New Office 365 Admin UI Preview

On the November edition of CollabTalk, I did a short demo of the new Office 365 Admin Center. This new UI is available as a functional preview to folks who have opted into First Release in their tenant as well as some of the small business licenses.

If you’d like to take a look at the new UI and you’ve got First Release enabled, you should see a couple of links at the top of the screen when you visit the main page of your tenant Admin link from the App Launcher, a.k.a. “the waffle”. From these links, you can either take a sneak peek at the new UI or watch a video.

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All of this is changing swiftly, so think of these screenshots as indicators of where the admin UI is going – it’s not final. The great thing about it, though, is that what is there actually works. You can use it to get some of the more common activities done.

Here’s a view of the new page as it stands. You can see that it isn’t – by any means – everything you can do in the current Admin Center. To me, that’s a great thing. The full UI can be overwhelming, anyway.

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If you start taking the tour, it will highlight the important parts othe new UI in an order that makes a lot of sense to me. I love the fact that Microsoft is starting to build these in-application tours into the newer UIs. We shouldn’t need to read the manual before we know what to do anymore!

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What are the most important things we do in the Admin Center? Well, I’d argue it’s managing users, billing, and checking system heath. The next three steps in the tour show us exactly where we’d do each of those important activities, as well as showing us how we can navigate to each activity. Plus – a ninja cat riding a fire-breathing unicorn!

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Managing users is front and foremost. Users are at the core of Office 365 – of course, right?


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Taking care of licensing and billing is a central activity on Office 365, because there’s no concept of server licenses here. In the new Admin Center, it’s easy to buy additional licenses and assign them.

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We all care about service heath, and the new Office 365 Admin Center gives us a one-glance view of what is having problems, rather than a long list of things that are fine, as in the current Admin Center, but with the option to drill into the details.

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If you try out the new Admin Center and can’t accomplish something, it’s easy to switch back to the old UI.

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What do you think is missing? Well, there’s a feedback link built right into all of the pages so that you can send feedback to the team behind it. And because this is the new Microsoft, they are really listening.

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Finally, there are links to helpful videos and articles that can help you get up to speed if all this is new to us – and we’re all new to this at some point.

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So what’s not so great yet? Well, the UI isn’t fully responsive. It’s housed inside the newer semi-responsive Suite Bar but the Admin Center itself isn’t responsive enough to work on a phone. (For that form factor, we have the Office 365 Admin app at the links below.)

The functional map between the old Admin Center and the new one is pretty sparse. But like I pointed out already, managing users, billing, and service health are some of the most important aspects of admin, especially for smaller organizations. More will come, and I expect we’ll see it come quickly.

Right now it’s a little stormy in the cloud. But Microsoft is clearly “Working on it…”

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This article was also published on IT Unity on 11/19/2015. Visit the post there to read additional comments.

Managing Resources in SharePoint Online (Office365) Site Collections – "You are approaching the maximum storage limit"

Recently, I ran into a problem on my Office365-based SharePoint site. I’ve got an E1 account so that I can test how things work in the cloud. When I went to add a new Site Collection, I saw the message below in yellow.

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This message itself didn’t make sense to me, since I have only uploaded a few tens of megabytes of content to the account so far across the three Site Collections that I had set up at the time. There’s no way I’d even started to get close to my storage limits. Note that the screen is also telling me that I have 0 resources and 0 MB available.

The thing that stopped me in my tracks was that the New button on the ribbon was greyed out, so I couldn’t create a new Site Collection. I checked the online help, and I should have been able to create up to 300 Site Collections (see below), and I only had three so far. Something wasn’t right.

I filed a service request online with Office365 to try to get things sorted out. Since I did this through the Web site, I assumed, and preferred, that we could work it out through email. I always believe that the way a customer initiates a service request ought to be the default follow up method. The first reply back said that we needed to schedule a phone call to figure this out. This became a theme in the eight emails I received from Microsoft support on this issue.

I say Microsoft support, but it became very clear that this is probably an outsourced function. The answers were only tangentially related to my issue and seemed fairly pat in nature. I tried to point out that I am a SharePoint MVP (I don’t often haul that into a conversation, but they seemed to think I had no idea what I was doing), but that didn’t make any difference. The most frustrating part of this was that, even after repeated suggestions from my end, they didn’t seem to be looking at my account at all. They just sent me standard information about how SharePoint Online works, like the information at the bottom of this post. It wasn’t that the information wasn’t interesting to read through. It simply didn’t address my specific issue, and made it clear that they probably weren’t looking at my account at all.

Finally, after more suggestions that we had to solve this via phone, we got to the bottom of the issue. It wasn’t that I was nearing my storage usage limit, but that the storage quota was used up. Here is the message from Microsoft support that finally got me there.

Issue Resolution:-

-> You need to reduce the storage Quota for [MySiteURL] (9450MB) . You need to select that site from “Site Collection” and click on “Storage Quota” on ribbon and reduce the “Limit storage quota for each selected site collection to a maximum of: ” .

-> Or you need to add some test users and provide them Licenses so that you would get 500 megabytes (MB) per enterprise user.

This will help you to Increase your MB available and then you would be able to create new site.

That answer still didn’t tell me that they had looked at my account (I certainly don’t need another 500Mb of storage for another user when I’m only using maybe 20Mb so far). But by reducing the Storage Quota for the existing Site Collections, I got rid of the initial issue. It turned out that I also had to reduce the Resource Usage Quota for the Site Collections so that I wasn’t bumping up against that total limit as well.

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Once I knew the solution, it seemed obvious, of course, but this is certainly something that could be spelled out more clearly on the screen. If I couldn’t figure it out, so it’s bound to be confusing to many others. The other weird thing is that I’m pretty sure that both the Storage Quota and the Resource Usage Quota were set to the maximum available when I created the Demos Site Collection. I’m sure that there was a message of some sort, but it must not have been clear enough to help me set the values more intelligently.

Hopefully, the messages for these two issues will be improved in the future, In case they aren’t, I figured I’d post what I went through in case someone Bingles the “You are approaching the maximum storage limit” message.

Here’s the useful info I mentioned above about the E1 plan.


Key Features and Specifications

Table 7 provides a quick look at some of the key features and specifications of SharePoint Online.

Table 7: SharePoint Online key features and specifications

Feature

Description

Storage (pooled)

10 gigabytes (GB) base customer storage plus 500 megabytes (MB) per enterprise user

Storage per Kiosk Worker

Zero (0). Licensed Kiosk Workers do not bring additional storage allocation.

Storage per external user

Zero (0). Licensed external users do not bring additional storage allocation.

Additional storage (per GB per month); no minimum purchase.

$2.50USD/GB/month

Site collection storage quotas

Up to 100 gigabytes (GB) per site collection

My Site storage allocation (does not count against tenant’s overall storage pool)

500 megabytes (MB) of personal storage per My Site (once provisioned)
*Note: the storage amount on individual’s My Site storage cannot be adjusted.

Site collections (#) per tenant

Up to 300 (non-My Site site collections)

Total storage per tenant

Up to 5 terabyte (TB) per tenant

File upload limit

250 megabytes (MB) per file

External Users (PALs)

50 PALs are included per tenant. Current “Feature Preview” allows for usage rights of up to 1000 external users without requiring additional PALs. Microsoft reserves the right to charge for additional PALs beyond 50 at the time the next major Office 365 update.

Microsoft Office support

Microsoft Access 2010

Microsoft Excel® 2007 and 2010

Microsoft InfoPath® 2010

Outlook 2007 and 2010

Microsoft OneNote 2010

PowerPoint 2007 and 2010

Microsoft SharePoint Designer 2010

Word 2007 and 2010

SharePoint Workspace 2010

Project Professional 2010

Browser support

Internet Explorer 7

Internet Explorer 8

Internet Explorer 9

Firefox 3 and higher

Safari 3.1.2 on Macintosh OS X 10.5

Chrome

Mobile device support

Windows Phone 7.5 codenamed “Mango” or later

Windows Mobile® 6.1 or later

Nokia S60 3.0 or later

Apple iPhone 3.0 or later

Blackberry 4.2 or later

Android 1.5 or later

Storage

SharePoint Online allocates an initial 10 GB of storage plus 500 MB for each user. This storage is pooled and available for allocation across multiple site collections. For example, an organization of 1,000 users by default would have a base of 510,000 MB (510 GB) of storage.

In addition, users can purchase more SharePoint Online storage in GB increments charged monthly, currently $2.50USD/GB/month.

Site Storage Quotas

The SharePoint Online service administrator can set the storage limits for site collections and sites created by users. The minimum storage allocated to a new site collection is 24 megabytes (MB). The maximum storage available for any site collection is up to 100 gigabytes (GB).

The maximum SharePoint Online storage available to a single company’s tenancy is up to 5 terabytes (TB).

Note

For more information about storage quotas, review SharePoint Online: software boundaries and limits at the Office.com site.

Site Collections

A site collection consists of a top-level site and its subsites. SharePoint Online lets users allocate their available storage space across up to 300 site collections. Site collections are often based on departmental boundaries. My Sites (personal site collections) do not count against this overall number of team site oriented site collections, nor do My Sites pull from the pool of storage; each My Site, once provisioned, is allocated 500 megabytes (MB) of personal storage.

Sites within a site collection share common features, such as galleries for templates, content types, Web Parts, and custom solutions uploaded to the site collection solution gallery. A subsite can inherit permissions and navigation structure from its parent site, or these can be specified and managed independently. See the TechNet article Determine permission levels and groups (SharePoint Server 2010) for details.

Book Review: “Beginning SharePoint 2010 Administration” by Göran Husman and Christian Ståhl

Beginning SharePoint 2010 Administration

The actual title of this book is the somewhat long "Beginning SharePoint 2010 Administration: Windows SharePoint Foundation 2010 and Microsoft SharePoint Server 2010".  Christian and I have chatted back and forth many times on Twitter and via our blogs, etc., and he offered me a free copy (Yes, Mr. FTC Man, a free copy.) back when he finished writing his portion of it last year.  When the copy finally arrived, it was one of those "Hey, how did I win this???" moments. I had totally forgotten that Christian offered it to me, so what a nice surprise!

The best testament I can give to this book is that when I go into clients, it’s frequently sitting on the SharePoint administrator’s desk. When I ask them about it, they always respond positively. It seems to provide them with exactly what they need as they are getting up and running and then taking things to the next level. As someone who shies away from the admin side of things, what I need to have around is a few good references, and this book serves that purpose for me very well.

However, the title may be a little misleading, depending on how you think of the word "administration". If you look at the Table of Contents, you’ll see that the book goes far beyond what one might consider administration, covering topics near and dear to my heart like branding, using script, Data View Web Part ,workflows – in fact many of the tools I use developing in the SharePoint’s Middle Tier.

If you’re a novice to relatively knowledgeable SharePoint administrator, developer, or power user, this book belongs on your shelf.

On a separate note, I look forward to meeting Christian and Göran in person at SEF 2011 in Stockholm in November, where I will be speaking on Topics To Be Named at a Later Date.