What’s New in SharePoint Online 2013 Administration and How it Differs from SPO 2010 Version

NOTE: Please note that unless it’s stated, this article provides overview of SharePoint Online 2013 Preview for Office 365 Standard Edition, Enterprise Customers. Most of this information is based on Preview Beta.

Office 365 Preview & SharePoint Online 2013 Preview brings all new capabilities for SharePoint Online Administrators including new Search management, support for PowerShell commands, and support for upgrading SharePoint 2010 version of site collections to SharePoint 2013 experience. Since Office 2013 & SharePoint 2013 RTMed just couple days ago, Microsoft will soon rolling out new updates of Office 365 and SharePoint Online and tenant administrators currently managing SharePoint Online needs to get ready for morning when they will be presented with new SharePoint Online Admin Page.

With this article, I am planning to document high level differences between SharePoint Online 2010 Administration and SharePoint Online 2013 Administration and how it differ once new update rolls out. Additionally, I will provide side by side screenshots of both SharePoint Online 2010 Admin Center and SharePoint Online 2010 Admin Center for references.

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Web Application Management
  • You can’t create or manage web applications in the SharePoint Online
  • You can’t change file upload limit per web application in SharePoint Online. SPO 2010 limits 250 MB file size per upload.
  • You can’t change authentication provider in SPO for each web applications. All web applications are configured with Claims authentication with custom Office 365 based FBA.
  • SharePoint Online limits accessing list or document library data for more than 5000 items. List Threshold is configured at the 5000 items for SharePoint Online tenant and it can’t be changed.
  • SharePoint Online comes with pre-defined list of blocked files. You can’t manage list o blocked file types
  • Same as SharePoint Online 2010
Site Collection Management
  • By default 4 site collections are automatically created – Root, Search, My Site, and Content Type Hub
  • Allows you to create Private Site Collection under two managed paths – sites and teams. Custom managed paths are not allowed
  • Allows you to manage primary and secondary site collection administrators, allocate Storage and Resource Quota, Monitor Storage and Resource Quota per Site Collection
  • Allows you to recover site collections from the SharePoint Online Admin Center Recycle Bin with in 30 days (This feature is not available in on-premises)
  • Same as SharePoint Online 2010 except as below
  • In addition to 4 site collections for Root, Search, My Site, and Content Type hub, SPO 2013 Preview provisions public site
  • Allows you to create both SP2010 and SP2013 versions of Site Collections
  • Allows you option to enable/disable External Partner Sharing at the Site Collection Level (In SPO 2010, it was a feature needs to activated/deactivated at the Site Collection level)
  • Allows you to upgrade SP2010 SPO site collection to SP2013 SPO version

Here is the Site Collections Admin Page on SharePoint Online 2010

Here is the Site Collections Admin Page on SharePoint Online 2013 with the new options like Sharing and Upgrade buttons

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Manage InfoPath Forms Services
  • InfoPath Services are available for Enterprise E3 and E4 Plans and SharePoint Online Plan 2 Customers only
  • Allows you to configure options for browser-enabled form templates
  • Same as SharePoint Online 2010, No changes

Here is the option to manage InfoPath Services in SharePoint Online 2010

Here is the option to manage InfoPath Services in SharePoint Online 2013, No changes at all

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Manage User Profiles
  • You can’t manage User Profile Service Application and User Profile Sync Service from the SharePoint Online
  • User Profile service is partitioned for each tenant and it allows you to manage User Profiles, User Properties, Audiences, User My Site Permissions, and Social Tags and Notes
  • User Profiles are automatically provisioned by the User Profile Sync service which would sync Office 365 Users to the SharePoint User Profiles. If Office 365 user is deleted, both SharePoint User Profile and My Sites gets deleted as well. You can also manually create User Profiles if needed.
  • You can’t manage Audience Compilation schedules. At this moment, SPO compiles audiences once a week every weekend.
  • Same as SharePoint Online 2010 except one Minor change as below
  • “Configure Personalization Site” link in the SPO 2010 has been renamed to “Manage Promoted Sites” in the SPO 2013

Here is the option to manage User Profile Service in SharePoint Online 2010

Here is the option to manage User Profile Service in SharePoint Online 2013, No changes except Manage Promoted Sites link

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Manage Business Data Connectivity
  • You can’t manage BCS Application from the SharePoint Online
  • BCS is partitioned for each tenant and allows you to manage BCS Models and External Content Types
  • In addition to SharePoint Online 2010 BCS features, it allows you manage connection settings to OData Services configured in On-Premises and Online Services for Apps authentication.

Here is the BCS configuration in the SharePoint Online 2010 to manage BDC models and External Content Types

Here is the BCS configuration in the SharePoint Online 2013 to manage Apps OData Connections along with BDC models and External Content Types

There isn’t much changed in SharePoint 2013 BDC Models & External Content Type management

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Manage Term Store
  • You can’t manage Managed Metadata Service Application from the SharePoint Online
  • Managed Metadata Service is partitioned for each tenant and provisions 1 Term Store per tenant and pre-configured Content Type Hub Site Collection.
  • Term store allows you to import terms in Excel format, Manage terms from the SharePoint Online Admin Site, or allows you to delegate Term Store management to the Site Collection Administrators
  • Allows you to manage/create Term Group, Term Sets, and Terms. Additionally, you can configure whether terms are available for tagging or not and configure Custom Sort for each term set.
  • Same as SharePoint Online 2010 except some of the enhanced managed metadata features in the SPO 2013 as below
  • Allows you to manage Managed Navigation, Term Driven Pages, and Custom Shared and Local Term Properties

Here is the Term Set Management Screen in the SharePoint Online 2010

Here is the Term Set Management Screen in the SharePoint Online 2013 with the additional information like Term-Driven Pages, Managed Navigation, and Custom Term Properties

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Manage Records Management
  • Not available in 2010 version
  • I am not exactly sure if Records Management feature or how extent it will be available in SPO 2013. At this moment, it allows you configure Send To Connections at the SPO Admin site

Here is the new Records Management Section in SharePoint Online 2013

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Manage Search
  • SharePoint Online Supports only Enterprise Search. Since FAST can’t be partitioned in the SharePoint 2010, it is not available in SPO 2010
  • You can’t manage Search Service Application from the SharePoint Online
  • Search Service is partitioned for each tenant and Enterprise Search just works without any additional configuration required by tenant.
  • There is no UI to manage Content Sources, Scopes, Crawl Rules at the Search Service Level. You can’t manage Search Crawl schedules as well. At this moment, SPO crawls content every 2-6 hrs.
  • By default, all the content is index-able and searchable and supports cross-site collection search. You can configure content is not searchable at the document library or list level, not site level.
  • One of the major limitations are you can’t see crawled properties and can’t create new Managed properties in SharePoint 2010 online which would limit your options for building custom search solutions.
  • SharePoint Online only supports site collection level, user defined Search Scopes. Search service application provides out of box, cross-site collection level “All Sites” search scope which can’t be modified by the tenant administrator.
  • There are huge improvements in SharePoint 2013 Online Search Administration area
  • Since both SharePoint Search and FAST has been integrated in SharePoint 2013 Search, they are supported in the SharePoint Online 2013
  • You can’t manage Search Service Application from the SharePoint Online but Search Service has been partitioned which can be managed through SPO Admin page
  • Just like SPO 2010, There is no UI to manage Content Sources, Crawl Schedules and Crawl Rules. Until official document gets released, I am not sure if Continuous Crawl Schedule is enabled by default.
  • Unlike SPO 2010, allows you to mange Result Sources (Scopes in SP2010), Search Schema (crawled properties and managed properties), view Crawl logs, and manage new features like  Query Rules and Search Dictionaries. Allowing management of custom managed properties is huge step towards building custom search solutions in SharePoint Online.
  • In addition to tenant level Search Administration, SPO 2013 supports site collection level administration of Result Sources, Result Types, Query Rules, Search Schema like crawled & managed properties
  • Search Usage Reports are available in SharePoint 2013 Online.

Here is the new Search Admin Section in SharePoint Online 2013

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Manage Secure Store Service
  • You can’t manage Secure Store Service from the SharePoint Online
  • Secure Store Service is partitioned for each tenant and allows you to manage Secure Store Target Applications.
  • Same as SharePoint Online 2010, No changes

Here is the Secure Store Service Admin screen on SharePoint Online 2010

Here is the Secure Store Service Admin screen on SharePoint Online 2010, There isn’t anything changed here.

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Apps Management
  • N/A in 2010 version
  • This Allows you to manage new code deployment model in SharePoint 2013
  • Allows you to configure & manage App Catalog Site, App Purchase options from Market Place, App Requests,  App Licenses, and App Permissions. In addition, it also allows monitoring Apps.
  • Allows you to manage SharePoint-hosted Apps, On-Premises Provider Hosted Apps, and Azure Auto-hosted Apps along with SharePoint Market Place Apps

Here is the new Apps Management screen in SharePoint Online 2013

Action SharePoint 2010 Online Administration SharePoint Online 2013 Online Administration
Performance Point Service
  • Since PPS can’t be partitioned in the SharePoint 2010, it is not available in SPO 2010
  • Same as SharePoint Online 2010, No changes
Web Analytics Service
  • Web Analytics Service is no longer separate Service Application in SharePoint 2013, it is integrated with Search Service
  • Although there is no UI in SPO Admin site, In addition to SharePoint Foundation reports in SPO 2010, Web Analytics Reports are available at the Site Collection Level in SPO 2013
General Administration
  • Tenant administrators don’t have access to the SharePoint Root on file system, web.config files, and windows services
  • Tenant administrators don’t have access to the content databases and database servers. SPO Data backed up every 12 hours and retained for 14 days
  • Tenant administrators don’t have access to the Timer Jobs and Timer Job Definitions. One of the major limitations are you can’t change Timer Job schedules and they are pre-defined.
  • SharePoint Online supports outgoing emails for Email Alerts & Workflow Notifications. Outgoing email and SMTP servers are pre-configured for each tenant and they can’t be managed
  • Same as SharePoint Online 2010, No changes
Power Shell Management
  • SharePoint Online doesn’t support customers to use of Windows PowerShell for SharePoint Online Service Administration
  • Allows you to manage SharePoint Online users, site security groups, sites, and site collections using SharePoint Online Management Shell, This wouldprovide non-UI scripted interface to manage SharePoint Online instead of SharePoint Online Admin Center.
  • Full list of SharePoint Online PowerShell commands are here – http://technet.microsoft.com/en-us/library/fp161388(v=office.15).aspx

Here is the new SharePoint Online Settings screen in SharePoint Online 2013. Some of the core features like tenant level External Sharing, configuration of 2010 & 2013 Site Collection experiences, and IRM settings can be managed here.

Hope this will help you to get ready for SharePoint 2013 Online as soon as Microsoft releases new updates. Happy administration.

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4 Responses to What’s New in SharePoint Online 2013 Administration and How it Differs from SPO 2010 Version

  1. Thanks for this write up. Great job.
    I’m trying to figure out the limitations of powershell using Office 365 Sharepoint. This was a real help.
    -G

  2. Super article! Love the job you put into this! I’m trying to find the crawl log (and not it’s permission). So far I’ve been unsuccessful. Do you know where?

    • Nik Patel says:

      I don’t have any tenant at this moment but if I recall correctly, they were available as the bottom link on the Search Service Administration section of SPO Admin Site. If I recall correctly, it never worked for me. :)

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