It happens all the time and today we’re going to document exactly what’s needed as well as how to streamline the process using Powershell.

Requirements For Granting OneDrive Permissions

In order to make this work there are a few things you’ll need as well as few things you’ll need to know so you don’t run into any road blocks. We’ll outline the 3 topics you need here.

• You’ll need either Global Administrator -or SharePoint Administrator rights
• You’ll need to know the SharePoint admin site URL to connect to it.
• Your admin site URL is typically https://<tenantName>-admin.sharepoint.com. e.g. https://thesysadminchannel-admin.sharepoint.com
• You’ll need the Microsoft.Online.SharePoint.PowerShell Module

Once we have successfully connected to SharePoint online using Powershell we can confirm our connection by typing in Get-SPOSite | select -First 5. If you know of a SharePoint site you can use that as well.

Grant OneDrive Access To Another User

At this point we’ve already connected to SharePoint Online which should now give us access to OneDrive properties and cmdlets. Let’s start by getting the general layout of how OneDrive URLs are generated. Typically, a user’s OneDrive link is going to be https://<tenantName>-my.sharepoint.com/personal/<userName>_<domainName>_<domainSpace>

The above might sound pretty confusing because of all the variables that is has, but a user in my tenant would look like this:
“https://thesysadminchannel-my.sharepoint.com/personal/bsmith_thesysadminchannel_com” – In my case, my domain and my tenant name are the same so its pretty simple, but if your tenant name and domain are different, you’ll need to account for that too. The domainSpace above refers to .com/ .net / .biz etc…

If you’re still unsure what your OneDrive URLs might look like you can go to admin.microsoft.com -> search for the user -> select the OneDrive tab and click to create a link to view the user’s OD files.

Now that we know the general layout, all we’ll need to do is populate the username in that url template. In this case, I’m going to grant myself site collection admin access to the user Gabby’s OD by running the Set-SPOUser cmdlet.

$URL = 'https://thesysadminchannel-my.sharepoint.com/personal/gabby_thesysadminchannel_com'
Set-SPOUser -Site $URL -LoginName pcontreras@thesysadminchannel.com -IsSiteCollectionAdmin: $true

We also want to verify our access by running the Get-SPOUser cmdlet.

Get-SPOUser -Site $URL -LoginName pcontreras@thesysadminchannel.com | fl

DisplayName : Paul Contreras
LoginName   : pcontreras@thesysadminchannel.com
IsSiteAdmin : True
IsGroup     : False
Groups      : {}
UserType    : Member

Conclusion

Great, now we finally know how to grant OneDrive access to another user using our administrator permissions. Hopefully you found this pretty useful and informative. If you would like to learn more, check out our OneDrive gallery that has pretty neat scripts like Get-OneDriveUsage to see how much data the user has.

The post How To Grant OneDrive Access To Another User (as an Administrator) appeared first on the Sysadmin Channel.

Office 365 Requirements

Here is the small list of requirements needed:

• Global Admin Rights – or –
• SharePoint Administrator Rights
• The user must be licensed for OneDrive (typically an E3 license is used)

 
Behind the scenes, OneDrive is essentially an extension of SharePoint so you will need SharePoint admin rights at a minimum to check the usage. In my case, I have global admin rights temporarily assigned.

Check OneDrive Usage – GUI Method

If you want to check a single user it’s really quick and easy to check their usage in the GUI. Here’s how.

• Navigate to the admin portal (https://admin.microsoft.com/)
• Search for the user in the search bar
• Click on the OneDrive tab to see their full stats

Check OneDrive Usage – Powershell Method

I’ll admit, in this case the GUI method is a little bit easier. However, if you want to check users in bulk then Powershell is absolutely the best way. Let’s go over how to do that. You’ll need the Microsoft.Online.SharePoint.PowerShell Powershell Module installed.

• Type: Import-Module Microsoft.Online.SharePoint.PowerShell
• Type: $adminURL = ‘https://<YourTenantName>-admin.sharepoint.com‘ (e.g https://thesysadminchannel-admin.sharepoint.com)
• Type: Connect-SPOService -Url $adminURL

Now that we’re connected to SharePoint Online via Powershell, we can access those OneDrive cmdlets and properties.

• Type: $URL = ‘https://<YourTenantName>-my.sharepoint.com/personal/<username>_<DomainName>_com’
• Example would be: $URL = ‘https://thesysadminchannel-my.sharepoint.com/personal/pcontreras_thesysadminchannel_com’
• Type: Get-SPOSite -Identity $URL | select Owner, StorageUsageCurrent, StorageQuota, Status

Check Multiple Users with Powershell Script

I wrote this quick script so you can pass on multiple usernames and have it output in a clean Powershell format we all know and love. It will also convert the default output from MB to GB.
 

Function Get-OneDriveUsage {
<#
.SYNOPSIS
    This will check OneDrive current usage and total limit.

.NOTES
    Name: Get-OneDriveUsage
    Author: theSysadminChannel
    Version: 1.0
    DateCreated: 2020-Sep-20

.LINK
    https://thesysadminchannel.com/check-onedrive-usage-for-users-in-office-365 -
#>

    [CmdletBinding()]
    param(
        [Parameter(
            Mandatory=$false,
            ValueFromPipeline=$true,
            ValueFromPipelineByPropertyName=$true,
            Position=0)]

        [string[]]  $SamAccountName = $env:USERNAME

    )

    BEGIN {
        $TenantName = 'thesysadminchannel'
        $DomainName = 'thesysadminchannel'
    }

    PROCESS {
        foreach ($User in $SamAccountName) {
            try {
                $URL = "https://$($TenantName)-my.sharepoint.com/personal/$($User)_$($DomainName)_com"
                $Stats = Get-SPOSite -Identity $URL | select Owner, StorageUsageCurrent, StorageQuota, Status
                [PSCustomObject]@{
                    Owner          = $Stats.Owner
                    CurrentUsageGB = "{0:F3}" -f ($Stats.StorageUsageCurrent / 1024) -as [decimal]
                    TotalStorageGB = "{0:F0}" -f ($Stats.StorageQuota / 1024) -as [int]
                    Status         = $Stats.Status
                }

            } catch {
                Write-Error $_.Exception.Message

            }
        }
    }

    END {}
}

Example: Get-OneDriveUsage -SamAccountName gabby, pcontreras

Hopefully you were able to check the Onedrive usage for the users in your environment. As I was writing this article I decided to write the Get-OneDriveUsage script as well because I didn’t like the fact that it output the numbers in MB and not GB.

Now using that script, you can check in bulk or on the fly as needed. Anyway, if you like to see more posts like this one, be sure to check our OneDrive Category. While you’re at it, don’t forget to stop by our Youtube Channel for awesome sysadmin video content.

The post Check OneDrive Usage Per User In Office 365 appeared first on the Sysadmin Channel.

Check Office 365 Storage Reports for Email, OneDrive and SharePoint

To view these reports I am logging in as a Global Administrator so you’ll need to make sure you have the correct permissions.

Exchange Online Reports

• Navigate to portal.office.com -> Admin -> Reports -> Usage
• Near the top, select the drop down for Exchange -> Mailbox Usage and choose Mailbox, Storage or Quota
• Select your time frame of 7 – 180 days
• This should give Usage and Storage reports for Exchange in your tenant

OneDrive Reports

• Navigate to portal.office.com -> Admin -> Reports -> Usage
• Near the top, select the drop down for OneDrive -> OneDrive Usage and choose Accounts, Files or Storage
• Select your time frame of 7 – 180 days
• This should give Usage and Storage reports for OneDrive in your tenant

SharePoint Online Reports

• Navigate to portal.office.com -> Admin -> Reports -> Usage
• Near the top, select the drop down for SharePoint -> Site Usage and choose Sites, Files, Storage and Pages
• Select your time frame of 7 – 180 days
• This should give Usage and Storage reports for SharePoint in your tenant

So hopefully you found this article useful and if you’re looking to find the usage stats on your tenant, your can now refer to this article.

Also, if you’re in the mood for more sysadmin content, take a look at our Youtube Channel or head on over to our Azure or Office 365 section for more cloud content.

The post Check Office 365 Storage Reports for Email, OneDrive and SharePoint appeared first on the Sysadmin Channel.

Typically when a user leaves the company we should process their account and cut their access in a timely fashion. This is a must for IT, HR and even Legal to ensure we close the loop. But what happens with the user’s data after they leave? Some smaller to midsize shops might copy their files to an onprem file server (guilty of this myself) and keep it for a year or two to ensure data integrity.

The problem, is that it takes a lot to maintain this model. First, we need to make sure we maintain the physical infrastructure. This includes patching of the servers and ensuring uptime for anyone that requires access. Second, we would need to keep an eye on physical storage and onprem resources. Yikes! This might have been the go to method many years back but with so many companies now in Office 365, it might make sense to use OneDrive and Microsoft’s infrastructure for this. Especially since you’re probably already paying for it.

What Is A Retention Policy

What is a retention policy you ask? A retention policy is a protocol that is put in place to ensure data is kept (or retained) for a specified amount of time. Once the data has reached that time limit, it can either be deleted, moved or archived. The reason it becomes very useful here is because Microsoft in all their glory is going to hold on to your data for up to 10 years after the user in terminated.

Set OneDrive Retention Policy to 3650 Days (10 Years)

If you’ve never touched OneDrive settings, the default retention policy is set to 93 days so let’s look at upping that to 10 years.

• Sign in to the OneDrive Admin Center
• Click on the Storage tab (Link above takes you directly to the storage tab)
• Set Days to retain files in OneDrive after a user account is marked for deletion to 3650
• Click Save

 
So hopefully you found this article useful and if you’re already using OneDrive for storage, it might make sense to switch to this model as apposed to keeping everything locally on a fileserver. Every shop is different so obviously that’s up to you as the sysadmin to evaluate.

If you’re in the mood for more sysadmin content, take a look at our Youtube Channel or head on over to our Azure or Office 365 section for more cloud content.

The post Set OneDrive Retention Policy to 3650 Days (10 Years) appeared first on the Sysadmin Channel.