Category Archives: SharePoint

SharePoint PnP roadmap

Good news!
On Sep, 18 during the SIG community call, PnP Team shared their plans on PnP Sites Core library and PnP Core SDK.
“PnP Sites Core v4” library and “PnP Core SDK v1” with .net core support (.net Standard 2.0) – expected in December 2020!

PnP PowerShell v4 for SPO library built for .Net Standard 2.0 / PowerShell 7 will be released in Dec 2020 as well.

Fastest way to delete all items in a large SPO list: PnP.PowerShell batches

Scenario: You have a large (>5k items) list in SharePoint Online.
You need to delete this list. “Remove-PnPList” fails with a message “The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator“. Deleting with UI fails too.

Try this PowerShell command with ScriptBlock:

Get-PnPListItem -List $list -Fields "ID" -PageSize 100 -ScriptBlock { Param($items) $items | Sort-Object -Property Id -Descending | ForEach-Object{ $_.DeleteObject() } } 

or this PowerShell with batches:

$batch = New-PnPBatch
1..12000 | Foreach-Object { Remove-PnPListItem -List $list -Identity $_ -Batch $batch }
Invoke-PnPBatch -Batch $batch

for me both methods gave same good result: ~17 items per second ( ~7 times faster than regular).

PnP.PowerShell batches

With a new PnP.PowerShell we can perform some operations against an SPO list with batches!
How fast PnP batches are? My measurements:

Time elapsed, secondswith batcheswith scriptBlockwithout batches
Add-PnPListItem (100 items)4.33 seconds42 seconds
Add-PnPListItem (500 items)21 seconds234 seconds
Add-PnPListItem (7000 items)314 seconds
Remove-PnPListItem (1000 items)58 seconds58 seconds429 seconds
Remove-PnPListItem (7000 items)395 seconds397 seconds

i.e. with batches your pnp.powershell code runs 7-10 times faster!

References:

How to create a Sub-Site if subsites creation is disabled

Microsoft recommend “flat structure”, i.e. no subsites. So SPO admins are disabling subsites creation at tenant level. Did you know that you still can create subsite? Let me explain how it is done.

If creation subsites is allowed, you should be able to see it like this:

But actually subsites are not always best practice. Microsoft recommend “flat structure”, i.e. instead of subsite you should have a separate site collection, and if you need a hierarchy and navigation – use Hub sites. So, in Office 365 SharePoint admins usually “disable” SubSites creation:

Now, you see, SubSites are not really disabled, but only the button to create subsites is hidden: “This controls whether the Subsite command appears on the New menu on the Site contents page”.

Anyway, the result is: you are not able to create a SubSite (web) in SharePoint Online:

Actually there are at least 3 options to create a SubSite:

Option 1. Create a SubSite in Classic mode.

Step 1: Select “Site Contents” page
Step 2: Click “Return to classic SharePoint”
Step 3: Create SubSite

Option 2. Create a SubSite from “Sites and Workspaces” page

Step 1: Go to “Site Settings”
Step 2: Select “Sites and Workspaces” page (site/_layouts/15/mngsubwebs.aspx)
Step 3: Create a SubSite

Option 3: use PowerShell PnP

Step 1: Install PowerShell PnP
Step 2: Connect to your site with PnP
Step 3: create a SubSite

Install-Module SharePointPnPPowerShellOnline
Connect-PnPOnline -Url <your site Url> -UseWebLogin
New-PnPWeb -Url "<new Web Url>" -Title "MySubSite" -Template "STS#3"

References:

See also: How to create a SharePoint Site in Office 365 if site creation is disabled

How to find a public team by name (in Microsoft Teams)

Quick and simple answer: use SharePoint Search center or Microsoft Search, (or Bing if it is integrated).

Detailed explanation on how to find a public Team

In Microsoft Office 365, under MS Teams, there are 3 team types:

  • Private team
  • Public team
  • Org-wide team

Private team: you can only join the team if you are invited or know the team code.
SharePoint site behind the private team is shared only to members – not for everyone. You cannot see team name or description or content until you are team member (details). You are not able to search for the team name or content.

Public team: you can join the public team if you wish. The site behind the public team is shared with everyone except external users, so you can see public team name and description, but from MS Teams (desktop or web application) you cannot see public team content until you are team member.

Org-wide team: you are joined the team automatically (details)

From Teams – you can click on “Join or create a team” and you should be able to see some public teams (but not all):

See how Microsoft describes it – Find and Join a team

There is a “Search teams” box at the top right,
so what if you are looking for a specific public team (not in the list) …

Scenario 1

You know exact team name or at least some first letters.
Solution: You are lucky. Just start typing team name in search bar at top right and hit “enter”- you will see shortened list of public teams matching your search criteria:

NB: do not use wildcards, it will not work:

NB: do not use top search bar, it will not work:

Scenario 2

You want to join a public team, but you do not know exact team name.
You know (or guess) something about the team, like

  • part of the team name
  • part of the team description
  • some keywords from team content files

Unfortunately, in this case both great Microsoft technologies – Search and Team – fail. You will not be able to find a public team:

Solution: use SharePoint search
SharePoint site is created once a team is created.

For public teams – SharePoint site has “Everyone except external users” by default in “Members” group:

which means literally “Everyone except external users” has access to the site with “Edit” permissions.

SharePoint search is security-trimmed, i.e. you will see the site content in search results only if you do have access to the site. So just go to the SharePoint or SharePoint search center and search for what you know or guess about the team:

You can use all the power of SharePoint search (wildcards, refiners, keyword query language KQL etc)

Once you found something – you can go to the SharePoint site:

Now from the site – look at the site name and hover the mouse over the site name – you’ll see pop-up window.
Now you know exact team name – and you can search for the team under Teams,
or, if you are so lucky you see “Join” button – just join the team.click site title or hove over the site title:

One moment – you cannot see team’s chat messages in SharePoint, as chats are kept in Azure. But you can search for chat content after you joint the team.

Somehow both – SharePoint Search and Teams Search are not working against site/team description. Hopefully this bug will be addressed.

You can also search for site Url in teams.
When you create a team – Office 365 generates a short team name (removes spaces and adds numbers if the team name is not unique; e.g. if the team name “Test” you might have “test381” as a short name, but if the team name is “This Is My Unique Team” – short name might be “ThisIsMyUniqueTeam”).
After you can change team name and/or SharePoint site name.
Team search under MS teams work for both names – short name initially assigned (kept as site specific Url) and new team name. But only starting with the beginning of the string.

Related articles:

p.s. Thanks to “Birds of Kazakhstan” for pictures

btw, there is a good video tutorial on how to find a public team in Office 365 using full-text search

Create a SharePoint Site in Office 365 when it is disabled

By default site creation is enabled and anybody can create a new site collection from SharePoint start page :

with two options: “Team site connected to an Office 365 group” and “Communication site”

SharePoint administrator might disable Sites creation. In Office 365 under SharePoint Admin Center -> Settings -> Site Creation there is “Let users create sites from the SharePoint start page and OneDrive”:

Under classic settings page -> Site Creation it is called “Show the Create site command” with explanation “Display the Create site command on the SharePoint home page and in the sites list in OneDrive so users can create new sites”:

If site creation is disabled, user will not see “+ Create site” in SharePoint landing page:

The fun part is users are still able to create a new Office-365 group based site collection
as “Let users create sites from the SharePoint start page and OneDrive” means literally “from the SharePoint start page and OneDrive” and does not mean you cannot create a site from other places. The same with “Show the Create site command” as it is literally about “Show…command” but not “disable … command”.

Option 1: from OneDrive, using “Create shared library”:


Option 2: using direct link:

Use Direct link: https://changeThisToYourTenantName.sharepoint.com/_layouts/15/CreateGroup.aspx
e.g.
https://contoso.sharepoint.com/_layouts/15/CreateGroup.aspx

Option 3: from teams:

and worth to mention that from Teams anybody can create a Team and a corresponding SharePoint site:

Unfortunately, if sites creation is disabled, you cannot create a communication site.

How to disable self-sites creation for real

The only way to limit self-site creation is using PowerShell:
– create a security group
– add to this group users who will be able to create sites
– via PowerShell Set-AzureADDirectorySetting command set “GroupCreationAllowedGroupId” property
Microsoft: “Manage who can create Groups

Office 365 retention labels and SPO

My notes for myself on how to create Office 365 retention labels at Security and Compliance Center (SCC) and use labels in SharePoint Online (SPO)

In SPO at each site collection level you can still work with retention policies the old way – create policies under Site Collection Settings (Content Type Policy, Site Policy) and apply policies at library level under Library Settings/Information Management Policy Settings.

But in Office 365 Microsoft implemented so-called labels. So you can specify retention policies in one place and apply them across all Office 365 content (not only SharePoint). That place called Office 365 Security and Compliance Center (SCC). Labels are applied to documents, documents are kept in libraries, and at each library you can “Apply a label to items in this library”.

Although SharePoint admins usually do not have access to SCC and do not go to Site content, we still need to know how it all works. And labels are recommended way to specify retention in SharePoint, so here we are.

Create Labels

Labels are created in SCC under Classification. The main part looks familiar to SharePoint people:

Label Settings

You can

  • Retain Content forever or for a specified number of days/months/years and then
    – delete it or trigger a disposition review or do nothing
  • Delete content if it’s older than specified number of days/months/years

after it was created/modified/labelled

Apply labels

Now you need to publish created labels – and that is how you create a policy. I.e. policies are where you specify which labels to which content (Exchange, OneDrive, SharePoint, Office 365 groups)

You can also auto-apply labels based on conditions, like

  • content that contains sensitive info
  • content that contains specific words or phrases, or properties
  • content that matches a trainable classifier

but as per Microsoft, “It will take up to 7 days to automatically apply the label to all items that match your conditions.”

Note: “trainable classifier” means an AI ML will be used, and as per Microsoft “Creating machine learning rules requires an Office 365 E5 subscription for your organization”

SharePoint admin center

You can do nothing with labels at SharePoint admin center. Labels are created, published and auto-applied at SCC. At each site collection levels site administrators can apply labels.

SharePoint site

At site collection settings you can still see “Content Type Policy Templates” and “Site Policy”, but that is not the case. Labels are applied at library level under Library Settings/Apply label to items in this list or library.

where you can select a label to apply for all new items in the library. With

You can also apply the label to items that already exist in the library.

You can also apply (change) label for each single item or multiple selected items under Details pop-up page:

or from under Contect Menu/More/Compliance details:

Cortex Overview

During the first meeting of the Project Cortex Office Hours series on March 25, 2020, Microsoft (Chris McNulty and Naomi Moneypenny) introduced the case for Project Cortex, gave an overview of the solution, and walked through demos of its knowledge, capture, and classification features.

Video recorded – can be viewed via MS Teams

Presentation (slides, pdf): https://resources.techcommunity.microsoft.com/wp-content/uploads/2020/03/ProjCortex-Office-Hours-Presentation-20200325.pdf

Next meeting – April 8: Frequently asked questions (FAQ)

Project Cortex - Your knowledge network in Microsoft 365