id stringlengths 14 16 | text stringlengths 2 3.14k | source stringlengths 45 175 |
|---|---|---|
934dbf5099e8-4 | Search should be all- ** embracing.**
Findability
Great search should not actually be about search at all; It should be about delivering findability. People are deeply uninterested in the search process; they just want to find the information they need.
Search should deliver the results.
Appropriate
Great s... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
934dbf5099e8-5 | Search needs to understand.
Governed
Great search should be directed and supervised. There should be a strategy to ensure that it has direction that will support the organisation. The needs of the organisation and of the users should be considered and balanced. Processes should ensure that content, indexing, scopes... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
934dbf5099e8-6 | Search should be productive.
Fast
Great search should be immediate. There should not be an unnecessary delay in providing results, to ensure that the searcher is quickly able to complete their activity without interruption, distraction or losing the thread of what they were doing. To achieve this, results should be... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
934dbf5099e8-7 | Search isn't limited to files; 'things', skills, people, places, and more are included.
Users can find what they want without having to know which system to search.
Search is scoped for the most likely need in the current context but allow a shift to different or edge case queries.
The process of search is simila... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
3c5cbab85d6e-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Communication Professionals will sometimes refer to the 7 Principles of Communication; sadly, these are not standardised (so probably level 200!), but
there are some... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-communication |
3c5cbab85d6e-1 | Comprehensive
People shouldn’t be left wondering if there is more to come. The information communicated should be adequate and complete. Where possible, it should fully address the purpose and provide enough that the recipients can take the required action without delay, confusion or a reduction in productivity or mo... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-communication |
3c5cbab85d6e-2 | Coherency
Communication often takes place across multiple tools/formats and over a period of time. It’s important that communication remains logical, well-planned, and self-reinforcing across these. There should be a good connection with the main topic and, often linked to company values, principles, and mission. Equ... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-communication |
3c5cbab85d6e-3 | A next step would be obtaining Board-level approved objectives from organisational and communications perspectives, clearly outlining what they (the
board) are trying to achieve.
This would look at identifying each audience group within their organisation and assigning comms accordingly.
Before delivering corporate... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-communication |
3c5cbab85d6e-4 | large numbers take Friday off to enjoy long weekends
Effectiveness . Consideration needs to be given to engaging as opposed to transmitting in large organisations. A two-way flow of communication that is
managed and acted upon has numerous advantages
It is likely that external comms needs to be built into the str... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-communication |
96cc930aef15-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Gone are the days when SharePoint Lists and Libraries made for a dull and boring experience.
Today, we not only can choose from improved pre-configured formatting ... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
96cc930aef15-1 | Other advantages of formatting include creating layouts that better suit the type of information being presented. For instance, imagine laying out Images, Tasks, and Documents in a single rigid fashion. Clearly there are ways to display Images (such as a Tile or Gallery layout) that could be tailored differently than T... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
96cc930aef15-2 | When column formatting is applied across several columns, it can transform the entire visual experience and make a list feel more modern and dynamic. There are opportunities to make information more meaningful across different types of columns, such as showing a User with both their Profile Photo and their Name, a Due ... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
96cc930aef15-3 | Apply formatting but try to use consistent patterns for similar columns. Human brains rely on spatial memory to reduce cognitive burden and complete tasks more efficiently. For users to be able to develop spatial memory, they require stable UIs where things don't move around (much).
Consider using Workflow Launch but... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
96cc930aef15-4 | In another example, the View below can be achieved simply by tweaking the configuration to make a Library of Images much more interesting and informative.
As mentioned earlier, Microsoft has recently released a new Board view for Lists, which gives us a Kanban-like layout for organizing our list items, and even fac... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
96cc930aef15-5 | Critically, this function does not yet seem to allow for adding buttons to create Content Types.
View Formatting - Suggestions
A good place to experiment with View formatting is with the new Card Designer.
Consider creating views that are personalized using conditional logic.
As before, experiment with differ... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
96cc930aef15-6 | When un-customized, the form will display all the existing List or Library metadata. One of the simplest things to do is to hide or show a subset of columns. This ability is not new but useful to reduce the amount of 'noise' displayed to end users if not all fields require attention. To do this in the modern experience... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
96cc930aef15-7 | Form Formatting - Suggestions
A good place to experiment with Form formatting is to consider fields that need not be displayed in the form in all scenarios and apply conditional logic to determine whether they are visible.
Similarly, if you have cases where you are capturing a significant amount of metadata, cons... | https://learn.microsoft.com/en-us/microsoft-365/community/list-formatting-101 |
62bd5dadfccf-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Taking advantage of the Content Type hierarchy is an important part of a powerful information architecture, regardless whether you're working with documents, list it... | https://learn.microsoft.com/en-us/microsoft-365/community/taking-advantage-content-type-inheritance-sharepoint |
62bd5dadfccf-1 | Most of the time, you'll want to create Org Base Document and Contract at the tenant level (in the Content Type Hub, via the Content Type Gallery in the SharePoint Admin Center). We use that enterprise level capability for Content Types which may be used in one or more sites. It gives us a central place to manage... | https://learn.microsoft.com/en-us/microsoft-365/community/taking-advantage-content-type-inheritance-sharepoint |
62bd5dadfccf-2 | Contract
Org Base Document
0x0101002FBDBE6A1A315F438E41F10681463A6101
Employment Contract
Contract
0x0101002FBDBE6A1A315F438E41F10681463A610101
Real Estate Contract
Contract
0x0101002FBDBE6A1A315F438E41F10681463A610102
As you can see, the inheritance model makes a lot of sense. Each inhe... | https://learn.microsoft.com/en-us/microsoft-365/community/taking-advantage-content-type-inheritance-sharepoint |
62bd5dadfccf-3 | Show me all the Contracts is the really powerful query here. By requesting all content with a ContentTypeId which starts with the Contract Content Type's ContentTypeId (That's what the asterisk does for us.), it doesn't matter if we create a new Content Type inheriting from Contract . The query will automagic... | https://learn.microsoft.com/en-us/microsoft-365/community/taking-advantage-content-type-inheritance-sharepoint |
d97f28a0e358-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Before you run, you should walk
Overview [tl;dr]
Users use documents. Now, and forever.
If there's one document, there are probably related documents.
User... | https://learn.microsoft.com/en-us/microsoft-365/community/document-sets-are-magic |
d97f28a0e358-1 | Build a bridge :
You, the site owner, live your life in views, Flows, metadata, lookup columns, and are always learning for new automation features. Your coworkers may not be. They may be working in legacy back office processing functions, handing paper or PDF documents. The Document Set is the bridge for them – it sho... | https://learn.microsoft.com/en-us/microsoft-365/community/document-sets-are-magic |
d97f28a0e358-2 | Don't Folder where you Set
You can have folders outside or inside a Document Set – but it is not a great user experience and can negate the clarity that Document Sets bring to a library. Best practice is to avoid mixing folders and Document Sets.
What Document Sets Are
Document Sets are a Content Type , and y... | https://learn.microsoft.com/en-us/microsoft-365/community/document-sets-are-magic |
d97f28a0e358-3 | You sacrifice nothing by enabling Document Sets and gain the advantage of a library with users who can find their stuff and get, maybe, a little more excited about the Microsoft 365 / SharePoint tool that IT has cast upon them.
How to enable Document Sets
In your library settings, under advanced settings allow cust... | https://learn.microsoft.com/en-us/microsoft-365/community/document-sets-are-magic |
d97f28a0e358-4 | Library configured to support Content Types in Library Settings, under Advanced Settings
In the site collection Site Settings, the Document Set feature was enabled.
The Document Set Content Type was added to the new Claims Auditing library, under Library Settings
So far so good. At this point, we've g... | https://learn.microsoft.com/en-us/microsoft-365/community/document-sets-are-magic |
d97f28a0e358-5 | Since each document (within the Document Set) has a different person reviewing it, each document can have its own Assigned Reviewer associated with it – because we didn't make it a Shared in the Document Set settings.
Epilogue
End users of the library rejoice – they're given a library that appears organized b... | https://learn.microsoft.com/en-us/microsoft-365/community/document-sets-are-magic |
afd357cad471-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Before we jump to the topic at hand, a little recap of the terminology involved:
Metadata : means information about something, in SharePoint usually information ... | https://learn.microsoft.com/en-us/microsoft-365/community/how-do-site-columns-become-managed-properties-thus-available-for-search |
afd357cad471-1 | Using PnP PowerShell
Using Site Scripts & Site Designs
Using code
How
In SharePoint, navigate to your Site Settings and choose Site Columns. The Site Columns page will contain all the metadata columns currently available in your site, except for hidden system columns.
Choose Create
A Site Column can ... | https://learn.microsoft.com/en-us/microsoft-365/community/how-do-site-columns-become-managed-properties-thus-available-for-search |
afd357cad471-2 | Important
Site Columns will become Crawled Properties automatically if:
You have created content using the Site Column. Just defining the Site Column is not sufficient; there must be content to crawl.
If the site is a Communication Site, the Site Columns should then become Crawled Properties.
If you are creat... | https://learn.microsoft.com/en-us/microsoft-365/community/how-do-site-columns-become-managed-properties-thus-available-for-search |
afd357cad471-3 | You may then find one or more crawled properties:
ows_MyCustomColumnForSearch - This is the one we will generally use to map to our managed property for search.
ows_q_Text_MyCustomColumnForSearch - This is automatically created by search and shouldn't be used.
In SharePoint Online, we're not allowed to cr... | https://learn.microsoft.com/en-us/microsoft-365/community/how-do-site-columns-become-managed-properties-thus-available-for-search |
afd357cad471-4 | To make sure that the index maps your Site Column and its content in the next search crawl, you can navigate back to your site, and in Site Settings, choose "Search and offline availability".
Click Reindex site then OK, then wait… [Insert patience here]
When the index has been updated you will be able to sear... | https://learn.microsoft.com/en-us/microsoft-365/community/how-do-site-columns-become-managed-properties-thus-available-for-search |
7d7ef74c2bb4-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
All Items
As a SharePoint Site Owner, you benefit directly by having users who find the product useful with a good user experience. Some things you have contro... | https://learn.microsoft.com/en-us/microsoft-365/community/creating-useful-views-in-lists-libraries |
7d7ef74c2bb4-1 | Have a firm understanding of what a SharePoint View can do
Think about how your users might work in the List/Library
Think about the quantity of items/documents in play
Think about the devices or platforms being used
Understand and apply proven UX principals for laying out things on a screen.
Make tha... | https://learn.microsoft.com/en-us/microsoft-365/community/creating-useful-views-in-lists-libraries |
7d7ef74c2bb4-2 | How many items are in this List/Library?
It can be tough to know the answer to this up front, but once you've been a Site Owner for a few years, you'll get a feel for it. This question lends itself to thinking about performance, pagination in Classic (i.e., 1-30 of 3000 items ), folders in Libraries, Grouping conten... | https://learn.microsoft.com/en-us/microsoft-365/community/creating-useful-views-in-lists-libraries |
7d7ef74c2bb4-3 | Think about:
Effective Visual Hierarchy - A View is mostly rows and columns, so hierarchy might not be the first thing that comes to mind. But it's there - left-to-right reading, column order (more important columns on the left) and relationship to the filters pane.
Read more about hierarchy: Visual hierarchy... | https://learn.microsoft.com/en-us/microsoft-365/community/creating-useful-views-in-lists-libraries |
7d7ef74c2bb4-4 | Modern List/Library Views: The Filters Pane
The Filters Pane - available in any modern View - is the underrated biggest improvement to List/Library Views in SharePoint's user interface history. By adding context-aware refiners to the View, you're empowering your users to filter down rows quickly without needing to ... | https://learn.microsoft.com/en-us/microsoft-365/community/creating-useful-views-in-lists-libraries |
7d7ef74c2bb4-5 | Sort Modified date descending and display the Modified date column. This provides the context of freshness for a given List/Library's View. In many cases, the user's needs to act on the most recent item in the list, like approving a travel expense or reviewing a document update.
Default view probably doesn't nee... | https://learn.microsoft.com/en-us/microsoft-365/community/creating-useful-views-in-lists-libraries |
f3454f1781a2-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Best practices and strategies for building and operating large SharePoint Lists and Libraries well above the item limit threshold.
Summary
List or Library abov... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-1 | What is the List View Threshold?
When the number of items or documents is so high that SharePoint displays an error instead of the content. For many years this was 5000 .
Behind the scenes. SharePoint is querying data from a database. It, like all systems, can do but so much at a time, and the Item Limit Thresho... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-2 | How can I predict which Libraries and Lists will exceed the threshold?
With experience, you'll be able to smell a List that'll grow to exceed the limit before the List is even created. This prediction experience comes from knowing your customers and their business processes. Generally, these are the smells for future... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-3 | On Prem SE
5000
Yes*
Yes
Available
Available**
On Prem 2019
5000
Yes*
Yes
Available
Available**
On Prem 2016
5000
Yes*
Yes
No
Available**
On Prem 2013
5000
Yes*
No
No
No
* Someone with Central Admin access is needed to change this. And when you ask them... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-4 | Should I build this probably-large List/Library into multiple Lists/Libraries?
You can, and that's an option to consider, especially if you can work in Content Types and Site Columns for data consistency.
Lookup Columns and Calculated Columns
If your List or Library has Calculated columns (which can't be indexed... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-5 | Can Grouped-By Filtered Views help me here?
This one gets complex real fast - especially with views for Document Libraries with folders. Read Joanne Klein's excellent deep-dive into this for more information.
All my internet research keeps pointing to Indexed Columns - what's that all about?
Indexing columns - ... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-6 | For the best user experience you should be proactively ensuring the appropriate columns for your lists/libraries are indexed, based on the columns used most frequently in views and/or filtered by your users. You can add indexes on up to 20 columns on a list or library.
Column types that can be Indexed
Single line... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-7 | Column
Type
Indexed
In Default View
Title
Single Line
Yes
Yes
Favorite Sport
Choice (single)
Yes
Yes
Likes Cats
Yes/No
Yes
Yes
Biography
Multiline
No, can't
No
Created
Date
Yes
Yes
Created By
Person
Yes
Yes
In this scenario, we've... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
f3454f1781a2-8 | Name
File Name
No
Sales Region
Choice (single)
Yes
Likes Dogs
Yes/No
Yes
Created
Date
Yes
Created By
Person
Yes
The model will work great for years. Each folder acts as sort of a reset on the Item Limit Threshold for the default view. New folderless flat-Views can ea... | https://learn.microsoft.com/en-us/microsoft-365/community/large-lists-large-libraries-in-sharepoint |
692d9b6cf545-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Before we jump to the topic at hand, a little recap of the terminology involved:
Metadata: means information about something, in SharePoint usually information a... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-managed-metadata-vs-lookup-column |
692d9b6cf545-1 | Navigate back to the Vendor Agreements document library
In the Vendor Agreements library, create a new column and choose lookup for the data type. Choose the Vendor list and the Title column, and include any extra data you might need from the vendor list. Note: not all data types are supported.
After the lookup col... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-managed-metadata-vs-lookup-column |
692d9b6cf545-2 | Pros of Managed Metadata columns
Managed Metadata is globally available - across all sites in the farm or tenant
Managed Metadata supports language translations
Changes to the term set values will be updated across all sites
Administrators can control who can contribute to each term set
Combined with search... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-managed-metadata-vs-lookup-column |
ef6e15267f59-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
With the advent of modern pages in SharePoint Online, the classic top-down site topology, as we know it, has evolved to a flat structure that is designed to adapt to... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-site-topology |
ef6e15267f59-1 | Complex permissions: With a top-down site topology, organizations often resort to using a mix of inherited and broken site permissions to protect information at each level adequately. The mixed security inheritance can often make it difficult to determine who has access to which content.
URL Length: As the number o... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-site-topology |
ef6e15267f59-2 | Using a flat topology, site owners can easily manage user permissions for their sites; because every site is a top-level site collection, there no inherited permissions to complicate things.
In the event of a company's organizational restructuring, there is no need to move sites to match the organization structure, b... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-site-topology |
ef6e15267f59-3 | For example:
Should you create a single site for your Accounting department to store Accounts Receivable documents, Accounts Payable, and Financial Statements, or should you separate them into two (or more sites)? It ultimately depends on who should have permissions to what content.
If you need to create an Annua... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-site-topology |
ef6e15267f59-4 | The metadata topology
The best topology you could ever create would be one that is customized to suit the individual needs of every single person in your organization. While such a topology would be ideal, it would also be impractical to create and impossible for anyone to manage.
However, a computer can do precise... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-site-topology |
ef6e15267f59-5 | As Office 365 allows users to create site collections, either directly in SharePoint, or via any other group workloads (Outlook, Microsoft Teams, Planner, or Yammer), the only 100% reliable way to enforce a naming convention is by enabling group naming policies .
Since all Office 365 group workloads automatically cr... | https://learn.microsoft.com/en-us/microsoft-365/community/information-architecture-site-topology |
b4968966df3c-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Basic Idea
Over time, you'll want to keep the documents you offer the organization up to date. One problem you'll run into is SharePoint thinking files with differ... | https://learn.microsoft.com/en-us/microsoft-365/community/file-naming-intranet |
b4968966df3c-1 | If revisions matter
If you need to keep older revisions, do that in your Team Site. If the revision date is important, then it should be a metadata column on the library, not embedded in the filename.
Principal author: Marc D Anderson, MVP | https://learn.microsoft.com/en-us/microsoft-365/community/file-naming-intranet |
de14a45ac8d1-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
What is so different about a Microsoft 365 champions group from a site owner's group? It depends on your organization. Some companies may expect their site owners to... | https://learn.microsoft.com/en-us/microsoft-365/community/empowering-your-sharepoint-champions |
de14a45ac8d1-1 | Have you ever needed to talk through something out loud to identify the best path forward? Your Microsoft 365 champions may not have colleagues in their department who are as familiar with the technology. Creating a place to have these discussions will give you the opportunity to learn more of the "why" for what they a... | https://learn.microsoft.com/en-us/microsoft-365/community/empowering-your-sharepoint-champions |
de14a45ac8d1-2 | Elevate their voices and involve them in the community
Some of my favorite presentations involve an IT Professional co-presenting with their business owner. It puts a focus on how important collaborative development is in solutioning and implementation. The narrative of the problem statement through adoption puts Off... | https://learn.microsoft.com/en-us/microsoft-365/community/empowering-your-sharepoint-champions |
8b611edaee87-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Many organizations have a small team supporting all aspects of their environment from break/fix through development of new solutions. There is not enough time in the... | https://learn.microsoft.com/en-us/microsoft-365/community/identifying-your-sharepoint-champions |
8b611edaee87-1 | The End User Who Ask Lots of Question
If your training is not fully sticking with all people in the room this is very valuable feedback as you aren't just targeting the tech savvy end users in your organization. When you launch the next solution, everyone in this room will need to understand the why and the how for i... | https://learn.microsoft.com/en-us/microsoft-365/community/identifying-your-sharepoint-champions |
8b611edaee87-2 | In the Project Queue
Do you have a long project queue due to your small team being overloaded? Who has been waiting for a long time who has the bandwidth and/or interest to begin self-service closely partnered with IT? Self-service does not need to be implemented on an organizational level to be effective. You can st... | https://learn.microsoft.com/en-us/microsoft-365/community/identifying-your-sharepoint-champions |
8b611edaee87-3 | Across Varied Perspectives
Identify Microsoft 365 champions across levels, regions, and functions as well to ensure an organizationally diverse perspective. What works for human resources in the United States might be very different for your office in Japan. What works for manufacturing might not work for legal. What... | https://learn.microsoft.com/en-us/microsoft-365/community/identifying-your-sharepoint-champions |
8b611edaee87-4 | Why SharePoint Training is Important
Empowering Your Microsoft 365 Champions
Principal author : Emily Mancini, MVP, UXMC | https://learn.microsoft.com/en-us/microsoft-365/community/identifying-your-sharepoint-champions |
1efb0cb2d33e-0 | Building a new Intranet from scratch, doing a major uplift introducing a significant adjustment, or want to fill out one of those awesome look book designs with your own content - but struggling for ideas and possible sources of content to include? This article will go through the possible sources of content, content p... | https://learn.microsoft.com/en-us/microsoft-365/community/intranet-content-sources |
1efb0cb2d33e-1 | Quotes or Day in the Life - Show people what it is like to be in the field working with customers, giving that deeper connection and understanding of their role with people inside and outside the organization.
Promoting Services - Highlight services or existence of service catalogues to show people what you offer a... | https://learn.microsoft.com/en-us/microsoft-365/community/intranet-content-sources |
1efb0cb2d33e-2 | Business Process Changes - Employees are navigating to the intranet to follow routine business processes. When there are changes to this process, posting the updates on the intranet will ensure there is one place to look.
There far more examples of types of news content you can promote, once you start creating new... | https://learn.microsoft.com/en-us/microsoft-365/community/intranet-content-sources |
1efb0cb2d33e-3 | New Starters, Leavers, and Movers - Listing out the changes in the organization to let people know who they can contact and collaborate with.
Health and Wellbeing - Providing information about the resources and support that people can receive, organizational initiatives, programs, contact points, and documentation ... | https://learn.microsoft.com/en-us/microsoft-365/community/intranet-content-sources |
1efb0cb2d33e-4 | Static and Library Content
There are times in which you need to provide people with reference material (content that remains fairly static and does not change often but is important for people to be aware of) to know that these resources exist and they are published internally for use.
Examples include:
Policie... | https://learn.microsoft.com/en-us/microsoft-365/community/intranet-content-sources |
1efb0cb2d33e-5 | Landing Pages
Consider the landing pages of your sites (e.g. homepages, section and sub-sections) that may be represented as home pages in sites. These are your sign-posts for resources in that topic, area, or department that are most prominent, important for staff to be aware of. If, for example, you are looking for... | https://learn.microsoft.com/en-us/microsoft-365/community/intranet-content-sources |
1efb0cb2d33e-6 | External Websites and References - Listing out those common areas of reference to external content, consider providing a way for people to search, suggest new references, remove old ones if links break (although this could be automated).
Partners - Describe the partnerships you have with other organizations, how to... | https://learn.microsoft.com/en-us/microsoft-365/community/intranet-content-sources |
52d77ef3ebf1-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Share what?
Yes... We hear that often. So first, let's have a quick introduction. SharePoint is a platform. A product. You collaborate and share information acro... | https://learn.microsoft.com/en-us/microsoft-365/community/why-sharepoint-training-is-important |
52d77ef3ebf1-1 | Sharing
Workflows
Alerts
........
And we're only scratching the surface!
Integration with other apps
If you're using Microsoft 365, you've surely heard about Microsoft Teams , Power Apps , Power Automate , etc... Well, they all integrate with SharePoint. So you can imagine the extent of the possibiliti... | https://learn.microsoft.com/en-us/microsoft-365/community/why-sharepoint-training-is-important |
52d77ef3ebf1-2 | Users and admin roles
When we speak about SharePoint, we can think of three distinct roles: Users, Super Users, and Administrators .
Of course, they won't have the same responsibilities, or see the same interfaces, but even an Admin is likely to be a user or Super User within his or her team, after all!
Note: Th... | https://learn.microsoft.com/en-us/microsoft-365/community/why-sharepoint-training-is-important |
52d77ef3ebf1-3 | This involves more responsibilities as Site Owners will need to also take care of the security aspect by managing site permissions, adding and removing users from their site for example. They may also act as a support contact for other site members.
Advanced training could include the following:
Understand pe... | https://learn.microsoft.com/en-us/microsoft-365/community/why-sharepoint-training-is-important |
52d77ef3ebf1-4 | Related Resources
Microsoft 365 learning pathways
Principal author : Veronique Lengelle, MVP | https://learn.microsoft.com/en-us/microsoft-365/community/why-sharepoint-training-is-important |
8bd718d7263f-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
This article describes some useful guidance in naming artifacts such as sites, lists, columns and content types; this helps to avoid issues later with either technic... | https://learn.microsoft.com/en-us/microsoft-365/community/sharepoint-naming-guidelines |
8bd718d7263f-1 | Multilingual alternatives for your display names.
Display Names
Display names are the visual name that users see when working with list items or documents via forms and views. When working with these columns, on top of the basic recommendations list above, consider the following:
Be clear on what this column ... | https://learn.microsoft.com/en-us/microsoft-365/community/sharepoint-naming-guidelines |
8bd718d7263f-2 | In classic interfaces, I often create the column without spaces and special characters to avoid the encoding, then rename to a friendly format. On creating lookup fields, there are some unavoidable encoding for the colon and spaces between the field
Modern interfaces remove spaces when users with edit permissions add... | https://learn.microsoft.com/en-us/microsoft-365/community/sharepoint-naming-guidelines |
8bd718d7263f-3 | When naming your libraries, points to consider:
Using short names or setting titles with characters and spaces in mind: finance-hr-combined-strategic-team-collaboration-area
Remove any unnecessary or noise words such as area, team, combined; this keeps the URL shorter: finance-hr-strategic-collaboration
Once ... | https://learn.microsoft.com/en-us/microsoft-365/community/sharepoint-naming-guidelines |
b90f79633ea6-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
This guide will help users understand the various options available to import files and data into SharePoint. We cover several different approaches:
Method
... | https://learn.microsoft.com/en-us/microsoft-365/community/importing-data |
b90f79633ea6-1 | Click “Upload” and select “Files” or “Folder”.
The “Files” option does not allow the uploading of folders. Similarly, the “Folder” option does not allow files.
Select the source files / folders and click “Open”.
The “Show progress” button will notify you of any errors and when possible provide an ... | https://learn.microsoft.com/en-us/microsoft-365/community/importing-data |
b90f79633ea6-2 | Click “Move here” to complete the file / folder move.
The “Show progress” button can also be used to view the progress of a copy or upload operation.
Lists – Export Spreadsheet to SharePoint (Power user)
Microsoft Excel supports the exporting of “Tables” from spreadsheets to new SharePoint lists. With ... | https://learn.microsoft.com/en-us/microsoft-365/community/importing-data |
b90f79633ea6-3 | Document Libraries – SharePoint Migration Tool (Power user)
The SharePoint Migration Tool (SPMT) can be used to import files into SharePoint. SPMT is especially useful when migrating a large volume of documents from a file share.
Detailed information about SPMT can be found on the Download and install the Shar... | https://learn.microsoft.com/en-us/microsoft-365/community/importing-data |
b90f79633ea6-4 | Click “Sync”.
Click “Open” to the “Getting ready to sync...” prompt.
Confirm you login account name and click “Sign in”.
Click “Next”.
Click through the “Welcome to OneDrive” screen and then click “Open my OneDrive folder”.
Using Windows Explorer, open the source documents folder: ... | https://learn.microsoft.com/en-us/microsoft-365/community/importing-data |
048828c2cce6-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Basic Idea
When you're a Site Owner of a SharePoint Site Collection, you should ask yourself - Is this SharePoint site collection associated with a modern Office ... | https://learn.microsoft.com/en-us/microsoft-365/community/permission-model-differences |
048828c2cce6-1 | Designers
n/a
No
Contributors
n/a
No
Visitors
n/a
No
Custom level
n/a
No
It is still possible to create a Modern SharePoint Site that isn't part of a group, and in that case you get the usual permission levels.
Best Practices
If you're adding users to a traditional Shar... | https://learn.microsoft.com/en-us/microsoft-365/community/permission-model-differences |
048828c2cce6-2 | I had to add some read-only users to my legacy SharePoint Online Site. I went to Site Permissions and added them to the existing Azure Active Directory Visitors Group. I didn't see a link that said 'Members' on the screen.
My boss told me to own our group's Planner board, so my IT department made me an Owner of this... | https://learn.microsoft.com/en-us/microsoft-365/community/permission-model-differences |
e542f3f10878-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Basic Idea
Document collaboration, co-authoring, and List updates with human beings is much better with Versioning enabled. People make mistakes, and Versioning pr... | https://learn.microsoft.com/en-us/microsoft-365/community/versioning-basics-best-practices |
e542f3f10878-1 | Disabling Versioning
If you can Enable versioning, you can Disable versioning. Disabling versioning doesn't delete the old versions. End users receive no notification of this change.
Note
A Cautionary Tale: As site owner, if you disable Versioning and don't tell your end users, they'll notify you. In person... | https://learn.microsoft.com/en-us/microsoft-365/community/versioning-basics-best-practices |
e542f3f10878-2 | Note
A Cautionary Tale:
As Site Owner, you're responsible for not exceeding your allotted space limit. 500 versions of an Excel file won't cause any trouble. A 500-version library with hundreds of 300MB PDF documents might push the site over the limit and prevent users from working in the site. Watch your Storage... | https://learn.microsoft.com/en-us/microsoft-365/community/versioning-basics-best-practices |
e542f3f10878-3 | In an average SharePoint On-Premises farm, setting document library versions up to 10 major and 10 minor has, in practice, been enough for any group that can't define how many versions they need.
A deleted and then restored file/list item maintains its old versions.
In a list with versioning enabled, attachment cha... | https://learn.microsoft.com/en-us/microsoft-365/community/versioning-basics-best-practices |
e542f3f10878-4 | Further Reading
Microsoft: Planning Versioning, Content Approval & How does versioning work in a SharePoint list or library
Blog: SharePoint Maven on Versioning
Blog: ShareGate: SharePoint Version Control to the Rescue
Principal author: Patrick M Doran | https://learn.microsoft.com/en-us/microsoft-365/community/versioning-basics-best-practices |
0460f5d71766-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
The purpose of this guide is to help document the initial setup of a site and provide resources for next steps and ongoing support.
Checklist
[ ] Site build
... | https://learn.microsoft.com/en-us/microsoft-365/community/new-site-checklist |
0460f5d71766-1 | Name
Description
New entry
Description
Site access request settings
Members allowed to share the site, files and folders (Yes/No):
Members allowed to invite others to site members group (Yes/No):
Allow access requests (Yes/No):
Requests to site owners (Yes/No):
Requests to user (Yes/N... | https://learn.microsoft.com/en-us/microsoft-365/community/new-site-checklist |
0460f5d71766-2 | Site owner training
Custom training resources
Name
URL
Name
URL
Microsoft training resources
Name
URL
SharePoint Online video training
https://support.office.com/article/sharepoint-online-video-training-cb8ef501-84db-4427-ac77-ec2009fb8e23
Name
URL
S... | https://learn.microsoft.com/en-us/microsoft-365/community/new-site-checklist |
07b6003d2cbc-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Working as a developer on Microsoft Teams solutions you might not have heard about the Microsoft 365 Maturity Model . Yet it is a great resource to get familiar wit... | https://learn.microsoft.com/en-us/microsoft-365/community/maturity-model-microsoft365-teams-development |
07b6003d2cbc-1 | Teams Development sample
Considering a straight forward solution presenting information in Microsoft Teams with a tab. If you are already using SharePoint you can expose this information with minimal code. The advantage of this scenario is that you can walk through all App package components without having to write M... | https://learn.microsoft.com/en-us/microsoft-365/community/maturity-model-microsoft365-teams-development |
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