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Microsoft Sharepoint Restrictions and best practices

Moving your Shared Company data into the cloud is a good way to store your information in a single location and removes the need of a noisy bulky server in your office.  It is also great for remote workers as they can access the data wherever they are in the world.


Before migrating your data into Sharepoint it is highly recommended that your data to be uploaded is cleaned up and relevant data archived.
It would be beneficial if old unused archivable data to be kept offline either stored on external media or left on and old server/NAS.
Folder path length also matters so try to keep this to a minimum, as having long folder names can hit the hard limit of 260 characters quite easily.

Think about your Broadband/Internet speed as a slow internet connection can make the migration take sometime to upload onto the Sharepoint servers, so make sure you only upload what you need day to day and possibly look at upgrading your connection.

With Office 365 accounts you are given 1TB of shared storage (upgradable to 25TB) to use throughout the company and this can serve up to 300 users.

For optimum performance, we recommend storing no more than 300,000 files in a single team site library. Although SharePoint Online can store 30 million documents per library, for optimum performance we recommend syncing no more than 300,000 files across all document libraries.

However there are some restrictions, 

  • Files and Folders cannot have the following characters :       ~ " # % & * : < > ? / \ { | }.
  • Maximum file size cannot exceed 15GB
  • Maximum file/folders names support up to 260 characters for file and path lengths.
  • Thumbnails are not generated for images larger than 100 MB.
  • On MacOS Case-sensitive formatted disk volume isn't supported.
  • If you have over 100,000 files and folders then you should consider which items you synchronise as it may take a long time to sync.

    You have the option to either synchronise the data using the OneDrive application which is great for laptop users who work offline.
    Or have a mapped drive just like you have been using on your server to work live on the online data.

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  1. Scott harrington

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