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What You Get from SharePoint Licenses

Microsoft SharePoint is still on demand for small and large companies who seek for a tool that can manage and store documents. SharePoint has been developed since 2000 from on-premise versions to the online version, which is the SharePoint Online. You can enjoy SharePoint when you acquire its licenses, but it depends on which version you want to maximize and grow your business with.

SharePoint Online is licensed on a per-user bases, while SharePoint on-premises are licensed using a server or client access license (CAL) model. You can get SharePoint Online by subscribing to a standalone plan or any of the Office 365 plans. For on-premises, there are two types of CAL models that you have to acquire: SharePoint Standard CAL and SharePoint Enterprise CAL.

The SharePoint Standard CAL provides main capabilities of the intranet, and these capabilities are the sites for all business websites, communities for collaboration, content, and search.

The SharePoint Enterprise CAL provides more than just sites, communities, content, and search. It allows user to harness the power of business solutions like Access Services and InfoPath Services, and business intelligence for users like Power View, PerformancePoint Services, Excel Services, and Visio Services.

SharePoint Online Licenses

Companies can buy SharePoint Online through Office 365 subscription. SharePoint Online pricing is offered as among the services included in the Office 365 Business Premium which costs $12.50 per user. The web-based collaboration tool is also offered in Office 365 Business Essentials which costs $5.00 per user per. Both plans are annual commitment, which requires a user to sign up for a one-year subscription and pay month to month or the entire year at the time the user signed up.

Another way to buy SharePoint Online is to subscribe to either of these plans: SharePoint Online Plan 1, SharePoint Online Plan 2, and Office 365 Enterprise E3. When you buy SharePoint Online, you automatically pay for the SharePoint licensing. Take note that a person who wants to access Microsoft SharePoint Online must be assigned to an Office 365 plan or SharePoint Online Plan 1 or Plan 2.

The SharePoint Online Plan 1 is perfect for small and mid-sized businesses. Although this plan does not include Office applications, it has 1 terabyte of OneDrive storage per user. With this plan, users can already sync local copies of files and folders for offline viewing and editing on either Mac or PC.

Plan 1 allows users to use team sites in connecting with team members. This plan also provides smooth and easy navigation of team sites and intranet with SharePoint mobile applications for Android, iOS, and Windows or OneDrive mobile applications for Android, iOS, and Windows. You can get this plan for a monthly subscription of $5.00 per user.

The SharePoint Online Plan 2 has capabilities for the enterprise, and it already includes all the inclusions of the Plan 1. Plan 2 still has no Office applications, but it offers unlimited personal cloud storage. This plan can customize your search and results with enhanced features to display resources across Office 365.

Plan 2 allows user to seek for content in electronic format for litigation or audit scenarios. It also offers advanced data loss prevention (DLP) capabilities to determine, monitor, and protect all your sensitive data. Users of Plan 2 can enjoy the in-place holds to preserve content from deletion or edit. Plan 2 is worth $10.00 per user for a monthly subscription.

The Office 365 Enterprise E3 is perfect for businesses that need Office applications with advanced services for messaging, document sharing, compliance and management features for IT personnel. This plan is worth $20.00 per user and is paid every month. E3 already includes all the features and services of SharePoint Online Plan 2.

E3 already includes Outlook, Word, Excel, PowerPoint, Publisher, and Access. It also has services like Exchange, OneDrive, Skype for Business, SharePoint, Microsoft Teams, Yammer, and Delve.

The good thing about E3 is that it provides business-class email hosting with unlimited mailbox, customization of email domain address, and desktop and web versions of Outlook, Word, Excel, PowerPoint. User of E3 can also use Access and Publisher for PC.

One license of this plan already covers five PCs or Macs, five mobile phones, and five tablets per user. It also provides online video-conference meetings of up to 250 users. E3 also offers Teams and Yammer for chat messaging and social networking service, respectively.

SharePoint On-Premises Licenses

If you want to try the on-premise version of SharePoint, you still need to acquire a license. Intranet sites for on-premises require licenses using a server or client access license (CAL) model. These on-premise licenses are also applicable to the latest versions of SharePoint, which are the SharePoint 2013, 2016, and 2019.

If you want to use on-premises, you need to determine the number of users (internal and external) you plan to give access to your SharePoint intranet. Take note that internal users usually require a client access license with a certain amount of payment per user. The more users you plan to give access to your intranet will result in the increase of cost that you need to pay for the server licensing.

You also must assess the number of servers that you need. Remember that a server requires a SharePoint server license. A one-time use of license costs around thousands of dollars per server.

You also need to assess if you are going to need Enterprise features or just the Standard licensing. The Enterprise features will likely require you an additional Enterprise CALS for people using them.

Which Is Better: Online or On-Premise?

SharePoint Online is better for companies who want to build their own intranet sites immediately. The online version only takes minutes to set up when using an Office 365 credentials. This version is also beneficial if you want to improve collaboration with external users, business partners, or customers.

SharePoint on-premise is good for businesses who already have their own intranet infrastructure or chose to have one for security purposes. On-premise is also the best option for companies who don’t have a higher bandwidth and must retain programs that are already implemented or deployed deeply into their infrastructure.

Organizations prefer using SharePoint because of its document and storage management. If you want to know how we at Data Outsource build intranet sites for our clients in Canada and the United States, you may contact us here or give us a call at (403) 629-7272. We hope we helped you decide on whether which version to use when it comes to SharePoint licensing.

We would love to hear from you about your SharePoint licensing experiences. Did the prices go up this year? Let us know in the comments section below. Don’t forget to share this blog on social media

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How to Delete SharePoint Site

When a project is already accomplished, the next crucial decision that a team must consider is whether to retain a SharePoint site or to delete the entire site immediately. Before you delete a SharePoint site, you must first consider a lot of things. There are advantages and disadvantage to deleting SharePoint site, but if you and the team have already decided, then it’s fine.

A SharePoint Online site has a lot of web parts that contain lists, libraries, documents, third-party applications, numerous landing pages, calendars, and more. Companies use SharePoint site to provide their employees a better way of collaboration on various projects.

To delete SharePoint site means to free up space. All these web parts consume storage in SharePoint Online which is why there will come a time when deleting is the best option to get more space. Deleting a SharePoint site is also understandable if a project has been completed, and the site no longer serves its purpose.

Deleting SharePoint Site

You can only delete SharePoint site or subsite in SharePoint Online or SharePoint Server, if you have administrative permission or full control permission. If your boss asks you to delete a SharePoint site and you are unallowed to do so, just ask assistance from your site administrator or manager. Microsoft ensured that SharePoint sites or subsites can’t easily be deleted for security purposes.

There are different permission levels in SharePoint. The default permission levels are the following: view only restricted read, manage hierarchy, approve, read, contribute, edit, and design. These default permission levels can be changed.

The limited access and full control permission levels are the ones that can’t be accessed by anyone. The full control permission level contains all available SharePoint permissions. This level is assigned to Owners group and can't be customized or deleted.

The limited access permission level allows a user or group to skim through a site page or library to access specific content items even if a user isn’t authorized. One cannot assign limited access permission directly to a user or group; this level is automatically assigned by SharePoint when one provides access to a specific item.

How to Delete a SharePoint Site

If you’re using SharePoint Online, here’s a reminder that you need to note. When you delete SharePoint site, you also remove subsites, content, and user information that are all part of the site. Also, if you delete a group connected to a team site, you also remove the Office 365 group that’s connected with it.

The first thing that you should do is find the group-connected team site or communication site that you want to be removed permanently. Click Settings at the upper part of the site. You’ll see

Site information; click it. Click Delete site that’s found at the bottom of the Edit site information field.

If you want to delete team sites, just go to Delete Office 365 group field. Make sure you check the box where you confirm that you agree in deleting the group and all its associated resources. Then click the Delete button.

You can also delete communication sites by going to Site Setting then to Delete This Site pane. There’s a warning there that says you are about to delete the web site. Once you’re sure to continue with the process, click Delete button at the bottom part of the pane.

To delete a SharePoint Server 2019 team site, you need a full control permission level. To delete the team site, simply navigate to the team site you want to delete. Go to Settings and click Site Settings or Site information. Click View all site settings.

Some pages might ask you to select Site contents and then Site settings. Inside Site Settings, you’ll find Site Actions. Under Site Actions, click the Delete this site option. A warning will be displayed to you, confirming your action about deleting the site. If you’re already sure to continue the process, click Delete button.

You can also delete SharePoint Server 2019 communications site. Go to Settings and click Site information. Under the Edit site information pane, click the Delete site option. A caution popup will be shown, stating that you’re about to delete the site and its associated content. Click the Delete button.

If you want to delete a SharePoint Server 2019 subsite, simple go back to Settings and to Site information. Click Delete site option under Edit site information field. Click again Delete button to confirm action.

There are different ways to delete SharePoint site depending on what version you’re using. See table below for a quick guide.

Recover Deleted SharePoint Sites

Microsoft knows that recovering files and information is necessary and always needed. The company made sure you can recover deleted SharePoint site, especially if you accidentally deleted it.

Sites that were already deleted are stored for 93 days. After the 93-day storage period, sites and all content and settings are permanently deleted, including libraries, lists, subsites, and pages.

You can recover deleted sites using the latest SharePoint admin center. Just sign in to https://admin.microsoft.com as a global or admin of SharePoint. You can see SharePoint on the left pane under Admin centers. If you can't find it, try selecting Show all to display the list of admin centers.

If you're using the old SharePoint admin center, choose Try it now to open the new SharePoint admin center. Under Sites on the left pane, click Deleted sites. Choose the site that you want to recover by clicking Restore.

If you’re using the classis SharePoint admin center, just sign in again to https://admin.microsoft.com. Find Admin centers and select SharePoint. If the new admin center pops up, just select Classic SharePoint admin center located in the left pane.

Once you’re all set, find the site collection page of the classic SharePoint admin center. You’ll see Recycle Bin. Click the box right beside the site collection that you want to recover. Then, click Restore Deleted Items.

There you go. We hope we helped you delete SharePoint site and subsites as well as recover sites. Let us know in the comment section below on what you think about this article. Don’t forget to share this blog on your social media accounts.