Have you ever wondered what happens when you delete material from your SharePoint? Well, it’s simple! Once deleted, documents or list items go to the Recycle Bin. That is exactly what would happen if you delete a file on your desktop.
Unlike Windows OS, deleted SharePoint documents go through two stages of deletion: the Site level and the Site Collectio. Each of these stages has their own Recycle Bins, and they have different impact on your storage usage.
When you delete a document, it first goes to the Site Recycle Bin. Deleted documents from a particular site will stay in the Site Recycle Bin for a predetermined period before being purged from the server. All the documents stored in the Recycle Bin counts against your site collection’s storage quota. This means, Be careful about keeping too many documents in the Recycle bin.
You can conveniently set the duration which you want to retain a document in the Recycle Bin. You can do this in the Central Administration Recycle Bin settings. Default duration is 30 days. Within that period, the user can choose to restore the item, or permanently delete it.
When you permanently delete an item from the Site Recycle Bin, it’s sent to the Site Collection Recycle Bin until purged after a set period. The amount of time an item will stay depends on how much time it spent in the Site Recycle Bin.
If the Recycle Bin retention is set to the default 30 days, and an item has spent 20 days in the Site Recycle Bin, then the item will stay in the Site Collection Recycle Bin for 10 days before being purged from the server permanently.
It is also worth noting that the data stored in your Site Collection Recycle Bin does not count against your site collection storage quota; instead, SharePoint allocates additional space for the Recycle Bin. By default, the additional space is 50% of the site-collection storage quota. Therefore, if your site collection has a storage quota of 100 GB, then, SharePoint will allocate 50 GB of storage to the Recycle Bin, for a total of 150 GB required in your content database.
Now you know it! Keep this in mind when you are planning for storage servers for SharePoint. If you want to know more about SharePoint data storage, just ask us!
Target Audience: End Users
Let’s talk about SharePoint adoption for a minute. What is the number one reason that slows down the deployment of a company-wide SharePoint system? File migration! We have a couple of neat document management tricks to help address this very issue.
As noted in our Uploading Multiple Files with Drag and Drop tip you can upload multiple files even blind-folded, but what about downloading them?
You have probably stumbled upon the Download a Copy from the context menu. Who has time to download files one at time though?! How about using the Windows Explorer user interface that we are all familiar with?
You need to be using Internet Explorer for this to work.
These SharePoint tips work pretty consistently across the different versions, from Office 365 to SharePoint 2013/2010/2007. Hopefully, this will expedite your company’s SharePoint adoption. If you have any questions, please don’t hesitate to holler back. Cheers!
Target Audience: Site Administrators
Microsoft periodically releases cumulative updates and service packs for SharePoint. Just few weeks ago, SharePoint 2010 Service Pack 2 was publicly released. Bookmark this TechNet page, http://klo.pm/1cuCOjN, if you have not already!
Naturally, the next question is: What are your upgrade and patching strategies? This best practices primer that will help you make the update process as smooth as possible:
Cumulative updates are patches that fix known issues. As implied by their names, they are cumulative in nature and typically incorporate, to a large extent, the previous updates. However, always read the fine print!
Service Packs add new features to SharePoint. These are significant and high-impact upgrades and must be handled with extra caution.
psconfig –cmd upgrade –inplace b2b –wait
These best practices should make your life a lot easier! Give us a call to learn more about updating SharePoint! Cheers!
The needs to quickly share Office 365 or SharePoint files with external users arise frequently. For example, an investor may ask to look at what you do on a regular basis before committing to your project. For temporary access, the quickest way to the built-in Share feature within Office 365 and SharePoint.
The most common way of interacting with SharePoint content is to access SharePoint from a browser. But what happens when you don’t have internet access? Let’s say you are on a plane without WiFi and you want to keep being productive, then SharePoint Workspace is a good bet. Below is quick walkthrough.
Target Audience: End Users
In the good old days (or even present days without SharePoint), your boss assigned you tasks via email, and then you would update your superiors via more email messages. That was a great hassle, wasn’t it? Email is unstructured data and extracting any meaningful metrics is simply next to impossible.
With the help of a SharePoint Tasks or Project Tasks list, you can simply manage all the tasks within a single place, and then have email alerts automatically sent based on event triggers (task assigned, modified, or completed). With this simple change of paradigm , the entire team easily manage to-do’s but also retain the good old email reminders for those die-hard email fans!
This process is really simple:
From now on you will not miss any progress in To Do list at work. Contact us if you want to learn more about keeping up to speed with SharePoint. Cheers!
OneDrive, Microsoft’s cloud consumer-oriented storage service, comes pre-installed in most modern Windows systems. As a SharePoint user, you may also notice a button named “OneDrive” in System Tray. Are there any differences between OneDrive and OneDrive for Business?
It comes with Office 365 subscriptions or SharePoint Server 2013 or later. In many ways, OneDrive for Business is an extension of SharePoint. This business-class feature allows other users to read and edit your documents just like how SharePoint document libraries would. It also allows the network administrator to set file alerts and policies on document versioning.
Given that these two services are different, how would you decide which platform is right? The answer largely depends on the size of the business. A small business with only a handful of employees may opt for OneDrive, since OneDrive provides some measure of cloud storage at no cost. Cost is often a concern for small businesses.
However, medium and large enterprises should consider investing in an Office 365 subscription or SharePoint licenses to get advanced features and additional capacity offered by OneDrive for Business.
Target Audience: End Users
You are about to hold an impromptu meeting and have a PowerPoint presentation to share with your external partners. What is the simplest, no-fuss way to get this party started? The Present Online feature in PowerPoint 2013 is your best friend! The service is free, does not require any special software setup, and can be stared within seconds.
Delivery a presentation itself is already a good bit of work. Do yourself a favor by making the logistics easier. Cheers!
Target Audience: End Users
The SharePoint 2010 version of this tip pertains to SharePoint 2010. In SharePoint 2013, we are blessed with much enhanced cross-platform and cross-browser capabilities. The Multiple File Upload functionality is a prime example.
As documented in the previous version of this tip, drag-and-drop is only feasible in Internet Explorer. We no longer will have that limitation thanks to Redmond! In order to illustrate the cross-platform independence and keep things interesting, we will be looking at screen shots taken on a Mac and Safari.
When cranking away with 50+ applications open, this little trick will save us some serious time! If you have any other questions about how best to use SharePoint efficiently, feel free to give us a call! Cheers!