I'm administering our organization Sharepoint Online right now and the storage is running low. I noticed that there are files that are taking up a lot of space because of version history (Example is a powerpoint slide with videos in it) It takes up to over a gb of file sometimes. I manually deleted version history of some files and it freed up almost 50gb worth of storage
Is there a built in way to do this in bulk? Or is there a built-in tool in sharepoint (something like the 'Storage Metrics') that traverses all files and shows the size but also shows the size with the version history size
Per my knowledge, there is no built-in tool to show the size of version histories. And there is no built-in way to delete version histories in bulk.
As a workaround, you could delete version histories in bulk by using PowerShell.
References:
https://www.sharepointdiary.com/2016/02/sharepoint-online-delete-version-history-using-powershell.html
https://social.msdn.microsoft.com/Forums/en-US/870e2f03-abf3-44b8-a2b6-71cb2aade2ef/powershell-script-to-delete-older-versions-of-documents-in-a-sharepoint-online-library?forum=sharepointdevelopment
As Emily mentioned, there is no native function for bulk delete history in SharePoint. SharePoint allows you to delete versions only for a single selected document.
There are generally two approaches to solve this issue: PowerShell Script and a 3rd party tool. Scripts from "sharepointdiary" look good and can be helpful.
There is a tool DMS Shuttle for SharePoint. It provides an UI and can delete versions in bulk for a particular document, for all documents in a Library or sub-folder or even for the whole site.
The tool allows you to specify the number of latest versions to keep.
It is commercial, but there is a trial version and for students it is free. Disclaimer: I work for the vendor.
Take a look on this article: https://dms-shuttle.com/documentation/delete-version-history-in-sharepoint-online-office-365/
Related
I have a sharepoint site that I'd like to migrate to a new tenant. I read that I'll have to use third party tools like Metalogix to do it properly. Are there any alternative ways with which I can achieve this, preferably without a third-party tool? I just have two sites with few contents and couple of apps. I found sharepoint migration tool: http://spmtreleasescus.blob.core.windows.net/install/default.htm But I'm not sure if it's used for tenant-to-tenant migration.
With two sites and perhaps a few document libraries, perhaps a manual migration would work: Manually create the destination sites/libraries, and for a given library, sync it. Since it's a new library, there is no content to sync, but it will create the folders, etc., on your local machine via onedrive. Open that location with windows explorer. Then, go to the source library with Internet explorer, and use the open with windows explorer command. (or, sync it also). Then, simple copy the files from the source to the target library in the windows explorer onedrive view. OneDrive will take care of syncing the files up to the library.
If have a bunch of libraries, or if you need to preserve things like file created dates, then the 3rd party tools are helpful. Another popular one is ShareGate.
The third party tools can often also copy metadata, versions and Content Types.
Some of these tools have free, for limited amounts of data, trial versions.
Is Sharepoint my best option to replace an aging network of fileshares? There's approx 1TB of data residing among 3 fileshares (1 DFS, 2 NAS boxes). A document management system is in place for new things - the file shares are now just read-only archives/legacy. Our users would simply need to be able to search for and open the documents.
Users are finding it difficult to locate their documents in the file shares and windows search does not often help. Sharepoint was suggested as something which would play nicely with Office documents (99% of the content) and have a good search facility.
Not being a Sharepoint Developer or having had any training on it, I'm getting a little lost. I have set up a test server to try it out using SP2013. I have managed to index each of my file shares and have created a search page. However, results aren't consistent with the indexted items. I assume I need to somehow get the relevant metadata from the files but I have no idea how to go about this.
Could anyone suggest some resources for help on this subject (my searches have mainly turned up paid-for Sharepoint addons or outdated blogs) and any experience of doing something similar? Also happy for any suggestions on ways to achieve this using other software/platforms.
I went with Microsoft Search Server 2010 in the end.
Sharepoint is basically optimized to be a document manager. I think you don't need to buy or donwload addons.
For your problem, metadata are the key! You need to properly specify the metadata.
I give you the theory of a plan document management in SharePoint 2013 :
https://technet.microsoft.com/en-us/library/cc263266.aspx
A nice introduction to metadata :
http://fr.slideshare.net/gzelfond/document-management-in-sharepoint-without-folders-introduction-to-metadata
Be careful to use the Microsoft documentation for the beginning. From my experience, its difficult to start with this documentation because you have several things in it. There is also good books/ebooks that you can find easily to start well, and probably more simplified than MS documentation.
I'm currently working on a project requesting to integrate or connect Sharepoint to TYPO3.
Share point will somehow replace the fileadmin of TYPO3.
So what I mean by "integrate" or "connect" is the following points:
To display lists of documents from sharepoint on TYPO3 pages through the TYPO3 BE by using some tag or category. In short accessing sharepoints document in the TYPO3 BE.
To be able through TYPO3 to search documents from Sharepoint. And to filter them by type or category. And of course to display the results.
I found some references on the web.
The obvious one was the sharepoint connector SPTools of TYPOTYCOON but it seems dead as there are no fresh news on the website and no activity on the twitter account.
I found also two extensions on the TER (WSS/MOSS Reader and WSS/MOSS Writer) last uploaded December 2010. Surely outdated - Did anyone ever used them? have some feedback?
I found also some references about CMIS and the TYMIS extension but couldn't find it on the TER.
That's why I come to you, hoping you have some solution, useful feedback or lead at least...
Starting in TYPO3 6.0 the new File abstraction Layer (FAL) [1.] was introduced. This gives you the possibility to split the file storage from the files used in TYPO3. As the result fileadmin might contain any number of virtual mount points of any supported storage. Multiple (local, WebDAV) FAL drivers come preinstalled and there is an Amazon S3 driver at [2.]. I am not aware of any FAL driver development for Sharepoint. So this might be up to you to resolve, but these hints should get you started.
Links:
http://docs.typo3.org/typo3cms/FileAbstractionLayerReference/
http://git.typo3.org/TYPO3v4/Extensions/fal_amazons3.git
Our content database for WSS is growing out of control. I'd like to be able to do some reporting that will show which sites are using the most space, as well as what documents or document libraries are using the most storage space. These types of features doesn't appear to be built into Windows Sharepoint Services so I'll need a tool or some way to query for this information.
Thanks for any ideas.
There are multiple ways of getting the information, one of the easiest is most probably via this tool: SharePoint Space Monitor
(the link I had is now dead, but you can still find the software online)
I need to work with several teams and need to be able to share requirements and design documents. Most people won't be too technical, so I want to avoid source code tools. The main requirements are:
Easy sharing via links. I don't want people to have to install multple tools just to see a file or learn anything about svn checkout.
Permissions - I want to allow view only access to most people, with some having add/edit permissions. I don't want anyone to be able to permanently delete anything.
Revision History - I want to see who has added and edited files and be able to revert to previous versions.
I've tried Dropbox and SkyDrive, but they each have faults. Dropbox allows users to permanently delete files, and it will even delete the file from your local machine when it is synced. SkyDrive doesn't allow enough fine grained permissions or revision history. Do I need a CMS system like Drupal]? Would Sharepoint be the proper tool? I don't necessarily need an open source solution. The easier it is to set up and administer, the better.
Just my personal bias, but I hate Sharepoint. (I see this Q is tagged Sharepoint)
I much prefer some sort of Wiki, and have had good experience with TWIKI. It certainly meets the three basic requirements.
AFAIK Dropbox never deletes files "permanently" but you can undo it via the web interface. If I remember correctly you also can restore old versions of files but I cannot try it right now.
Adobe Buzzword might do most of what you are looking for.
If you do not need online document creation, a traditional CMS is not really what you are after. Drupal could serve your purposes, but it would not be straightforward- afterall, file attachments are second class citizens for a web content system.
Alfresco is a system I've heard used as a competitor for Sharepoint and useful for managing documents.