SharePoint: Unlock Top 5 Expert Tips for Effortless Administration

Key insights

• SharePoint Storage: Regularly monitor storage usage through the SharePoint admin center. Encourage users to store personal files in OneDrive and compress large files to optimize space.


• Version History Limits: Manage version history by adjusting settings to retain only necessary versions, use major and minor versions wisely, and periodically remove old versions.


• Deleting and Recovering Sites: Use soft deletion to move sites to the Recycle Bin for easy recovery within 93 days. Enable retention policies for critical content beyond default periods.


• Finding Site Owners: Quickly locate site owners by checking "Site Information" in SharePoint or using Microsoft 365 Admin Center. PowerShell commands can also retrieve owner details.


• User Timeouts: Understand Azure AD session policies that affect user timeouts. Adjust session durations in Microsoft 365 security settings if needed, and apply conditional access policies based on user roles.

Introduction to SharePoint Administration Tips

In a recent YouTube video, Dougie Wood, a recognized SharePoint expert, shared valuable insights into managing and optimizing Microsoft SharePoint environments. The video, titled "Top 5 SharePoint Administration Tips," is designed to assist both novice and experienced administrators in streamlining their site management, permissions, and content organization. This article summarizes the key points from the video, offering practical advice for enhancing your SharePoint administration skills.

Efficient Storage Management in SharePoint

Managing storage effectively is crucial for maintaining a smooth-running SharePoint Online environment. As organizations expand, storage limits can quickly become a concern. Dougie Wood emphasizes the importance of regular monitoring and optimization to prevent storage issues.

• Monitor Storage Usage Regularly: Utilize the SharePoint admin center to keep track of site storage consumption.
• Use OneDrive for Personal Files: Encourage users to store personal files in OneDrive instead of SharePoint to save space.
• Optimize Large Files and Media: Compress large files and use streaming services like Microsoft Stream for videos.
• Leverage Storage Quotas: Set storage limits for sites to prevent unexpected overuse.

These practices not only help in maintaining optimal performance but also ensure that storage resources are used efficiently.

Controlling Version History Limits

Version history in SharePoint Online can become a storage burden if not managed properly. By default, SharePoint retains multiple versions of files, which can lead to excessive storage consumption. Dougie Wood provides several strategies to manage version history effectively:

• Adjust Version History Settings: Configure libraries to retain only essential versions instead of unlimited history.
• Enable Major and Minor Versions Wisely: Use minor versions only when necessary, such as for draft approvals.
• Periodically Purge Old Versions: Remove unnecessary versions to free up space.

These steps help in balancing the need for version control with efficient use of storage space.

Safe Deletion and Recovery of SharePoint Sites

Occasionally, SharePoint sites need to be deleted for reorganization or cleanup. However, accidental deletions can occur, making recovery knowledge essential. Dougie Wood highlights the importance of understanding the deletion and recovery process:

• Use Soft Deletion: Deleted SharePoint sites are moved to the SharePoint Recycle Bin and can be restored within 93 days.
• Enable Retention Policies: Configure Microsoft Purview compliance policies to retain critical content beyond the default deletion period.
• Restore Deleted Items from Recycle Bin: Admins can restore deleted items directly from the SharePoint admin center.

These tips ensure that important data is not permanently lost and can be recovered when needed.

Locating SharePoint Site Owners

Knowing who owns a SharePoint site is crucial for managing permissions, access requests, and troubleshooting issues. Dougie Wood outlines several methods to quickly find site owners:

• Check Site Settings: Navigate to "Site Information" in SharePoint to view the site owner.
• Use Microsoft 365 Admin Center: Search for the site and check the "Owners" section.
• Run PowerShell Commands: Use Get-SPOSite to retrieve site owner details programmatically.

These approaches simplify the process of managing site access and permissions.

Understanding and Adjusting User Timeouts

User timeouts in SharePoint Online can disrupt workflows if not managed properly. Dougie Wood explains how to optimize timeout settings to improve user experience:

• Understand Session Timeouts: By default, SharePoint Online follows Azure AD session policies.
• Extend Session Durations: Adjust session timeout policies in Microsoft 365 security settings if needed.
• Use Conditional Access Policies: Define policies that control session durations based on user roles or locations.

These adjustments help maintain a seamless user experience by reducing unnecessary disruptions.

Conclusion: Enhancing Your SharePoint Skills

For those seeking comprehensive SharePoint Online training or beginner-friendly tutorials, Dougie Wood's video offers valuable insights. Whether you're a new admin or an experienced SharePoint professional, these tips will help you streamline site management and enhance your administration skills. By implementing these best practices, you can optimize your SharePoint environment for better performance and efficiency. Overall, Dougie Wood's expert advice provides a solid foundation for anyone looking to improve their SharePoint administration capabilities. By focusing on storage management, version history control, site recovery, site ownership, and user timeouts, administrators can ensure their SharePoint environments are well-organized and efficient.

Keywords

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