Master & Cmd-R

Edit PDF content in Word

File this under a new feature I didn’t know existed… you can now edit PDFs in Word 2013!

The converted document might not look exactly the same (formatting might be off by a little bit, or a lot) depending on how much image elements are in the document, and it obviously works a great deal better with documents that are mostly text. However, I opened a document that had been a Word document saved as a PDF, and it was completely perfect, so your mileage may vary.

Once you’re done editing your document, you can use Word to export it back to PDF, by simply clicking on File, Export, then Create PDF/XPS, like so:


Don’t have the latest version of Word? Office 365 has several options that include the latest version of Office, and it will always be current and up to date, which means that you get new features like this one when they come available!


British Airways takes to the cloud with Office 365

Saw this post today… Wow!

http://www.zdnet.com/british-airways-takes-to-the-cloud-with-microsoft-office-365-7000019108/

“Office 365 will allow employees to collaborate and achieve their work tasks regardless of the platform, product or device,” IAG chief information officer Nigel Underwood said in a statement. He added that creating a common IT platform for airlines across the group “will be more efficient and reduce our costs”. IAG said the Microsoft deal will allow the organisation to consolidate systems. “Office 365 and Yammer will enable us to switch off legacy email and related systems, including about 1,000 bespoke applications,” an IAG spokeswoman said.”

58,000 new users using Exchange, SharePoint, Lync and Yammer… allowing users to be more productive, and efficient while reducing costs at the same time? This statement holds true regardless of whether you are a small business owner, a sole proprietor, or a mega airline with 58,000 employees.

The one where I break Word

I was editing a template today and trying to get some Quick Parts in Word 2013 to automatically update and populate data from the document properties – this ensures that certain fields would automatically be filled in when creating a new document based on this template, which works really well for fields that need to be filled in like Author, Date, Client name, and so forth.

At any rate, I was messing around trying to get these fields to update from the document properties on a SharePoint library without having to close and re-open the document, and all of a sudden, my document fields were replaced with curly braces and a bunch of weird code… like this:




I restored a previous version of the document, I rebooted, I even did a repair of Office but nothing would fix it… I broke Word! Thankfully, all was not lost – if you’re reading this and you’re in the same spot as me – here’s the answer:

Hit Alt-F9!

Turns out there is a key combination that shows the code view in a Word document, and I found it… boy, did I find it! Just press Alt-F9 again, and all is right with the world once more.



That will teach me to try random key combinations to see if I can auto refresh a quick part field!

It’s over 10,000!

As an up and coming blogger, this stat right here makes me incredibly happy:

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While I can in no way compare to the heavy hitters that are my colleagues, this is a personal achievement for me – it’s exciting and humbling to know that there are people out there who read what I have to say, and sometimes even leave a comment 😉

I’m looking forward to hitting the next milestone – here’s looking at you, kid!

Set SkyDrive Pro storage limits

A new feature that’s recently popped up in the SharePoint admin center allows you to manage storage limits for individual user’s Personal Site, now called SkyDrive Pro. SkyDrive Pro is an awesome utility that gives you greater storage and sharing capabilities, while allowing you to sync a SharePoint library on your computer. Like it’s free cousin (just called SkyDrive), SkyDrive Pro installs a utility in your taskbar, and continually keeps your files synchronized with their online versions.

So What?
Small and Midsize Business plans each allow for an allocation of 25GB of storage per user, as soon as they are provisioned. This amount is counted separately, and does not add to or subtract the overall storage allocation for a tenant.


However, Enterprise plans (E1-E3) allow you to allocate up to a whopping 100GB per user!
One thing to note is that while the first 25GBs are free (per user), you’ll have to take the remaining Gigabytes out of your shared storage quota. You can find more information on how this works here.

Now What?
Head over to your SharePoint admin center, and you’ll find a new link for SkyDrive Pro, like so:


Type in the name or email address of the user whose quota you want to adjust, and select their name from the people picker:


You’ll be able to see what the user’s current usage is, and then change their storage limit up from 25GB to either 50GB or 100GB. At this point, there are no custom options, just those 3.


Click Save to apply your changes, and you’re done!

You will also see a storage allocation meter on this page, and it will go up and down as you assign (or limit) storage for your users:


But wait, there’s more!
If you find yourself running out of space, you can always purchase more at the low cost of $.25 per Gigabyte, per month. This allows you to easily expand your storage needs as you require them, and then trim them back when you no longer need the space as simple as the click of a button… well done, Microsoft!

Finding inactive users in Office 365

When you log into your Office 365 admin portal, you’ll find a section called inactive email users under the service overview. This is all well and good, except that Microsoft doesn’t give you an option of finding out who these people are… so even though you have this awesome chart (below) you have no idea who the inactive users are – very frustrating!

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Even clicking on View Table only gives you the same information, just in a different format:

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Alan Byrne, from the Microsoft Script Center, has written an awesome script that you can use to figure out just who it is that hasn’t logged in for a month or two – it’s very handy for figuring out if you are paying for licenses that you aren’t using any more.

Download the script and execute it in PowerShell using the following command:

.Get-LastLogonStats.ps1 -Office365Username admin@xxxxxx.onmicrosoft.com -Office365Password Password123 -InputFile c:FilesInputFile.txt

Of the three parameters, 2 are mandatory: -Office365Username and -Office365Password. The third parameter (-InputFile) allows you to specify the UserPrincipalNames of the people whom you would like to check – it will only return results for those users. A great thing about this script is that it will also show you users who have never logged on, not just the last logon date for users who have logged on.

Once you run the script, the csv file will be saved in the same folder you run the script from, and the results will look like this:

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Once you have this list, you can decide if you want to delete any users – note that if you remove a license from a user, their data gets deleted immediately:

Caution:    When you remove the license from a user, any data associated with that user is deleted and cannot be recovered, except for documents saved on the Team Site. For example, that user’s mailbox and all messages contained in it are deleted.

Thankfully, you do get a warning first, but make sure you’re ready for the consequences before you remove anyone’s license!

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Ah, PowerShell… how do I love thee? Let me count the ways! 😀

What happens when I cancel?

When you cancel your Office 365 tenancy, there are two important dates you need to know about (listed below):

Expiration:

Once you cancel your accounts and your tenancy, all of your accounts will remain active until the end of your billing cycle, which is the first of the two dates in the screenshot below.

Data deletion:

After your accounts expire, your data gets held for 6 months before it finally gets deleted.

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It’s important to note that if you are hoping to export all your data out of Exchange Online or SharePoint, you’ll need to do it while your subscription is still active. Once your subscription is cancelled, you won’t be able to log in as those users to export their data, and at this point, Microsoft doesn’t provide any tools or utilities for getting your data out. There are third party migration utilities out there, but the tried and true methods of exporting mailboxes to .pst files require active accounts.

 

Recover multiple (thousands) of items in OWA 2007

When a user deletes emails in their Outlook or Web client, these items typically go into their Deleted Items folder – however, if the user hard deletes (Shift-Delete) these items, or empties their trash, these emails can still be recovered out of the Dumpster. The Dumpster is basically a retention setting in Exchange that keeps deleted emails for a certain number of days.

This folder is usually accessed by going into the user’s webmail, clicking on Options, and then clicking on Deleted Items. You can select the items you need to recover, and then click on the Recover to Deleted Items Folder.

Now, this is fall fine and dandy, but what do you do when you need to recover thousands of emails that a user has deleted (usually hastily covering their tracks as they are escorted out of the building by burly security guards)? You are only able to select 50 items at a time in the Recover Deleted Items window – are you going to sit there and select items 1 page at a time for the rest of your life? Not you!


The easiest way to recover thousands of emails out of the Dumpster is to use the Recover Deleted Items option in Outlook – however, this option is not (usually) turned on by default. Here’s how you turn this little magical option on:

    • On the client computer used to perform the deleted items recovery operation, click Start, click Run, type regedit, and then click OK.
    • Locate, and then click the following registry subkey:
      HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Exchange\Client\Options

(If you’re on a 64 bit OS, the path is under the Wow6432Node key:
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Microsoft\Exchange\Client\Options)

      • You might need to add the Options subkey – I didn’t have it on my machine
      • On the Edit menu, point to New, and then click DWORD Value.
      • Type DumpsterAlwaysOn, and then press ENTER.
      • Double-click DumpsterAlwaysOn.
      • Type 1 in the Value data area, click Decimal in the Base area, and then click OK.
      • Close Registry Editor.
      • Restart Outlook.

From <http://technet.microsoft.com/en-us/library/aa997155.aspx>

Note that depending on what version of Windows and Outlook you are using, this key might be in one of the following locations:

    • 32-bit Outlook on a 32-bit version of Windows:

      HKEY_LOCAL_MACHINESOFTWAREMicrosoftExchangeClientOptions

    • 32-bit Outlook on a 64-bit version of Windows:

      HKEY_LOCAL_MACHINESOFTWAREWow6432NodeMicrosoftExchangeClientOptions

    • 64-bit Outlook on a 64-bit version of Windows:

      HKEY_LOCAL_MACHINESOFTWAREMicrosoftExchangeClientOptions

      Now close and re-open Outlook – click on Folder then Recover Deleted Items:


      You should now see all your deleted items showing up (Dumpster for the win!)

      Click the little folder tree icon (Select All):


      Then click the envelope icon (Recover Selected Items):


      Sit back and watch the magic:


      You can now log back into OWA and verify that your dumpster is now empty, and all those files will be sitting in your Deleted Items folder:


      Who’s your daddy now?

      You are DumpsterAlwaysOn… you are!


Turn on External sharing in Office 365

External Sharing must be enabled or configured in two places before people can start sharing sites, documents, lists or libraries.

The first place is under settings in the SharePoint admin center:

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Under External sharing, choose the level of access you’d like to enable, and whether or not you want to have anonymous access:

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Now select your site collection, and click on Sharing.

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And now enable external user access to your site:

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You see the warning that Sharing links is disabled in Tenant Settings because of the settings I chose in step 1 – if you want to be able to share a link to a file without requiring someone to authenticate, you need to go back and change your global sharing settings to allow for that functionality.

Now that external sharing is enabled, you can share sites, files and folders with individual users – if you need to be able to explicitly share a list or library, it requires some extra steps, which are detailed here.

 

Share a document library with external users

External user sharing

Office 365 allows you to share your content with external users either at the site level, or the folder/document level, and this process is documented nicely here. Where things get tricky is if you need to share a document library or a list with external users, but not give them access to the rest of the site.

A quick permissions primer: you can give external users access at the site level, which gives them access to all the lists and libraries in that site (unless you have explicitly denied permissions from inheriting). If you share a document (or a folder) with an external user, they have access to that document, and that document only, and are only able to access it by the link provided to them.

Sharing lists or libraries

Now that’s all fine and dandy, but what happens if you want to share a document library, or a specific list with an external user without giving them access to the rest of your site?

You get the following error: 🙁

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Now What?

In order to share a document library, you need to first give an external user access to your site. Of course, if you share the site with them, they will have access to the document library, but they will have access to the entire site as well – which is more than likely not what you wanted to achieve.

The way around this is to start by sharing a document or a folder with them so that they can log in and be authenticated with their Office 365 credentials, or Windows Live ID.

I’ve created a document that I want to share with my external users – in this case, the document simply informs them that they will be given access to relevant information by an administrator:

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Share this document by clicking on the ellipse to the right of it, and then click the Share button:

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Type in the email address of the user you’d like to share this file with, choose whether or not you’d like them to be able to edit the file, and click Share.

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Note that in this case, I have opted to only allow the user to view the document, as it serves as a boilerplate welcome document for all my external users.

You can check on the status of your access requests and invitations, by going to Site Settings – Access requests and invitations:

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Your external user receives an email from Office 365 letting them know that content has been shared with them, and provides a link to open the file, site, or folder.

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Clicking on that link takes them to the page where they are required to authenticate – note that if you had enabled guest links or anonymous access, this step is not required.

Your users have an option of signing in with an existing Microsoft account, an Organizational (Office 365) account, or even the ability to create a new account if they don’t have one. This option allows them to use an existing email address as a Microsoft account, they don’t have to sign up for a new email address.

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Once they’ve signed in, the user now has access to the document you originally shared. The important thing is that they are now authenticated in your SharePoint site, and can be assigned to a group, or given explicit permissions wherever you need to.

Now, if you go back to your document library, you can pick the external user(s) who have authenticated their sharing links, and give them permissions to the document library.

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This exact same method can be used to share a list externally – remember, an external user must authenticate in your SharePoint site before you can add them to a group, or assign specific permissions to them.