OneDrive Admin Center Essentials: Monitoring and Managing Your Team

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As an admin, you're responsible for ensuring your team's OneDrive files are secure and accessible. To do this, you'll need to monitor and manage your team's OneDrive usage from the Admin Center.

The Admin Center provides a centralized location for managing your team's OneDrive accounts, including user settings, storage usage, and security features. This is where you'll go to set up and manage your team's OneDrive environment.

To start monitoring your team's OneDrive usage, navigate to the "Storage" section of the Admin Center. Here, you can view storage usage by user, group, or site, helping you identify potential storage issues before they become a problem.

By monitoring your team's OneDrive usage, you can prevent storage issues and ensure your team has the access they need to collaborate and share files.

Check this out: Managing Onedrive

Granting Access

You can grant access to OneDrive for employees using the SharePoint Admin Center in the Microsoft 365 Admin Center. To do this, log into the Microsoft 365 Admin Center and select SharePoint under Admin Centers.

Check this out: Azure Administrator

Credit: youtube.com, How to access someone's OneDrive in Office 365 (Admin Center)

To give access to a specific employee, type their name in the Find profiles field and click on their profile. Then, click on Site Collection Administrators and type in the name of the person you want to give access to.

You can also grant access using PowerShell by connecting to SharePoint Online using your Admin site URL. Your site url should be your domainname-sharepoint.com.

To give access to multiple users, create a new security group in Active Directory or Office 365 and add the allowed users to this group.

To disable OneDrive for all users except a specific group, enable the "Create Personal Site" option and disable the "Disable OneDrive" checkbox for that group only.

Here are the steps to grant access to OneDrive using the SharePoint Admin Center:

  • Log into the Microsoft 365 Admin Center and select SharePoint under Admin Centers
  • Type the name of the employee you want to give access to in the Find profiles field
  • Click on their profile and then click on Site Collection Administrators
  • Type in the name of the person you want to give access to and click on the checkmark to check names

Monitoring and Reporting

You can use the OneDrive admin center to monitor and report on various aspects of your organization's OneDrive usage. OneDrive provides multiple user-viewable reports in the OneDrive service.

Credit: youtube.com, Taking a Look at OneDrive Sync Health in the Microsoft 365 Apps Admin Center

To monitor OneDrive user activities, you can use the OneDrive user activities report in the Microsoft 365 admin center. This report provides clear insights into users' usage and engagement with their OneDrive accounts.

The OneDrive file activities report shows file-sharing activities in OneDrive, including information on the number of files viewed or edited, synced, and shared internally & externally. You can use this report to get an overall idea about the file activities occurring in your organization.

OneDrive also offers an in-depth sharing report that provides details of resource path, item type, permission, username, user email, link ID, link type, etc., about the shared file and folders. You can access this report by going to OneDrive settings, then manage access, and finally run the sharing report.

You can monitor OneDrive shared files to identify the individuals accessing your files and restrict unwanted sharing. By analyzing these OneDrive reports on shared files, you can eliminate potential data breaches and their consequences in your organization.

Here are some of the key reports you can use to monitor OneDrive:

  • OneDrive user activities report
  • OneDrive file activities report
  • OneDrive in-depth sharing report
  • OneDrive shared files report

User Management

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To manage your OneDrive user accounts efficiently, it's essential to keep track of active and inactive accounts. Microsoft 365 freezes inactive user accounts after a year, and deletes them if they remain inactive for a longer time.

You can gain comprehensive visibility into active and inactive accounts through the OneDrive user accounts report in the Microsoft 365 admin center. This report provides a complete list of total accounts and active accounts in OneDrive.

To minimize the risk of deleted user accounts, admins should regularly analyze the inactive accounts and take necessary actions. By doing so, you can ensure that your OneDrive user accounts are up-to-date and accurate.

Discover more: 365 Onedrive

User Account List

Microsoft 365 freezes inactive user accounts in OneDrive after a year. This means admins must keep track of active and inactive accounts to avoid deletion.

To get a list of OneDrive user accounts, use the OneDrive user accounts report in the Microsoft 365 admin center. This report provides comprehensive visibility into active and inactive accounts.

This report includes a complete list of total accounts and active accounts in OneDrive, making it easier to analyze inactive user accounts.

Active Files

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Active Files are a crucial aspect of User Management, and it's essential to keep an eye on them. You can do this through the OneDrive usage reports, which show the total OneDrive files and how many are active among them.

The files section of this report is particularly useful, as it allows you to identify the number of active files and discard the unnecessary inactive files to free up space in the OneDrive storage quota.

By monitoring the active files, you can manage default OneDrive storage space more effectively, which is especially important if you're running low on storage. This can help prevent data loss and ensure that your organization's files are always accessible.

To access the OneDrive usage reports, you can follow the link to the report, which is located in the Microsoft 365 admin center.

Apps

One of the most important tools in the Microsoft 365 Apps Admin Center is the OneDrive Sync Reports.

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Monitoring the sync status ensures that files are being correctly synchronized between the local device and the cloud storage. This is especially useful for administrators who need to troubleshoot issues with file syncing.

OneDrive sync is used for accessing files from anywhere through a computer, mobile device, or OneDrive website since they synchronize files between the computer and the cloud. Any changes made to the OneDrive folder, such as file addition or deletion, will be automatically synced.

Shareable Link Settings are a crucial aspect of OneDrive for Business, allowing you to control how your files and folders are shared with others.

You can set the link to expire within a specified number of days, giving you control over how long your shared files are accessible. This feature helps prevent unauthorized access to sensitive information.

Users can also set view-only or view, edit, and upload permissions for their files and folders separately, giving them flexibility in how they share their content.

Curious to learn more? Check out: Onedrive Link

Credit: youtube.com, Office 365 - Sharing a OneDrive File & Setting Permissions

The permission levels for shareable links can be set from most permissive to least permissive, with four levels in between. This allows you to fine-tune access control and ensure that sensitive information is only shared with authorized individuals.

Here's a breakdown of the permission levels for shareable links:

By understanding and utilizing these shareable link settings, you can ensure that your files and folders are shared securely and with the right level of access.

Run a Bunch

To effectively manage user access to OneDrive, it's essential to understand how to generate sharing reports for multiple users. You can run a bunch of OneDrive sharing reports from the Admin Center, but it can get complicated when dealing with multiple users.

One way to simplify this process is to create a new security group in Active Directory or Office 365 and add the allowed users to this group. This will allow you to update user permissions and disable OneDrive for all users except the ones in the allowed group.

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To generate a OneDrive sharing report on a user, you'll need to search for and select that user, then click on "Create link to files". This will automatically assign you as a site administrator of that OneDrive site, but you can remove yourself from the list after you get the report.

The process of generating a sharing report may take some time depending on the number of files, so be patient. If you click on "Run a sharing report" again while it's still in process, it will let you know and will include a link that leads to the destination folder you chose.

Here's a step-by-step guide to generating a OneDrive sharing report:

  • Search for and select the user you want to generate a report for
  • Click on "Create link to files"
  • Go to More settings and run the sharing report
  • Choose where in the drive you want to save the report
  • Wait for the report to generate, which may take some time depending on the number of files

The resulting csv file will show the different ways a file has been shared and with whom.

Storage and Sync

The OneDrive Admin Center offers a range of features to manage storage and syncing across your organization. You can increase the default storage space for each user's OneDrive from 1 TB to up to 5 TB, depending on your company's plan and licensed users.

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For example, if you have a large team that needs more storage, you can upgrade the storage limit to 5 TB. The new storage limit will be applied the next time a user accesses their OneDrive.

To monitor OneDrive activity and sync reports, you can check the Microsoft 365 admin center. This is where you can spot the OneDrive Sync reports in the Apps admin center to ensure easy mobility of files across your organization.

Here's a quick rundown of the storage and sync settings you can control in the OneDrive Admin Center:

  • Storage space limit: default is 1 TB, but can be increased to 5 TB depending on your company's plan
  • Sync settings: control syncing of files in OneDrive and SharePoint
  • Sync button visibility: show or hide the Sync button on the OneDrive website
  • Domain syncing: allow syncing only on PCs joined to specific domains
  • File type syncing: block syncing of specific file types

Storage Availability

The default storage space for each user's OneDrive is 1 TB, but administrators can increase it up to 5 TB depending on the company's plan and the number of licensed users.

For most subscription plans, the default storage space is 1 TB, and it's applied the next time a user accesses their OneDrive.

You can check your OneDrive storage quota usage by looking at the OneDrive for business reports in the M365 admin center.

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To monitor Microsoft OneDrive for business, check OneDrive reports in the Microsoft 365 admin center or the Apps admin center.

The OneDrive storage space limit can be increased by administrators, but it's essential to monitor usage to avoid files moving to read-only mode.

Here are the different storage options available:

OneDrive for Business allows companies to provide employees with personal storage space, which can be managed from a central location, and it's available in all business editions of Microsoft 365.

Checking Sync Status

Checking Sync Status is a crucial step in maintaining a healthy OneDrive environment. You can view the health page of the Microsoft 365 Apps admin center to track the OneDrive sync status.

The OneDrive sync admin reports provide an executive summary of every event that happens in and around the OneDrive sync app. This includes vital information on sync status, the OneDrive sync app version of individual devices, and monitors Known Folder Move rollout.

Recommended read: Onedrive Application

Credit: youtube.com, OneDrive Sync Status Icon Explanation

To analyze the sync status, you can optimize the sync settings, network configurations, or device resources to ensure efficient & reliable synchronization. By keeping an eye on these sync admin reports, you can maintain a healthy environment and ensure protection of organizational data.

One key benefit of checking sync status is that it allows you to troubleshoot issues before they impact your organization. By monitoring the health page, you can identify potential problems and take corrective action.

Here are some key settings to control syncing of files in OneDrive and Sharepoint:

  1. Show the Sync button on the OneDrive website
  2. Allow syncing only on PCs joined to specific domains
  3. Block syncing of specific file types

Note that you can also download the synchronization client from this page, and find documentation on synchronization problem fixing.

Files

The Files section of OneDrive usage reports shows the total OneDrive files and how many are active among them.

You can identify the number of active files and discard the unnecessary inactive files to free up space in the OneDrive storage quota and manage default OneDrive storage space.

Credit: youtube.com, OneDrive - Sync Icons Explained for files and folders

The OneDrive file activity reports in the Microsoft 365 admin center showcase the file-sharing activities in OneDrive, comprising information on the number of files viewed or edited, synced, and shared internally & externally.

This report helps you understand the trend and patterns of collaboration level in your organization.

You can use the file activity report to get an overall idea about the file activities occurring in your organization.

The OneDrive shared files reports allow you to monitor the individuals accessing your files and restrict unwanted sharing.

Analyzing these reports on shared files can help you eliminate potential data breaches and their consequences in your organization.

Consider reading: Shared with Me Onedrive

Frequently Asked Questions

How do I get to 365 admin centre?

To access the 365 admin centre, sign in to Microsoft365.com with your work account and select the app launcher, then choose Admin from the list. From there, you'll see the top actions for administrators at the top of the page.

How do I get admin access to OneDrive Users?

To grant admin access to OneDrive users, navigate to the Users > Active users page in the admin center and select the user's OneDrive properties. From there, create a link to their files under Get access to files.

Can admin restore OneDrive files?

Yes, a SharePoint Administrator can restore a OneDrive to its previous state after 93 days of deletion. Learn how to restore your OneDrive with Files Restore.

How to enable OneDrive in admin center?

To enable OneDrive in the admin center, log into the Microsoft 365 Admin Center and navigate to the user's OneDrive settings. From there, you can create a link to their files.

Francis McKenzie

Writer

Francis McKenzie is a skilled writer with a passion for crafting informative and engaging content. With a focus on technology and software development, Francis has established herself as a knowledgeable and authoritative voice in the field of Next.js development.

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