Microsoft is changing SharePoint Online Document Libraries
Microsoft is changing your document libraries from early June. An urgent update has recently been announced by Microsoft around versioning settings in OneDrive for Business, Groups and Team Sites in SharePoint Online.
The change is rolling out to targeted release customers early June.
Microsoft added a roadmap item to the Office 365 road map on 15th May 2018 with the following title: 30544 – Versioning settings in OneDrive for Business, Groups and Team sites in SharePoint Online.
The following message was posted to the Office 365 Tenant Health Message Centre warning clients of the impending change on 16th May:
“We’re enabling versioning on all Document Libraries in OneDrive for Business, and team sites in SharePoint Online, including both group-connected team sites and team sites not connected to an Office 365 Group. We’ll be gradually rolling this out to Targeted Release customers in early June, and the roll out will be completed worldwide by the end of July.”
This Health Centre Message explains how Microsoft intend to roll out an update to all Office 365 tenants that will change the settings of your SharePoint and OneDrive document libraries.
The update will enforce versioning on all document libraries in the following manner:
- Existing libraries that have versioning enabled already but set to less than 100 versions will be updated to retain 100 versions.
- Existing libraries that have versioning enabled already and are already set to retain 100 version or more will not be affected.
- Existing libraries that do not have versioning enabled will have versioning enabled and set to a minimum 100 versions.
- Newly created libraries after the update will no longer support the ability to disable versioning or configure it to retain fewer than 100 versions via the document library settings page.
The related Office 365 Roadmap item pencilled for public disclosure in May 2018 was added to roadmap on May 15th and updated to “rolling out” status on 21st May 2018.
Microsoft are planning that the change will be rolled out gradually affecting targeted release customers in early June with a view to complete rollout to all tenants by end of July.
How will this update affect your Office 365 tenant?
It’s likely that this update will result in an increase of SharePoint and OneDrive storage on your Office 365 tenant, however be aware that Microsoft recently posted a complimentary notification around a no-cost 20-fold increase in SharePoint per user license storage allocation from 500Mb to 10Gb. (N.B. this excludes SharePoint Online Kiosk, Office 365 F1 and Microsoft 365 F1)
This storage increase is tabled to start rolling out from 1st July 2018 and be completed by August 2018.
How can you mitigate this change?
Microsoft provides a feedback process for customers with operational and business concerns relating to the change.
If you are concerned that your operations or business may be directly affected by the change you can raise a “Design Change Request”. The process can be initiated by raising a support ticket with Microsoft and liaising with their engineer to raise the request.
If you are unhappy or disagree with the change but don’t have a serious operational problem caused by it, you can raise a concern via Office 365 UserVoice. There has been a previous precedent set whereby feedback received has prompted Microsoft to review a feature rollout.
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