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public:ms365:sharepoint_and_team_sites_and_collaboration [2023/02/07 19:08] scott.leslie |
public:ms365:sharepoint_and_team_sites_and_collaboration [2024/05/09 05:04] (current) |
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Out of this we create a number of MS365 Groups and related Teams that will provide the basic ways for you to share | Out of this we create a number of MS365 Groups and related Teams that will provide the basic ways for you to share | ||
- | ====== | + | ====== |
- | Coming to understand Microsoft' | + | |
- | The term " | + | We have created an MS365 Group and related Team for your workgroup |
- | * MS365 Group - this is a group that in our case will almost exclusively get setup by the MS365 admin and should be recognizable as a "workgroup" or core group of people who need to collaborate together, either within a service or sometimes across services. When a MS365 Group is created, users are added to it, and it also creates a related Sharepoint site. This site has the capability | + | |
- | * Outlook Groups - these are typically distribution lists. You can create them youself | + | |
- | * Teams | + | |
+ | ===== Understanding What you will be getting Access To ===== | ||
+ | |||
+ | By default , all of the working groups at the Coop have a Group, which is associated with a Team (yes we know it's confusing, sorry, it's not our fault.) | ||
+ | |||
+ | Your Sharepoint Group gives you: | ||
+ | * a Sharepoint Site (which can have " | ||
+ | * a group mail address (mail to which will show up in Outlook in your group mailboes and by default in your inbox), | ||
+ | * a group calendar (which will show up in Outlook in the Group calendars area) | ||
+ | * a shared document library | ||
+ | * a shared group NoteBook | ||
+ | * a shared group " | ||
+ | * and finally access to a Team | ||
+ | |||
+ | The Teams app will allow you to create " | ||
+ | * a " | ||
+ | * Files specific to that Channel | ||
+ | * Task lists for that Channel | ||
+ | * A whiteboard for that Channel | ||
+ | * a Wiki | ||
+ | * access to the Synchronous Teams client for calls and video chats | ||
+ | * and potentially much more as you can add additional apps into Teams as it is an platform that 3rd party developers are developing for | ||
+ | |||
+ | |||
+ | Every workroup at the Co-op (think Support, Systems, Sitka, LibPress, NNELS, Admin etc) will have a related Sharepoint Group site. They will also have a Team. The group site contain the main document library. Think of these as files and folders that are not specific to a single project but instead are relevant acrss the entire group. | ||
+ | |||
+ | Within the related Teams, there is the concept of Channels. By default every Team has a " | ||
+ | |||
+ | You can always access Groups and Teams through the web. You can also access elements of Groups (calendar, group email, files) through associated thick desktop clients like Outlook and OneDrive. And with Teams, there is also always a web view but also the thick Teams desktop application. Ultimately the choice of which to use is yours, however we are often experiencing that the web interfaces have more options, and though they have not said it, it seems clear to us that long-term Microsoft will try to deprecate the thick desktop clients in favour of web-only views (simply due to reducing the number of codebases they need to support.) But for now - if there is something you are finding you can't do in the desktop, you usually can find it in the web interace. | ||
+ | |||
+ | |||
+ | ====== Migrating Files from Sync and Google Drive to Your Group and Team spaces ====== | ||
+ | |||
+ | 1st off it can be helpful to have the thick OneDrive client installed. You can do everything through the web but somethings are easier by dragging and dropping on the desktop. | ||
+ | |||
+ | By default Onedrive creates a PERSONAL OneDrive folder on your desktop and on the server. By default these files are NOT shared and are exclusively owned by you. Ideally ANY Co-op file work you are working on will be on files in this folder. Files in this folder can then either be shared by sharing the individual file, or moving the individual file to one of the Sharepoint Group SHAREDd folders. | ||
+ | |||
+ | To begin, go to your main Group site. In the case of the Systems and Web team this is at https:// | ||
+ | |||
+ | On the right hand menu is a link to " | ||
+ | |||
+ | As an experiment, feel free to open the "In site Library" | ||
+ | |||
+ | |||
+ | <WRAP center round important 60%> | ||
+ | If you want the files either here, or in Teams, to show up in your desktop client, then while you are viewing the documents section on the web group, you need to click " | ||
+ | </ | ||
+ | |||
+ | ===== Exporting Files from Google Drive ===== | ||
+ | |||
+ | If you have files in Google drive that you want to migrate over to MS365, you need to get them out first. The easiest way is to log into Google drive with your web browser, navigate in your drive so that you can see the folder you want to export, and then right click and select " | ||
+ | |||
+ | ===== Exporting Files From Sync ===== | ||
+ | |||
+ | This is even more straighforward as no " | ||
+ | |||
+ | ===== Importing these files to MS365 Groups and Team Channels ===== | ||
+ | |||
+ | Uploading these to MS365 is as simple as unzipping this export on your desktop, navigating to the location in MS365 that you want the files to live, and then uploading them there. This can be done in either the web group or via the desktop client if you have asked these group folders to sync. You may want to try it first in the web version, then sync the folder so you can see the files going up into the web group, and then syncing back down via OneDrive. | ||
+ | |||
+ | Once the files are in their Group documents libraries and Teams Channel documents areas, by default they will be shared with members of that group. Please refer to the [[Files]] page for more information on how to share files outside of the default group. | ||
+ | |||
+ | ===== Some Notes on What May Not Migrate From Google or Sync ===== | ||
+ | |||
+ | Google doesn' | ||
+ | |||
+ | Shortcut files aren't supported for migration and therefore not migrated. As well as the following: | ||
+ | |||
+ | * Files larger than 15 GB are not migrated. | ||
+ | * Files with a size of 0 bytes (zero-byte files) are not migrated. | ||
+ | * The following characters in file or folder names are removed: | ||
+ | * Leading tildes (~) are removed. | ||
+ | * Leading or trailing whitespace is removed. | ||
+ | * Leading or trailing periods (.) are removed. | ||
+ | * See Invalid file names and file types for all other limitations. | ||
+ | * Filenames can have up to 256 characters. | ||
+ | * Folder names may have up to 250 characters. | ||
+ | * Total path length for folder and filename combinations can have up to 400 characters. For more info, see below. | ||
+ | |||
+ | After you upload folders that have been exported from either GDrive or Sync, be sure to pay attention to the OneDrive/ | ||
+ | |||
+ | ===== Remediation of Links to Files After Moving them over to MS365 ===== | ||
+ | We are aware that there are some files in both sync and possibly Google docs that have been linked to from other public and non-public places. The primary places we have determined are | ||
+ | * Co-op web, both public and extranet site | ||
+ | * Wiki | ||
+ | |||
+ | |||
+ | We will NOT be remediating links to docs that have been emailed, it is simply not possible. | ||
+ | |||
+ | **For links in the wiki** - if you are the folder owner, once you have migrated docs into MS365, go to the wiki and use the search function and simply search for sync.com or google.com. Follow the links and if you recognize any of the documents, locate in MS 365, get a shareable link and replace the existing one. A quick search of the wiki has revelaed only a few such links | ||
+ | |||
+ | **For public links on Co-op web** - same as with wiki, the search function on thes tie wil reveal these and then they can be replaced. | ||
+ | |||
+ | **For extranet sites** - Sam ran a search on Co-op web and found the following links that will need to be edited to reflect the docs new locations (primarily Admin/ | ||
====== Group Sharepoint Sites ====== | ====== Group Sharepoint Sites ====== | ||
^Team ^ URL ^ Team Email Address ^ | ^Team ^ URL ^ Team Email Address ^ | ||
|Coop-wide | https:// | |Coop-wide | https:// | ||
- | |Support |https:// | + | |All Staff | |allstaff@bc.libraries.coop| |
- | |Systems |https:// | + | |Support |https:// |
- | |Sitka |https:// | + | |Systems |https:// |
- | |Management | https:// | + | |Sitka |https:// |
- | |Admin | https:// | + | |Management | https:// |
- | |NNELS |https:// | + | |Admin | https:// |
- | |LibPress |https:// | + | |NNELS |https:// |
- | | | | | | + | |LibPress |https:// |
+ | |Licensing | ||