Tag Archives: OneDrive

OneDrive is Ready – It’s Seriously Time to Ditch the X: Drive

If you are in information worker of any sort, and have been at it for any more than a couple of years, you’ve experienced it – the X: drive. Or the S: drive, P, R, whatever the letter. It’s the drive that is mapped to a network based file share that contains most of the company’s documents.

My first experience with IT was in 1989, setting up and managing a Novell Netware 3 network for a University department. Logging into the network (through a DOS prompt) would automatically add a drive to your machine with all of the resources that you needed, the storage you could ever want (measured in MB). It was “magical”.

This basic model exists to this day. We’ve tried to move away from it, we’ve tried very hard. We’ve had large monolithic document management systems imposed from above like FileNet and Documentum. These solutions gained success in specific areas, as they were mandated from above. SharePoint itself came along and democratized document management to a much broader degree, but the pesky X: drive still persists. Why?

One word. Usability.

End users want to be able to open up File Explorer, navigate to their drive, browse their folder structure and work with their documents. The drive mapping metaphor has succeeded so well because it fits this scenario perfectly, and its familiarity. Ever since personal computing began, we’ve accessed file storage using drive letters.

Users use formal document management systems reluctantly. This is often due to overzealous metadata requirements (just fill out this 20 field form to store your document), burdensome procedures, or performance issues. However given the choice, they retreat to the familiarity of their file systems, and their X: drives more often than not.

Consultants and vendors preaching a new way of doing things are in the end shouting against thunder. We can’t expect users to adapt to new systems quickly – what we need, at least transitionally is for the systems to adapt to the users. This is where OneDrive comes in.

One of the most compelling features of SharePoint 2013 in my opinion was OneDrive for Business. The reason that I felt that was that for the first time, SharePoint document management was tightly integrated into File Explorer. There had been previous attempts at synchronizing (SharePoint Workspace), but that required separate client software and required a lot of manual dragging and dropping.

The implementation of OneDrive for Business was initially hobbled by restrictions and limits, and was rather confusing, limiting adoption. However, through the combination of the current OneDrive sync client, with the Files On Demand feature available in the Windows Fall Creators update, OneDrive is truly ready for widespread adoption. Over the past few years, OneDrive has become both reliable and fast, and Files on Demand combined with in-context sharing put it over the top.

Files on Demand

Screenshot taken while flying on airplane mode from a laptop containing a single 256 GB drive.

Files on Demand allows you to easily control what files are synchronized to your local device, while still being able to see all your file assets, directly from File Explorer.

In the figure above, the cloud icon indicates that that folder is not currently stored locally. That’s a good thing, because opening up the folder properties reveals that it is over 1 TB in size, and the drive on the laptop (that I’m currently writing this with) is only 256 GB. Moreover, that screen shot was taken while flying, and totally disconnected. I could still see things that were not on my local device.

If connected, cloud files can be interacted with the same way that local files can, by any application. Opening them just requires a little more time as the file is downloaded in the background. If you will be offline, bringing a file local is a simple matter of right clicking on that file, or folder, and selecting “Always keep on this device”.

Files on Demand is currently available to Windows Insiders, and will be generally available with the Windows Fall Creators Update on October 17, 2017.

In Context Sharing

The new OneDrive in context sharing experience

Up until very recently, sharing a drive from Explorer was a rather frustrating experience. You could identify your file, right click on it, click on share, and then a browser window would pop open, and if you were lucky, you would be presented with a view of the OneDrive web user interface. This experience was jarring, and required multiple steps.

Over the past summer, OneDrive rolled out updates that change this behaviour significantly. Now clicking on share brings up the dialog above and sharing is done completely from there. No context switching, and no authentication failures.

Time to move

These two new features, combined with the performance and reliability improvements over the last few years puts OneDrive over the top. Finally, all of the usability issues have been addressed. End users can live completely in File Explorer should they wish to do so, and be oblivious to the workings of OneDrive and/or SharePoint. However, at the same time, they will gain significant benefits compared to the shared file system.

However, OneDrive provides much more than simply an alternate storage location for your files. Once content is stored in OneDrive, a whole host of options are opened. The organization benefits because all this content is immediately made discoverable through technologies like Delve and Search. File access can be tracked, helping users understand what content others find valuable. There are, however, many immediate benefits that occur directly to the users themselves. I wanted to call out three of them, but there are many more.

File Viewing

OneDrive comes with a long list of file viewers. These viewers allow the contents of a file to be viewed without opening the underlying application, which tends to be significantly faster than opening the host application. In fact, the application itself does not need to be installed. This is valuable in itself, but when combined with Files On Demand a file can be viewed whether or not it is even stored locally. A large Adobe Illustrator file can be viewed locally without it even being present on disk. Files On Demand is also available on Mac, and in the OneDrive client, and therefore, this very same file can be viewed on iPhone, Android, iPad, anywhere the OneDrive application is available. This, to my mind, is a game changer.

Sharing

Sharing with OneDrive is not new, but sharing directly from the explorer window is. That sharing experience is also now being consolidated across devices, and embedded into Microsoft Office applications. In addition, OneDrive files can be shared externally with an anonymous link, or securely with others that have a Microsoft account (personal or organizational), but what will be shortly available is the ability to securely share files externally with people that have any type of account.

Files Restore

Announced at Ignite 2017, FilesRestore provides end users with the ability to easily track all versions of their files for the past 30 days, and to instantly restore them to a point of time anywhere in that window. Administrators have long had this capability through a set of operations, but FilesRestore puts this capability into the hands of the end user with a simple to use user interface. Users can rest assured that their files are safe not only from disaster, but from their own mistakes, malware, ransomware or anything. Files stored in OneDrive are safe.

These are but three compelling benefits that users can enjoy by moving content to OneDrive. There are many more. Foe a good overview, and to hear all of the OneDrive announcements from Ignite 2017, be sure to check out “OneDrive – Past, Present and Future“.

It’s time to ditch the shared X: drive once and for all.

Enabling the new OneDrive Sync Client for SharePoint

I recently wrote about the fact that the new OneDrive sync client now supports the synchronization of SharePoint libraries, and the benefits that it brings. Since the release however, I have heard from several people that even though they have the new client, their libraries continue to sync with the older OneDrive for Business client. Microsoft has documented all of the procedures for getting it to work in this article, but I wanted to call out a few common issues here. If you’ve been using the old OneDrive for Business Sync client, and you want to move to the Next Generation Sync Client (NGSC), you’ll want to check the items below.

Make sure you have the correct version

The Next Generation Sync Client has been available for over a year, but the ability to synchronize SharePoint libraries was only added in January 2017. If you use Windows 10, the client is updated automatically, but you may not have it yet. To check your version, right click on one of the OneDrive clouds in the system tray (not any OneDrive for Business icons) and select “Settings”

Next, click on the “About” tab and check the version.

If you have version 17.3.6743.1212 or above, you’re good to go. If not, or you’re not running Windows 10, you can download the latest version here.

Ensure That Your Tenant is Configured for the New Client

Administrators can configure their tenant to use either the new OneDrive Sync client or the old OneDrive for Business Sync Client. This configuration setting is in the SharePoint administration of Office 365. To change this setting, log into the Office 365 Admin portal (or have your tenant admin do this if you don’t have rights). The URL for the portal is https://portal.office.com/adminportal/. Once there, launch the SharePoint admin center by clicking SharePoint in the Admin Centers section.

The setting that we’re after is in the “settings” section of the SharePoint admin center. Select it, then scroll to the “Sync Client for SharePoint” section. The options are straightforward – Start the new client, or start the old one. Once selected, click on Save (scroll down for the button). This setting controls what happens when the “Sync” button is selected in a SharePoint library.

Initiate the Takeover Process

Even with this setting turned on, the old OneDrive for Business sync client may be active. You’ll need to take action to have the new client take over. This can be done one of several ways. Firstly, running the setup process for the new sync client will do it (download is above). You can also run “OneDrive.exe /takeover” to accomplish this, but the easiest approach is to simply sync a new library by clicking on its Sync button. Doing so will not only sync the new library, but will take over syncing anything that the older client is doing.

Once the takeover process is complete, the old client will be removed on the next system restart. That’s the last you’ll see of GROOVE.EXE.

OneDrive and SharePoint – Together Again

A little over a year ago I wrote a post entitled “OneDrive, TwoDrive, ThreeDrive” in which I took a slightly cheeky look of what has become known as the “Next Generation Sync Client” (NGSC) for OneDrive, and its many idiosyncrasies. I then turned that post into a speaking session (Changing the title slightly to OneDrive, TwoDrive, White Drive, BlueDrive), and that session has been presented at many events over the past year. In that post and session, it is pointed out that the NGSC still had some work to do, and that it would get done.

True to their word, it seemed that every time I presented that session, I had to modify the slides in one way or another, as another feature was added, bug was squished, or idiosyncrasy clarified. In September, at Microsoft’s Ignite event in Atlanta, Reuben Krippner announced the public preview of a new sync client (as I like to call it, the Next Next Generation Sync Client”. This version of the client addresses the principal shortcoming of its predecessor – namely that it didn’t synchronize SharePoint libraries. I’ve been running the preview ever since. With SharePoint libraries forming the backbone of all document storage in Office 365, including Office 365 Groups, this shortcoming was particularly glaring.

The good news is that this new version of the NGSC is now generally available. You can download it from the OneDrive site, or, if you use Windows 10 and are frequently updating, you’ll get it automatically. With the general availability of the new client today, it seemed like a good time to circle back and see how many of my original criticisms have been addressed.

SharePoint Library Sync

Obviously, the biggest disappointment with the original NGSC was the fact that while it added OneDrive for Business repositories in addition to OneDrive personal stores, it was unable to sync SharePoint libraries. Any library contained in an Office 365 Group or a SharePoint site was therefore excluded and resulted in users needing to run a mix of old and new client. We had this odd situation in where you would sync OneDrive for Business with the OneDrive Sync client, and all your SharePoint libraries with the OneDrive for Business sync client. Now add to it the fact that Group libraries were referred to as the Group OneDrive, and it was quite confusing for end users. Apart from the technical limitations of the old sync client (no more than 5,000 items per library, no more than 20,000 items across all libraries), adding SharePoint libraries to the new sync client greatly reduces confusion for end users and complexity for administrators.

System Tray Inconsistencies

After the rollout of the original NGSC, after connecting my personal OneDrive, my OneDrive for Business, and SharePoint libraries, I would wind up with three OneDrive icons in my system tray.

The white cloud represented the sync process for my personal OneDrive, the blue cloud with the bright white border represented my OneDrive for Business, and the blue cloud with the slightly dimmer white outline (really – look at the picture) represented all the SharePoint libraries that I was synchronizing, including Group OneDrives. If I were interacting with two different Office 365 tenants as I do today, I would have five icons for everything, and while I can certainly cope with it, the inconsistencies made it rather confusing for the end user.

Adding SharePoint libraries to the modern client reduces this complexity. Now the same scenario will show two icons – one white, one blue. The white icon represents the personal account, and the blue icon includes the OneDrive for business as well as all SharePoint libraries being synced. If two tenants are being used, as in the image below, there will be two blue icons, one for each tenant. Hovering over the icon will identify the tenant in question.

The icon styles are also now more consistent, and as an added bonus, they always line up at the top of the system tray, which is a nice touch. While we still have more than “One” drive, it’s much more understandable and usable.

File Explorer Inconsistencies

The user interface insistencies extended to the File explorer integration as well. In the same scenario as above, syncing a personal OneDrive, and a OneDrive for Business with SharePoint libraries from a single Office 365 tenant, I previously wound up with three root nodes in the Windows File Explorer.

“OneDrive – Personal” was my consumer, or personal OneDrive, “OneDrive – UnlimitedViz” was my OneDrive for Business storage connected to my UnlimitedViz tenant, and “SharePoint” contained all my SharePoint synced libraries. One inconsistency is the fact that the personal icon is white in the system tray but blue in the File Explorer. In an organization, people also tend to distinguish their content stored in their OneDrive from organization content by referring to it as “personal” so the use of the word “Personal” here can cause confusion here as well. Finally, the OneDrive branding is completely thrown out the door here when it comes to SharePoint libraries. Keep in mind that at the time, the only way to synchronize SharePoint libraries was with the “OneDrive for Business Sync Client”. However, the resulting node is called “SharePoint”

The latest client makes some significant improvement in this area as well.

“OneDrive – Personal” remains my personal (consumer) OneDrive. The two nodes here names “OneDrive – Serendipity” and “OneDrive – UnlimitedViz” are my two OneDrive for Business locations on the two tenants named “UnlimitedViz” and Serendipity”. Finally, the two nodes “Serendipity” and “UnlimitedViz” contain all the synchronized SharePoint libraries in those two tenants. While the personal icon remains stubbornly blue, the nodes here make significantly more sense and in my opinion in least are much more intuitive.

Selective Sync for SharePoint Libraries

It almost goes without saying, but the all-or-nothing approach to the OneDrive for Business sync client (previously Groove), rendered a lot of large libraries un-syncable. By bringing SharePoint libraries into the NGSC, they too get to participate in the selective folder sync that the consumer client has had for quite some time.

Pause

The previous OneDrive for Business sync client wasn’t all bad, and the NGSC wasn’t all good when compared to each other. One very useful feature that the older client had that NGSC didn’t was the ability to pause a sync. Pausing is a relatively frequent need for various reasons, but the only way that the NGSC could be paused originally was by shutting it down. Given the time it required to start back up sometimes, this was a problem. Luckily, at some point over the past year, the NGSC picked up pausing capability, and you can now pause a sync for 2, 8 or 24 hours.

Stability and Performance

Apart from features, stability and performance is probably the most obvious area where the new client outshines its predecessor. There are countless tales of users having their work “eaten” by the older client. While this hasn’t happened to me, I can point to many times that a sync got corrupted, and the only way to fix it would be to resync the entire library. This would necessarily mean a new repository as the older client couldn’t work with pre-existing content. Having used it for several months now, I have yet to experience any issue that required the total resync of a library.

The sync performance of the new client is acceptable as well. To be sure, it could still be better. Startup times are quite long for me (keep in mind that I’m syncing quite a lot of content), and occasionally the sync process gets bogged down and needs to be restarted. However, it was good enough for me to decide to move my almost 1 TB of content back into OneDrive for Business. That very same content made the move in the other direction 2 years ago, due to performance issues.

Overall, I must say that my overall impression of the new OneDrive sync client is that it is finally ready for prime time. Shortly after the preview was announced in September, I was sufficiently impressed to move my relatively large Dropbox file system (where I had a 1 TB limit) over to OneDrive for Business (with its unlimited storage). I then heaped quite a bit more storage on top of it, and it seems to be performing well now. My main OD4B storage account is currently at 3.3 TB, and my personal OneDrive is at 600 GB. I even have several Groups set up in my Office 365 MVP tenant for managing my household and those libraries are synced by myself and my wife.

Stability is fine, and performance is good enough, apart from the occasional “looking for changes” hang-up. Its value and integration have tipped the scales in its favour, certainly with respect to Dropbox in my opinion. The Office team said they were going to fix it, and they did. Good for them.

Microsoft Re-Adopts Yammer as a first class citizen

“The reports of Yammer’s death are greatly exaggerated”

  • Ignite Attendee

Shortly after Microsoft purchased Yammer in the summer of 2012, it was all that the Office division could talk about. Yammer was to replace the conversation feed in SharePoint, the entire development team would adopt the quick shipping Yammer style, and we SharePoint MVPs were told that we were all Yammer MVPs. The conversation feed did in fact replace SharePoint’s in Office 365, and hooks were added to allow it to work with on-premises SharePoint. The SharePoint team moved to a quick shipping cloud first approach, but some time around 2014, the name Yammer was used less and less. At the 2015 Microsoft Ignite conference Yammer had a presence, but it was very muted compared to previous events. At the same time, a new conversations technology appeared in Office 365 Groups that was based on Exchange.

This trend led to a great deal of speculation that Yammer was on the wane. When Microsoft goes silent on a product, it normally means the end of it (Active X, Silverlight, SharePoint Designer, Silverlight). There are notable exceptions to this (SSRS), but it’s normally the case. However, at the same time they continued to make significant investments in it, and most of these investments were architectural (move data centres, Integration with Azure Active Directory). This has sent a very mixed message to the market – why would they continue to invest (heavily) in a dead product? It was almost as if they weren’t sure what to do with it, and were hedging their bets.

The Ignite 2016 conference has removed the mixed part of this messaging. Yammer is quite clearly the social strategy for Microsoft in Office 365. One needs only to look at the attention that Yammer received at the conference. At Ignite 2015, on the show floor, Yammer had a small pedestal with a single screen. It’s significantly larger at Ignite 2016.

There were a number of freebies being handed out. I haven’t seen a new Yammer T-shirt in years, and they were being handed out by the dozens. That itself is telling, but I found the iconography to be particularly interesting.

MVP Amy Dolzine

The renewed investment extended to the social events as well. The Yammer team hosted an event .

These investments are a clear sign, but what really matters is the product itself, and this is where the rubber hits the road. Yammer is becoming more and more tightly integrated with the Office 365 suite all of the time. A lot of architectural work has been done to facilitate this. In fact, next year, Microsoft will be dropping the standalone version of Yammer, and the Enterprise license along with it, making it first class component of Office 365. One look no further that the embedded Yammer conversation views:

In context Yammer conversations embedded in a SharePoint Publishing page

The above shows threaded discussions happening within the context of the content, in this case, a SharePoint publishing page. This is accomplished through the use of the new Yammer web part, which is built with the new SharePoint Framework, and delivered in Modern SharePoint pages. This feature is not available yet, but is coming very soon. The above image is not a mock -up. In fact, if you look at a list of modern web parts in a test environment today, there are only a couple that represent integration points – two of them stand out – Power BI, and Yammer.

Yammer is now an integral part of Office 365 Groups – another topic that was well represented at Ignite. I could attempt to articulate how this works, and why it matters, but this has already been done by Naomi Moneypenny here. There is also a Microsoft blog post discussing it available here. In a nutshell, Yammer will leverage all of the other Groups capabilities including SharePoint for document storage and OneNote for Notes capture, replacing its own native storage systems. Office 365 Groups will use Yammer for threaded discussions.

The approach to Yammer is different than the one we’ve become accustomed to. Yammer is to become an integral part of Office 365 Groups, providing the social component to the excellent content experience of Groups. Yammer becomes a part of a greater whole which, in my opinion is all to the good. Yammer has often been presented and used as a standalone solution. I’ve often felt that the threaded conversations in Yammer work well, but trying to use it for content management or event management is frustrating at best. Integration points between it and Office 365 have been poor to non-existent. The Yammer Add-in for SharePoint was recently removed from the store. Yammer groups have been different than Office 365 Groups leading to a disjointed experience. This is true no longer – now there are only Groups. The same group backing a SharePoint Team site backs Yammer’s social content. Yammer will also share OneDrive, OneNote and calendars, unifying all of the non-social content.

Yammer doesn’t appear to be going anywhere anytime soon.

OneDrive, TwoDrive, ThreeDrive

I’m calling it ThreeDrive now.

The much ballyhooed “Next Generation Sync Client for OneDrive for Business rolled out with the Windows 10 November update. You’d be excused for not noticing, because it looks pretty much the same as the old OneDrive consumer client. In fact, it IS the new OneDrive consumer client as well but it supports OneDrive for Business too. It’s not obvious that it supports OneDrive for Business because as of this writing, it requires a registry key entry. If you sign up for the OneDrive for Business preview, you’ll get the new sync client and the instructions, but for convenience, the key is:

[HKEY_CURRENT_USER\SOFTWARE\Microsoft\OneDrive] – “EnableAddAccounts”=dword:00000001

Presumably, at some point that registry key will be switched on for everyone by an update. Once it has been added, when you open the OneDrive settings, you will now see an option to add a business account.

Once added, your Office 365 OneDrive will be synchronized using the same (more robust) engine as the consumer client, you’ll be able to do selective sync of folders, etc. Once you add your business account, you’ll see two sync “clouds” in your system tray, one blue, and one white. White is your consumer OneDrive, and blue your OneDrive for Business.

I’m pretty sure that this brings us to TwoDrive. You’ll also get (at least) two entries in your Windows File explorer, one for Personal, and one for your corporate OneDrive. If you connect multiple Office 365 accounts, you’ll get multiple blue cloud icons, and multiple explorer entries.

I don’t know why the consumer client icon is blue, but it is what it is. To me, white would help with understanding. We do however have a single sync client! Well, not so fast. If I need to sync SharePoint libraries from either on-prem or Office 365, I will still need the older OneDrive for Business sync client, with all of the same limitations. This is also true for the OneDrives contained in an Office 365 group.

Once that’s installed, by syncing a library, you’ll get another blue cloud icon that is indistinguishable from the icons created by the new sync client, and you’ll get an entry in File Explorer for SharePoint.

Everything should be working at this point. However, although I have gotten my head around this, I find it pretty confusing, and I work in this environment for a living. I know that I’m not alone, I recently spent about an hour with my friend and fellow MVP Marc Anderson helping him get his head around it, so it’s certainly not simple.

I am quite happy to see the new sync client, and the harmonization that it brings. I also know that the need for the old OneDrive for Business sync client will go away as the new client gains the ability to sync with SharePoint libraries and Group based OneDrives. I personally use cloud based storage solutions from a number of vendors, and they all have strengths and weaknesses. OneDrive is still the best deal out there, and it’s also the best solution for corporate sharing. I am however concerned about the complexity. I can imagine the following future conversation with a customer.

Me: You should really look at OneDrive for Business for offline access to your content

Customer: Oh, I have OneDrive already. Didn’t Microsoft just limit its storage capacity?

M: No – they had only turned on unlimited storage for a small test group. They just decided not to move forward with it as earlier announced. Besides, that’s only for the consumer OneDrive, not OneDrive for Business.

C: So they’re not the same thing?

M: No – OneDrive is a consumer product, and you log into it with a Microsoft account. OneDrive for Business is a business product, and you get it with an Office 365 business account. You need a corporate account to use it. It gives each person that uses it 1 TB of storage.

C: So if it’s they’re different things, why are they both called OneDrive?

M: I know. Never mind.

C: OK, so how do I get them both working?

M: Well, you have the November update for Windows 10, right? All that you need to do is to go into your OneDrive settings, and add your business account.

C: Oh, so they use the same sync client?

M: Yes. That’s fairly new. There used to be an exclusive OneDrive for Business client, but you don’t need it now.

C: OK. (adds the business account) So how do I work with it?

M: You see those two cloud icons in your tray? The white one is your consumer account, and the blue one is your business account.

C: I thought that it was one sync client. Why are there two icons?

M: That’s so you can see the two different repositories. They are both driven by the same sync engine. It makes sense.

C: OK, cool. And how do I access my files?

M: Just open up File Explorer. The one that says OneDrive – Personal is your consumer account. The one that says OneDrive – your company name is your business OneDrive.

C: So the business one is my personal OneDrive in Office 365?

M: Yes. I know… the term “Personal” is a bit confusing, but it is what it is.

C: That’s fine. Why is personal cloud icon blue in File Explorer but not in the tray?

M: I have no idea

C: OK – so how do I sync my Office 365 Group OneDrives?

M: Oh. Remember when I mentioned the old sync client? You’ll need that to sync those. The new client doesn’t support them yet, but it will.

C: I thought the old one doesn’t work very well?

M: It’s not as good, but it’ll do for this purpose.

C: OK, how do I install that?

M: You have Office installed, so you already have it. Just open up the OneDrive in your browser, and click on the sync icon.

C: OK (does it). So how do I know it’s working?

M: Open up your tray. See that you have another blue cloud icon? That’s the older sync client.

C: How do I tell the difference between this and the other one?

M: Just hover over the icon. The one that’s just called OneDrive for Business is the older engine. The one that contains your company name is the new one.

C: Am I going to get another icon for every OneDrive that I sync?

M: No – in this case, they all use the same icon. If you hover over and select open the folder, you’ll see what’s syncing.

C: OK. So where do I find my files?

M: Open up File Explorer. Under your two OneDrives, you’ll see a new entry for SharePoint. Click on that, and you’ll see your content.

C: What’s SharePoint?

M: *sigh*

I really quite like OneDrive, and what it can do. It’s even more valuable to me when the people that I interact with use it too, and after walking through this explanation over the past few days, I can see a few barriers to entry. I’d love to see this whole thing simplified.