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Plan for OneDrive for Business in SharePoint Server 2013

SharePoint 2013
 

Applies to: SharePoint Server 2013

Topic Last Modified: 2014-02-20

Summary: Learn about performance, security, and other considerations for implementing OneDrive for Business in SharePoint Server 2013.

In SharePoint Server 2013, OneDrive for Business functionality enables users to store and synchronize files between SharePoint Server 2013 and a client workstation. The OneDrive for Business architecture includes storage locations (both document libraries in SharePoint Server 2013 and Windows folders on the client workstation), and the OneDrive for Business Windows Sync client. This topic helps administrators plan their implementation of OneDrive for Business by presenting what planning options are available, and important considerations when you are using or administering OneDrive for Business. Before you read this topic, you should understand the concepts described in Overview of OneDrive for Business in SharePoint Server 2013.

In this article:

The components that make up OneDrive for Business (the OneDrive for Business Windows Sync Client and document libraries in SharePoint Server 2013) have different pre-requisites. The following is a list of pre-requisites for OneDrive for Business, organized by the different OneDrive for Business components.

  • To support OneDrive for Business document libraries in SharePoint Server 2013, you must have:

    • A SharePoint Server 2013 My Site Host.

    • Configured the User Profile Service application.

    • The user must have an existing My Site with the personal site collection created.

  • To support synchronizing document libraries to a user's client workstation with the OneDrive for Business Windows Sync client, you must have:

    • Either

      • Office 2013 Standard or Office 2013 Professional Plus, or the stand-alone OneDrive for Business Windows Sync client.

      • An Office 365 subscription that includes the Office 2013 applications.

    • Client workstations running Windows 7 or Windows 8.

Depending on your usage scenarios, the following additional pre-requisites may apply to you:

  • To enable Office 2013 users to open documents from or save documents to their OneDrive for Business document library on their My Site:

  • To support system generated email notifications from SharePoint Server 2013 when a user shares a document with another user:

The OneDrive for Business document library is part of a user's My Site, which is created when the user's My Site is created. If a quota is set on the My Site site collection, the quota also applies to items in the OneDrive for Business document library. By default, this is set to 100MB. If your company plans to use the OneDrive for Business document library for users to store their files, an administrator should increase this default quota limit. If your organization uses SharePoint Online, a user's My Site quota is set to 25GB and is configurable to 50GB or 100GB per user.

To make the user's OneDrive for Business document library on their My Site appear in the Office client applications as an open or save location (so that the user can open files from, or save files to this location directly), you need to configure Exchange Autodiscover with the My Site URL. When Exchange Autodiscover is configured to use the My Site Host's URL, Office clients receive the My Site location for that user from Exchange Server 2013, and populates the Backstage in Office 2013 with a user's OneDrive for Business document library as an open and save location. For more information, see Configure Exchange Autodiscover with a My Site Host URL in SharePoint Server 2013.

NoteNote:
If the user does not open or save documents to their OneDrive for Business document library frequently, the open and save location in the Backstage may be removed even if Exchange Autodiscover is configured.

If configuring Exchange Autodiscover is not an option in your deployment, users can individually add their OneDrive for Business document library on their My Site as an open / save location by:

  1. Clicking Sync in SharePoint Server 2013.

  2. Entering the My Site Host URL when you are prompted by the OneDrive for Business Windows Sync client. The OneDrive for Business Windows Sync client will place a shortcut to the user's My Site in Windows Explorer under Favorites.

  3. In Office 2013, users can open or save a file to their OneDrive for Business document library by going to the shortcut created in the previous step, and open or save a file to that location.

  4. After opening or saving a file, the Backstage will display the open and save locations to the user's My Site as part of the recent location feature in Office 2013.

The OneDrive for Business Windows Sync client installs either with Office 2013 Standard or Office 2013 Professional Plus, or you can download the stand-alone OneDrive for Business Windows Sync client. To use the OneDrive for Business Windows Sync client together with SharePoint Server 2013, you must have SharePoint Server 2013 Standard or Enterprise server licenses.

The OneDrive for Business Windows Sync client synchronizes individual document libraries. If there are multiple document libraries in the site or in sub-sites, each document library must be synchronized individually. A user may start synchronization:

  • From SharePoint Server 2013 by clicking Sync in the document library you want synchronized.

  • From the OneDrive for Business Windows Sync client. The user must supply a URL. A list of all document libraries available on that site will be displayed and the user must select one.

WarningWarning:
When a user sets up their first synchronization between the OneDrive for Business Windows Sync client and a document library in SharePoint Server 2013, the OneDrive for Business Windows Sync client prompts the user to select a default synchronization folder in Windows Explorer on the client workstation. The OneDrive for Business Windows Sync client stores synchronized files from SharePoint Server 2013 in this synchronization folder. After the user selects the default synchronization folder on the client workstation, if the user wants to change the default synchronization folder, all synchronizations must be stopped, and synchronizations initiated again at which point the user will be asked to select a new default synchronization folder. Additionally, the user must let the first synchronization of this synchronization folder complete without terminating the process (for example, by ending the process using Windows Task Manager).

If you change the URLs of your SharePoint Server, users will have to break their synchronization relationships with synchronization folders and set up new synchronization relationships with the document libraries. This is necessary because the synchronization of a document library depends on the URL of the document library. If URLs change on the server, the OneDrive for Business Windows Sync client has no way of receiving the updated URL information. In this case, the user will have to stop synchronizing the document library, and set up the synchronization with that document library again.

NoteNote:
Users will not lose data when stopping and setting up new synchronization relationships with a document library.

If storing files on a client workstation is against your corporate policy, an administrator may remove synchronization functionality from document libraries in SharePoint Server 2013. For more information, see Configure synchronization on all document libraries in SharePoint Server 2013.

Once a document library has synchronized with a client workstation, the files will continue to exist on that client workstation even if the My Site of the user is deleted and their Active Directory account is deleted. In this situation, even though the files will remain on the client workstation, the user cannot synchronize the files with SharePoint Server 2013 again.

The OneDrive for Business Windows Sync client limits the total number of items that you may synchronize with a document library. The following limits are the synchronization limits of the OneDrive for Business Windows Sync client:

  • You can synchronize up to a maximum of 20,000 items in your OneDrive for Business document library, which includes folders and files.

  • You can sync up to a maximum of 5,000 items in other document libraries, which includes folders and files.

  • In any library, you can download files up to a maximum file size of 2 GB.

NoteNote:
The above limits are not configurable.

If you are syncing OneNote files, you should create your OneNote notebook in SharePoint Server 2013 first, and then synchronize that with the client workstation, not vice versa. Also, if you have set up synchronization on a document library, you may only move your OneNote notebooks if you first break the synchronization on that document library.

SharePoint Server 2013 may respond to the OneDrive for Business Windows Sync client indicating that it is experiencing high server resource utilization. The OneDrive for Business Windows Sync client will retry synchronization after some time has elapsed. The default automatic synchronization time of the OneDrive for Business Windows Sync client is 10 minutes. A user may also use the Sync Now feature on the OneDrive for Business Windows Sync Client available in the notification area to start synchronization.

Exchanges between the OneDrive for Business Windows Sync client and SharePoint Server 2013 sites rely on a synchronization protocol and external mechanisms for security, such as those provided by virtual private networks or Secure Socket Layer (SSL) technology. OneDrive for Business data is not encrypted over the network when the OneDrive for Business Windows Sync client communicates with SharePoint Server 2013 unless the transport protocol uses https for server communication (which uses SSL or Transport Layer Security – TLS). Server administrators may configure SSL encryption for data sent over the network between the OneDrive for Business Windows Sync client and the SharePoint servers. On-disk data may be encrypted by using the Windows BitLocker Drive Encryption. For more information see BitLocker Drive Encryption (http://go.microsoft.com/fwlink/p/?LinkId=163122).

NoteNote:
SSL is recommended when users want to access SharePoint Server 2013 from outside a corporate domain. If you’re using Active Directory, you can configure the Group Policy setting Sync Only On Domain Network which requires a Secure Socket Layer (SSL) connection for OneDrive for Business clients that connect to SharePoint Server 2013 from outside the organization’s intranet.

In addition, you can secure the SharePoint site from unauthorized access by setting site permissions appropriately. For more information, see Overview of site permissions in SharePoint 2013.

NoteNote:
OneDrive for Business does not use any non-standard communication ports for synchronization.

OneDrive for Business is not an upgrade from SharePoint Workspace 2010. You cannot migrate any data from SharePoint Workspace 2010 to OneDrive for Business. OneDrive for Business can co-exist with SharePoint Workspace 2010 on the same client computer.

In SharePoint Server 2010, each My Site included two document libraries:

  • Personal. Users stored documents in this document library that only the user had access to.

  • Shared. Users stored shared documents in this document library. Everyone in the organization had access to this document library.

In SharePoint Server 2013, a user has only one document library on their My Site. This document library is called the OneDrive for Business document library. From within the OneDrive for Business document library, users may share files and folders easily with other users.

When you perform an upgrade from SharePoint Server 2010 to SharePoint Server 2013:

  1. The Personal and Shared document libraries in SharePoint Server 2010 are combined into the OneDrive for Business document library on the user's My Site in SharePoint Server 2013. Items from the Shared folder are stored in the Shared with Everyone folder in SharePoint Server 2013. Items from the Personal folder are stored at the root of the OneDrive for Business document library and only shared with the owner of the My Site.

  2. Any other document libraries from a user's My Site in SharePoint Server 2010 are converted into subfolders at the root of the OneDrive for Business document library. Permissions on these folders are automatically set to Private. A user is required to change the permissions on the folders if they want to share the folder with other users.

Consider the following behaviors when planning to deploy and use OneDrive for Business in your organization:

  • If you move a document to the OneDrive for Business document library on a My Site, you will lose metadata and any version history associated with the file.

  • If you synchronize a document library that requires metadata to be filled in, the files will synchronize with SharePoint Server 2013, however, the document will remain checked out to you. To check-in the document, you have to fill in the required metadata either through SharePoint Server 2013 using the browser, or by opening the file with the Office 2013 client.

  • In the OneDrive for Business document library, you can share documents with other users. In the Sharing dialog, you can select either the Can edit or Can view permission level. Do not add new permission levels to the OneDrive for Business document library on the user's My Site.

  • An administrator may stop synchronization at a document library level or on the entire farm. While administrators can stop synchronization at the document library level, this is not easy to manage because administrators have to stop synchronization on each document library where synchronization is not allowed. For more information, see Configure synchronization on all document libraries in SharePoint Server 2013.

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