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Druva Documentation

How to manage SharePoint Online for Office 365?

inSync Cloud Editions: File:/tick.png Elite Plus File:/tick.png Elite File:/cross.png Enterprise File:/cross.png Business

Overview

As a cloud administrator, you can configure inSync to integrate with Office 365 for SharePoint. Once configured, you can collect data for SharePoint Site Collections. 

If you have not configured SharePoint backup, you can configure inSync to automatically discover site collections and define global storage, backup, and data retention policies for any newly discovered site collection.

If you already use inSync to back up SharePoint data, the following options are defined by default:

  • Auto-discovery of site collections is enabled.
  • Auto-assign of storage is disabled. inSync discovers site collections but does not start back up till a storage is assigned to them. 
  • Backup schedule is every 8 hours.
  • Daily backups are retained for 7 days, weekly backups are retained for 4 weeks, and monthly backups are retained for 12 months.
  • Files with the following extensions are excluded from backup: *.exec;*.osx;*.ps1;*.sh;*.bat;*.cmd;*.app;*.dmg;*.pkg;*.rpm;*.deb;*.msp;*.ocx;*.cpl;*.sys;*.drv;*.com;*.msi;*.dll;*.exe

inSync applies the default settings to all new discovered site collections. You can edit the SharePoint settings to define new settings. 

inSync discovers and backs up the following site collection types:

  • Classic sites: The basic SharePoint site collection used for project collaboration, intranet portal pages, record storage and so on.
  • Team sites (hidden sites for O365 Groups, Teams Web App): A site collection used for teams to work on projects, and share information and files from any device. A team site automatically creates an Office 365 group and any user that you add to the team site gets added to the Office 365 group. These sites are not listed in the SharePoint sites list.

inSync backs up the following data for a SharePoint site collection:

  • Subsites
  • Document Libraries
  • Lists
  • Templates
  • Assets
  • Pages 
  • Metadata associated with site collections, sites, libraries, list, templates, assets, folders, files, and permissions.

Note:

  • Unpublished site pages will not be backed up.
  • Contents in the recycle bin will not be backed up.
  • Forms folder is displayed by default in every folder for every backed up site collection and will not be restored.
  • If the SharePoint Online sites, subsites, lists, and document libraries have a '/' (forward slash) character present in their title, the “/” is replaced with an “_” (underscore) character before backing up the data.

If you are an existing customer, you must reconfigure Office 365 to enable SharePoint Online. To reconfigure your Office 365 see, Reconfigure Office 365.

Configure SharePoint for backup and restore

The settings that you define automatically applies to all subsequent auto-discovered sites. You can also change the settings of any auto-discovered site. 

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click Configure SharePoint Backup. The SharePoint Settings window appears. 
    sharepoint settings page.png
  4. Enter the following details and click Save. inSync starts discovering site collections. 
Field Description
Auto-discover site collections Select this check box if you want inSync to automatically discover new site collections added to the SharePoint Online setup of your organization. inSync runs the discovery process every 24 hours. This setting is enabled by default.
Auto-assign storage

Select this check box if you want inSync to automatically assign a storage for any newly discovered site collection. It is mandatory for a site collection to be assigned a storage for inSync to back it up.

Assign storage

Displays all the configured storage regions. Select a storage from the list. 

Storage once assigned cannot be changed later.

Backup every

Click the frequency of scheduled backups for SharePoint sites.

Note: The time in this list indicates the interval between two consecutive backups. For example, if the frequency for backups is 4 hours and a backup ends at 10:07 A.M., the next backup starts at 2:07 P.M.
Retain daily data backups for

Type the number of days that you want to retain all backups.

At the end of the backup period, inSync will delete the data from the storage.

For example, if you specify that you want to retain all backups for 5 days and inSync completed the backup operation on January 6, 2017, inSync will delete the backup data from the storage on January 11, 2017.

Retain weekly data backups for

Type the number of weeks that you want to retain all backups.

At the end of the weekly backup period, inSync deletes the data from the storage.

Note: The weekly backup is the last backup in a calendar week. The calendar week starts on Sunday.
Retain monthly data backups for

Type the number of months that you want to retain all backups.

At the end of the monthly backup period, inSync deletes the data from the storage.

Note: The monthly backup is the last backup in a calendar month.
Exclude files In the Exclude Files box, type the file types that you want to exclude from the backup of a SharePoint site collection. The file extensions are automatically added to the adjacent field. If you want to remove a file type, click the file type. 

Note: To retain the backups for an unlimited period, enter 0 as the value for all daily, weekly and, monthly retention settings.

Discover Site Collections manually

If the Auto-discover site collections option is enabled, inSync auto-discovers site new collections every 24 hours. If you want inSync to discover any new site collection before the next auto-discovery process runs, follow this procedure: 

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click Discover Site Collections. inSync discovers the site collections added to the SharePoint online setup of your organization after the last auto-discovery process. If the Auto-assign storage option is enabled, inSync assigns the selected storage and the default backup and retention policies to the site collection. The site appears in the SharePoint site list with Site Status as Enabled. If the Auto-assign storage option is disabled, the Site Status is Not Configured
    edit sharepoint settings.png
    sharepoint site list with configured and not configured.png
  4. (OPTIONAL) Click the site collection you want to configure. The Edit Settings window appears.
  5. (OPTIONAL) Enter the required details and click Save. When the site is successfully configured the Site Status changes to Enabled.

Add a Site Collection manually

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click Add Site Collection. The Add New Site Collection window appears.
    add new site collection.png
  4. Enter the following details and click Save.
Field Description
Site URL Type the site URL. You can get this URL from the Office 365 portal. 
Site Title

Displays the name of the site collection. 

Note: If the SharePoint Online sites, subsites, lists, and document libraries have a '/' (forward slash) character present in their title, the “/” is replaced with an “_” (underscore) character before backing up the data.

Assign storage

Select a storage from the drop-down list.

 Storage once assigned cannot be edited.

Backup & Retention

Displays the backup and retention policy settings that you want to apply to this site collection. The following options are available:

  • SharePoint Settings - Select this option if you want to apply the defined global SharePoint settings for this site collection. The settings are displayed and are non-editable. 
  • Custom - Select this option if you want to define custom settings for this site collection. This enables you to define a custom backup schedule, data retention policy, and file exclusions for this site collection. 
Backup every

Click the frequency of scheduled backups for SharePoint site collections. For scheduled backups, at least one AD Connector should be registered and connected to inSync Cloud. For more information see Prerequisites to back up Cloud Apps data.

Note: The time in this list indicates the interval between two consecutive backups. For example, if the frequency for backups is 4 hours and a backup ends at 10:07 A.M., the next backup starts at 2:07 P.M.
Retain daily data backups for

Type the number of days that you want to retain all backups.

At the end of the backup period, inSync will delete the data from the storage.

For example, if you specify that you want to retain all backups for 5 days and inSync completed the backup operation on January 6, 2017, inSync will delete the backup data from the storage on January 11, 2017.

Retain weekly data backups for

Type the number of weeks that you want to retain all backups.

At the end of the weekly backup period, inSync deletes the data from the storage.

Note: The weekly backup is the last backup in a calendar week. The calendar week starts on Sunday.
Retain monthly data backups for

Type the number of months that you want to retain all backups.

At the end of the monthly backup period, inSync deletes the data from the storage.

Note: The monthly backup is the last backup in a calendar month.
Exclude files In the Exclude Files box, type the file types that you want to exclude from the backup of a SharePoint site collection. The file extensions are automatically added to the adjacent field. If you want to remove a file type, click the file type. 

Note

  • To retain the backups for an unlimited period, enter 0 as the value for all daily, weekly and, monthly retention settings.

The new site collection will be added to the SharePoint site list.

Edit SharePoint settings

  1. On the inSync Management Console  menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click SharePoint Settings. The Edit SharePoint Settings window opens.
  4. Enter the following details and click Save.
Field Description
Auto-discover site collections Select this check box if you want inSync to automatically discover new site collections added to the SharePoint Online setup of your organization. inSync runs the discovery process every 24 hours. This setting is enabled by default.
Auto-assign storage

Select this check box if you want inSync to automatically assign a storage for any newly discovered site collection. It is mandatory for a site collection to be assigned a storage for inSync to back it up. If a storage is not assigned to a site collection, then inSync displays Not Configured in the Site Status column. 

Assign storage

Displays all the configured storage regions. Select a storage from the list. 

Note: While saving the SharePoint Settings, inSync prompts you to assign the selected storage to all the site collections, which are not yet assigned a storage. If you want to, click Assign Storage.

Storage once assigned cannot be changed later. 

Backup every

Click the frequency of scheduled backups for SharePoint sites.

Note: The time in this list indicates the interval between two consecutive backups. For example, if the frequency for backups is 4 hours and a backup ends at 10:07 A.M., the next backup starts at 2:07 P.M.
Retain daily data backups for

Type the number of days that you want to retain all backups.

At the end of the backup period, inSync will delete the data from the storage.

For example, if you specify that you want to retain all backups for 5 days and inSync completed the backup operation on January 6, 2017, inSync will delete the backup data from the storage on January 11, 2017.

Retain weekly data backups for

Type the number of weeks that you want to retain all backups.

At the end of the weekly backup period, inSync deletes the data from the storage.

Note: The weekly backup is the last backup in a calendar week. The calendar week starts on Sunday.
Retain monthly data backups for

Type the number of months that you want to retain all backups.

At the end of the monthly backup period, inSync deletes the data from the storage.

Note: The monthly backup is the last backup in a calendar month.
Exclude files In the Exclude Files box, type the file types that you want to exclude from the backup of a SharePoint site collection. The file extensions are automatically added to the adjacent field. If you want to remove a file type, click the file type. 

Note: To retain the backups for an unlimited period, enter 0 as the value for all daily, weekly and, monthly retention settings.

Edit Site Collection

  1. On the inSync Management Console  menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click the site collection that you want to edit. The site page appears if you select an enabled site. If the site is not configured, you need to configure the site settings first.
  4. Under Site Settings, click Edit. The Edit Settings window appears.
  5. Edit the required details and click Save.

On-demand back up of Site Collection

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click the site collection name you want to backup. The site page appears if you select an enabled site. If the site is not configured, you need to configure the site settings first and then trigger the backup activity.
  4. Click Backup Now to trigger the backup. After the backup activity is completed, the Backup Status on the SharePoint page will change to Backed Up Successfully.

Note:  If the SharePoint Online sites, subsites, lists, and document libraries have a '/' (forward slash) character present in their title, the “/” is replaced with an “_” (underscore) character before backing up the data.

Restore Site Collection

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click the site name you want to restore. The site page appears if you select an enabled site.
  4. Click Restore. The Restore Data window appears.
  5. On the Restore Data window, in the left pane, select the snapshot from which you want to restore data.

    If the SharePoint Online sites, subsites, lists, and document libraries have a “/” (forward slash) character in their name, the snapshot displays an “_“ (underscore)character instead of the “/” (forward slash).

  6. In the right pane, browse and select the sites and subsites that you want to restore. Alternatively, you can use Search Site Collection, located at the top-right corner to search for files across your backed up SharePoint Online sites and subsites.
    1. To use Search Site Collection, type the name of the file you are looking for in the box.
      Note: inSync customers who use Enterprise Search, can use the metadata attributes of the file to obtain a fast and accurate search result.
    2. Click Filters icon to narrow your search results.
    3. Use the following filters to refine your search criteria:
      • File Type - Select the file type of the document.
      • Modified between - Select the time range to get the list of files modified during a particular time range.
      • Owner - Type the name of the owner of the file.
    4. Click Apply. List of files matching your search criteria is displayed.
    5. Select the desired files.
  7. Click Restore. The Restore window appears.
  8. Select a SharePoint restore option:
    • In-place Restore - existing data present in your site collection overwritten with the data selected for restore. 
    • Restore as a Copy - a new site is created at the root level and the data is restored to this site. During the restore activity, inSync creates a new inSync-restore-<date stamp>-<time stamp> subsite inside the root site.
  9. Click Ok.

Due to a Microsoft API limitation, all team sites (hidden sites for O365 Groups, Teams Web App) are restored with the classic template when restored as a copy. 

If you want to restore a deleted site collection, create a new site collection with the same URL as the deleted site collection. Restore the data of the deleted site in the newly created site collection. 

Download Site Collection

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click the site name you want to restore. The site page appears if you select an enabled site. If the site is not configured, you need to configure the site settings first and then trigger the backup activity.
  4. Click Restore. The Restore Data window appears.
  5. In the right pane, browse and select the sites and subsites that you want to download. Alternatively, you can use Search Site Collection, located at the top-right corner to search for files across your backed up SharePoint Online sites and subsites:
    1. To use Search Site Collection, type the name of the file you are looking for in the box.
      Note: inSync customers who have Enterprise Search enabled, can use the metadata attributes of the file to obtain a fast and accurate search result.
    2. Click Filters icon to narrow your search results.
    3. Use the following filters to refine your search criteria:
      • File Type - Select the file type of the document you are searching for.
      • Modified between - Select the time range to get the list of files modified during a particular time range.
      • Owner - Type the name of the owner of the file you are searching for.
    4. Click Apply. List of files matching your search criteria is displayed.
    5. Select the desired files.
  6. Select the site collection that you want to download, and click Download. folder name .zip.

    If the SharePoint Online sites, subsites, lists, and document libraries have a “/” (forward slash) character in their name, the snapshot displays an “_“ (underscore)character instead of the “/” (forward slash).

  7. Click OK. The site collection is downloaded in a <site collection name>.zip format.

Disable Site Collection

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click the site name you want to disable. Click Disable. A confirmation dialog box appears.
  4. Click Yes to disable the site.

Enable Site Collection

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Click the disabled site name you want to enable. Click Enable.

Delete Site Collection

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Click Office 365 > SharePoint.
  3. Select the site name you want to delete.
  4. Click Delete. A confirmation dialog box appears.
  5. Click Yes to delete the site.

Related activities

Activity Description
Monitor SharePoint activities

To monitor SharePoint activities, on the Manage Cloud Apps page, navigate to O365 > Sharepoint tab and click the required Site Name. Click Activity Stream tab to view the activity details. These activities are also displayed under Recent Activities area. 

You can also select the time period for which you want to view the activity logs for SharePoint site collections. Logs for restore activity can be downloaded as well.

View site collection audit trail To view SharePoint site audit trails, on the Audit trails page, navigate to Admin Audit Trail and select SharePoint under Activities By Type.  For more information see Audit Trails page.
View Storage details To view, SharePoint storage details navigate to Manage > Storage List. For more information see Manage Storage page.
View Live Activities To view backup or restore progress of SharePoint sites, click . The Live Activities page displays the current progress of ongoing backup or restore activities of all SharePoint sites. For more information see Live Activities.
View Sharepoint Backup and Restore report To view and download the SharePoint Backup and Restore Report, on the inSync Management console, navigate to Reports > SharePoint Report. For more information see SharePoint Backup and Restore Report.
Configure alerts for SharePoint To view the SharePoint Backup failed or SharePoint Restore status alerts, navigate to  > Manage Alerts. For more information see Alerts.