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File Share to SharePoint RRS feed

  • Question

  • We are migrating File Share to SharePoint Online. The File share contains folders which has total size of 4 TB.

    • Whch Site Collection Template is prefered - Modern Team Site or Communication Site ? 
    • Can we migrate all these file share folders to one document library or better to have a separate document library for each folder ?
    • How to achive the design UI (landing page) with permissions. For example, users have different folder permission and they should not see the folder which they don't thave access.

    Tuesday, July 14, 2020 9:55 AM

All replies

  • Hi ghsajith,

    To answer your questions:

    1. I would suggest you choose Modern Team Site for file storage since it provides the most functions and features and it is quite similar to the environment we use on SharePoint on-premises.

    You can refer to the link below for further information:

    Create a team or communication site.

    https://support.microsoft.com/en-us/office/create-a-team-or-communication-site-551e190a-8fbe-47ae-a88a-798b443c46b1

    2. There is no strict limit for the storage size you can have in a document library, as long as you keep the number of files within the supported limit. But I would still recommend using separate document libraries for management and performance consideration.

    3. Permission settings have not changed from SharePoint on-premises. If you have mapped the users between on-premises and SharePoint Online before you do the migration, all the unique permissions on a file will be migrated to Online using SharePoint Migration Tool.

    Here is your reference:

    File and folder permissions when using the SharePoint Migration Tool.

    https://docs.microsoft.com/en-us/sharepointmigration/understanding-permissions-when-migrating

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    Chelsea Wu


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    Wednesday, July 15, 2020 2:39 AM

  • A document library can have up to 30 million files and folders. When a list, library, or folder contains more than 100,000 items, it is possible to break permissions inheritance or re-inherit permissions on the list, library, or folder. There is a soft limit of 5k and a hard limit of 50k unique security scope within a single library for SharePoint Online. Automatic index creation when sorting in the modern experience is limited to lists and libraries with less than 20,000 items.

    Based on the above information from microsoft,

    1) Is it recommended to limit the file count to 20,000 items in a document library ? Because if it exceeds, indexing will not work.

    2) It says in One Folder should not contain more than 5000 files due to the view threshold. Can we have each folder containing less than 5000 files  in a document libary that will prevent indexing issue or the document library looks for the total files including folders for the 20000 items limit ?

    Thursday, July 23, 2020 9:17 AM
  • Hi ghsajith,

    To answer your questions:

    1. Not really. The “20,000 items” limit is only set for the method of using indexes while managing large lists and libraries in SharePoint. It is not necessary the recommended number for files in a document library.

    2. The document library looks for the total files including folders for the 20000 items limit.

    You can see another blog via the link below, which explains this topic in a more friendly way:

    How many document libraries shall I have in a SharePoint Site?

    Disclaimer: Microsoft provides third-party contact information to help you find technical support. This contact information may change without notice. Microsoft does not guarantee the accuracy of this third-party contact information.

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    Chelsea Wu


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    Friday, July 24, 2020 8:55 AM
  • Thanks for the blog. I read it. So it is better to keep 20000 items limit in a document library right. 

    Friday, July 24, 2020 9:21 AM
  • Hi ghsajith,

    That is correct, but also pay attention to the 5k list view threshold since it might cause performance issue in the document library that the mentioned methods might not be able to solve.

    ---

    This “SharePoint Server 2019” Forum will be migrating to a new home on Microsoft Q&A, please refer to this sticky post for more details.

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    Chelsea Wu


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    Friday, July 24, 2020 9:34 AM
  • If we keep 5000 files in each folder and limit the file limit 20,000 items  in the document library,it will solve the issue right.
    Friday, July 24, 2020 9:57 AM
  • Hi ghsajith,

    Technically, yes. Please always consider splitting the documents into multiple libraries when you run into performance issue.

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    Monday, July 27, 2020 1:37 AM
  • Thanks for the clarification.

    1) What is the file limit (Considering Threshold View) of Sub Folders under Top Level Folder ? Again is it  5000 ? I mean we can have 5000 files in the top level folder and 5000 files in the Sub Folders 

    2) What is the file limit in order to avoid Break the inheritance issue and versioning issue in the document ?

    Monday, July 27, 2020 6:59 AM
  • Hi ghsajith,

    The 5000 limit is specific to “list view”, no matter if you are on the top level of the library or in a subfolder.

    The recommended general limit for uniquely permissioned items is also 5,000. For large lists, design to have as few unique permissions as possible. Another limit is 5,000 role assignments per uniquely permissioned item.

    All these considerations should be counted in when manage large lists and libraries in Office 365. Again, do not push the number of documents you keep in a library/list view. If you run into any performance issue, the best practice would be to simply move the documents into another library and keep the number of documents low.

    ---

    This “SharePoint Server 2019” Forum will be migrating to a new home on Microsoft Q&A, please refer to this sticky post for more details.

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    Chelsea Wu


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    Monday, July 27, 2020 7:40 AM
  • Hi,

    If you find any reply helpful to you, please remember to mark it as answer. 

    It will do great help to those who meet the similar question in this forum.

    Thank you for your understanding.

    Best regards,

    Chelsea Wu


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    Tuesday, August 4, 2020 2:30 AM