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OneDrive update: How to Sync with your SharePoint Online team site (sites) with the OneDrive client.

OneDrive update: How to Sync with your SharePoint Online team site (sites) with the OneDrive client.

There has been a new update released for OneDrive and SharePoint Online. It may leave many of you wondering why you still can't Sync with your team's sites. It also doesn't help that Microsoft took a few days to release a changelog explain the update. The update finalised and added the Next Generation Sync Client into the main OneDrive software.


 

The update itself was for the Next Generation Sync Client (NGSC) to be added into OneDrive and the OneDrive Sync services. It should have really gone unnoticed, being put in place on all devices automatically. You or your admin should not need to do anything, the NGSC update should have been put in along with any updates or bug fixes to your software the moment Microsoft authorise its release. An update to a changelog for the preview version mostly focuses on previous update versions and describes this version as a fix to "top issues related to sync reliability and application stability". You can find all the release notes here. However, its not that simple and you will have to take manual steps to force SharePoint Online to sync with OneDrive, and not OneDrive For Business as it will try to.

Note: The Next Generation Sync Client does not support Sync to the personal version of OneDrive (i.e. Live.com Hotmail/Outlook accounts), only business/school versions of OneDrive and SharePoint Online. To use your version of OneDrive with your team's site and to Sync with it you'll need to perform a manual fix. This means implementing a quick Regedit fix. So open Regedit by going to start and typing "Regedit". Follow through the file tree to "HKEY_CURRENT_USER\SOFTWARE\Microsoft\OneDrive". Then in that top level folder create a 32bit Dword value (right click, new) called "TeamSiteSyncPreview" with the value of "00000001". After restarting the browser, you will then have success with Syncing with your OneDrive team site.

Alternatively, if you want to see if you can find another way of getting around the issue, or if that didn't solve your issue then follow the instructions on this page. The instructions from Microsoft give a good way of setting up your OneDrive but nothing really specific on an issue that could have been caused by the latest update. It is still worth a shot as it may still solve an unrelated issue that could prevent file syncing. For Mac users, if the previous guide didn't help, you can follow this Mac specific guide.

We have created our own custom, one click installer to upgrade your OneDrive to the SharePoint Online sync capable version. If you are having trouble with OneDrive syncs or would like to use our program for speed and convenience then contact us through e-mail (This email address is being protected from spambots. You need JavaScript enabled to view it.), or give us a call (number below).

 

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New Microsoft Investment into UK Data Centres.

New Microsoft Investment into UK Data Centres.

The new cloud regions in the UK become part of one the world’s largest online storage infrastructures, supported by more than 100 data centres globally. Several large organisations have already signed a new contract with Microsoft to use these new data centres including the Ministry of Defence.


Microsoft has recently opened several data centers in the UK. For the First time ever UK users of Azure and office 365 will be able to connect to their data without it having to pass through another country to get here. This new investment makes Microsoft the first global service to provide data from a cloud based from UK data centers. Many large organisations such as Glasgow City Council, Marks & Spencer, Confused.com, Natural Resources Wales, Pizza Hut Restaurants and Virgin Atlantic already use Microsoft's cloud servises and the Ministry of Defence is soon to join them.

 

Better Security and Speed For the Ministry of Defence.

 

The Ministry of Defence has stated that it has signed a contract to make use of the new UK based data servers because of both value for money and security of data. The MoD not only has around 230,000 workers, many of which will use Microsoft cloud products like Azure but also spends around £3 billion each year to improve its data infastructure. This should give you an idea on how much Microsoft has invested into the capacity and security of these servers.

“Microsoft’s secure and transparent cloud service in the UK fits perfectly with the MoD’s digital transformation agenda,” said Mike Stone, Chief Digital and Information Officer at the MoD. “This agreement, which is based on Microsoft’s world-class reliability and performance, will allow us to deliver cost-effective, modern and flexible information capabilities. It will ensure we are better-placed in our ever-changing, digital-first world”. Mike Stone also stated in a BBC interview that this is a welcome change as many elements of the MoD's servers and software hasn't been updated for several years.

 

The New Investment is a Welcome Change.

 

"We were still on Windows XP, for instance, and all of the applications were from 2003 or prior to that," he said in a recent interview. "I took the view that the services we were providing were unfit for purpose. The idea is to provide a different capability that fully exploits the power of the cloud and mobility. We can now work on documents collaboratively and understand more about the ways we are working—we will be able to see how much time teams are spending in meetings, on email and on the phone.".

Before Microsoft had installed these local data centers our data was having to pass through several countries. The Neatherlands and Ireland had the largest amount of traffic within their Microsoft data centers due to it having to pass through them to get to UK users. Now UK users will be able to enjoy the global network of Microsoft products such as Azure and Office 365 with less latency and more capacity but with the bonus of added security due to local servers. 

 

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Source Articles:

MoD inks UK Azure data centre deal with Microsoft

Microsoft becomes first global provider to deliver complete cloud from UK data centres

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Email continuity during an Office 365 Cutover migration

Email continuity during an Office 365 Cutover migration

Email continuity during an Office 365 Cutover migration

Ever been in the position where you can’t access your emails? Then you will know that sinking feeling, and the ‘sh1t I can’t do any work’ thoughts that will run through your head.

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Critical Issues in Office 365 Implementation

Bongo IT Introduce: Dr James A Robertson - Business Systems Specialist

Bongo IT collaborate with a number of affiliates across different sectors including change/process managers and strategic business advisors, to deliver effective projects every time. The author of this article, Dr James A Robertson, works with Bongo IT leading the charge in understanding the business needs by working with the C-level stakeholders, in most cases the CEO. Understanding business needs and processes from the top level down helps bring about highly effective implementations of IT systems, improving productivity companywide.

Critical Issues in Office 365 Implementation

The full implementation of Office 365 represents a distinct change in the way of working for most organizations.

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How to really screw up your Office 365 Migration

How to really screw up your Office 365 Migration

How to really screw up your Office 365 Migration

Of course you don’t want to, but many businesses make a total mess of their migration to Office 365. It should be simple, and if you’ve only got 20 users and a small volume of data it can be.

But most migrations we come across fail to deliver the promised benefits. Other independent research suggests that 72% of Office 365 migrations of over 200 users fail to deliver significant benefits whereas those “properly” migrated save significant cost and dramatically increase efficiency. With this background, here are the six top mistakes that will really screw up your Office 365 migration:


More haste, less speed

Whilst this is somewhat of a cliché its meaning rings true when it comes to large scale migrations and the changes they bring to your organisation. There are roughly 50 steps to follow to an Office 365 migration and activation, and they are not all easy. Some administrators will have a wider breadth of knowledge than others setting up – for example setting SPF records is new to a lot of people. Typically, younger administrators that have been with the same company for their entire career cycle may have only worked with a single version of Exchange and may have never performed a migration. So whilst the day-to-day, Business as Usual service is fine, managing a large scale and fundamental change can be extremely nerve-racking, especially as there is a lot of new terminology to get to grips with.

Our top tip is to use the Exchange Server Deployment Assistant, which can give you all the steps needed to perform your migration. Remember to do a test migration first if you are considering doing it yourself, however!

Up for adoption?

We have found that the adoption work for end users is sometimes pushed to one side, or not very well handled, as it’s not part of the day to day routine. It's ok to send out a pdf with the basics of how the system will work before migrating but really you need to engage with the end users site-wide to gauge sentiments and ensure that adoption isn't a "hair loss situation".

Depending on how many departments you have, and how many stakeholders are involved you may want to go whole hog and hold seminars for each group of people. These will not only help you educate the various groups and people involved but will allow you to gain valuable insights as to the users’ feelings and concerns about moving to the new system. It is extremely hard to hold a seminar by yourself though, you will need to have a colleague write questions and details down for you whilst you focus on presenting and answering questions.

When we helped hold adoption and technical seminars for a major London University (around 25,000 users) it was imperative for them to consider using the latest cloud technology for their students and staff to enhance the learning experience, but it was also vital to get a consensus amongst the different departments as to when/if they should move to the cloud. Don't be afraid to really simplify things down for your users too, you know how to do the simple "assumed" easy things like reset a password, they may not. As you may well be aware!

Document libraries rationalisation

Probably the most annoying job in the world unless you are a librarian or have OCD. In the case of SMEs there is often an existing document library, but we have rarely seen one that is well organised, let alone one that is prepared with OneDrive for Business in mind. There are a few things you need to think about before starting to migrate any data to OneDrive for Business or SharePoint Online. What's that you say? OneDrive for Business? Yes in Office 365 organisational accounts you get a version of SharePoint called OneDrive for Business with 1TB of space. We tend to think of it as a personal storage space however; it is also a lot easier to share documents and folders with external users using OneDrive for Business as opposed to SharePoint. With OneDrive for Business you don't have to set up a user access structure as you do with sites in SharePoint. In SharePoint you need to understand three things relating to this:

 

  1. SharePoint groups
  2. Permission levels
  3. Permissions inheritance and site structure

Whilst this can be achieved in OneDrive for Business you can share a folder very easily to an email address (must have Office 365, or a Microsoft email like Hotmail) without having to worry too much about what else they might be able to access.

Back to the topic at hand. So, those things you need to know:

  • If you intend users to sync files to their computer using the OneDrive for Business app there is a 5000 item (that’s files + folders) sync limit per library. This can be perpetually annoying if not considered in advance. For example libraries that will get used a lot will fill up quickly. Be sure to create a structure which allows files to be archived easily.
  • Find out the overall size of the data which is to be moved. If the standard SharePoint Online (SPO) can't handle it admins can buy more space by the TB. Be aware that there is a 100Gb limit on site collections though.
  • There is also a limit of 5 million items within a document library. Unlikely as that is to hit.
  • Check the existing depth of the file structure. If you exceed 260 characters in the path name in SPO you will hit trouble.
  • Check for invalid characters like $, these files will not upload. No need to drive yourself crazy checking by hand though. There is a PowerShell script which checks for invalid files and characters in files and folders, and for the maximum URL length. This script will also allow you to fix invalid characters and file extensions for you. SharePrep is another tool which can help analyse the files. There are also migration tools that will move the data for you but you need to check the above upfront.
  • Check what the largest files are and if possible put them to one side to upload last. Treesize is an obvious tool to use for this sort of analysis.
  • If there is content not in use any more consider long term deep storage, perhaps on Azure Backup.
  • We tend to arrange libraries by department, it makes the most sense in the long run.
  • You probably already know this but worth reminding you. Arrange the file structure before you upload the data. You can't drag and drop files in SharePoint unless they are synced to OneDrive for Business.

We prefer to organise all the data first, then run the checks, then use OneDrive for Business to sync the libraries we have created to the computer (the one with the files on), then move the data in to the relevant folders/synced libraries for automatic upload.

Cutover or Staged Migration

If you don’t decide on your migration type, Cutover or Staged, you will run in to trouble pretty quickly when it comes to mailbox migration. Microsoft provide this advice: “You can’t use a staged migration to migrate Exchange 2010 or Exchange 2013 mailboxes to Exchange Online. If you have fewer than 2,000 Exchange 2010 or Exchange 2013 mailboxes in your organization, you can use a cutover Exchange migration. To migrate more than 2,000 Exchange 2010 or Exchange 2013 mailboxes, you have to implement an Exchange hybrid deployment.” There are several ways to migrate the mailboxes:

 

  • Manual Migration - Migrating the mailboxes manually involves saving.pst files, or adding the new accounts in Outlook, and dragging-and-dropping. Extremely labour intensive!
  • Use MS Migration Tools – Office 365 does have some built in tools for migrating the mailboxes, they are fine but do have limitations, for example the built in tool cannot migrate FROM office365
  • Use 3rd party Migration Tools such as BitTitan or Skykick. 3rd party tools are much more flexible, but there is a per-mailbox cost, and depending on the tool, data may pass though the 3rd party’s server.

One very useful feature of BitTitan is that it does Office 365 to Office 365 (organisation to organisation) migrations, the Microsoft built in tool doesn’t do this. Whilst moving organisational accounts is a rare occurrence it does happen, for example during business divestment.

Third party tools

You won’t be able to use any third party tools that require installation to the exchange server. You will have to give up a bit of control! One obvious example of this is your anti-spam software which you have studiously been tweaking for years. In the case of that software you will need to switch to Exchange Online Protection (EOP) and start tweaking again…probably time to screenshot those settings!

Domain Providers to avoid

Some domain providers should be avoided like the plague. You need to be able to create SRV records so make sure your host is able to do that or you will end up with greatly reduced functionality to your Office 365 instance. If you were to use 1&1 for example they do not provide the functionality to set up SRV records which means that Skype for Business will not work…which is pretty darn important!

 

Enjoy the blog post? Then you would love our newsletter! Sign up here Signup and get a free Office 365 pitfall PDF guide

Call us on: 01865 988 217

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Cloud Migration Experts Oxford - Easily Migrate Your Company to Office 365 - Your Office In The Cloud

Bongo IT Are Office 365 & Cloud Consultants.

Bongo IT Have Completed Multiple Types Of Cloud Migrations Quickly And Efficiently.

 

What Do Bongo IT Do?

 

Educate you and your staff on the how's, why's, and when's; and help you to get an ROI in terms of productivity, not just a product.

 

For more in depth information please see our product page Office 365 Information

 

Bongo IT have helped organisations in Education, Retail, Charity/Not for Profit, and SME's unlock the power of the cloud. From a business of 1 to 22,000 people we are the go to consultants.


 

  • We will consult with you to help you decide on the package that suits you.
  • As part of this we might see the need to hold discovery seminars to get a more informed understanding of your business, and to educate your team leaders and/or staff on the benefits of Office 365.
  • Teach you the productivity benefits of using this cloud solution.
  • Train your staff on the best usage of MS 365

 

Implement Solutions

 

  • We will transfer any existing email you have onto the cloud. We will set up your computers to work with the new versions of the software.
  • If you have an office server we can transfer all your files to the cloud and decommission your old office business server.

 

NB: There should be no downtime however sometimes circumstances will not allow for this. In these rare cases we will minimise downtime by completing the migration during the evening or at the weekend.

 

Testimonial from one of our clients:

" I have recently switched (to Office 365) both the Charity I set up (The Nasio Trust) and my business (Expert Wealth management) with Bongo IT. In the process bongo IT have been excellent – Justin did both ours and his support was great – any issue that arose he dealt with them asap. My experience since switch is very positive – adding new devices / machines to the system is so easy now – whilst it is still early days I can see that we will save on IT support etc going forwards. We are already seeing the benefits of the remote working aspect and bring your own device benefits of office 365. I can also see me getting rid of a number of IT services we currently use to solve the remote working issue – for example – GOTOMYPC, GOTOMEETING, DropBox etc etc. There will be some incremental cost savings around." Jonathan Hunt.

 

What is Office 365?

  • Reliable - Microsoft hosted servers in secure datacentres
  • Secure - Encrypted email
  • Work from anywhere - login at portal.microsoft.com and have access to all your email and documents
  • Collaboration - Easily collaborate with colleagues, share documents and run business webinars

The Microsoft Office 365 Cloud is still a big unknown for many companies. So let's have a look at Office 365 itself and what benefits it holds for your business. Basically Office 365 is just like the Office that you know and love (we hope you love it!). There is a new look to the interface which is colour coded by Application but the layout is basically the same. As it is all connected to Microsoft's servers you gain reliability, business continuity as well as always knowing that your data can be backed up (some data must be backup up manually from your local computer) and your software is always on the latest version. As the data is in the cloud it enables easier remote working and access to files from any machine. In a nutshell this version of Office gives you peace of mind for your business and is highly capable it it's business functionality. 

b2ap3_thumbnail_365.jpg

 


Office 365 features all the standard Office applications such as:

  • Powerpoint.
  • Publisher.
  • Word.
  • Excel.
  • Sharepoint.  
  • OneDrive for Business (formerly Skydrive) is much like a business orientated version of Dropbox for storing and collaborating work documents. Using this tool you can backup, open, edit and share your documents.
  • Lync allows instant messaging, document sharing and webinars with your work colleagues. You can even invite up to 1000 people who don't have Lync to join your webinars. All your email is hosted on the Microsoft servers so there is no need to worry about downtime or backups of your email. It is a fast and reliable solution for your business.
  • Access.
  • Onenote.

FREE Office 365 & Lync Webinar Trial

For a free trial of Office 365 including Lync just contact us, we permanently run a live webinar which we can use to show you around the system, ask us for the link to it. Lync is an extremely powerful and cost effective way of running any professional webinar. There are many versions of Office 365 available so please contact us and let us guide you to the right solution. 

 

Contact us now and get your business onto the cloud.

 

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  • FREE IT STRATEGY SESSION

  • At Bongo IT, we know that technology is increasingly dominant and crucial to maintaining business performance and productivity.

    Organisations should make sure they are making the right IT decisions for their current needs, whilst also planning for the future with flexible and scalable solutions.

  • As a special offer, we are offering a FREE one hour consultation to address your current IT setup and recommend an effective strategy for your future requirements.

    Addressing issues such as computer hardware, broadband, data security, file sharing, compliance and more, we’ll help you build a plan and ensure you deploy the most cost-effective IT strategy for your company’s needs.

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