Moving Shared Area to 365

[maxrebo]

I`m moving one of our shared areas to 365, is the best way to do this by using a Team site?

 

Cheers

[supportman]

Yes thats what we did. Our whole staff team has the shared area. Its nice because they can click on the "Files" link on teams and go direct to the share.

 

One thing to plan for though is backing it up, I have not had any success backing up the entire shared drive using Veeam 365 as its simply to large now. My plan is to move department areas out of the main share and into their own teams over time.

[DavR]

One thing to plan for though is backing it up, I have not had any success backing up the entire shared drive using Veeam 365 as its simply to large now.

This is somewhat concerning. Have you hit a hard limit, or does it just take too long?

[supportman]

This is somewhat concerning. Have you hit a hard limit, or does it just take too long?

 

Well ours is about 200gb and just times out. I've not found a solution yet, Guessing splitting it down from 1 huge team to smaller ones will help.

[DavR]

Thanks, useful to know as we'll be looking at doing this in the next year or two, our main shared drive is a similar size.

[Oaktech]

How are they used to accessing it? I'm doing cloud drive mapper for some of mine because we *love* a mapped drive here.

[supportman]

How are they used to accessing it? I'm doing cloud drive mapper for some of mine because we *love* a mapped drive here.

 

Why not just use the sync feature in sharepoint? Should be no need to map the drives any more with that feature.

[Oaktech]

Why not just use the sync feature in sharepoint? Should be no need to map the drives any more with that feature.

 

Ah, but that would mean it looked different and the eleventy billion legacy apps that run off drive mappings would need to be replaced.

Edited June 11, 2021 by Oaktech

[Katy]

We split up the "staff shared drive" into departments, created a team per department and did it that way. For the student drive we just created a SharePoint site and migrated the contents over. I wrote a bit about how we did this back in March: https://katystech.blog/2021/03/shift-to-the-cloud/

 

We don't use any mapping for this - they access the Team files in Teams (or in SharePoint if they like), but they are not prevented from syncing to school devices, so they can if they wish bring it into File Explorer. We don't automate this as we are trying to push people away from syncing and file explorer for everything.

[thimon]

Why not just use the sync feature in sharepoint? Should be no need to map the drives any more with that feature.

 

Also important to note that the OneDrive client will forever be syncing changes that occur on the SharePoint site, in addition to the user’s own OneDrive files. An important watch out if the SharePoint file area is large.

[robyholmes]

Also important to note that the OneDrive client will forever be syncing changes that occur on the SharePoint site, in addition to the user’s own OneDrive files. An important watch out if the SharePoint file area is large.

Files On Demand means it only downloads files you open. We have pretty much all our shared areas now in Teams but automatically synced to school PCs using OneDrive. Works extremely well.

[Tefters]

Sorry for the necro but didn't seem worth raising a new post.

 

What sharepoint site type are you using for these document repo's? Team or communication site?

I'm leaning towards a communication site and then using AD groups against sharepoint permission groups to control access as the Microsoft 365 groups seem a little finiky when it comes to managing sharepoint access in the long run.

[robyholmes]

Sorry for the necro but didn't seem worth raising a new post.

 

What sharepoint site type are you using for these document repo's? Team or communication site?

I'm leaning towards a communication site and then using AD groups against sharepoint permission groups to control access as the Microsoft 365 groups seem a little finiky when it comes to managing sharepoint access in the long run.

 

We use Teams so the SharePoint site is linked to the department Team. This means they manage who is and isn't in the team. We sync teams back to AD as well so you can manage membership via that method too if needed, as well as the Office 365 Portal and Team Admin Portal.

[supportman]

Sorry for the necro but didn't seem worth raising a new post.

 

What sharepoint site type are you using for these document repo's? Team or communication site?

I'm leaning towards a communication site and then using AD groups against sharepoint permission groups to control access as the Microsoft 365 groups seem a little finiky when it comes to managing sharepoint access in the long run.

 

We just created the teams on Sharepoint without an associated team. Then assinged permissions with existing groups.

[Boredguy]

We have communication sites setup for each department to hold the student resources/schemes of work, with that subjects staff as members and other staff and students as visitors (so they can't modify any content).

 

Departmental staff resources are held within that departments Team instead of setting up a site specifically within Sharepoint, that way the Heads of Department can maintain the group membership instead of me

[Tefters]

Yeah, I already have departmental teams setup so farming my staff drive isn't too bad except for some odd folders like HR and other things which I might just create a SharePoint site for.

 

It's more student drive, media drive and other such old school crappy shares I was thinking of which don't really warrant a team, email and all the other fluff and just need simple permission access on AD groups that why I was curious as to approaches people took with their SharePoint sites but sounds like you all just created Teams for everything?

[Tefters]

We have communication sites setup for each department to hold the student resources/schemes of work, with that subjects staff as members and other staff and students as visitors (so they can't modify any content).

 

Departmental staff resources are held within that departments Team instead of setting up a site specifically within Sharepoint, that way the Heads of Department can maintain the group membership instead of me

Bingo! That was my thinking/plan.

 

I would love the staff to just keep the student resources in their departmental teams and then copy to their class teams but that's asking too much and will blow minds.

 

What do you do with old staff share areas that weren't departments like HR, policies and other such rubbish that everyone staff wise just needed access to? Just create a general staff SharePoint site?

[Boredguy]

All our classes have a Team created anyway for Remote learning/assignments etc and of course for handing in any work it's all built in.

 

I've kept sharepoint for more of "Whole school" style resources, and departments can add a link in the Team to the Sharepoint site as needed.

 

All staff resources, such as Handbook, covid isolations, calendars etc are on a dedicated "Staff Info" sharepoint site and not in a team

[Tefters]

Ta muchly