Microsoft 365 Community SharePoint, 22 Jun 2023

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From YouTube: Trimming SharePoint file versions to reduce Storage costs

Description

📺 In this 9-minute developer-focused demo, Kasper Bo Larsen steps through what is SharePoint storage? How is usage calculated? What does storage cost? How do I minimize SharePoint Storage consumption? Proactively - reduce number versions saved from 500 to 50 (Retention policy). Reactively, use scripts – to calculate potential storage reduction and trim files. See code for calculating storage used in site collection and call to DeleteVersions function. Use the PowerShell Remove-PnPFileVersion function.

This community call demo is taken from the Microsoft 365 & Power Platform Development Community call recorded on June 22, 2023.

✨ Demo Presenter
• Kasper Bo Larsen (Fellowmind) | @kasperbolarsen

💬 Community Call Conversation
• aka.ms/June22-Demo2

📖 Supporting materials
• Article - Deleting File Versions to reduce the SharePoint Storage Consumption | https://ms365thinking.blogspot.com/2023/05/deleting-file-versions-to-reduce.html
• Script sample - File Version Trimmer | https://pnp.github.io/script-samples/spo-file-version-trimmer/README.html?tabs=pnpps
• Script sample - Sample on a report showing how much SharePoint Storage you can save by trimming document versions once the site is no longer active | https://pnp.github.io/script-samples/spo-generate-sp-storage-savings-report/README.html?tabs=pnpps
• Documentation - Remove-PnPFileVersion | https://github.com/pnp/powershell/blob/dev/documentation/Remove-PnPFileVersion.md

💡 Learn more about the Microsoft 365 & Power Platform community
• Microsoft 365 & Power Platform Unified Sample gallery - https://aka.ms/community/samples
• Microsoft 365 & Power Platform Community in YouTube - https://aka.ms/community/videos
• Microsoft 365 & Power Platform - http://aka.ms/community/home

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A

B

Stories really is how we calculate it, what it costs and how we can minimize it, because it can be expensive. How about just my contact info, if you need to contact me so um basically, SharePoint storage is something that you get when you spin up a new tenant. You get one terabyte of storage for free as well as 10, gigabytes of storage per licensed user, and that's what you have to deal with, because that's the space allotted to you by Microsoft for free.

B

But how do we calculate it because that was mentioned before we have? um We had some problems in the past, where storage was uh every file had to be stored by themselves, and that's actually the way it's calculated for Microsoft for SharePoint storage as well.

B

If we have a 10 megabyte file, we have 10 versions, uh meter versions and 10 min versions that will, if you calculate it, they'll come up to about 1000 megabytes as far as storage goals, how much it takes on how much space it takes up on the Microsoft's internal servers on the hard disks we don't know and honestly it doesn't really matter, because this is what we pay for. How much is uh take space it takes on Microsoft services, not none of our business.

B

So it's correct that we use sharding on the on the on the on the storage uh with Microsoft, but well that we might see some changes for in that area uh down the line. But for the time being, that's the way we calculated.

B

If you need additional Space Storage Space, uh it will be like 20 cents per gigabyte per month. That's the the list price. What we have and the example I showed you right before, where we had this one.

B

um We have a single file that was 10 megabyte and we had a lot of versions on that one that will actually take up one gigabyte by itself and that's per month.

B

So if you have a lot of content- and we saw that the I think it was uh dollar day that how much storage was actually uh used in Microsoft 365, so there's a lot of files stored around here. So it can't be expensive, especially if you're a backup system, wherever your backup provider is, if they calculate their storage, the same way as Microsoft do then it might get kind of expensive.

B

So how can we minimize this in order to keep our costs in check and there's two basic versions, so you could do something proactive and you can do something reactive as far as productive measures goes well, you can, of course, set up a retention policy that will actually delete your sites and your files once they are no longer relevant or to prevent scroll, also for I.

B

Think on the American Market, it's pretty common to to make sure that it's deleted, so we can't be used against you in a court of law and but the other version other measure. We can take right away. I guess there's more than this, but this is the the easy one. The low hanging fruits is to have a look at how many versions are stored by default.

B

I'm, not claiming that Microsoft on that the stupid nor evil, but they have said a default as 500 versions and I. Think. That's just to be absolutely sure that no matter how often you modify your file and how many versions you have, you can always return to a previously known, good state. So, therefore, they have I guess been very conservative and make sure that 500 versions is the default I've not yet seen a customer, and that wasn't completely okay with lowering this to about 50 or 100.

B

But it might depend on your industry if you actually have to keep all those functions there upon your tenant.

B

Another way to deal with it is to make sure that we actually get rid of the old versions once the files have the sites that they are stored on, um can be either archived or is out of use, or just basically just trimming it from time to time, because we have a lot of files that contains a lot of versions, and perhaps we don't really need them, and that's where we have some scripts, where we can actually calculate how much space that we could save.

B

If we decide to say we just want to have 50 versions of each file, and we can just set this script to calculate how much, basically, we can actually free up, and once we've decided that this is the setup that we want we can have. um We will you can use this uh five version, trimmer that we have, which is also in the PNP script. Samples Repository.

B

So, as I said, events I, usually don't have to say this time that we can zoom in a bit. I should have uh the coats in a pretty good Zoom Factor. Basically, you just set up your script, so you can see all the files by using your app registration, you define how many files you want to retain.

B

It can, of course depend if it's some if it has different classes of content, different classes of site, Collections and libraries, for instance, some you might be really aggressive and say: yeah I just want the last major one. That's fine by me, so I can really trim that down and some you really not trim that hard.

B

So that's up to you to Define that for your different classes of of content, then we have down here well. We can, of course, just use a um an iterator that should just take all of your files or some of your files or whatever you how you prefer to use it, but as soon as it says, when we have a site collection that we want to to uh to do something about we'll just calculate how much space is. Actually there.

A

B

Now and then we'll call the delete versions function, but well, let's trim down all of the existing um I.

B

Keep trim down that file to make sure that we only have this set a certain set of versions left the real hero in this setup is the remove PMP files version from Powershell uh with PNP partial, because it will actually delete the versions some people have in the in the past have tried to say well, I have my library here: I have a number of files, so in this case, I have 20 different versions on this on this file, so I'll just lower um the number of of versions in my library to 10 and then I'll be fine.

B

ah Sorry, that's just not the way it works. It will prevent you from getting above 10 versions for that file, but also all versions will still be there. You don't they are not deleted when you change the default setting. So you will have to do that uh to to you have to call this. uh This partial function to to make sure that we trim down all of the old content and, of course, in the script samples you have a lot of uh funny stuff you can use. You can use the file trimmer.

B

This is the one I have here and also different versions on how you can calculate how much space you can save, and you also have added additional um Powershell scripts that can actually uh prove it, because initially I didn't really believe this. So I used these two scripts to make sure that um I've come I.

B

I put some content into one of my site, Collections and then I waited uh 24 to 48 hours, and then I could see in my uh SharePoint admin Center that how much space was actually consumed by those files and then I can make sure that I could calculate how much uh space was actually taken, and now I know for sure that it's each version of each file, no matter what it's a major version or a minor version, but that's the way it's calculated.

B

So that's a real hero on the on this uh in this show is that that we can actually delete those old versions.

B

So if you need to know more, uh you can either look in the script samples or you can have a look on the article I made on this as well or you can just reach out and give me a shout.

B

That should be it. That was pretty short and uh on the point. I guess.

A

Yeah really really good. Thank you. Customer uh awesome, awesome, stuff and super super useful for a lot of a lot of customers as well. So thank you. Thank you. Thank you for the great demo.

B