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Hidden tabs showing for other users in shared file

JW2020's avatar
JW2020
Copper Contributor
Feb 11, 2020

I have a shared file saved on our network.  It has many tabs, one for each week of the year, for a large remote team to enter data on weekly.  There are then summary tabs to analyse the data.  I have hidden most of the tabs, with currently only the January and February weeks showing, to make it easier to use / less scrolling through tabs.  However, some users when they open the file, cannot see the same tabs as me - for example, the February ones are missing.  They are able to Unhide them themselves, but why would the view be different for different users?  Is there a setting on their laptops which means it doesn't show the same?  When they enter data and save the file, the data shows when I open it, so they are using the correct file and it works.  It is a Shared File so multiple users can enter data at the same time, and I have not used the new co-authoring feature, just the legacy Shared Workbook feature.  I do not want to protect the file or lock it down, I just want it to show them the relevant tabs when they open it.  Does anyone have any ideas?  Thanks in advance.

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Preview: Shrink for Azure SQL Database Hyperscale","id":"message:4181976","revisionNum":11,"repliesCount":19,"author":{"__ref":"User:user:83971"},"depth":0,"hasGivenKudo":false,"board":{"__ref":"Blog:board:AzureSQLBlog"},"conversation":{"__ref":"Conversation:conversation:4181976"},"messagePolicies":{"__typename":"MessagePolicies","canPublishArticleOnEdit":{"__typename":"PolicyResult","failureReason":{"__typename":"FailureReason","message":"error.lithium.policies.forums.policy_can_publish_on_edit_workflow_action.accessDenied","key":"error.lithium.policies.forums.policy_can_publish_on_edit_workflow_action.accessDenied","args":[]}},"canModerateSpamMessage":{"__typename":"PolicyResult","failureReason":{"__typename":"FailureReason","message":"error.lithium.policies.feature.moderation_spam.action.moderate_entity.allowed.accessDenied","key":"error.lithium.policies.feature.moderation_spam.action.moderate_entity.allowed.accessDenied","args":[]}}},"contentWorkflow":{"__typename":"ContentWorkflow","state":"PUBLISH","scheduledPublishTime":null,"scheduledTimezone":null,"userContext":{"__typename":"MessageWorkflowContext","canSubmitForReview":null,"canEdit":false,"canRecall":null,"canSubmitForPublication":null,"canReturnToAuthor":null,"canPublish":null,"canReturnToReview":null,"canSchedule":false},"shortScheduledTimezone":null},"readOnly":false,"editFrozen":false,"moderationData":{"__ref":"ModerationData:moderation_data:4181976"},"teaser":"","body":"

Update: On 29 January 2025 we announced the General Availability for shrink in Hyperscale. For more details, please read the GA announcement.

\n

If you are using Hyperscale in Azure SQL Database, you know that it is a powerful tier that lets you rapidly scale up and scale out your database according to your needs along with autoscaling storage. However, there could be situations where storage is scaled up automatically and then due to some business needs, a significant amount of data is removed/purged and a lot of free space is left within the database

\n

 

\n

Today, we are pleased to announce that database and data file shrink is available in the Hyperscale tier in preview. Now you can reduce the allocated size of a Hyperscale database using the same DBCC SHRINK* commands that you might be familiar with. This allows you to reduce the size of the databases and free up unused space to save storage costs.

\n

 

\n

How to use shrink in Hyperscale?

\n

Using shrink is easy and straightforward. You use the same set of commands which you might have used in other tiers of Azure SQL Database or in SQL Server.

\n


First, identify a Hyperscale database with substantial allocated but unused storage space. For definitions of allocated and used storage space, see Azure SQL Database file space management - Azure SQL Database | Microsoft Docs. Azure portal also provides this information. You can also capture the current used, allocated, and unused space in each database file by executing the following query in the database.

\n

 

\n
DECLARE @NumPagesPerGB float = 128 * 1024;\nSELECT file_id AS FileId \n , size / @NumPagesPerGB AS AllocatedSpaceGB  \n , ROUND(CAST(FILEPROPERTY(name, 'SpaceUsed') AS float)/@NumPagesPerGB,3) AS UsedSpaceGB \n , ROUND((size-CAST(FILEPROPERTY(name, 'SpaceUsed') AS float))/@NumPagesPerGB,3) AS FreeSpaceGB \n , ROUND(max_size / @NumPagesPerGB,3) AS MaxSizeGB\n , ROUND(CAST(size - FILEPROPERTY(name, 'SpaceUsed') AS float)*100/size,3) AS UnusedSpacePercent\nFROM sys.database_files\nWHERE type_desc = 'ROWS' \nORDER BY file_id\n
\n

 

\n

A shrink operation can be initiated using either command to shrink the entire database, or DBCC SHRINKFILE command for individual data files. We recommend using DBCC SHRINKFILE, because you can run it in parallel on multiple sessions, targeting different data files. DBCC SHRINKDATABASE is a simpler choice because you only need to run one command, but it will shrink one file at a time, which can be time-consuming for larger databases.

\n

 

\n

If shrink operation fails with any error or canceled, the progress it has made so far is retained, and the same shrink command can be simply executed again to continue.

\n


Once shrink for all data files has completed, rerun the earlier query (or check in the Azure portal) to determine the resulting reduction in the allocated storage size. If there is still a large difference between used space and allocated space, you can rebuild indexes to reduce the total number of used data pages. This may temporarily increase allocated space further, however shrinking files again after rebuilding indexes should result in a higher reduction in allocated space.

\n

 

\n

For more details about Azure SQL Database space management, see the following documentation article: Database file space management - Azure SQL Database | Microsoft Learn

\n

Known behaviors / limitations

\n\n

Shrink is currently in preview mode and has the following limitations:

\n\n

To find the encryption state of the database, execute the following query:

\n

 

\n
SELECT db_name(database_id) AS 'database_name'\n   ,encryption_state_desc\nFROM sys.dm_database_encryption_keys\nWHERE database_id = db_id()
\n

 

\n

If encryption state is other than ENCRYPTED then shrink will not start.

\n

Conclusion

\n

We hope that you will find shrink useful and beneficial for your Hyperscale databases. We welcome your feedback and suggestions on how to improve it. You can contact us by adding to this blog post and we’ll be happy to get back to you. Alternatively, you can also email us at sqlhsfeedback AT microsoft DOT com. We are eager to hear from you all!

\n

 

","body@stringLength":"7200","rawBody":"

Update: On 29 January 2025 we announced the General Availability for shrink in Hyperscale. For more details, please read the GA announcement.

\n

If you are using Hyperscale in Azure SQL Database, you know that it is a powerful tier that lets you rapidly scale up and scale out your database according to your needs along with autoscaling storage. However, there could be situations where storage is scaled up automatically and then due to some business needs, a significant amount of data is removed/purged and a lot of free space is left within the database

\n

 

\n

Today, we are pleased to announce that database and data file shrink is available in the Hyperscale tier in preview. Now you can reduce the allocated size of a Hyperscale database using the same DBCC SHRINK* commands that you might be familiar with. This allows you to reduce the size of the databases and free up unused space to save storage costs.

\n

 

\n

How to use shrink in Hyperscale?

\n

Using shrink is easy and straightforward. You use the same set of commands which you might have used in other tiers of Azure SQL Database or in SQL Server.

\n


First, identify a Hyperscale database with substantial allocated but unused storage space. For definitions of allocated and used storage space, see Azure SQL Database file space management - Azure SQL Database | Microsoft Docs. Azure portal also provides this information. You can also capture the current used, allocated, and unused space in each database file by executing the following query in the database.

\n

 

\nDECLARE @NumPagesPerGB float = 128 * 1024;\nSELECT file_id AS FileId \n , size / @NumPagesPerGB AS AllocatedSpaceGB \n , ROUND(CAST(FILEPROPERTY(name, 'SpaceUsed') AS float)/@NumPagesPerGB,3) AS UsedSpaceGB \n , ROUND((size-CAST(FILEPROPERTY(name, 'SpaceUsed') AS float))/@NumPagesPerGB,3) AS FreeSpaceGB \n , ROUND(max_size / @NumPagesPerGB,3) AS MaxSizeGB\n , ROUND(CAST(size - FILEPROPERTY(name, 'SpaceUsed') AS float)*100/size,3) AS UnusedSpacePercent\nFROM sys.database_files\nWHERE type_desc = 'ROWS' \nORDER BY file_id\n\n

 

\n

A shrink operation can be initiated using either command to shrink the entire database, or DBCC SHRINKFILE command for individual data files. We recommend using DBCC SHRINKFILE, because you can run it in parallel on multiple sessions, targeting different data files. DBCC SHRINKDATABASE is a simpler choice because you only need to run one command, but it will shrink one file at a time, which can be time-consuming for larger databases.

\n

 

\n

If shrink operation fails with any error or canceled, the progress it has made so far is retained, and the same shrink command can be simply executed again to continue.

\n


Once shrink for all data files has completed, rerun the earlier query (or check in the Azure portal) to determine the resulting reduction in the allocated storage size. If there is still a large difference between used space and allocated space, you can rebuild indexes to reduce the total number of used data pages. This may temporarily increase allocated space further, however shrinking files again after rebuilding indexes should result in a higher reduction in allocated space.

\n

 

\n

For more details about Azure SQL Database space management, see the following documentation article: Database file space management - Azure SQL Database | Microsoft Learn

\n

Known behaviors / limitations

\n\n

Shrink is currently in preview mode and has the following limitations:

\n\n

To find the encryption state of the database, execute the following query:

\n

 

\nSELECT db_name(database_id) AS 'database_name'\n ,encryption_state_desc\nFROM sys.dm_database_encryption_keys\nWHERE database_id = db_id()\n

 

\n

If encryption state is other than ENCRYPTED then shrink will not start.

\n

Conclusion

\n

We hope that you will find shrink useful and beneficial for your Hyperscale databases. We welcome your feedback and suggestions on how to improve it. You can contact us by adding to this blog post and we’ll be happy to get back to you. Alternatively, you can also email us at sqlhsfeedback AT microsoft DOT com. We are eager to hear from you all!

\n

 

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Great news!
I tried to shrink the data files from a very large database (31TB free out of 38TB allocated), where there is a lot of unallocated space. Unfortunately, it couldn't shrink to the desired target and took more than 8 hours for one data file. Most of the time, the shrink operation was waiting for PAGEIOLATCH_SH. 
Any advice would be appreciated! 

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Personally I have been using AUTO_SHRINK for 1 year now and I had zero problem. 
I'm talking about a park of 400 DBs. 
After this experience I also wrote a blog post about it: https://www.jeeja.biz/2024/05/12/myth-busters-who-is-scared-of-auto_shrink/

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Hi jobymathew10 

\n

Which command you have attempted? DBCC SHRINKDATABASE or DBCC SHRINKFILE?

\n

 

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DBCC SHRINKFILE (<fileid>, <size in mb>);

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When is the feature going to be coming out of Preview?

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It's out of preview now. Here is the GA announcement.

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javedazm can you please open a support ticket for this issue and ask support to get in touch with me to dig deeper. 

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Balmukund-Lakhani --I have real case scenario, we have 6 TB allocated Hyperscale DB and 3.94 TB used, we tried multiple option to shrink files but do not help much, for smaller data files it seems it work , but for larger database file it won't , some ran multiple days as well..do you have any recommend way for such large database file.? we are running out of option, we are getting timeout error after running hours and hours. also where we can check failure logs..? log analytics dont show much .. any help will be appreciated.

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Hi,

 

Great news!!!

 

Balmukund-Lakhani  you can also mark this idea as delivered https://feedback.azure.com/d365community/idea/ec7173e1-3225-ec11-b6e6-000d3a4f0f84

 

 

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Francesco_beqom This may not be an infinite loop 🙂 . If pages are already moved before the shrink section by rebuild (target size till EOF), then they won't be moved by next shrink, and it will not cause fragmentation. 

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...but rebuilding indexes then cause unallocated space on the database.

So now you have to shrink the database. 

Have you shrink the database now? so now you have fragmentation, you have to rebuild the indexes

 

...and so on...

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joshkonecki - Thank you for your question. The shrink feature in Hyperscale was designed primarily to optimize costs while balancing performance considerations. It's true that shrink can potentially lead to database fragmentation. To address this, we recommend rebuilding indexes, as detailed in our documentation Database file space management - Azure SQL Database | Microsoft Learn. This approach helps maintain optimal performance while leveraging the cost-saving benefits of the shrink feature.

\n

 

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Won't shrinking the database introduce fragmentation?

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Francesco_beqom - Thanks for the feedback. Will keep this in mind. How many such databases you have in your environment? 

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