 CU8 or lower, follow the instructions in Updates for Exchange 2013 to install the latest cumulative update on at least one server.
  2. After you install the latest cumulative update, download the new HCW application and run the wizard following the instructions here.

Note: For information on which releases of Exchange are supported with Office 365, see Hybrid deployment prerequisites.

Manual update

If you can’t upgrade Exchange 2013 to latest cumulative update right now (although we would like to remind you of our support policy), you can manually configure your servers to work with the new TLS certificate. On each Exchange 2013 server that’s used for hybrid mailflow, open the Exchange Management Shell, and run the following commands:

$rc=Get-ReceiveConnector |where {$_.TlsDomainCapabilities -like "**"}

Set-ReceiveConnector -Identity $rc.Identity -TlsDomainCapabilities "mail.protection.outlook.com:AcceptCloudServicesMail

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Welcome to the Interlink Cloud Blog

All content provided on this blog is for informational purposes only. The owner of this blog makes no representations or warranties regarding the information from our partners or other external sources.