SharePoint Site Usability and Design Tips for Non Designers

So you’ve been given a SharePoint site to administer for your team or project, but now what? How do you configure it? What types of content should you store there? How do you change the boring standard interface to something with a little more zing without involving a designer? How should your navigation be structured and what exactly do you put on the home page to draw traffic to your site?

In this recording, SharePoint expert , Wendy Neal will walk you through the basic steps of constructing a website (regardless of platform), what you should take into consideration and how these concepts fit into the SharePoint world. Basic usability concepts will be introduced, along with some quick and easy branding tips that will make a big difference in the look and feel of your site, and you don’t need to have any design or coding skills to implement them. Whether you’ve been given a blank slate or inherited a site from someone else, you’ll come away with several ideas you can apply right away to improve the layout and design of your site, thus helping to increase user adoption. Many of the concepts in this session apply to any version of SharePoint, however all demos will be done in SharePoint 2010.

What’s your Social IQ? Succeeding with SharePoint Social

For years, SharePoint has promised smoother collaboration using “social” technology – MySites, metadata, newsfeeds. But user satisfaction with social has trailed traditional document collaboration.

- What is Social? (And what should it be?)

- Why do it? (Business cases for social)

- What are others doing? (Benchmarking Social maturity)

- How do we know it’s working? (Metrics & Reporting)

- How can we succeed? (Decisions and extent)

Sadie Van Buren and Chris McNulty lead this session recording below

Hybrid SharePoint 2013 and Office 365 Environments

More and more companies are interested in moving some or all of their operations to Office 365 / SharePoint Online. However, many of them have existing SharePoint environments, which they still want to continue using. In this Webinar, Office 365 MVP Rene Modery will look at how a hybrid environment which leverages the best of both systems can be set up. He will address the reasons for doing so, and share insight on which governance aspects need to be considered for a hybrid environment.

Double Tag Managed Metadata and Taxonomies in SharePoint 2013

Information architecture finally gets a helping hand with the second edition of Managed Metadata Service in SharePoint 2013. SharePoint expert Chris McNulty will review all the traditional uses for the term store and social tags. This session begins with a hands on review of SharePoint 2013’s managed metadata services for taxonomies, folksonomies, tags, metadata and content types. Then we’ll take a look at the newest functions – extended properties, pinning, and hashtags in SharePoint 2013. Attendees will learn about information architecture and usage for content management, catalogs, taxonomy, social networking, library and site navigation.

Collaboration with external partners in SharePoint 2013

It was an absolute pleasure to how to host a webinar with Jasper Oosterveld on Wednesday on the subject of Collaboration with external partners in SharePoint Online 2013, it proved to be a great session which was very demo heavy. Below you can find the recording of the webinar and also the slidedeck.

Analyze your File Share content to identify issues before you begin onboarding.  Fully compatible with all versions of SharePoint, including on-premise and hosted solutions.

With the latest update to MetaVis Migrator, we are pleased to announce the release of our newest feature, Pre-Migration Analysis for File Shares.

With a push of a button, users can scan local or network file directories to identify any possible issues prior to loading their content into SharePoint. Our pre-defined scans identify common SharePoint limitations or you can tailor the analysis to meet your specific requirements.

The analysis is output to a standard Microsoft Excel file, featuring color codes and ranking that clearly identify potential issues identified with your content.

For our existing MetaVis migration customers you only need to reactivate your software (Help > Activation) to receive this new functionality. Once that is complete, you will see the new analysis option in both your Migrator and File Manager ribbon as well as the application’s context menu.

For others who are interested in giving it a try, please download our fully featured 14-day trial of MetaVis Migrator. This trial will include the File Share Pre-migration Analysis functionality and much more to assist in your SharePoint migration and ongoing management needs.

Contact us today for more information or to schedule a demo with a member of our team!

Recently there has been a lot of buzz related to the new Shredded Storage feature in SharePoint 2013 – especially related to Remote BLOB Storage or RBS. Over the next week, I will be posting a series of blogs related to Shredded Storage and some tests we performed internally to better understand its value and see how much storage can be saved by leveraging this new functionality.

Contents:
Part 1: Introduction to Shredded Storage in SharePoint 2013
Part 2: How Does Shredded Storage Actually Effect Storage
Part 3: Can I Take Advantage of Shredded Storage When Upgrading?
Part 4: Can I Take Advantage of Shredded Storage if I use Database Attach? (Conclusion)

To wrap up my series of posts on Shredded Storage — as I hinted in my previous post, even if you performed a Database Attach, you can still take advantage of Shredded Storage.  Before we examine this option in more detail, I want to disclose that I am going to review a feature that we pioneered in MetaVis Migrator; this is not functionality that is native to SharePoint 2013.

If you recall the previous scenario when I reviewed the Database Attach method to upgrade from SharePoint 2010 to 2013, the original 120MB database still consumed the identical amount of space in the 2013 farm.  Of course, any new content will be shredded, but the original content does not take advantage of this.

This is where MetaVis Migrator enters the picture.  We engineered the ability to “Compress Storage” for any content that was “upgraded”.  Sounds too good to be true?  Let’s look at the numbers and show you what is possible.

Test 4: MetaVis Migrator’s “Compress Storage” Feature for SharePoint 2013

Setting the stage for this test, I attached a 2010 Content Database to SharePoint 2013 which contains the now infamous 10MB PowerPoint file with its 10 versions.

2010 DB restored to 2013

I then connected MetaVis Migrator to this site and navigated into Shared Documents, where the file is located.  I selected my single PowerPoint file and choose the “Compress Storage” option.

Compress Storage in MetaVis Migrator

I waited a few seconds and was greeted with a message letting me know that the process was complete and the storage was compressed successfully.

Compress Successfully Processed

Excellent, I now can go back into SQL Manager and see what actually happened to my database usage.

Before:

After:

Now we’re talking!  The database space usage was reduced from a total of 125360KB down to 37896KB with absolutely no data lose.  I still have all 10 versions of my PowerPoint file and its metadata.  To keep with the same consistency as the rest of my tests, I added 5 new versions (metadata changes only) and measured the database usage along the way.  Here are the raw numbers for each step of the process.

In summary, the Compress Storage feature reduced the overall usage size by 87MB or roughly 70%.  This is a significant reduction right from the start.  Each subsequent version was shredded automatically, but at this point that was expected.

To learn more about MetaVis Migrator’s Compress Storage feature visit our site (http://www.metavistech.com ), download a free trial of Migrator and give it a shot in your SharePoint 2013 environment.  We’re sure you will be quite pleased with the results.

All Good Things…

As I conclude this long winded topic, my intent is not to imply that this was such a great piece of writing that it is sad to see it come to an end (well, maybe a little tongue in cheek), but rather a nice phrase to summarize what Shredded Storage actually is, All Good Things.  It is a fantastically useful feature that is bundled into SharePoint 2013.  It requires no additional installation, configuration or management (I’m looking at you, 2013 Workflow Manager!).  It does exactly what it claims to do and does it with great ease and efficiency: reduced storage footprint, increased performance and more bang from your buck.  What more could you possibly ask for from SharePoint?

If you managed to stay with me and read through this entire post, thank you for your time.  If not, I can’t say that I blame you, but I hope that the pieces you did read were helpful in gaining a better insight into Shredded Storage.

I plan to write more about Shredded Storage in the future, including actual results with different file types (particularly PDFs), sizes and changes to content instead of just metadata.  We can then delve into the numbers and see just how efficient (or not) SharePoint 2013 turn out to be.  Until next time, thanks again for your time!

If you want to read the entire blog series, we have posted it as a whitepaper on our site.

Recently there has been a lot of buzz related to the new Shredded Storage feature in SharePoint 2013 – especially related to Remote BLOB Storage or RBS. Over the next week, I will be posting a series of blogs related to Shredded Storage and some tests we performed internally to better understand its value and see how much storage can be saved by leveraging this new functionality.

Contents:
Part 1: Introduction to Shredded Storage in SharePoint 2013
Part 2: How Does Shredded Storage Actually Effect Storage
Part 3: Can I Take Advantage of Shredded Storage When Upgrading?
Part 4: Can I Take Advantage of Shredded Storage if I use Database Attach? (Conclusion)

Still want to know more about our Shredded Storage tests?  The numbers for my second blog were very exciting for new content, but you may be asking yourself what about all my GBs/TBs of existing SharePoint 2010 content.  Won’t that still take up the same amount of space?  How can I get that into 2013 and will it be “shredded”?

In order to properly answer these questions, we need to review the supported methods of getting your content into SharePoint 2013.

• In-place upgrades
• Database Attach (Backup/Restore)
• Third party migration tools

In-place upgrades are no longer supported in SharePoint 2013, so we can cross that off our list.  The next option is Database Attach and this is probably the most commonly used method.  This process requires the construction of a new SharePoint farm specifically for 2013; detaching or backing up your 2010 databases; moving them to the new farm; and re-attaching or restoring them to 2013.  An oversimplified explanation, yes, but that is the basic process.  For a more detailed description, you can download Microsoft’s “SharePoint 2013 Upgrade Process” from http://www.microsoft.com/en-us/download/details.aspx?id=30371.

You might be thinking…that earlier I said that Shredded Storage only works with new content.  Isn’t this database backup method only restoring my existing data?  The answer is emphatically, YES.  Since SharePoint does not consider this content new, it is not processed and therefore left ‘un-shredded’.  Your 100GBs of content in SharePoint 2010 will take up the same 100GBs (give or take) in 2013.  You will only start to reap the benefits of Shredded Storage when users start adding new content OR modifying some of that 100GBs upgraded data.  New versions and modifications of this content will be shredded.

To illustrate this point, let’s go back to the testing and proceed with:

Test 2: Database Backup/Restore

First, I need to backup a 2010 Content Database and then restore it to 2013.

With that done, now I can “Mount” it to one of my existing SharePoint 2013 Web App (:27858).

Database Successfully Mounted

Content Database Attached to Web App

As seen in Central Admin, it is now available in my SharePoint 2013 Web App.  The option to update the User Experience which was not performed for these tests.

Accessed in SharePoint 2013

With that process complete, we can examine the baseline size of each database in SQL.  First is the SharePoint 2010 WSS_Content_SP2010 which was used for back up and then the SharePoint 2013 which was restored, mounted and accessed:

SharePoint 2010 Data Space Used (KB)

SharePoint 2013 Data Space Used (KB)

A few extra MBs of space were added during the upgrade process, but as clearly illustrated the content contained within this database (10MB PowerPoint with 10 versions) was not shredded.  This emphasizes the point that upgraded content databases are not shredded when mounted on a 2013 Web App.

I logged back into the updated 2013 site and began modifying my PowerPoint file.  I proceeded to add 5 additional versions to the file, each one consisting of a simple change to the metadata.  Here is the resulting database after 15 versions of the file were created.

Version History

Data Space Used after 15 Versions

The first new version in SharePoint 2013 (Version 11.0 in Figure 8) adds 10MB of space to the database, but subsequent versions consume only about 50KB each (as shredding is utilized).  Overall, an approximate 11MB increase rather than the 50MB you would have observed in SharePoint 2010 running the same test.  This is great news for those that plan ahead and allocate enough space to accommodate their 2010 databases.

You might ask –What about that initial 125MBs, can that also be shredded?  The answer is, Yes it can!  We will cover that process in more detail a little later.

The final option to upgrade your SharePoint 2010 to SharePoint 2013 is to use a third party migration tool.  I won’t get into the Pros and Cons of using a migration tool vs. a database restore (that is definitely a topic for another day).  What I do want to stress here are the benefits you can achieve from the Shredded Storage feature during migration.  Using a migration tool, SharePoint 2013 treats all content as new content.  This means it is immediately shredded reducing the overall database size.  Again you might be saying “Really?! Is that true?”  Yes.  If you don’t want to take my word on it (I don’t blame you), let’s once again go look to the numbers.

Test 3: Migrating from SharePoint 2010 to 2013

For this test, I created similar 2010 and 2013 environments:

• A single Web Application using default settings
• A single root site collection using the Team Site Template
• A single, empty document library with versions enabled, a custom text column and a modified view

To establish a base line, I am going to migrate just the content during this test (again my PowerPoint file with 5 versions), but I could have just as easily migrated the entire site collection and received similar results.

To illustrate the impact of Shredded Storage, I migrated the same content into another SharePoint 2010 site collection:

SharePoint 2010 Space Usage after Migration

As expected there was a 50+ MB increase in size.  And now, here is how the SharePoint 2013 Database Space increased during the same test:

SharePoint 2013 Space Usage after Migration

Impressive, right?  What used to take over a 50MB, now takes as little as 15MB.  Once content is migrated into SharePoint 2013, the content is shredded immediately leading to a significant decrease in storage and increase in efficiency from Day One!  That can be a huge savings if you extrapolate that over your many GBs/TBs of SharePoint content.

To conclude this blog post, it is evident that regardless of which method you take, Shredded Storage in SharePoint 2013 has a positive impact on your storage requirements.  With the database method, the impact will be felt gradually as your SharePoint 2013 content grows with use, while the migration path will provide the same positive impact immediately.

Check back on Monday for my final post in this series where I examine how you can take advantage of Shredded Storage if you use a database attached method using MetaVis Migrator.

Recently there has been a lot of buzz related to the new Shredded Storage feature in SharePoint 2013 – especially related to Remote BLOB Storage or RBS. Over the next week, I will be posting a series of blogs related to Shredded Storage and some tests we performed internally to better understand its value and see how much storage can be saved by leveraging this new functionality.

Contents:
Part 1: Introduction to Shredded Storage in SharePoint 2013
Part 2: How Does Shredded Storage Actually Effect Storage
Part 3: Can I Take Advantage of Shredded Storage When Upgrading?
Part 4: Can I Take Advantage of Shredded Storage if I use Database Attach? (Conclusion)

To follow up on my post from Monday, now that you have a basic understanding of what  SharePoint Shredded Storage does and why it was included in SharePoint 2013, its time to examine some actual numbers to see where the savings occur.  This post will focus on some initial test that we performed.

For our testing, we used the following configuration:

• SharePoint 2010 with SQL Server 2012, running on Server 2012 (Hyper-V)
  • New Web Application using default options
    • 1 Site Collection created using the out of the box Team Site template
      • Default “Shared Documents” library with Major versions enabled, a single custom text column and a modified “All Documents” view
• SharePoint 2013 with SQL Server 2012, running on Server 2012 (Hyper-V)
  • New Web Application using default options
    • 1 Site Collection created using the out of the box Team Site template
      • Default “Documents” library with Major versions enabled, a single custom text column and a modified “All Documents” view
• PowerPoint 2013 file
  • File Size = 10.0MB (10,510,336 bytes)

Figure 1: Windows File Properties of Test Document

• Measurements were taken using the SQL Server 2012 Management Interface, more specifically the Object Explorer’s “Data Space Used” value.  All numbers are reported in KB (kilobytes) unless otherwise noted.

On to the numbers!  The first test is purely a baseline to compare how efficiently (or inefficiently) SharePoint 2010 and 2013 stored the same PowerPoint file with multiple versions.

Test 1: Baseline Comparison of SharePoint 2010 & 2013 Default Storage

Within my environment, the identical testing process for both 2010 and 2013 was;

1. Measure the baseline database space usage without content
2. Upload the PowerPoint file and measure the size increase
3. Create a second version by simply modifying the metadata (the file was not altered, just the metadata) and measure the increase
4. Repeat the test until 5 versions were created

Here are the results for SharePoint 2010:

Here are the results for SharePoint 2010:

The evidence is quite dramatic.  As you can clearly see in the third column “Database Increase with Zero Baseline (KB)”, each metadata modification in 2010 causes an additional 10+MB of storage space to be utilized.  With 2013 that same change only resulted in a few extra KBs in your content database.

Represented as percent changes, you have the following view:

Based on these numbers, the 2013 content database shows a 79% decrease in database size compared to 2010 which then translates into a 485% increase in database efficiency.  Multiply that out to cover the GBs or TBs of content in your SharePoint farm and you can quickly realize the benefits of Shredded Storage in SharePoint 2013.

Before someone claims that this test is not indicative of real-life scenarios, I admit that this was a very basic case using a single Open XML Office document, but it does show the strength of the underlying technology.  I will do a follow-up posts comparing numbers in 2013 with varying types and sizes of content.  Keep in mind that all content is shredded in SharePoint 2013, not just Office files.

Don’t forget to check out tomorrow’s blog post where I look at the question “Can I take advantage of Shredded Storage when upgrading?”

Recently there has been a lot of buzz related to the new Shredded Storage feature in SharePoint 2013 – especially related to Remote BLOB Storage or RBS.  Over the next week, I will be posting a series of blogs related to Shredded Storage and some tests we performed internally to better understand its value and see how much storage can be saved by leveraging this new functionality.

Contents:
Part 1: Introduction to Shredded Storage in SharePoint 2013
Part 2: How Does Shredded Storage Actually Effect Storage
Part 3: Can I Take Advantage of Shredded Storage When Upgrading?
Part 4: Can I Take Advantage of Shredded Storage if I use Database Attach? (Conclusion)

Before I get into the tests we preformed (that will be in the next post), its important to step back and understand what Shredded Storage is and how it is different from BLOB storage in SharePoint 2010.

What is “Shredded Storage”?
Shredded Storage in SharePoint 2013 is a new feature that makes better use of storage and performance of your SQL server and ultimately SharePoint itself. For those that don’t peak behind the SharePoint curtains, all elements of SharePoint are stored and referenced from an underlying SQL database. Each site or list you create becomes a reference stored in SQL and more importantly each piece of content that is created or uploaded is also stored in SQL as BLOBs. This article is not intended to get too far into the weeds about SQL, BLOBs, database tables and the like, I only mention these terms because your Content Database and BLOBs are the main components of the new Shredded Storage feature. For a deep dive into these topics, check out this Microsoft TechNet article.

Problems with BLOB Storage
Before jumping into SharePoint 2013’s Shredded Storage, we need to journey back to SharePoint 2010 and briefly discuss the underlying issues with storage and I/O performance there. In the next post I will dive into the actual numbers, but for now here is a basic explanation.

In SharePoint 2010 when version history was enabled, each version of a document created an additional BLOB in your content database. To put that into perspective, if you had a 10MB PowerPoint file that would create a 10MB BLOB. When version 2 was created, that would result in an additional 10MB BLOB. You are probably thinking that this makes sense. The file was modified and I may need to pull that particular version out of SharePoint. However, consider that some modifications do not involve the actual content. For example if you modified a metadata value, SharePoint would still add another 10MB BLOB storage to the database. As a result, that 10MB PowerPoint with 10 versions is now taking up 100MB of space in your content database, even though the file itself may never have been altered. Good thing there are history limits that can be placed on versions – something I am sure you have implemented, right?

Due to these inherit inefficiencies with storage, people looked outside of SQL for answers. This is where Remote BLOB Storage (RBS) solutions fit in to the picture. These solutions take all that content (BLOBs) and externalize them to an alternate location, where storage could be optimized and I/O improved, and left smaller, more efficient “pointers” in the database. SharePoint can then retrieve the content when called upon. For SharePoint 2010, these solutions became the backbone of many large organizations that relied on SharePoint to store massive amounts of content and deliver it efficiently to the users.

Back to present day and the release of SharePoint 2013, with its Shredded Storage function. Using the earlier example of the 10MB PowerPoint file, what happens now with SharePoint 2013 is that each version of the file is no longer stored as 10MB in the content database, but rather it is “chunked” or “shredded” into smaller pieces, each representing only the actual modification (metadata or differential if content was altered). So the same 10MB file with 10 versions will not take up 100MB of storage with Shredded Storage, but a significantly smaller footprint. In an unlikely scenario where all 10 version are limited to metadata changes, SharePoint could consume only a little more than the original 10MB. Even if the file was modified, SharePoint 2013 intelligently chunks each version into smaller BLOBs containing only the content deltas. This is a great thing. Did I mention yet that it is enabled by default with no configuration required!

Are you still with me? Good. How it works behind the scenes or how SharePoint reconstructs these BLOBs is beyond the scope of this article, so I would encourage you to “Bing It” for more information if you are interested. There are many technical articles online written by experts describing the nooks and crannies of Shredded Storage. For now, we care that it is there, it works and it is a standard feature of SharePoint 2013.

Stay tuned for my next post where I will provide some actual numbers to see where the savings occur with Shredded Storage.