This might be a long post, sorry in advance.

I'm a SharePoint Online admin for a company of about 300 employees. We have 1 site available to us and this is non negotiable, we cannot create more sites.

My company is comprised of about 20-30 teams (as in employee teams, not M365 Teams) and they each usually want 3 different types of spaces in SharePoint:

1- folders only restricted to them, they want the folders and their contents to be hidden to all other users.

2- folders that are available in view-only mode for all other users. Only the team members can edit.

3- Folders to collaborate with other teams or specific employees in the company. Sometimes need to be seperate from eachother entirely. Ex. sometimes the CEO will have meetings with each chief of department (there are 7). So each chief of department should have a folder shared with the CEO to store documents related to those meetings. But each chief should not be able to see the other chiefs' folders, as the meetings sometimes discuss sensible info regarding specific employees.

We also sometimes have folders that should be restricted to one individual only. Like for example we have an OSHA guy whose job is to manage workplace accident reports and internal investigation. That is sensitive information that should be accessible to him only. But yet again he sometimes needs to collaborate with other employees (ex. someone who witnessed the accident and has to write down a testimony). So he needs somewhat of a collaborative space also. But this space should not be available to EVERYONE, only him and the witness in question.

I've done a fair share of reading on sharepoint permissions best practices and everybody seems to agree to NEVER manage permissions at folder level, but rather do it at the library level. In theory that makes a lot of sense to me. But I am really struggling to see how I can avoid folder-level permissions in my situation.

If anyone has any advice to give me I would appreciate it :) Thank you !

A user has an issue with sharepoint, whenever she creates a file in a sharepoint folder and closes it, it created a new one with her name at the end...

Example:

file.xlsx original

once she closes

file-pc-name.xlsx

She does have a laptop and desktop, and it is happening on both.

Any ideas?

Our company is experiencing a 503 error with Sharepoint online (the website itself being down when navigating from office 365), which is also leading to cloud files not being accessible and one drive sync not working for those SharePoint locations which are also locally synced.

I am not seeing any reported issues on MS Websites, down detector, etc.. is anyone else experiencing this issues today (10/15/2026)?

Edit: Services seem to be back for most of my team after about 8 hours of not being able to access the website or synched cloud files on one drive. We did not get any additional details as to the cause.

Some users who are accessing microsoft list form are getting below error :

sorry something went wrong an unexpected error has occured.

But some other users are able to load microsoft list form including read only users

I want a non-admin staff member to be able to publish a few documents and site pages.

She should be able to invite external users by herself by their private e-mail addresses through the site's built-in controls.

These external users should only be able to view and not make any modifications to the site, pages or documents.

I'm running into the issue that all our user accounts require MFA through the Microsoft Authenticator. That also unfortunately catches these external users. Changing this is not an option. A good chunk of our external users should require MFA.
Although these documents should require some form of authentication, something as strict as Microsoft Authenticator imposed on guests that we can't properly support is simply too much. The verification code that is periodically sent when logging in is enough.

The only solution I've been able to find is to make a security group, fill it with these external users and exclude it from my conditional access policies that require MFA. But that requires manual work from me. I cannot trust the staff member to do this correctly. Worst case she excludes someone from MFA that actually needs it.

Couple of things I've explored:

• I've tried to invite the external users as full-fledged Microsoft 365 members. Then I could use this group to exclude from my conditional access MFA policies. Only problem is that the Edit permissions cannot be set to View for members. So that doesn't work. This also requires it to be a team site whereas a communication site seems more apt.

• Authentication Contexts: It seems like this method can only be used to enforce stricter access, not override strict access into making it less strict.

• Some kind of scheduled script that syncs these users to a security group that I can then exclude from MFA. This one shows some potential. Only issue is when the sync hasn't run yet by the time the user clicks on their email invite.

Any suggestions on how to solve this? Am I going about this all wrong?

Hi folks, looking for a little help or someone to tell me the tree I’m barking up isn’t the right one.

I have a List imbedded on a Page because there are elements in the list that I do not want as a visible List column. Refresh dtm for example. All items are refreshed via Flow and the user doesn’t need to see the dtm on every row (they all get refreshed at the same time) so I put a refresh dtm micro list in a Page banner. It works, problem is List search. I can’t find a way to search List items from the SharePoint Page search bar.

Is there a work around or am I stuck?

I know these are still in preview, but has anyone put them into production yet? I'm pretty comfortable with HTML, and AI obviously makes things even easier. My biggest concern is spending time building something really nice, putting it into production, and then having Microsoft decide to discontinue the feature or no longer support it. Anyone else have the same concern? Thoughts?

Hey brains,
I am currently in the process of trying to get under quota by something like 6 TB. This is going fine, cleaning lots of version and backup files, old files etc and strict archiving. However, looking ahead I’m going to need 3-4TB of additional storage across the board to cover ongoing work.
The only thing I can really find is Box integration - has anybody used box with exchange/SharePoint or does anyone have any other options which may be better for live working files?
Appreciate any thoughts, thank you.

Hey guys, I just want some feedback from those who have used ShareGate previously. I used this tool many years ago to do a file share to sharepoint online migration and it worked as expected. Now I want to use this tool again to do sharepoint online to sharepoint online data/files/document migration only but I have some concerns that I just encountered that didn't matter the first time I used it.

1. I noticed that the migration (during my testing) will create all folders, regardless of weather the folder will contain any migrated files.
2. The tool performs a copy rather than a move.

So for post migration, how do you deal with the clean up?

• How do you delete the empty folders that were created at the destination site?
• How do delete the data from the source once it was copied?
• How do you delete any empty folders that might have being left behind once you delete the data that was copied from the source site?

To my understanding, I can delete the files from the source once they are migrated by running a report against files only and do a bulk delete, but what about folders? If I run a similar report, I will end up needing to select each folder I need to delete from the source manually, I would assume something similar to the destination for empty folders.

Any advice on how you've accomplish this would be greatly appreciated.

One of the challenges with building enterprise AI apps is everything around the model: extracting content, generating embeddings, maintaining a vector database, keeping indexes fresh, and making sure permissions stay synchronized.

With SharePoint Embedded + the Microsoft 365 Copilot Retrieval API, you can take a different approach.

Your app can retrieve relevant passages directly from content stored in SharePoint Embedded and use those results to ground your own AI experience, while you retain control over the prompt, orchestration, and model. Retrieval is already permission-trimmed, and the content remains within the customer's Microsoft 365 environment.

The post also covers the SharePoint Embedded MCP server, now in public preview, which lets MCP-compatible coding agents provision and manage SharePoint Embedded apps using natural language.

If you're building RAG-style enterprise apps, custom copilots, document intelligence solutions, or SaaS apps around Microsoft 365 content, this is worth a look.

Blog: Build AI-powered apps without creating a vector database

Curious what others are building: Are you currently maintaining your own vector/search infrastructure for enterprise content, or would you prefer retrieval to stay with the content platform?

I have a number of tenancies with this issue anyone having any idea what's going on or what can be done to fix it. This was last working Friday.

I’m a user who is tasked with helping to control our ever growing SharePoint storage usage. I’ve been granted SharePoint Administrator Role, so I do have access to the admin center.

We’ve recently enabled M365 Archive, and I’ve worked with the owners of the largest sites to do file level archiving of old files they want to keep but probably don’t need. But I’m not seeing a reduction in usage at the site level or the tenant level in the Admin center.

In the admin center, I only see a usage value compared to our total available, which I believe is made up of our free allocation plus purchased blocks on top.

However, reading the FAQs, we won’t get charged for archive storage as long as the combined storage is less than the standard storage quota.

I see nowhere in the admin center that breaks out storage use by active vs archived (am I blind or missing some needed permission?). Do we need to track how much storage is archived and then allow our storage use to go over our allocation by that amount before we buy more storage?

Anyone know if this is still an intended feature? It shows as coming soon but its been a long time at this point. Any alternatives if I already own this NAS?

I Working on create custom app for construction on SP online 365 i plan to contain some features exist help construction users i need some suggestions about plugins for edit Auto cad and construction drawings

So, I’m working on a SharePoint intranet but been trying to figure out a good way to display a few things. I would like to be able to search for employees and display them by department, but not sure if this is possible in SharePoint. I'm also trying to figure out how to show company events alongside personal calendars and have something that automatically shows employee work anniversaries.

and, any good suggestions on what others have done with LinkedIn?

Please, no coding if possible, but I'm open to third-party tools too.

We're experimenting with the new SharePoint HTML pages that Copilot can generate, and we can't get any web links to work. Here's my bug description I'm submitting to MSFT:

Bug: Hyperlinks on SharePoint HTML pages created via Copilot's HTML page capability do not navigate when left-clicked. Users receive "This link can't be opened because your organization doesn't allow access to this site." The identical URLs work when opened via right-click → Open in new tab/window, and also work from traditional SharePoint ASPX pages. Hyperlinks are stored correctly and display correctly in edit mode. Issue reproduced by multiple licensed Copilot Premium users on multiple sites.

Anyone else seeing this? Note: if I generate an HTML page that links to actual list or library content on the site, those links do work.

My tenant recently got support for SharePoint HTML pages, and I've been rebuilding some internal pages using HTML because the layout and formatting options are much cleaner than traditional SharePoint pages with web parts.

Before this, I was using a modern .aspx page containing several Document Library web parts. With custom column formatting, I was able to get PDF links to open directly in the browser's native PDF viewer (Chrome/Edge) instead of the SharePoint PDF viewer.

That solution worked well, but the page itself wasn't very visually appealing because it was basically a collection of document library web parts.

Now I've moved the content into an HTML page and am generating links to files manually. The problem is that every PDF link I click gets intercepted and opened in the SharePoint PDF viewer. Our users only have read permissions, so they can't really interact with the document there and often have to download it manually just to view it.

Things I've already tried:

• Using direct document URLs
• Adding ?download=1
• Adding ?web=0
• Opening links in a new tab (target="_blank")
• Using JavaScript click handlers and redirects
• Using the document's direct download URL
• Reusing logic from SharePoint column formatting that works inside a document library

Oddly, if a user right-clicks the PDF link and chooses Open in New Tab, the PDF opens directly in the browser viewer as expected. It's only a normal left-click that gets hijacked by SharePoint's PDF experience.

Has anyone found a way to force PDFs clicked from a SharePoint HTML page to open in the browser's native PDF viewer instead of the SharePoint PDF viewer?

At this point I'm wondering if SharePoint is intercepting navigation events from HTML pages and there's simply no supported way around it. I'd love to know if anyone has found a workaround, whether that's a special URL format, JavaScript trick, SharePoint setting, or something else entirely.

In our tennant we use mappings from sitecolumns to Refinable properties quite often to make it easier to filter projects and the likes using PnP Modern Search.

The past two weeks we have ran into the issue that the UI doesn't show us the implicit crawled properties linked to the site columns anymore. The SearchQuery Tool shows they exist, but the user interface is refusing to show them (also tried url manipulation to get to one, but alas no luck).

I was wondering if any other tennant has noticed similar behaviour? Or if anyone knows if MS is working on the search behind the scenes as this is only one of many hiccups we noticed the past month:

Other things we have noticed:

• quite a few 403 errors last week (while trying to figure out why our crawled properties aren't showing up) - there was even a alert by MS for a possible incident, but that was quickly marked as resolved / a non-issue
• searches with a wildcard in the middle of a string (think Path:"siteurl/*/denomination") that stopped working, even though we know for sure they have worked for over a year.
• searches that did some implicit exlcusions, and worked for multiple years (-"SitePages" -"Documents" etc...) suddenly still showing the items we wanted to exclude having us pivot to more explicit exclusions using mapped RefinableStrings that we had already configured (-RefinableStringXX:"SitePages")

And slightly unrelated, we have started seeing the "Image Tags" column popup automatically in libraries (and views in the libraries) when a picture is uploaded. Which is another thing i'm investigating.

I tried a quick test just to confirm that Copilot Agent in SharePoint handles creating lists / fields quite accurately.

I made a basic template as shown in this screen. If you have a list with a large amount of fields you need to create, this would certainly speed up the process. Previously, I have seen this automated via Powershell, but this newer approach is far more accessible.

https://i.imgur.com/EWvWQs6.png

I've been working with SharePoint for 20+ years and spent the last few years on Project Online as a government contractor. Now that Project Online has retired, I'm curious how teams here are handling project management.

Do you still feel the need for it inside SharePoint Online? Things like project status on a site page, my tasks, timeline, issues and risks. Or are you fine with Lists, Planner or a separate tool?

I've been building some SPFx web parts for this, but they need a bit of admin setup (App Catalog plus API permission approval). In a lot of orgs that's where it gets stuck. Has anyone managed to package something like this with Power Apps or Power Automate so a site owner can set it up without an admin? Where did you hit limits?

Looking for your ideas.

I want to create a wiki/knowledge base for our company, mainly for technical documentation. I'm not sure if I should use Sharepoint sites or OneNote notebooks for that.

Sharepoint sites seem to be better structured, easier to maintain, better for collaboration, better version control and has a way for approval process. Overall the better features in my opinion. But it also seems harder and less flexible to use than OneNote. I also think it's faster to edit something in OneNote than in a Sharepoint site. Some people in my company already use OneNote, so it seems easier to convince them to use OneNote.
My fear with Sharepoint sites is that it's to slow and rigid and therefore nobody will use it.

I'm asking myself if it's better to have a lively mess in OneNote or the possibility of a dead Sharepoint wiki?

Which tool would you recommend? Or using both? Any general recommendations regarding this topic are very welcome.

Hello,

I want to create a wiki/knowledge base for our company. I'm not sure if I should use Sharepoint sites or OneNote notebooks for that.

Sharepoint sites seem to be better structured, easier to maintain, better for collaboration, better version control and has a way for approval process. Overall the better features in my opinion. But it also seems harder and less flexible to use than OneNote. I also think it's faster to edit something in OneNote than in a Sharepoint site. Some people in my company already use OneNote, so it seems easier to convince them to use OneNote.
My fear with Sharepoint sites is that it's to slow and rigid and therefore nobody will use it.

I'm asking myself if it's better to have a lively mess in OneNote or the possibility of a dead Sharepoint wiki?

Which tool would you recommend? Or using both? Any general recommendations regarding this topic are very welcome.

Did a migration from a server to SharePoint using the migration tool which carried over permissions as they are entra synced.

However looks like one user was incorrectly entra synced and wasn’t hard matched to her cloud email address which therefore meant it created a wrong one. Name4657@domain.com

The wrong synced account was the account it gave all the permissions to. I have since fixed this entra sync issue however she is missing access to any files/folders that have unique synced permissions which is a tonne.

It’s a 750gb SharePoint site with over 500k files.

Is there anyway I can automate replacing the permissions with the wrong account, with the newly synced correct account, giving it access to everything the wrong account has.