Every SharePoint document library, including the Teams 'Files' tab, includes the ability to move or copy files somewhere else in the tenant. For some unknown reason, the arrow in the SharePoint library points to the right but in Teams it points to the left, and in Teams the 'to' is missing. What actually happens when … Continue reading What happens when files are moved in SharePoint?
Category: Retention and disposal
One of the consequences of the (relatively sudden) requirement to work from home from early 2020, was that Microsoft 365 - primarily Outlook and Teams (with 'Files' or SharePoint and OneDrive for Business behind the scenes) - became the de facto system to create and capture 'unstructured' records. Unlike centralised electronic document and records management … Continue reading Where are the records in Microsoft 365?
Teams chats and channel posts are a bit of a problem to manage as records because it is not easy to capture them - either individually or as a thread. The most common solution is to screenshot them but this is hardly ideal. End-users may be able to delete or edit sent chats and posts. … Continue reading What happens when you delete or edit sent Teams chats and posts
Folders provide a simple way to group content on network file shares. But, while they may look the same in SharePoint (or in a synced library in Windows File Explorer), and are the default way to group content in Teams-linked SharePoint sites, they are not always the best way to aggregate let alone manage digital … Continue reading Avoid using folders to aggregate records in SharePoint
Microsoft 365 includes the capability, subject to licencing, to apply retention labels and non-label retention policies to content stored in Exchange mailboxes, SharePoint Online sites, Microsoft 365 Groups and OneDrive for Business accounts. Non-label retention policies may also be applied to Teams chats, Teams channel (including private channel) posts, and Yammer messages. For Teams chats … Continue reading How records managers can manage retention labels and policies in Microsoft 365
In my previous post about managing inactive Teams, the third option listed was to apply retention policies to those Teams. It included the graphic below. This post provides more details of a basic retention model that can be applied to both active and inactive Teams. Key takeaways Key takeaways from this post for records and … Continue reading A basic retention model for Microsoft Teams
The rapid and often uncontrolled rollout of Microsoft (MS) Teams as part of Microsoft 365 (M365) deployments from early 2020 has become a headache for many records and information managers. In many organisations, inactive Teams - some with no owners and inaccessible to records managers - litter the M365 landscape. The introduction of private channels … Continue reading Managing inactive Teams in Microsoft Teams
There are several ways to create, record and assign tasks in organisations. These may include: Personal tasks (or calendar entries) in email applications such as Outlook, or set via the Microsoft 'To Do' application. Team and Group-based tasks created and managed in various ways, including on physical white boards, via Microsoft 365 Planner/Tasks or 'Tasks … Continue reading Managing tasks as records in Microsoft 365 Planner/Tasks
A common question asked by many organisations is whether Microsoft 365 (M365) retention policies - labels in particular - can be applied to folders in SharePoint document libraries so the content in those folders will have the same label. The quick answer is yes, but it is a manual process and - for all its … Continue reading Setting retention labels on folders in SharePoint document libraries
Microsoft 365 has become one of the world's most accessed products for office collaboration. Jeff Teper, the 'father of SharePoint' at Microsoft, tweeted on 27 April 2021 that Teams had 145 million daily active users. (As reported in by the team at Office365ITPros.com.) According to the website 'Microsoft Office Statistics and Facts (2021) | By … Continue reading Ten things to consider when managing records in Microsoft 365