• Team Site:

  • Designed for collaboration among a group of people working on projects together. Ideal for internal teams.
  • Targeted at a specific team or group (e.g., HR team, project team). Members typically have edit permissions.
  • Connected to a Microsoft 365 Group, which manages permissions across Outlook, Teams, Planner, etc.
  • Uses a left-hand navigation and is more functional than visual. Focuses on document libraries, lists, and tasks.
  • Integrates tightly with Microsoft Teams, Planner, and Outlook.

• Communication Site:

  • Designed for broadcasting information to a wide audience. Ideal for announcements, reports, or news.
  • Targeted at a broad audience (e.g., entire organization). Most users have read-only access.
  • Not connected to a Microsoft 365 Group by default. Permissions are managed manually.
  • Uses a top navigation bar. Emphasizes web parts like Hero, News, and Events.
  • More standalone, but can be linked to hub sites for broader navigation and branding.

As a SharePoint Online site owner, you have several built-in features and tools to monitor storage usage and determine if your site is running low on space.

Here’s a concise overview of the available features:

1. Storage Metrics in Site Settings:
   • Navigate to your SharePoint site, click the Settings gear > Site contents > Site settings.
   • Under Site Collection Administration, select Storage Metrics.
   • This page displays a breakdown of storage usage by folders, libraries, and files, sorted by total size (largest at the top). You can drill down to identify which documents or folders are consuming the most space.
     • Note: You cannot manage or delete files directly from this page; you must return to the main site to do so.
   • The free space is shown in the upper-right corner of the Storage Metrics page, helping you quickly assess available storage.
2. Site Usage Reports:
   • From the Settings gear, select Site usage (or navigate via Site contents > Site usage)
   • This report provides insights into storage consumption, including total storage used, unique viewers, site visits, and popular content (e.g., files with the most views).
   • You can view trends over the last 7, 30, or 90 days and export a 90-day usage report as a .csv file for further analysis.
     • Note: The export does not include "Average time spent per user" or "Shared with external users" data.
     • This feature is available to site owners, admins, members, and visitors, though visitors cannot access external user reports or download the 90-day report.
3. Storage Limit Notifications:
   • If your organization’s SharePoint admin has set a manual storage limit for your site (default is 25 TB unless customized), you can enable notifications to alert you when the site approaches its storage limit.
     • This is configured in the SharePoint Admin Center by an admin, where a percentage threshold (e.g., 90% full) triggers an email alert to site owners.
       • Check with your SharePoint admin to confirm if notifications are enabled and at what threshold.
4. Recycle Bin Monitoring:
   • Files in the Recycle Bin count toward your site’s storage quota. Regularly check and empty the Recycle Bin to free up space.
   • You can access it via Site contents > Recycle Bin.
5. Versioning Impact:
   • Excessive file versions can consume significant storage. Check library settings to see if versioning is enabled and how many versions are retained (e.g., default is 500 major versions).
   • You can manually reduce the number of versions kept or use tools like PowerShell to clean up older versions.
6. Additional Tips:
   • If your site is nearing its storage limit, you can request additional storage from your SharePoint admin, who can allocate more from the organization’s storage pool (up to 25,600 GB per site, subject to the tenant’s total storage).
   • For deeper analysis, third-party tools like Syskit Point or ManageEngine SharePoint Manager Plus can provide detailed storage reports, including site growth trends and file version breakdowns.
7. Limitations:
   • Some features, like Storage Metrics or Site Usage, may look different or be unavailable if your organization uses the Targeted Release option in Microsoft 365.
   • If you lack permissions to access certain reports, contact your SharePoint admin. By using these features, you can effectively monitor your site’s storage and take proactive steps to manage space constraints. 

SharePoint migration projects. Common questions, challenges, and best practices to help project managers, IT administrators, and stakeholders navigate the migration process effectively.

1. General Overview

What is a SharePoint migration?

A SharePoint migration is the process of moving content, configurations, and customizations from one SharePoint environment to another. This could involve migrating from an on-premises SharePoint Server (e.g., SharePoint 2013, 2016, or 2019) to SharePoint Online (Microsoft 365), between SharePoint Online tenants, or upgrading within on-premises versions. Migrations may include documents, lists, sites, workflows, permissions, and metadata.

Why migrate to SharePoint Online?

Migrating to SharePoint Online offers:

• Cloud benefits: Scalability, automatic updates, and reduced infrastructure costs.
• Collaboration features: Integration with Microsoft Teams, OneDrive, and other Microsoft 365 apps.
• Security and compliance: Advanced security features like data loss prevention (DLP) and compliance with GDPR, HIPAA, etc.
• Accessibility: Access from anywhere with modern responsive design.
• Innovation: Access to new features like Viva Connections, Power Automate, and AI-driven insights.

What are common migration scenarios?

• On-premises to SharePoint Online: Moving from SharePoint Server (2010, 2013, 2016, or 2019) to Microsoft 365.
• Tenant-to-tenant migration: Consolidating or splitting SharePoint Online tenants (e.g., during mergers or divestitures).
• SharePoint version upgrade: Upgrading between on-premises versions (e.g., SharePoint 2016 to 2019).
• File server to SharePoint Online: Migrating file shares to SharePoint document libraries.
• Third-party to SharePoint: Moving from platforms like Google Workspace, Dropbox, or Box to SharePoint Online.

How long does a SharePoint migration take?

The duration depends on:

• Data volume: Size and number of files, lists, and sites.
• Complexity: Customizations, workflows, and permissions.
• Network bandwidth: Upload/download speeds to Microsoft 365.
• Migration approach: Manual, third-party tool, or Microsoft tools (e.g., SharePoint Migration Tool).
• Example: Migrating 1TB of data with minimal customizations might take 1–4 weeks, including planning, testing, and execution. Complex migrations with custom solutions may take months.

What are the key phases of a SharePoint migration?

1. Discovery and Assessment: Inventory content, identify customizations, and assess usage.
2. Planning: Define scope, timeline, tools, and governance.
3. Preparation: Clean up content, configure target environment, and map permissions.
4. Testing: Perform pilot migrations to validate processes and tools.
5. Execution: Migrate content, configurations, and users.
6. Post-Migration: Validate data integrity, train users, and monitor adoption.

2. Planning and Preparation

What should be included in a SharePoint migration plan?

A comprehensive migration plan should cover:

• Scope: Which sites, libraries, lists, and customizations to migrate.
• Timeline: Key milestones and deadlines.
• Resources: Roles and responsibilities (e.g., project manager, IT admin, end-users).
• Tools: Migration tools (e.g., SharePoint Migration Tool, AvePoint, ShareGate).
• Governance: Policies for site creation, permissions, and content lifecycle.
• Communication: User notifications, training, and support plans.
• Risk mitigation: Backup strategy, rollback plan, and issue resolution process.

How do I assess my current SharePoint environment?

• Inventory content: Use tools like SharePoint Assessment Tool (SMAT) or third-party tools (e.g., ShareGate, AvePoint) to catalog sites, libraries, lists, and storage usage.
• Identify customizations: Document workflows, web parts, forms, and code (e.g., InfoPath, SharePoint Designer workflows).
• Analyze usage: Review analytics to identify active/inactive sites and prioritize migration.
• Check permissions: Map user and group permissions to ensure accurate migration.
• Evaluate compatibility: Identify features unsupported in SharePoint Online (e.g., certain classic web parts).

What content should be cleaned up before migration?

• Delete outdated content: Remove old or irrelevant files, sites, and lists.
• Archive unused data: Move inactive content to cheaper storage (e.g., Azure Blob Storage).
• Resolve duplicates: Consolidate duplicate files or folders.
• Fix broken links: Repair or redirect broken URLs.
• Standardize metadata: Normalize tags, columns, and content types for consistency.
• Remove orphaned users: Delete accounts of former employees or inactive users.

How do I map permissions during migration?

• Understand source permissions: Document users, groups, and access levels.
• Map to target: Align source permissions with SharePoint Online roles (e.g., Owners, Members, Visitors).
• Use groups: Prefer Microsoft 365 Groups or Azure AD security groups for scalability.
• Handle unique permissions: Decide whether to preserve or simplify (e.g., flatten) unique permissions.
• Test mappings: Validate permissions in pilot migrations to avoid access issues.

What are the limitations of SharePoint Online compared to on-premises?

• Customization restrictions: Limited support for server-side code (e.g., sandbox solutions, farm solutions). Use Power Apps or SPFx instead.
• Workflows: SharePoint Designer workflows are deprecated; migrate to Power Automate.
• File limitations: 250MB file size limit (can be increased to 250GB in some cases), 400-character URL limit, and restricted characters in file names (e.g., #, %, &).
• List thresholds: 5,000-item view limit (mitigated with indexing or filtering).
• Web parts: Some classic web parts are unsupported in modern sites.

3. Migration Tools and Methods

What tools are available for SharePoint migration?

• Microsoft SharePoint Migration Tool (SPMT): Free tool for on-premises to SharePoint Online migrations. Supports sites, libraries, and lists but limited for complex customizations.
• Microsoft Mover: Free tool for tenant-to-tenant or third-party migrations (e.g., Google Drive, Box). Being phased out in favor of third-party tools.
• Third-party tools:
  • ShareGate: Comprehensive tool for migrations, reporting, and governance. Supports complex scenarios and tenant-to-tenant migrations.
  • AvePoint: Enterprise-grade tool for migrations, backups, and management.
  • Quest (Metalogix): Supports migrations and content restructuring.
• PowerShell: For custom migrations or scripting (e.g., PnP PowerShell for modern sites).
• Manual migration: Suitable for small datasets (e.g., drag-and-drop to document libraries).

When should I use a third-party tool vs. Microsoft’s free tools?

• Use SPMT/Mover for:
  • Simple migrations with minimal customizations.
  • Small to medium datasets.
  • Budget constraints.
• Use third-party tools for:
  • Complex migrations (e.g., custom workflows, forms, or tenant-to-tenant).
  • Large datasets requiring incremental migrations.
  • Advanced reporting, permission mapping, or content restructuring.
  • Faster migrations with throttling management.

What is an incremental migration, and when is it needed?

• Definition: An incremental migration moves only new or changed content since the last migration, reducing downtime and data transfer.
• When needed:
  • Large datasets that can’t be migrated in one session.
  • Phased migrations to minimize user disruption.
  • Maintaining source system access during transition.
• Tools: SPMT, ShareGate, and AvePoint support incremental migrations.

How do I handle large file migrations?

• Optimize network: Use high-speed connections and schedule migrations during off-peak hours.
• Split migrations: Break large libraries into smaller batches.
• Use third-party tools: Tools like ShareGate manage throttling and retries.
• Check limits: Ensure files comply with SharePoint Online limits (e.g., 250GB max file size, valid characters).
• Monitor progress: Use tool reports to track errors or skipped files.

4. Technical Considerations

How do I migrate customizations like workflows and forms?

• Workflows:
  • SharePoint Designer workflows: Replace with Power Automate flows. Use tools like ShareGate to map actions.
  • Nintex workflows: Migrate using Nintex’s migration tools or rebuild in Power Automate.
• Forms:
  • InfoPath forms: Transition to Power Apps or third-party form solutions (e.g., Nintex Forms).
  • Custom forms: Rebuild using Power Apps or SPFx.
• Web parts:
  • Classic web parts: Replace with modern web parts or SPFx solutions.
  • Custom code: Rewrite server-side code as client-side SPFx web parts.
• Tip: Document customizations early and test replacements in a sandbox environment.

How do I migrate metadata and content types?

• Inventory metadata: Document columns, content types, and taxonomies.
• Recreate in target: Set up content types and columns in SharePoint Online before migration.
• Map metadata: Use migration tools to map source metadata to target columns.
• Managed Metadata Service: Configure term stores in SharePoint Online for taxonomy migrations.
• Validate: Check metadata integrity post-migration to ensure no data loss.

What happens to permissions during migration?

• Default behavior: Most tools (e.g., SPMT, ShareGate) preserve permissions if users exist in the target tenant.
• Challenges:
  • Orphaned users: Users not in Azure AD will lose access unless mapped to new accounts.
  • External users: Re-invite external users in the target tenant.
  • Unique permissions: May require manual reconfiguration if simplified.
• Best practice: Use Azure AD groups for permissions and validate access post-migration.

Can I migrate classic sites to modern sites?

• Direct migration: Not fully supported. Classic sites can be migrated as classic sites to SharePoint Online, then modernized.
• Modernization:
  • Use Microsoft’s Modernization Scanner Tool to assess compatibility.
  • Convert team sites to modern team sites manually or with tools like ShareGate.
  • Rebuild pages with modern web parts.
  • Communication sites: Create new modern communication sites and migrate content separately.
• Tip: Plan modernization post-migration to avoid delays.

How do I handle versioning and file history?

• Versioning: Most tools (e.g., SPMT, ShareGate) preserve file versions if enabled in the target library.
• Limits: SharePoint Online supports up to 500 major versions by default (configurable).
• Performance: Migrating many versions slows performance; consider limiting versions (e.g., keep last 10).
• Validation: Check version history post-migration to ensure accuracy.

5. User Experience and Adoption

How do I communicate the migration to users?

• Pre-migration:
  • Announce the migration timeline, benefits, and impacts.
  • Provide FAQs and training resources.
  • Identify champions to support adoption.
• During migration:
  • Notify users of downtime or read-only periods.
  • Offer real-time support via helpdesk or Teams channels.
• Post-migration:
  • Share success stories and new features.
  • Collect feedback to address pain points.
• Tools: Use Viva Engage or email campaigns for communication.

How do I train users on SharePoint Online?

• Training options:
  • Microsoft Learn: Free tutorials on SharePoint Online and Microsoft 365.
  • Custom training: Create role-based guides (e.g., for site owners, members).
  • Live sessions: Host webinars or Q&A sessions.
• Focus areas:
  • Modern UI navigation.
  • Document collaboration (e.g., co-authoring, sharing).
  • Teams integration.
  • Permissions and sharing best practices.
• Tip: Provide quick reference guides and on-demand videos.

What are common user challenges post-migration?

• Navigation issues: Users may struggle with modern UI or site restructuring.
• Permission errors: Misconfigured permissions can block access.
• Feature gaps: Missing classic features (e.g., certain web parts).
• Adoption resistance: Users may prefer old workflows or file shares.
• Mitigation: Offer training, simplify site structures, and monitor support tickets.

6. Post-Migration

How do I validate a successful migration?

• Content validation:
  • Compare file counts, sizes, and metadata between source and target.
  • Spot-check documents and lists for accuracy.
• Permission validation:
  • Test access for different user roles (e.g., Owners, Members, Visitors).
  • Verify external sharing settings.
• Functionality validation:
  • Test workflows, forms, and customizations.
  • Ensure search and navigation work as expected.
• Tools: Use migration tool reports or PowerShell scripts for validation.

What should I monitor after migration?

• Usage analytics: Track site activity via SharePoint Admin Center or Microsoft 365 reports.
• Performance: Monitor page load times and search performance.
• User feedback: Collect issues via surveys or helpdesk.
• Security: Review sharing settings and audit logs for compliance.
• Tip: Set up alerts for unauthorized access or configuration changes.

How do I handle post-migration issues?

• Common issues:
  • Missing files: Check migration logs for errors or skipped items.
  • Broken links: Update URLs or set up redirects.
  • Workflow failures: Rebuild or troubleshoot in Power Automate.
• Resolution:
  • Use migration tool logs to diagnose errors.
  • Re-run incremental migrations for missing content.
  • Escalate to Microsoft Support or tool vendors if needed.
• Support plan: Maintain a helpdesk for 1–3 months post-migration.

What governance policies should be in place post-migration?

• Site management:
  • Define who can create sites (e.g., restrict to admins or use Hub Sites).
  • Set expiration policies for inactive sites.
• Content lifecycle:
  • Implement retention and deletion policies via Microsoft Purview.
  • Use labels for sensitive data.
• Permissions:
  • Use Microsoft 365 Groups or Azure AD for access control.
  • Limit external sharing to approved domains.
• Monitoring:
  • Regularly audit site usage and permissions.
  • Use Power BI for custom governance dashboards.

7. Common Challenges and Risks

What are the biggest risks in a SharePoint migration?

• Data loss: Files or metadata may be skipped due to errors or limits.
• Downtime: Prolonged migrations can disrupt business operations.
• Permission mismatches: Users may lose or gain unintended access.
• Unsupported features: Customizations may break in SharePoint Online.
• User resistance: Lack of training or communication can hinder adoption.
• Mitigation: Thorough planning, testing, and user engagement reduce risks.

How do I avoid throttling during migration?

• Understand throttling: Microsoft 365 limits API calls to prevent overload.
• Best practices:
  • Schedule migrations during off-peak hours (e.g., nights/weekends).
  • Use tools like ShareGate that manage throttling automatically.
  • Split large migrations into smaller batches.
  • Request increased quotas from Microsoft Support for large migrations.
• Monitor: Check migration tool logs for throttling errors (e.g., HTTP 429).

What happens if the migration fails?

• Rollback plan:
  • Keep source environment intact until migration is validated.
  • Use backups to restore data if needed.
• Partial failure:
  • Re-run migrations for failed items using incremental mode.
  • Fix errors (e.g., invalid file names, permissions) and retry.
• Escalation: Contact tool vendors or Microsoft Support for critical issues.
• Tip: Test rollback procedures during pilot migrations.

8. Costs and Licensing

What are the costs associated with a SharePoint migration?

• Licensing:
  • SharePoint Online: Included in Microsoft 365 plans (e.g., E3, E5, Business Standard).
  • Additional storage: $0.20/GB/month beyond default allocation (1TB + 10GB per user).
• Tools:
  • SPMT/Mover: Free.
  • Third-party tools: Vary (e.g., ShareGate: ~$4,000/year for small migrations; AvePoint: custom pricing).
• Services:
  • Consultants: $100–$300/hour depending on expertise.
  • Managed services: $10,000–$100,000+ for large projects.
• Internal costs:
  • Staff time for planning, execution, and training.
  • Downtime or productivity impacts.
• Tip: Request quotes from multiple vendors and factor in post-migration support.

Do I need additional licenses for SharePoint Online?

• Users: Each user accessing SharePoint Online needs a Microsoft 365 license (e.g., Business Basic, E3).
• External users: Free for sharing (up to limits) but require configuration.
• Add-ons: May need Power Apps/Power Automate licenses for custom solutions or Microsoft Purview for compliance.
• Check: Use Microsoft 365 Admin Center to verify license assignments.

9. Additional Resources

Where can I find more information on SharePoint migrations?

• Microsoft Documentation:
  • SharePoint Migration Overview
  • SharePoint Migration Tool (SPMT)
• Tools:
  • ShareGate: Migration Guides
  • AvePoint: Migration Resources
• Community:
  • Microsoft Tech Community: SharePoint and Migration forums.
  • X posts: Search for #SharePointMigration for real-time tips (I can analyze specific posts if needed).
• Training: Microsoft Learn paths for SharePoint Online administration.

Who can I contact for support?

• Microsoft Support: Via Microsoft 365 Admin Center (for licensed tenants).
• Tool vendors: ShareGate, AvePoint, or Quest support portals.
• Consultants: Engage certified Microsoft partners for complex migrations.
• Internal IT: Escalate to your organization’s Microsoft 365 admins.

10. Specific Scenarios

How do I migrate from a file server to SharePoint Online?

• Steps:
  1. Inventory files and folder structures.
  2. Map folder permissions to SharePoint permissions.
  3. Create document libraries in SharePoint Online.
  4. Use SPMT or third-party tools to migrate files.
  5. Apply metadata for better searchability.
• Challenges: Long file paths, invalid characters, and permission mapping.
• Tip: Use OneDrive sync for small migrations or pilot testing.

How do I handle tenant-to-tenant migrations?

• Use cases: Mergers, acquisitions, or divestitures.
• Steps:
  1. Assess both tenants (content, users, configurations).
  2. Map domains, users, and permissions.
  3. Use third-party tools (e.g., ShareGate, AvePoint) for content migration.
  4. Reconfigure integrations (e.g., Teams, Power Apps).
  5. Validate and redirect users to the new tenant.
• Challenges: Domain conflicts, external sharing, and licensing.
• Tip: Plan for domain cutover and user communication.

Can I migrate during business hours?

• Yes, but:
  • Use incremental migrations to minimize disruption.
  • Set source sites to read-only during final sync.
  • Schedule large data transfers outside peak hours.
• Tip: Communicate downtime windows clearly to users.

How do I migrate SharePoint Designer workflows?

• Not supported in SharePoint Online: Rebuild in Power Automate.
• Steps:
  1. Document workflow logic using ShareGate or manual review.
  2. Recreate flows in Power Automate.
  3. Test flows in a sandbox environment.
  4. Update references (e.g., list names, URLs).
• Tools: ShareGate’s workflow migration feature or Microsoft’s Flow Migration Tool (limited support).

This FAQ provides a comprehensive reference for SharePoint migration projects, addressing technical, user, and strategic considerations.

In SharePoint Online, the "Move to" and "Copy to" features allow you to transfer files and folders between document libraries or sites within the same Microsoft 365 tenant. Below are step-by-step instructions for using these features to move or copy content from one site to another, along with key considerations.

Steps to Use "Move to" or "Copy to" in SharePoint Online

1. Navigate to the Source Document Library:
   • Log in to the SharePoint Online site containing the document library with the files or folders you want to move or copy.
   • Open the document library where the content is located.
2. Select Files or Folders:
   • In the document library, select the files or folders you want to move or copy by checking the circle next to each item. You can select multiple items at once.
   • If you’re in the classic experience, switch to the modern experience to access these features (click Return to classic SharePoint at the bottom-left and then switch back to modern if needed).
3. Choose "Move to" or "Copy to":
   • On the command bar at the top of the document library, click either Move to or Copy to.
     • Move to: Transfers the file or folder to the new location and removes it from the source. The document’s version history is retained.
     • Copy to: Creates a duplicate of the file or folder in the new location, leaving the original in the source. Only the latest version is copied unless you manually restore and copy earlier versions.
   • If these options are not visible, click the ellipsis (...) on the command bar to check for them. Ensure you’re in the modern experience, as these features are unavailable in the classic experience.
4. Select the Destination:
   • A pane will appear on the right side of the screen, listing possible destinations, such as:
     • The current library (to move/copy to a different folder within the same library).
     • Another SharePoint site or document library you have access to.
     • Your OneDrive (for personal storage).
   • Navigate to the desired destination site and document library. If the target site isn’t listed, click More places at the bottom of the pane to browse additional sites you have access to.
   • Select the specific folder or library where you want the content to go, then click Move here or Copy here.
5. Complete the Action:
   • SharePoint will begin the move or copy process. A progress indicator will show the status.
   • Keep your browser open during the operation, as closing it may interrupt the process (especially for large files or folders).
   • Once complete, you’ll receive a confirmation, and the files will appear in the destination library.

Key Considerations

• Permissions:
  • You need appropriate permissions (e.g., Contribute or Edit) on both the source and destination libraries to perform these actions.
  • If cross-site copying/moving is disabled by your organization, you won’t see other sites listed. Contact your SharePoint admin to enable this via the SharePoint Admin Center (see Allow or prevent custom script settings).
• Version History:
  • Move to: Retains the full version history of the document in the new location.
  • Copy to: Only copies the latest version. To include earlier versions, restore each version in the source library and copy them individually.
• Metadata and Properties:
  • When moving or copying, metadata (e.g., custom columns) may not transfer if the destination library doesn’t have matching columns. For example, a "Priority" column in the source won’t transfer if the destination library lacks it.
  • Managed metadata values are not retained during these operations.
• Limitations:
  • Size Limits: You can copy up to 500 MB of files and folders at a time using the Copy to feature. For larger datasets, consider alternative methods like PowerShell or third-party tools.
     
  • Cross-Site Restrictions: If your organization restricts cross-site moves or copies, you may need admin intervention to enable this functionality.
  • Site Pages Library: The Move to option is not available for the Site Pages Library.
     
  • Unique Values: The Move to operation will fail if the destination library enforces unique values for a column, and the file’s metadata conflicts with existing data.
     
  • OneNote Notebooks: Moving OneNote notebooks using these features is not recommended; use the OneNote app instead.
     
• Recycle Bin:
  • After a Move to operation, the file is removed from the source but remains in the source site’s Recycle Bin, subject to the normal retention schedule (unless recovered).
     
• Performance:
  • For large folders or files (e.g., over 100 GB), the browser-based move/copy may be slow or timeout. In such cases, consider syncing libraries with OneDrive or using PowerShell for better performance.

For further details, refer to Microsoft’s official guide on moving or copying files in SharePoint: https://support.microsoft.com/en-us/office/move-or-copy-files-in-sharepoint-00e2f483-4df3-46be-a861-1c5e2095a0e8[](https://support.microsoft.com/en-us/office/move-or-copy-files-in-sharepoint-00e2f483-4df3-46be-a861-1f5f0c1a87bc)

Go to the My Groups Portal: https://mygroups.microsoft.com

• Sign in with your work or school account.
  • You'll see two main sections:
    • Groups I'm in: Shows all Microsoft groups you are a member of.
    • Groups I own: Shows all groups where you're listed as an owner.
  • What you can do there:
    • Manage group settings (if your an owner)
    • View group details
    • Create new groups (if permitted)
    • Add or remove members (for groups you own)
    • Renew expiring groups
    • Delete groups you own
    • Join or leave groups

Sample Image

Permsissions Group Settings consist of the following:

• Name
• Description
• Group Owner
• Group Settings - Who can view membership of the group?
• Group Settings - Who can edit the membership of the group?
• Membership Requirements - Allow requests to join/leave this group?
• Membership Requirements - Auto-accept requests?

Sample Image

In SharePoint Online, having too many web parts on a single page can lead to several issues that negatively impact performance, user experience, and manageability. Below is a concise explanation of why overloading pages with web parts is problematic, along with best practices to mitigate these issues.

Why Too Many Web Parts on SharePoint Pages Is Not Ideal

1. Performance Degradation:
   • Slower Page Load Times: Each web part, especially those pulling data (e.g., Document Library, News, or custom web parts with scripts), increases the number of server requests and data processing, slowing down page rendering.
   • Resource Intensive: Complex web parts, such as those with large datasets, embedded media, or custom code, consume more browser resources (CPU, memory), leading to sluggish performance, especially on lower-end devices.
   • Network Strain: In environments with limited bandwidth, multiple web parts fetching data simultaneously can cause delays, particularly for external or geographically dispersed users.
2. Poor User Experience:
   • Cluttered Interface: Too many web parts can overwhelm users, making pages visually crowded and difficult to navigate, which reduces usability and engagement.
   • Information Overload: Displaying excessive content (e.g., multiple news feeds, lists, or embedded apps) can confuse users, making it harder to find relevant information quickly.
   • Mobile Responsiveness Issues: Modern SharePoint pages are designed to be responsive, but too many web parts may not render well on smaller screens, leading to a suboptimal mobile experience.
3. Maintenance Challenges:
   • Difficult Updates: Pages with many web parts are harder to maintain, as updating or troubleshooting individual web parts (e.g., fixing a broken data connection) becomes time-consuming.
   • Increased Risk of Errors: More web parts mean more opportunities for misconfigurations, such as incorrect data sources, broken links, or permission issues, which can disrupt functionality.
   • Versioning Conflicts: Frequent changes to pages with many web parts can lead to versioning conflicts or accidental overwrites, especially in collaborative environments.
4. Security and Governance Risks:
   • Exposure of Sensitive Data: Web parts like lists or document libraries may inadvertently display sensitive information if permissions are not tightly controlled, especially when multiple web parts are pulling from different sources.
   • Custom Web Part Risks: Custom or third-party web parts (e.g., SPFx web parts) may introduce security vulnerabilities or compliance issues if not properly vetted, and having many increases this risk.
   • Governance Complexity: Ensuring all web parts comply with organizational policies (e.g., branding, accessibility, or data retention) becomes harder with a high number of web parts.
5. Scalability Limitations:
   • Site Performance: In large SharePoint environments, pages with excessive web parts can strain the SharePoint Online infrastructure, especially if multiple users access the page simultaneously.
   • Quota Impacts: While SharePoint Online has generous storage and performance quotas, heavy use of resource-intensive web parts (e.g., embedded Power BI reports) can contribute to hitting tenant limits in extreme cases.

Best Practices to Avoid Overloading Pages with Web Parts

1. Prioritize Essential Web Parts:
   • Only include web parts that serve a clear purpose (e.g., a single News web part for updates rather than multiple feeds). Use analytics to identify which content users engage with most.
2. Use Modern Web Parts:
   • Leverage optimized, out-of-the-box modern web parts (e.g., Quick Links, Highlighted Content) that are designed for performance and responsiveness.
3. Simplify Page Layouts:
   • Use section layouts and columns to organize content logically, keeping the number of web parts to a minimum (e.g., 5–10 per page, depending on complexity).
   • Break complex pages into multiple linked pages to distribute content and improve load times.
4. Leverage Hub Sites:
   • Use hub sites to aggregate content (e.g., news or events) across multiple sites, reducing the need for multiple web parts on a single page to display related content.
5. Optimize Web Part Settings:
   • Configure web parts to limit data retrieval (e.g., set view limits in List or Library web parts to show only recent or relevant items).
   • Avoid embedding heavy content like large videos or complex Power BI reports directly; use links or lightweight previews instead.
6. Implement Governance:
   • Define guidelines for web part usage, such as limiting the number per page or restricting custom web parts to approved ones.
   • Regularly audit pages to remove unused or redundant web parts.
7. Test Performance:
   • Use browser tools (e.g., F12 Developer Tools) or SharePoint’s page diagnostics to measure load times and identify problematic web parts.
   • Test pages on various devices to ensure responsiveness.
8. Use Templates and Automation:
   • Create page templates with pre-configured, optimized web parts to ensure consistency and reduce the temptation to overload pages.
   • Use PnP provisioning to automate page creation with controlled web part configurations.

When Many Web Parts Might Be Necessary

In rare cases, pages may require multiple web parts (e.g., dashboards with several data visualizations). In these scenarios:

• Use lightweight web parts designed for performance (e.g., Text or Quick Links instead of custom scripts).
• Optimize data queries and limit dynamic content.
• Monitor performance and user feedback to ensure usability.

Conclusion

Having too many web parts on SharePoint Online pages can degrade performance, clutter the user experience, complicate maintenance, and introduce security risks. By prioritizing essential web parts, using modern layouts, leveraging hub sites, and enforcing governance, you can create efficient, user-friendly pages.

For detailed guidance, refer to Microsoft’s SharePoint documentation at https://support.microsoft.com or explore performance optimization tips in the SharePoint Admin Center.

In SharePoint Online, navigation is a critical component that helps users find content and move efficiently within a site or across a hub site structure. Navigation elements and features in SharePoint Online are designed to enhance user experience, ensure consistency, and support content discoverability. Below is a comprehensive list of items and features related to navigation in a SharePoint Online site, organized by category, with explanations of their purpose and functionality.

1. Navigation Elements in SharePoint Online

These are the core components that make up the navigation structure in a SharePoint Online site.

• Top Navigation Bar (Top Link Bar):
  • Description: A horizontal menu at the top of the site, typically used for primary navigation to key pages, subsites, or external links.
  • Features:
    • Displays links to pages, subsites, or external URLs.
    • Supports dropdown menus (sub-menus) for hierarchical navigation in modern sites (via Mega Menu or cascading style).
    • Can be customized to show different links based on the site’s purpose (e.g., Home, Documents, About).
  • Configuration:
    • Accessed via Site Settings > Navigation (for classic sites) or Change the look > Navigation (for modern sites).
    • Supports audience targeting to show/hide links based on user groups (modern sites only).
  • Use Case: Ideal for cross-site navigation or linking to high-level pages within a site.
• Quick Launch (Left Navigation):
  • Description: A vertical menu on the left side of the page, used for quick access to site content like lists, libraries, or pages.
  • Features:
    • Automatically includes links to default site content (e.g., Documents, Site Pages, Site Contents).
    • Customizable to add links to specific lists, libraries, pages, or external URLs.
    • Supports hierarchical structure with headings and sub-links (in classic sites; modern sites have flatter navigation).
  • Configuration:
    • Edited via Site Settings > Navigation (classic) or Edit button on the Quick Launch bar (modern).
    • Can be hidden or customized for specific pages.
  • Use Case: Best for site-specific content navigation, such as document libraries or project pages.
• Hub Site Navigation:
  • Description: A shared navigation structure applied to a hub site and its associated sites, ensuring consistency across a group of related sites.
  • Features:
    • Centralizes navigation for all associated sites, with the hub’s top navigation bar propagated to associated sites.
    • Supports mega menus for rich, multi-column navigation layouts (modern sites).
    • Aggregates content like news and events from associated sites, accessible via navigation.
  • Configuration:
    • Set up by a SharePoint admin in the SharePoint Admin Center or via PowerShell to designate a site as a hub.
    • Navigation is managed in the hub site’s Change the look > Navigation settings.
  • Use Case: Perfect for organizations with multiple related sites (e.g., departmental or project sites) needing unified navigation.
• Breadcrumb Navigation:
  • Description: A trail of links showing the user’s current location within the site hierarchy (e.g., Home > Department > Project).
  • Features:
    • Available in classic sites by default; less prominent in modern sites but can be enabled via custom solutions or web parts.
    • Helps users navigate back to parent pages or sites.
  • Configuration:
    • Automatically generated in classic sites; requires custom development (e.g., SPFx web parts) for modern sites.
  • Use Case: Useful for deep site hierarchies or subsites to maintain context.
• Footer Navigation (Mega Menu Footer):
  • Description: A customizable footer menu in modern SharePoint sites, typically used for secondary navigation or links to less frequently accessed content.
  • Features:
    • Supports links to pages, sites, or external URLs, with options for icons and labels.
    • Can include multiple columns and rich formatting (modern sites only).
    • Visible across all pages in the site for consistent access.
  • Configuration:
    • Managed via Change the look > Footer in the site settings.
    • Can be enabled/disabled and customized with links or branding.
  • Use Case: Ideal for linking to policies, contact pages, or global resources.
• Site Contents Link:
  • Description: A link in the Quick Launch or site settings that takes users to the Site Contents page, listing all lists, libraries, apps, and subsites.
  • Features:
    • Provides a centralized view of all site assets, acting as a navigation hub for content discovery.
    • Accessible to users with appropriate permissions.
  • Configuration:
    • Automatically included in Quick Launch; cannot be removed but can be hidden via custom CSS or permissions.
  • Use Case: Useful for power users or admins navigating to site assets quickly.

2. Navigation-Related Features and Tools

These features enhance or support navigation in SharePoint Online, either through built-in functionality or integration with other tools.

• Mega Menu (Modern Sites):
  • Description: A rich, multi-column navigation style for top navigation in modern SharePoint sites, allowing for more complex and visually appealing menus.
  • Features:
    • Supports multiple levels of links, images, and descriptions.
    • Configurable via Change the look > Navigation > Mega Menu.
    • Enhances user experience with visually organized menus.
  • Use Case: Best for large sites or hub sites with many pages or subsites.
• Audience Targeting:
  • Description: A feature that customizes navigation links based on user groups or roles (e.g., showing specific links to HR staff only).
  • Features:
    • Available for top navigation, Quick Launch, and hub navigation in modern sites.
    • Uses Microsoft 365 Groups or security groups to target links.
  • Configuration:
    • Enabled in the navigation settings by selecting Enable audience targeting and assigning groups to links.
  • Use Case: Ensures relevant navigation for different user roles, reducing clutter.
• Search-Driven Navigation:
  • Description: The SharePoint search bar (top-right corner) allows users to find content across the site, hub, or tenant, effectively acting as a navigation tool.
  • Features:
    • Searches pages, documents, lists, and metadata.
    • In hub sites, search can be scoped to include associated sites.
    • Supports refiners and filters for precise results.
  • Configuration:
    • Configurable via Search Web Parts or hub site settings to scope search results.
  • Use Case: Helps users navigate to content when they don’t know the exact location.
• Web Parts for Navigation:
  • Quick Links Web Part:
    • Displays a customizable grid or list of links to pages, documents, or external URLs.
    • Supports images, icons, and audience targeting for tailored navigation.
    • Configurable with compact, grid, or tile layouts.
  • Highlighted Content Web Part:
    • Dynamically displays content (e.g., recent documents or news) based on filters, aiding navigation to relevant items.
  • News Web Part:
    • Aggregates news posts from the site or hub, providing a navigation point for updates.
  • Configuration:
    • Added via the Edit Page interface in modern sites.
  • Use Case: Enhances navigation by providing visual, dynamic links to key content.
• Sitemap:
  • Description: A page or view listing all site content in a hierarchical structure, often used for navigation in classic sites.
  • Features:
    • Automatically generated in classic sites via Site Settings > Site Content and Structure.
    • Can be replicated in modern sites using custom web parts or SPFx solutions.
  • Use Case: Useful for admins or users needing a comprehensive view of site structure.

3. Hub Site-Specific Navigation Features

When a site is part of a hub site, additional navigation features become available:

• Unified Navigation:
  • Associated sites inherit the hub site’s top navigation, ensuring a consistent experience across related sites.
• Aggregated Content Navigation:
  • News and events from associated sites are rolled up into the hub site’s navigation or web parts (e.g., News Web Part).
  • Users can navigate to associated sites via hub navigation links.
• Hub Site Search Scope:
  • Search results can include content from all associated sites, streamlining navigation across the hub.
• Configuration:
  • Managed by hub site owners via Change the look > Navigation or SharePoint Admin Center.

4. Customization and Extensibility

• Custom Navigation with SPFx (SharePoint Framework):
  • Description: Developers can create custom navigation web parts or extensions using the SharePoint Framework (SPFx) to enhance navigation (e.g., custom menus or dynamic sitemaps).
  • Features:
    • Supports advanced functionality like dynamic link generation or integration with external systems.
    • Can be deployed across sites for consistent navigation.
  • Use Case: Ideal for complex or branded navigation requirements.
• Power Automate and Power Apps Integration:
  • Description: Navigation can be enhanced by embedding Power Apps or Power Automate flows in web parts, providing interactive or automated navigation experiences (e.g., a custom app for site navigation).
  • Use Case: Useful for dynamic or workflow-driven navigation.

5. Best Practices for Navigation in SharePoint Online

To optimize navigation:

• Keep It Simple: Limit top navigation to 5–7 items and Quick Launch to essential content to avoid overwhelming users.
• Use Hub Sites: Leverage hub sites for unified navigation across related sites.
• Enable Audience Targeting: Show relevant links to specific user groups to reduce clutter.
• Optimize for Mobile: Ensure navigation is responsive and functional on mobile devices.
• Test Usability: Regularly gather user feedback to refine navigation structure.
• Govern Changes: Restrict navigation editing to site owners or admins to maintain consistency.

Conclusion

Navigation in SharePoint Online includes elements like the top navigation bar, Quick Launch, hub site navigation, breadcrumb navigation, footer navigation, and Site Contents, supported by features like mega menus, audience targeting, search, and web parts (e.g., Quick Links, News). Hub sites enhance navigation by unifying related sites, while custom solutions like SPFx or Power Apps offer flexibility. For detailed setup instructions, refer to Microsoft’s documentation at https://support.microsoft.com or the SharePoint Admin Center.

The decision to restrict SharePoint site ownership to the IT team depends on your organization’s size, structure, security needs, and operational goals. There are compelling arguments for and against limiting ownership to IT, and the best approach often balances control with flexibility. Below is a detailed case for making the IT team the sole owners of SharePoint sites, followed by considerations for when this might not be ideal.

Case for Limiting SharePoint Ownership to the IT Team

1. Centralized Control and Governance:
   • Consistency: IT teams can enforce standardized configurations, permissions, and branding across all SharePoint sites, ensuring compliance with organizational policies and best practices.
   • Security: Centralized ownership reduces the risk of non-IT users misconfiguring permissions, exposing sensitive data, or creating overly permissive access (e.g., granting “Everyone” access). IT can implement strict access controls and monitor for compliance.
   • Governance: IT can enforce naming conventions, site templates, and lifecycle management (e.g., archiving inactive sites), preventing sprawl and ensuring sites align with organizational objectives.
2. Reduced Risk of Misconfiguration:
   • Technical Expertise: IT teams are typically more familiar with SharePoint’s complexities, such as permission inheritance, external sharing settings, or integration with other Microsoft 365 tools. Limiting ownership to IT minimizes errors like broken permission inheritance or improper external sharing.
   • Data Protection: IT can better manage data loss prevention (DLP) policies, retention labels, and sensitivity labels to protect sensitive information, reducing the risk of data leaks.
3. Streamlined Support and Maintenance:
   • Troubleshooting: IT ownership simplifies support, as IT staff are likely better equipped to resolve issues like broken workflows, misconfigured lists, or integration problems with Power Apps or Power Automate.
   • Updates and Upgrades: IT can manage updates, feature rollouts, or migrations (e.g., to new SharePoint features or hub site structures) without relying on non-technical users who may lack the time or expertise.
   • Site Recovery: IT can handle backups, restores, or recovery from accidental deletions, which may be challenging for non-IT owners.
4. Security and Compliance:
   • Regulatory Requirements: In highly regulated industries (e.g., healthcare, finance), IT ownership ensures compliance with standards like GDPR, HIPAA, or CCPA by centralizing control over data handling and access.
   • Auditing: IT can more easily audit and report on site usage, permissions, and activities, which is critical for compliance and security monitoring.
5. Prevention of Shadow IT:
   • Limiting ownership to IT reduces the likelihood of users creating unauthorized or poorly managed sites, which can lead to shadow IT—unmonitored systems that bypass organizational oversight and increase security risks.
6. Scalability for Large Organizations:
   • In large enterprises, IT ownership ensures a scalable, manageable SharePoint environment, especially when dealing with hundreds or thousands of sites. IT can use tools like PowerShell or the SharePoint Admin Center to automate site management tasks.

Considerations Against IT-Only Ownership

While there are strong reasons to limit ownership to IT, there are scenarios where this approach may be overly restrictive or impractical:

1. Reduced Business Agility:
   • Bottlenecks: Requiring IT approval for site creation, configuration, or changes can slow down business teams that need quick access to collaboration tools, hindering productivity.
   • User Empowerment: Business units often need flexibility to customize sites for specific projects or workflows. IT-only ownership may stifle innovation or delay time-sensitive initiatives.
2. Increased IT Workload:
   • Managing all SharePoint sites can overwhelm IT teams, especially in large organizations with many sites. Delegating ownership to business units can distribute the administrative burden.
   • IT may become a bottleneck for routine tasks like adding users, updating content, or creating lists, which business users could handle with proper training.
3. User Engagement and Adoption:
   • Ownership Buy-In: Non-IT owners (e.g., department leads or project managers) often feel more invested in sites they manage, driving better adoption and content maintenance.
   • Relevance: Business users are closer to the content and workflows, making them better suited to tailor sites to their team’s specific needs.
4. Training and Governance Mitigate Risks:
   • With proper training, governance policies, and guardrails (e.g., permission templates, approval workflows for site creation), non-IT users can safely manage sites without requiring IT to own everything.
   • Tools like Microsoft 365’s admin controls allow IT to retain oversight (e.g., restricting external sharing or monitoring site activity) while delegating ownership.
5. Hub Site Structures:
   • In hub site setups, associated sites often inherit permissions and branding from the hub. IT can own the hub site for centralized control while allowing business users to own associated sites, balancing governance with flexibility.

When IT-Only Ownership Makes the Most Sense

The case for IT-only ownership is strongest in:

• Highly Regulated Environments: Where compliance and data security are paramount (e.g., finance, healthcare, government).
• Small Organizations: Where IT can manage all sites without being overwhelmed.
• Complex Environments: Where sites integrate with other systems (e.g., Power Platform, Azure) and require technical expertise.
• Organizations with Low User Maturity: Where non-IT users lack the training or discipline to manage sites responsibly.

Best Practices for IT-Only Ownership

If you choose to limit ownership to IT:

• Establish Clear Processes: Create streamlined request forms or ticketing systems for business users to request site creation, permission changes, or customizations.
• Use Role-Based Access: Grant business users “Contribute” or “Edit” permissions to manage content without full ownership, preserving IT control.
• Leverage Automation: Use PowerShell scripts or Power Automate flows to automate repetitive tasks like site provisioning or permission updates.
• Provide Training: Educate business users on SharePoint basics to reduce dependency on IT for minor tasks.
• Regular Audits: Periodically review site permissions, usage, and compliance to ensure the environment remains secure and organized.

Conclusion

Limiting SharePoint ownership to the IT team is a strong approach for organizations prioritizing security, compliance, and centralized governance, particularly in regulated industries or complex environments. However, it can create bottlenecks and reduce agility, so it’s worth considering hybrid models where IT retains oversight (e.g., through hub sites or admin controls) while empowering trained business users to own specific sites. For detailed guidance, refer to Microsoft’s SharePoint governance resources at https://support.microsoft.com or the SharePoint Admin Center.

To remove the old horizontal navigation links on your new modern SharePoint team site after associating it with a hub site, follow these steps. The process involves editing the site’s local navigation, as the hub site navigation is inherited separately and doesn’t affect the site’s own horizontal menu.

1. Navigate to the Modern Team Site:
   • Go to the modern team site where you want to remove the old horizontal navigation links.
2. Check Permissions:
   • Ensure you have at least Manage Lists permissions or are a site owner to edit the navigation. If you don’t see the “Edit” option (described below), contact your site owner or SharePoint administrator to grant you permissions or make the changes for you.
3. Edit the Horizontal Navigation:
   • Locate the horizontal navigation menu at the top of the site (this is the site’s local navigation, separate from the hub site’s navigation bar).
   • To the right of the navigation menu, select Edit (if visible). If you don’t see “Edit,” it’s likely a permissions issue or the navigation is locked due to a classic feature like SharePoint Server Publishing Infrastructure.
   • Hover over each unwanted link and select the ellipsis (...) or trash can icon (depending on the interface) to remove it. Alternatively, select the link and choose Remove from the options.
   • To delete multiple links, repeat this process for each one you don’t need.
4. Save Changes:
   • After removing the unwanted links, select Save to apply the changes. If you want to discard changes, select Cancel.
   • Changes to the site’s local navigation take effect immediately, unlike hub site navigation changes, which may take up to two hours to reflect across associated sites.
5. Troubleshooting Potential Issues:
   • If the “Edit” Option Is Missing:
     • Verify your permissions, as you need at least Manage Lists permissions.
     • Check if the SharePoint Server Publishing Infrastructure feature is enabled at the site collection level, as this classic feature can restrict modern navigation options. You can check this by appending /_layouts/15/ManageFeatures.aspx?Scope=Site to your site URL (e.g., https://yourtenant.sharepoint.com/sites/yoursite/_layouts/15/ManageFeatures.aspx?Scope=Site). If enabled, disabling it (by a SharePoint administrator) may restore modern navigation controls, but be cautious, as this could affect other classic functionalities.
   • If Old Links Persist:
     • Ensure you’re editing the site’s local navigation, not the hub site’s navigation (the hub site navigation bar is managed on the hub site itself).
     • If the site was migrated from a classic team site, residual classic navigation settings might interfere. In this case, switching the navigation layout to “Horizontal” explicitly can help.
       • Go to Settings > Change the look > Navigation, select Horizontal, and choose either “Mega menu” or “Cascading” for the menu style, then save. This resets the navigation to modern standards.
   • If Navigation Is Empty but Still Visible:
     • If you’ve removed all links but the navigation bar remains visible (e.g., as an empty bar), consider hiding the site navigation entirely if it’s not needed.
       • Go to Settings > Change the look > Navigation, toggle Site navigation visibility to Off, and save. This removes the site’s local navigation while keeping the hub site’s navigation intact.
6. Verify Hub Site Navigation:
   • After removing the old links, confirm that the hub site’s navigation bar (which appears above the site’s local navigation) displays correctly. If it’s not showing as expected, ensure the site is properly associated with the hub:
     • Go to Settings > Site information > Hub site association, and verify the correct hub site is selected.
     • If changes to the hub site navigation aren’t reflecting, wait up to two hours or check with the hub site owner to ensure the navigation is configured correctly.
7. Optional: Clean Up Navigation for Consistency:
   • If your site’s local navigation is no longer needed (e.g., you rely solely on the hub site navigation), you can remove all local links or hide the local navigation as described in step 5.
     • To organize remaining links, consider using Labels (non-hyperlinked text for categorization) or Audience Targeting to show links only to specific groups. When editing the navigation, select + to add a Label or enable audience targeting via the navigation settings.

By following these steps, you should be able to remove the old horizontal navigation links from your modern team site while preserving the hub site’s navigation. If you encounter specific errors or need further assistance, let me know, and I can guide you through additional troubleshooting.

• How do I identify who the owners of a SharePoint site?
• How do I create a new document library?
• How do I create a new document library from an existing document library?
• How do I lock down a file, folder, or list in SharePoint?
• How to I control who can access my site?
• From a permissions level perspective, what are the differences between Site Owners, Site Members, and Site Visitors?

The introduction of Flexible Sections in SharePoint Online, rolled out to Targeted Release customers starting in late January 2025 and expected to complete general availability by late April 2025, marks a significant enhancement to page design capabilities. This feature allows content authors to create dynamic, visually appealing pages without the constraints of traditional rigid column structures. Below is a comprehensive overview of Flexible Sections, their features, benefits, limitations, and best practices, based on the latest available information.

What Are Flexible Sections?

Flexible Sections are a new section type in SharePoint Online Pages and News, designed to provide greater creative control over page layouts. Unlike traditional sections (e.g., one-column, two-column, or three-column layouts), Flexible Sections use a 12-column grid system that allows authors to freely position, resize, overlap, and group web parts. This feature, also available in Viva Amplify, enables the creation of modern, dynamic, and engaging page designs, making SharePoint a more powerful content design platform.

Key Features of Flexible Sections

1. Two-Dimensional Grid Layout:
   • Flexible Sections replace the fixed column structure with a 12-column grid, allowing web parts to be placed anywhere within the section.
   • Web parts snap to the nearest grid line when dragged, with alignment cues to assist precise placement, similar to design tools like Canva or PowerPoint.
2. Drag-and-Drop Functionality:
   • Web parts can be added to Flexible Sections via the Toolbox pane on the right side of the page canvas or by dragging them from other sections (e.g., column-based sections).
   • Users can move web parts freely within the grid using a drag-and-drop interface, with drop hints to guide placement.
3. Resizable Web Parts:
   • Web parts can be resized using handles on their borders. The resizing options depend on the web part type:
     • Non-Card-Based Web Parts (e.g., Text, Image, File, Media): Can be resized to most widths, constrained only by the grid or image aspect ratios.
     • Card-Based Web Parts (e.g., Quick Links, People, Hero): Limited to four width options (full width, 1/3 canvas width, 1/2 canvas width, 2/3 canvas width), aligning with sizes in non-flexible sections.
   • Resize hints appear to guide adjustments, ensuring alignment with the grid.
4. Overlapping Web Parts:
   • Web parts can be overlapped within Flexible Sections, allowing creative layering (e.g., text over an image for banners). Users can adjust the z-order (bring to front/send to back) via the web part toolbar dropdown.
5. Grouping and Multi-Selection:
   • Multiple web parts can be selected (e.g., using CTRL+click) and grouped to move or arrange them together, enhancing design efficiency.
6. Flexible Section Resizing:
   • Sections can be resized manually using a resize handle at the bottom-right corner. The section height automatically expands if a web part is added at the bottom and requires more space.
7. Mobile Responsiveness:
   • Flexible Sections transform into a single-column layout on mobile devices to ensure readability.
   • Authors can choose how web parts reorder on mobile: top-to-bottom (default) or left-to-right, configurable via the Section Properties pane. Note that overlapping web parts stack vertically on mobile, as overlaps are not supported.
   • A Preview button allows authors to test how the section looks on different devices (e.g., desktop, tablet, mobile) or in email.
8. Section Templates:
   • New pre-designed Flexible Section Templates are available in the Toolbox pane, combining flexible and column-based layouts with example content. These templates provide a starting point for quick design while maintaining consistency.
   • Templates can be customized after being added to the page.
9. Support for Custom Web Parts:
   • Flexible Sections support custom web parts built with the SharePoint Framework (SPFx), which can be resized to the four default width options. An upcoming SPFx v1.21 release (preview by end of February 2025) will add enhanced support for flexible layout configurations in the web part manifest.
10. Background Settings:
    • Flexible Sections support the same background settings (e.g., colors, images) as other section types, enhancing visual appeal. However, some web parts (e.g., Site Activity, Yammer, List Properties) do not currently allow the section background to show through, so avoid using background colors with these.

How to Use Flexible Sections

1. Adding a Flexible Section:
   • Navigate to a SharePoint page or news item and enter Edit mode (click Edit in the top-right corner).
   • Click the + icon on the page canvas to add a new section.
   • Select Flexible from the section toolbox. Note: Flexible Sections cannot be converted to other section types, and vice versa.
2. Adding Web Parts:
   • Use the Toolbox pane on the right to select or drag-and-drop web parts into the Flexible Section. Alternatively, drag web parts from other sections or duplicate existing ones.
   • Web parts cannot be added directly via the usual “+” icon within the section.
3. Customizing Layout:
   • Move web parts by clicking the six-dot handle and dragging them to the desired grid position.
   • Resize web parts using border handles and adjust overlap or grouping via the web part toolbar.
   • Use the Section Properties pane (accessible by clicking the section and selecting settings) to configure mobile reordering (top-to-bottom or left-to-right).
4. Previewing and Publishing:
   • Use the Preview button to check responsiveness across devices or email.
   • Save and publish the page once satisfied with the layout.

Benefits of Flexible Sections

• Enhanced Design Freedom: Authors can create dynamic, custom layouts without rigid column constraints, ideal for intranets, dashboards, or news pages.
• Improved User Experience: Visually appealing, well-organized pages enhance navigation and engagement.
• Time-Saving Templates: Pre-designed templates speed up page creation and ensure consistency.
• Mobile Optimization: Configurable reordering ensures accessibility on smaller screens.
• Productivity Boost: Faster content creation and updates due to intuitive drag-and-drop and resizing tools.
• Support for Creative Use Cases: Enables scenarios like employee onboarding portals, project dashboards, or visually engaging homepages with overlapped elements (e.g., text over images).

Limitations and Challenges

1. Learning Curve:
   • Users unfamiliar with graphic design principles may need training to use Flexible Sections effectively. Overcomplication can lead to cluttered or confusing designs.
2. Mobile View Limitations:
   • Overlapping web parts stack vertically on mobile, which may disrupt complex desktop layouts.
   • Spacers are not supported in Flexible Sections, leading to potential “squished” content on mobile without strategic design.
3. Web Part Placement Issues:
   • Some users report difficulty placing web parts precisely, requiring multiple attempts. Once placed, repositioning can be tricky, and web parts may not stay in the intended location.
4. Inconsistent Display:
   • Published pages may display differently across users’ devices, even with identical settings, due to responsiveness or browser issues.
5. Dynamic Resizing Bugs:
   • Custom web parts that resize dynamically (e.g., expanding when a “more” button is clicked) may overflow the section container. Microsoft is addressing this, with fixes expected shortly after February 2025.
6. Limited Web Part Support:
   • Certain web parts (e.g., Site Activity, Yammer) do not support transparent backgrounds, limiting design options.
7. No Direct Web Part Addition:
   • Web parts must be added via the Toolbox or dragged from other sections, which can feel unintuitive.

Best Practices for Using Flexible Sections

1. Plan Your Layout: Sketch the design beforehand to ensure a cohesive structure and avoid overcomplication.
2. Use Alignment Cues: Leverage grid snap and alignment hints for precise web part placement.
3. Group Related Content: Organize web parts logically (e.g., group news and links) to improve user experience.
4. Test Responsiveness: Use the Preview button to test layouts on desktop, tablet, mobile, and email, adjusting mobile reordering as needed.
5. Keep It Simple: Avoid overloading sections with too many web parts to maintain performance and clarity.
6. Ensure Accessibility: Use SharePoint’s Accessibility Assistance to check for compliance, especially with overlapping elements.
7. Use Templates: Start with Flexible Section Templates for consistency and efficiency.
8. Monitor Performance: Test page load times, as complex layouts with many web parts may impact performance.
9. Train Users: Provide guidance to content authors to prevent misuse and ensure effective designs.
10. Combine with Standard Sections: Use Flexible Sections alongside column-based sections for balanced designs, especially for mobile optimization.

Use Cases for Flexible Sections

• Intranet Homepages: Create visually engaging landing pages with overlapping text, images, and Quick Links.
• Project Dashboards: Design dynamic dashboards with resizable charts, task lists, and document libraries.
• Employee Onboarding Portals: Build interactive portals with grouped training videos, HR policies, and contact information.
• News and Campaign Pages: Highlight announcements with layered text and media for impactful communication.

Availability and Rollout

• Timeline:
  • Targeted Release: Began late January 2025, completing by mid-March 2025.
  • General Availability (Production, GCC, GCC High, DoD): Mid-March to late April 2025.
• Preparation: No specific setup is required, but organizations should notify users, update training, and prepare help desks for the new feature.

Future Enhancements

• Microsoft plans to add more sizing options for all web parts and is exploring additional customization for mobile and email reflow.
• Integration with design tools like Figma may allow importing layouts directly into SharePoint in the future.
• SPFx v1.21 (preview by February 2025) will enhance support for custom web parts in Flexible Sections.

Conclusion

Flexible Sections in SharePoint Online revolutionize page design by offering a 12-column grid, drag-and-drop functionality, resizable and overlapping web parts, grouping, and mobile responsiveness.

While they provide significant creative freedom, challenges like placement issues, mobile limitations, and a learning curve require careful planning and governance.

By following best practices and leveraging templates, organizations can create dynamic, engaging pages for intranets, dashboards, and more. For further details, refer to Microsoft’s SharePoint Community Blog at

https://techcommunity.microsoft.com or Microsoft Support at https://support.microsoft.com.

In SharePoint Online, image editing features are primarily integrated into modern pages, document libraries, and specific web parts, allowing users to enhance and customize images directly within the platform. These features are designed to be user-friendly, eliminating the need for external editing software for basic modifications. Below is a comprehensive overview of all the image editing features available in a SharePoint Online site, based on the latest information and the context provided.

1. Image Web Part Editing Features

The Image Web Part is a core component for adding and editing images on modern SharePoint pages. It offers several built-in editing capabilities to enhance visual content.

• Adding Images:
  • Sources: Add images from your local computer, a SharePoint library (e.g., Site Assets or Picture Library), a web search (Bing images with Creative Commons licensing), or an organization’s approved asset library.
  • Methods: Drag-and-drop an image onto the page or select it via the Image Web Part’s Toolbox after clicking Edit on the page. You can also paste an image using CTRL+V.
• Cropping:
  • Options: Crop images with or without preset aspect ratios (e.g., 16:9, 4:3, 3:2, 1:1). A preview box shows the cropped area, and you can move the crop box to adjust the focus.
  • Process: In Edit mode, select the image to open the image toolbar, then choose Crop to adjust the framing.
• Resizing:
  • Functionality: Resize images by dragging handles on the image borders or using the Resize button on the image toolbar. This allows you to adjust the image size to fit the page layout.
  • Limitation: Resizing is not available in SharePoint Server 2019, but it is fully supported in SharePoint Online.
• Text Overlay:
  • Feature: Add text directly over an image for headers, announcements, or captions. In Edit mode, select the Image Web Part, click Add text over the image, and enter text in the appearing text box.
  • Use Case: Ideal for creating banners or highlighting key messages on images.
• Adjustments:
  • Options: Modify brightness, contrast, and saturation to enhance or blend the image with the page design. Access these via the Advanced editing option in the Image Web Part.
• Filters:
  • Options: Apply artistic filters (e.g., grayscale, blur, black & white, vintage) for branding or aesthetic effects. Filters are available under Advanced editing in the Image Web Part.
• Borders and Styles:
  • Feature: Add borders to images via the Styles group on the Image tab in the ribbon. Choose from predefined border styles to enhance visual appeal.
  • Customization: Adjust border thickness or style to align with branding.
• Alt Text:
  • Feature: Add or edit descriptive alternative text (Alt Text) for accessibility, ensuring screen readers can describe the image to visually impaired users. Suggested Alt Text may appear automatically, but you can customize it in the Properties group of the Image tab.
  • Best Practice: Use meaningful descriptions to comply with accessibility standards (e.g., ISO-9241-3 recommends a 3:1 contrast ratio for text over images).
• Replace Image:
  • Functionality: Replace an existing image by selecting the Image Web Part in Edit mode, choosing Change Picture from the Image tab, or dragging a new image over the existing one.
  • Note: Ensure the new image is copied to the Site Assets library to guarantee visibility for all users.
• Hyperlinks:
  • Feature: Add a hyperlink to an image to link to a webpage, site, or other media. In the Image tab, use the Add Hyperlink dialog to enter the URL and test it with the Try out option.
• Undo/Reset:
  • Feature: Undo all changes made to an image during the current editing session, reverting it to its last saved state, using the Undo option in the image toolbar.

2. Document Library Image Editing Features

SharePoint Online’s document libraries and OneDrive for Business integration offer robust image editing capabilities directly within the browser, introduced as a significant update for modern sites.

• Accessing the Editor:
  • Navigate to a document library, select an image, and click the Edit button in the top bar to open the image editor.
• Crop and Rotate:
  • Options: Crop images using freeform or preset aspect ratios (e.g., 1:1, 4:3). Rotate images using controls at the bottom of the editor. Move the image within the crop box to adjust the focus.
  • Presets: Includes options like 1:1, 2:2, or 4:4 for quick cropping.
• Adjustments:
  • Options: Modify brightness, exposure, contrast, and saturation using sliders in the editor. Zoom controls are available at the top for precise adjustments.
  • Use Case: Enhance image visibility or align with branding guidelines.
• Filters:
  • Options: Apply quick filters (e.g., sepia, grayscale) for stylistic effects without needing advanced editing skills.
• Markup:
  • Feature: Draw or write on images using various pen types, colors, and brush styles. This is useful for annotations or highlighting specific areas.
  • Reset Option: Undo markup mistakes with the Reset button.
• Saving Options:
  • Save: Overwrite the original image in the document library.
  • Save As: Save a new version of the edited image in the same library to preserve the original. An uploading prompt appears when saving as a copy.

3. Picture Library Features

SharePoint’s Picture Library is a specialized library for managing and displaying images, with some editing-related capabilities.

• Editing Properties:
  • Options: Edit image metadata such as File Name, Title (caption), or other custom properties to differentiate images in the library. Access these via the Edit Item option in the ribbon (Thumbnail view) or the ellipses (…) menu in All Pictures view.
  • Use Case: Useful for organizing images or adding captions for clarity.
• External Editing:
  • Process: Use Open with Explorer to open the Picture Library in Windows Explorer, then edit images using external tools like Paint, Photoshop, or GIMP. Save changes back to the library, and refresh to see updates.
  • Limitation: This method requires external software and is less integrated than the browser-based editor.
• Slide Show View:
  • Feature: View images in a slide show format directly from the Picture Library, which can be linked to pages or wikis for dynamic display.
  • Use Case: Useful for presentations or showcasing event photos.

4. Image Gallery Web Part

The Image Gallery Web Part allows you to display multiple images on a page with some editing and customization options.

• Adding Images:
  • Source images from a document library (with an option to include subfolders) or upload them directly into the web part.
  • Configure the number of images displayed at once.
• Display Options:
  • Layouts: Choose from Brick, Grid, or Carousel layouts. The Carousel requires users to cycle through images manually.
  • Customization: Add text overlays or hyperlinks to images for navigation or captions.
• Editing: While the Image Gallery Web Part itself does not offer direct image editing, you can edit images in the source document library using the browser-based editor before displaying them.

5. Hero Web Part Image Editing

The Hero Web Part is often used on homepages to showcase images with text overlays, offering limited but specific editing features.

• Image Selection:
  • Add images from your site, computer, web search, or organization’s asset library. Set a focal point to ensure the key part of the image remains visible across devices.
• Layouts:
  • Choose Tiles (3–5 images with text overlays) or Layers (up to 5 layered images with text boxes). Customize text color and background for accessibility.
• Editing:
  • Crop and resize images within the Hero Web Part to fit the layout. Adjust the focal point to optimize for different screen sizes.

6. Flexible Sections Image Editing (New Feature)

Introduced in January 2025 for Targeted Release, Flexible Sections enhance image editing within modern pages by allowing more dynamic layouts.

• Image Placement and Resizing:
  • Place images anywhere within a 12-column grid using drag-and-drop. Resize images using handles, with non-card-based images (e.g., Image Web Part) offering flexible widths constrained by the grid or aspect ratio.
  • Card-based web parts (e.g., Hero) are limited to four width options (full, 1/3, 1/2, 2/3 canvas width).
• Overlapping Images:
  • Overlap images with other web parts (e.g., text over images) for creative designs. Adjust z-order (bring to front/send to back) via the web part toolbar.
• Mobile Responsiveness:
  • Images in Flexible Sections stack vertically on mobile devices. Authors can configure reordering (top-to-bottom or left-to-right) via the Section Properties pane.
• Templates:
  • Use pre-designed Flexible Section Templates that include images for quick setup, customizable with the above editing features.

7. SharePoint Image Editor Add-In (Third-Party)

The SharePoint Image Editor add-in, available from the Microsoft AppSource, provides advanced image editing capabilities within SharePoint Online.

• Access: Install from the Office Store or AppSource. Access it from Site Contents or via the image’s context menu (Image Editor – Free or Image Editor).
• Features:
  • Image Manipulation: Resize, crop, rotate, and transform images.
  • Filters: Apply grayscale, blur, black & white, vintage, and more.
  • Frames: Add responsive frames to images of any size.
  • Draw: Use a free drawing tool with multiple brush types and colors, supporting mouse and touch.
  • Text: Add text with hundreds of Google Fonts.
  • Shapes and Stickers: Add shapes, stickers, patterns, and gradients, each on its own layer for easy editing.
  • Layers: Manage objects (text, shapes, stickers) on separate layers for non-destructive editing.
  • Zoom and Pan: Zoom and pan the canvas using mouse or touch gestures.
  • History: Undo/redo actions via a history tool.
  • Saving Options: Save as PNG, JPG, or an Editor Project File for future edits.
• Benefits: No external software required, fully integrated with SharePoint, and supports editing directly from libraries.
• Limitations: The free trial adds a watermark; a licensed version is required for full functionality. No ribbon button in document libraries, only accessible via the context menu.

8. Page Title Area and Thumbnail Editing

• Thumbnail Customization:
  • Edit the page thumbnail in the Page Details pane to change the image used in search results or news feeds. Select from recent images, stock images, your site, or a link.
  • Best Practice: Use images with a 16:9 aspect ratio and at least 1 MB for optimal display.
• Title Area Image:
  • Customize the title area with an image, choosing from four layouts. Edit the image using the same cropping and focal point tools as the Hero Web Part.

9. Accessibility and Performance Features

• Accessibility:
  • Add Alt Text to all images to ensure compliance with accessibility standards. SharePoint provides suggested Alt Text, which can be edited.
  • Ensure a 3:1 contrast ratio for text over images to support users with visual impairments.
• Performance Optimization:
  • Use the Page Diagnostics for SharePoint browser extension to identify large images (>300 KB) that may slow page load times. Optimize images before uploading to avoid automatic resizing issues.
  • Enable a Content Delivery Network (CDN) to improve image loading performance, configurable by SharePoint admins.
• Image Sizing and Scaling:
  • SharePoint automatically scales images for responsiveness across devices, using renditions to adjust size based on browser window and resolution. Use 16:9 or 4:3 aspect ratios for best results in modern web parts.

Best Practices for Image Editing in SharePoint Online

1. Optimize Images Before Upload: Compress images to under 300 KB to improve page load times. Use tools like TinyPNG or Photoshop externally if needed.
2. Use Organizational Asset Libraries: Store approved images in a designated asset library to ensure consistency and accessibility.
3. Ensure Accessibility: Always add descriptive Alt Text and check color contrast for text overlays.
4. Test Responsiveness: Preview pages on desktop, tablet, and mobile to ensure images display correctly, especially in Flexible Sections.
5. Leverage Flexible Sections: Use the new Flexible Sections for creative layouts, but avoid overcomplicating designs to maintain performance.
6. Use Templates: Start with Flexible Section Templates or pre-configured web parts to streamline design.
7. Backup Originals: Save edited images as copies in document libraries to preserve originals.
8. Consider Third-Party Add-Ins: Use the SharePoint Image Editor for advanced editing needs, but evaluate costs and licensing for your organization.

Limitations

• Basic Editing Scope: SharePoint’s built-in tools are limited to basic edits (crop, resize, filters, text). For advanced editing (e.g., layers, complex effects), use the SharePoint Image Editor add-in or external tools.
• Flexible Section Constraints: Overlapping images don’t render on mobile, and some web parts don’t support transparent backgrounds.
• Dynamic Resizing Issues: Custom web parts with dynamic resizing may overflow Flexible Sections; fixes are expected post-February 2025.
• No Ribbon Button for Add-In: The SharePoint Image Editor lacks a direct ribbon button, requiring context menu access.

Conclusion

SharePoint Online offers robust image editing features through the:

• Image Web Part (crop, resize, text overlay, filters, borders, Alt Text)
• Document Library editor (crop, rotate, adjustments, filters, markup)
• Picture Library (metadata editing, external editing)
• Image Gallery Web Part (layout customization)
• Hero Web Part (focal point, layouts)
• Flexible Sections (grid-based placement, overlap, mobile reordering)
• The SharePoint Image Editor add-in provides advanced capabilities like layers, shapes, and stickers.

By optimizing images, using asset libraries, and ensuring accessibility, you can create visually appealing, performant pages. For more details, refer to Microsoft’s documentation at:

https://support.microsoft.com or the SharePoint Community Blog at https://techcommunity.microsoft.com.

1. SharePoint Recycle Bin

Features

• Two-Stage Recycle Bin:
  • First-Stage Recycle Bin: When items (files, folders, lists, libraries, or list items) are deleted from a SharePoint site, they are moved to the site’s first-stage Recycle Bin. Users with edit permissions can view and restore these items.
  • Second-Stage (Site Collection) Recycle Bin: If items are deleted from the first-stage Recycle Bin, they move to the second-stage Recycle Bin, accessible only by site collection administrators. This provides an additional layer of recovery.
• Retention Period: Deleted items are retained for 93 days from the date of deletion from their original location. This applies across both stages of the Recycle Bin. After 93 days, items are permanently deleted unless retention policies are applied.
• Storage Impact: Items in the first-stage Recycle Bin count toward the site’s storage quota, while items in the second-stage Recycle Bin do not.
• Restoration: Items can be restored to their original location by users with edit permissions (first-stage) or site collection administrators (second-stage). Restoring a library restores all its files, but individual files cannot be restored if their parent library is deleted.
• Backup Option: SharePoint Online retains backups for an additional 14 days after permanent deletion, allowing administrators to contact Microsoft Support for site collection restoration (not individual files).
• Non-Searchable: Items in the Recycle Bin are not indexed and cannot be found via search or eDiscovery.

Usage

• Accessing the Recycle Bin:
  • On modern team sites or classic sites: Navigate to the left pane and select Recycle Bin.
  • On communication sites: Go to Site Contents > Recycle Bin in the top navigation bar.
  • For the second-stage Recycle Bin, site collection administrators can access it via Site Settings > Site Collection Administration > Recycle Bin or by appending ?View=2 to the Recycle Bin URL (e.g., https://<tenant>.sharepoint.com/sites/<site>/_layouts/15/AdminRecycleBin.aspx?View=2).
• Restoring Items:
  • Select the item(s) in the Recycle Bin, click Restore, and they return to their original location.
  • If an item is not found in the first-stage Recycle Bin, check the second-stage Recycle Bin (administrator access required).
• Permanent Deletion: Items can be manually deleted from either stage, but this is permanent from the second-stage Recycle Bin.
• Configuration:
  • Administrators can configure Recycle Bin settings (e.g., enable/disable, set retention period, or adjust storage limits) via SharePoint Central Administration for on-premises versions, but the 93-day retention period is fixed in SharePoint Online.
• Use Case: Ideal for recovering accidentally deleted documents, lists, or libraries within a SharePoint site, especially in collaborative environments.

2. OneDrive Recycle Bin

Features

• Two-Stage Recycle Bin: Similar to SharePoint, OneDrive has a first-stage Recycle Bin (accessible to the user) and a second-stage Recycle Bin (accessible to administrators).
• Retention Period: Deleted items are retained for 93 days from the deletion date, across both stages. For deleted user accounts, OneDrive content is moved to the site collection Recycle Bin after the retention period (default 30 days, configurable via PowerShell).
• Restoration: Users can restore files/folders to their original location. Administrators can restore a deleted user’s OneDrive using PowerShell within the 93-day window.
• Storage: Deleted items count toward the user’s OneDrive storage quota until permanently deleted.
• Non-Searchable: Like SharePoint, Recycle Bin contents are not indexed for search or eDiscovery.
• Sync Considerations: Files deleted from synced folders appear in the Windows Recycle Bin on the user’s PC, not the OneDrive Recycle Bin, unless deleted directly in the cloud.

Usage

• Accessing the Recycle Bin:
  • Go to the OneDrive web interface, select Recycle Bin in the left pane.
  • For second-stage access, administrators navigate to the SharePoint admin center or use PowerShell (Restore-SPODeletedSite for deleted OneDrives).
• Restoring Files:
  • Select the file/folder in the Recycle Bin and click Restore.
  • For historical versions, use the Restore your OneDrive option under Settings to revert to a previous state.
• Permanent Deletion: Deleting from the second-stage Recycle Bin is permanent. Administrators can also contact Microsoft Support for restoration within 14 days post-deletion.
• Use Case: Best for recovering personal files or folders accidentally deleted by the OneDrive owner, or for administrators recovering a deleted user’s OneDrive.

3. Microsoft Teams Recycle Bin

Features

• SharePoint-Based Storage: Files shared in Teams (channels or chats) are stored in SharePoint (for channel files) or OneDrive (for chat files). Thus, the Teams Recycle Bin functionality relies on the SharePoint/OneDrive Recycle Bins.
• Retention Period: Files deleted from Teams follow the 93-day retention of SharePoint/OneDrive. Teams messages (chat/channel) are stored in Exchange Online and retained in the Deleted Items folder for 30 days (extendable to 30 days via PowerShell) or the Recoverable Items folder for 14 days after purging.
• Restoration:
  • Channel files can be restored from the SharePoint site’s Recycle Bin (accessible via the Files tab > Open in SharePoint).
  • Chat files can be restored from the sender’s OneDrive Recycle Bin.
  • Messages require admin intervention using Single Item Recovery or eDiscovery tools.
• Limitations: You cannot delete or restore files directly from the Teams chat interface; you must access the SharePoint/OneDrive Recycle Bin.

Usage

• Accessing the Recycle Bin:
  • For channel files: Go to the Files tab in a Teams channel, click Open in SharePoint, then navigate to the SharePoint site’s Recycle Bin.
  • For chat files: Access the sender’s OneDrive, then go to the Recycle Bin.
• Restoring Files:
  • Follow SharePoint/OneDrive restoration steps (select item, click Restore).
  • For messages, admins use PowerShell or eDiscovery tools to recover from Exchange Online.
• Use Case: Useful for recovering files shared in Teams channels or chats, leveraging the underlying SharePoint/OneDrive infrastructure.

4. Microsoft Stream Recycle Bin

Features

• SharePoint/OneDrive Integration: Since Stream (on SharePoint) stores videos in SharePoint or OneDrive, deleted videos are moved to the respective service’s Recycle Bin. Stream (Classic) used its own storage, but it is being phased out.
• Retention Period: Videos follow the 93-day retention of SharePoint/OneDrive.
• Restoration: Videos can be restored from the SharePoint site or OneDrive Recycle Bin where they were originally stored.
• Access Control: Only users with edit permissions or site collection administrators can restore videos, depending on the storage location.

Usage

• Accessing the Recycle Bin:
  • Identify where the video was stored (e.g., a SharePoint site for a team video or OneDrive for a personal video).
  • Navigate to the respective SharePoint/OneDrive Recycle Bin.
• Restoring Videos:
  • Select the video file in the Recycle Bin and click Restore to return it to its original location.
• Use Case: Used to recover deleted videos stored in SharePoint or OneDrive, particularly for Teams meeting recordings or shared Stream content.

5. Viva Engage Recycle Bin

Features

• SharePoint/OneDrive Storage: Files attached to Viva Engage community posts are stored in the SharePoint document library (path: Documents > Apps > Viva Engage). Storyline posts are stored in a hidden OneDrive library of the post creator.
• Retention Period: Files follow the 93-day retention of SharePoint/OneDrive. If a Microsoft 365 group backing a community is deleted, files may become inaccessible unless restored.
• Restoration: Files can be restored from the SharePoint site’s Recycle Bin for community posts or the creator’s OneDrive Recycle Bin for storyline posts. Deleted groups can be restored within 30 days to recover associated files.
• Limitations: Deleting or moving the Apps > Viva Engage folder can break file attachments in posts, requiring careful restoration to the correct path.
• Non-Searchable: Like other M365 Recycle Bins, content is not indexed for search or eDiscovery.

Usage

• Accessing the Recycle Bin:
  • For community posts: Navigate to the SharePoint site backing the Viva Engage community, go to Site Contents > Recycle Bin.
  • For storyline posts: Access the creator’s OneDrive, then go to the hidden library via a URL (e.g., https://<tenantname>-my.sharepoint.com/personal/<useridentifier>/VivaEngage/Attachments/Storyline).
• Restoring Files:
  • Select the file in the Recycle Bin and click Restore.
  • Ensure the Apps > Viva Engage folder structure is intact to maintain post attachments.
• Restoring Groups: If a group is deleted, restore it via the Microsoft 365 admin center within 30 days to recover associated files.
• Use Case: Ideal for recovering files attached to community or storyline posts, especially in Microsoft 365-connected Viva Engage networks.

Key Notes Across All Services

• Retention Policies: Organizations can apply Microsoft 365 retention policies or labels to extend retention beyond the default 93 days for SharePoint/OneDrive-based services. These policies store content in the Preservation Hold Library, which counts toward storage quotas.
• Permissions: Restoration typically requires edit permissions (first-stage) or site collection/global admin access (second-stage).
• Backup Limitations: Microsoft 365 backups are limited to site collection restoration within 14 days post-deletion, not individual files.

This overview covers the core features and usage of Recycle Bins in SharePoint, OneDrive, Teams, Stream, and Viva Engage, highlighting their reliance on SharePoint/OneDrive infrastructure and consistent 93-day retention period for most file-based content. For specific scenarios, administrators may need to use PowerShell or contact Microsoft Support for advanced recovery options.

In Microsoft 365 (M365), the terms Site Members and SharePoint Members are often used interchangeably, but their meaning can vary slightly depending on the context, particularly whether you're dealing with a Microsoft 365 Group-connected site (modern SharePoint Team site) or a standalone SharePoint site (classic or communication site). Below is a clear breakdown of the differences:

1. SharePoint Members

• Definition: SharePoint Members typically refer to users who are part of the default SharePoint permission group called "Members" for a specific SharePoint site. This group is assigned the Edit permission level by default, allowing users to add, edit, and delete content (e.g., documents, lists, and pages) within the site.
• Scope: The term is specific to SharePoint and applies to permissions within the SharePoint environment only. SharePoint Members are part of a SharePoint Group (e.g., "<site name=""> Members") and their access is limited to the SharePoint site and its content.</site>
• Context: Used in both classic SharePoint sites and modern SharePoint sites (including communication sites and non-group-connected team sites). For example, in a communication site, SharePoint Members are explicitly added to the site’s Members group via the Site Permissions settings.
• Permissions: They can:
  • Create, edit, and delete documents, lists, and libraries.
  • Participate in discussions and modify pages.
  • Cannot manage site settings, permissions, or structure unless explicitly granted additional permissions.
• Management: Managed directly within SharePoint through Site Permissions (Settings > Site Permissions) or advanced permission settings.

2. Site Members

• Definition: Site Members is a broader term that often refers to users who have member-level access to a SharePoint site, particularly in the context of Microsoft 365 Group-connected sites (modern team sites or Teams-connected sites). These users are typically part of the Microsoft 365 Group associated with the site and are automatically added to the SharePoint site’s Members group.
• Scope: Site Members have access not only to the SharePoint site but also to other Microsoft 365 services tied to the same M365 Group, such as Microsoft Teams, Outlook (group mailbox), Planner, and shared calendars. Their permissions are managed at the group level rather than directly in SharePoint.
• Context: Primarily used in modern SharePoint team sites or Teams-connected sites, where the Microsoft 365 Group controls membership. For example, adding a user to the M365 Group automatically grants them Site Member access to the associated SharePoint site.
• Permissions: They have the same Edit permission level as SharePoint Members within the SharePoint site but also gain access to other group-connected services. For instance:
  • They can collaborate in Teams channels.
  • They can access the group’s mailbox and calendar in Outlook.
  • They cannot manage site or group settings unless they are also an Owner.
• Management: Managed through the Microsoft 365 Group (via the M365 Admin Center, Teams, or Outlook) or the membership panel on the SharePoint site’s homepage (top-right corner). Adding or removing a user from the M365 Group updates their Site Member status.

Why the Confusion?

• Terminology Overlap: In M365 Group-connected sites, Site Members are often synonymous with SharePoint Members because the M365 Group’s members are automatically added to the SharePoint site’s Members group. This makes the terms seem interchangeable in modern team sites.
• UI Complexity: The SharePoint interface sometimes uses "Members" to refer to both M365 Group members (visible on the homepage) and SharePoint Group members (visible in Site Permissions), leading to confusion.
• Use Case Example (from your context): If you add a user to an M365 Group via Graph API, they become a Site Member but may not have immediate access to the SharePoint site unless the M365 Group is explicitly added to the SharePoint site’s Members group. This explains why users might need to request access unless the group is properly configured in SharePoint permissions.

Practical Implications

• Access Issues:
  • If a user is added to an M365 Group but still needs to request access to the SharePoint site, it’s likely because the M365 Group hasn’t been added to the SharePoint site’s Members group.
  • To resolve this, ensure the M365 Group is included in the site name.
• Best Practice: Microsoft recommends using M365 Groups for managing permissions in modern team sites for simplicity and integration across M365 services. For communication sites or standalone SharePoint sites, use SharePoint Groups to manage SharePoint Members directly.
• Granular Permissions: If you need to grant access to the SharePoint site without giving access to other M365 Group services (e.g., Teams or Outlook), add users directly to the SharePoint Members group instead of the M365 Group. This makes them SharePoint Members but not Site Members.

Summary

• SharePoint Members are users in the SharePoint site’s Members group with Edit permissions, limited to SharePoint-specific actions.
• Site Members are typically M365 Group members with access to the SharePoint site (via the Members group) and other group-connected services like Teams and Outlook.

For M365 Group-connected sites, the terms often overlap because M365 Group members are automatically added to the SharePoint Members group. However, in standalone or communication sites, SharePoint Members are managed separately, and there are no Site Members unless an M365 Group is explicitly added.

Quick Links Web Part in SharePoint Online

The Quick Links web part is a powerful and user-friendly component in SharePoint Online that allows users to add and display links to important content such as documents, pages, videos, and external URLs directly on a SharePoint page. It enhances navigation and improves user experience by providing quick access to frequently used resources.

Key Features

1. Multiple Layout Options

You can choose from several layout styles to display your links:

• Compact: Small icons (48x48 px) with minimal text.
• Filmstrip: Horizontal scrolling layout with large images (aspect ratio 9:16).
• Grid: Displays links in a grid format.
• Button: Links appear as clickable buttons.
• List: Vertical list with optional descriptions.
• Tiles: Square or rectangular tiles with images and text.

Each layout has customizable options like:

• Show/hide images
• Show/hide descriptions
• Icon formatting

2. Flexible Link Sources

You can add links from various sources:

• Recent: Recently used files or pages
• Stock Images: Provided by Microsoft
• Your Organization: Pre-approved images or assets
• OneDrive: Personal cloud storage
• Site: SharePoint site content
• Upload: From your local device
• From a Link: Any valid URL

3. Audience Targeting

You can configure links to be visible only to specific audiences based on Microsoft 365 groups or SharePoint security groups. This ensures that users only see content relevant to them.

4. Drag-and-Drop Reordering

Links can be easily rearranged using drag-and-drop functionality, allowing for intuitive customization of the link order.

5. Custom Icons and Images

Each link can have:

• A custom icon (from a predefined set)
• A thumbnail image (uploaded or selected)
• A title and optional description

6. Link Editing and Management

You can:

• Edit individual links (title, URL, image, icon, description)
• Delete links
• Reorder links
• Change layout settings at any time

How to Use the Quick Links Web Part

Add the Web Part

1. Go to the SharePoint page and click Edit.
2. Click the + icon to add a new web part.
3. Select Quick Links from the list.

Add Links

1. Click + Add links.
2. Choose a source (Recent, Upload, OneDrive, etc.).
3. Select or upload your content.
4. Customize the title, image, and description.

Customize Layout

1. Click the Edit web part (pencil icon).
2. Choose a layout (Compact, Filmstrip, etc.).
3. Toggle options like Show image, Show description, etc.

Enable Audience Targeting

1. Click Edit web part.
2. Toggle Enable audience targeting.
3. Assign groups to each link as needed.

Best Practices

• Use descriptive titles and relevant images to improve clarity.
• Group related links using multiple Quick Links web parts.
• Use audience targeting to personalize user experience.
• Keep the number of links manageable to avoid clutter.

References

• Use the Quick Links web part - Microsoft Support
• Quick Links Web Part in SharePoint Online - SPGuides

The Site Contents feature in SharePoint Online serves as the central hub for managing all the components and resources within a SharePoint site. Here's a detailed overview of its main purpose and how to use it:

Main Purpose of Site Contents

The Site Contents page provides a comprehensive view and management interface for everything stored and used within a SharePoint site. Its primary purposes include:

1. Accessing and Managing Lists and Libraries

• View all document libraries, lists, calendars, tasks, and other content types.
• Create new lists or libraries directly from this page.
• Manage settings, permissions, and content for each list or library.

2. Monitoring Site Usage

• View site usage data, such as popular content and recent activity.
• Track storage usage and quota (for site owners).

3. Managing Subsites and Pages

• View and access any subsites (if enabled).
• Navigate to Site Pages to manage or create new pages.

4. Accessing Site Assets and Apps

• Manage site assets like images, scripts, and styles.
• Add or remove apps (modern SharePoint web parts or classic add-ins).

5. Permissions and Settings

• Access site settings and permissions for deeper configuration.
• Manage site features and site contents structure.

How to Use Site Contents

Accessing Site Contents

1. Navigate to your SharePoint site.
2. Click the Settings gear icon (top right).
3. Select Site contents from the dropdown menu.

Alternatively, you can go directly to:

https://[yourdomain].sharepoint.com/sites/[yoursite]/_layouts/15/viewlsts.aspx

Best Practices

• Organize content using folders or metadata in libraries.
• Regularly review unused lists or libraries to keep the site clean.
• Use permissions wisely to control access to sensitive content.
• Monitor usage to understand how your site is being used and improve navigation.

In SharePoint Online, when you're editing a page, the "Save and close" and "Publish" options serve different purposes in the content lifecycle:

Save and Close

• What it does: Saves your changes as a draft and exits the editing mode.
• Visibility: The changes are only visible to you (and possibly other editors with appropriate permissions).
• Use case: Ideal when you're still working on the content and don't want others to see the updates yet.

Publish

• What it does: Makes your changes live on the site.
• Visibility: The updated page is now visible to everyone with view access to the site.
• Use case: Use this when your edits are complete and ready for public or team-wide viewing.

Here's a great place to start

More information about web parts

Standard Web Parts 

These are versatile and useful across most SharePoint Online pages: 

• Text – Add and format text with basic styling. 

• Image – Insert images with optional captions and links. 

• Document Library – Display and manage documents from a library. 

• Quick Links – Create a menu of helpful links. 

• Hero – Showcase featured content in a visually engaging format. 

• Embed – Insert external content (like videos, maps, etc.) via embed code. 

• File Viewer – View files like PDFs, Office documents, etc. 

• List – Display data from a SharePoint list. 

• People – Highlight team members or contacts with profile info. 

Media & Content Web Parts 

Great for visual storytelling or content presentation: 

• Image Gallery – Show a collection of images in carousel or grid. 

• Stream (Classic) – Embed videos from Microsoft Stream. 

• YouTube – Embed YouTube videos using just the URL. 

• Countdown Timer – Display a timer for upcoming events. 

• Call to Action – Add a button with a prompt (e.g. “Sign Up Now”). 

• Code Snippet – Display formatted code blocks. 

Communication & Navigation 

Enhance page layout and interactivity: 

• Divider – Add a horizontal line to separate sections. 

• Spacer – Add white space between sections. 

• Navigation – Custom menus or links between site pages. 

• Table of Contents – Automatically create page navigation based on headers. 

Business Tools & Integrations 

Bring in other Microsoft 365 tools: 

• Microsoft Forms – Embed forms or polls. 

• Power BI – Display interactive dashboards. 

• Planner – Show plans and tasks from Microsoft Planner. 

• Group Calendar – Display events from a shared calendar. 

• Twitter (X) – Embed a Twitter feed. 

Layout & Structure Tools 

Control page design and formatting: 

• Section Layouts – Choose different layouts (one-column, two-column, etc.). 

• Accordion – Show/hide content in collapsible sections. 

• Tabs – Organize content into clickable tabs. 

Dynamic & Advanced Web Parts 

Useful for personalization or automation: 

• Highlighted Content – Dynamically display content based on filters. 

• Site Activity – Show recent changes on the site. 

• Weather – Display local weather conditions. 

• World Clock – Show time in different cities. 

• RSS Viewer – Display feeds from external RSS sources. 

This list evolves—Microsoft adds new web parts and features frequently. Want help choosing the right ones for a specific use case like intranet design, team collaboration, or event promotion? I’d love to help with that! 

Design with Purpose 

• Audience First: Tailor the content and layout based on who's using the site (e.g., HR, IT, project team). 

• Keep It Focused: Don’t overload pages—limit to key info per page or section. 

• Use Sections Wisely: Break content into clear sections with logical flow. Use headers and spacing for readability. 

Choose the Right Web Parts 

• Quick Links: Great for navigational anchors or fast access to common resources. 

• Hero Web Part: Ideal for announcements, featured content, or calls to action. 

• Highlighted Content: Dynamically surface recent files, news, or updates. 

• Document Libraries vs. Lists: Use libraries for files; lists for structured data like tasks or contacts. 

Enhance Engagement 

• People Web Part: Introduce team members or points of contact. 

• Countdown & Call to Action: Drive attention to deadlines or events. 

• Microsoft Forms: Collect feedback or RSVP for events right on the page. 

• Power BI & Planner: Integrate dashboards or plans without leaving the page. 

Make It Interactive, Not Static 

• Use Tabs or Accordion to reduce scroll and allow users to explore sections. 

• Embed videos or code snippets when relevant. 

• Add site activity or recent content to show the site is alive and current. 

 Keep It Clean & Accessible 

• Use alt text for images and avoid color-only indicators. 

• Don’t clutter: aim for clear contrast and font hierarchy. 

• Test on different devices—SharePoint pages are responsive, but layout matters. 

Mistake #1: Overloading the Page 

Problem: Too many web parts make pages cluttered and confusing. 

 Fix: Keep it clean! Use only what’s essential and let content breathe with space and dividers. 

Mistake #2: Inconsistent Layouts 

Problem: Frequent layout changes across pages confuse users. 

Fix: Use consistent section layouts and visual hierarchy so users know where to look every time. 

Mistake #3: Ignoring Accessibility 

Problem: Missing alt text, poor contrast, or relying only on color for meaning. 

Fix: Always add alt text, choose legible fonts and colors, and use headings properly. 

Mistake #4: Stale or Static Content 

Problem: Old announcements or inactive content make a page feel abandoned. 

Fix: Use dynamic web parts like Highlighted Content, Site Activity, or embed calendars that refresh automatically. 

Mistake #5: Ignoring Mobile Experience 

Problem: Pages look great on desktops but fall apart on phones or tablets. 

 Fix: Preview and test across devices—SharePoint is responsive, but how you structure sections matters. 

Mistake #6: Using Too Many External Embeds 

Problem: Embeds can slow pages or create security concerns. 

Fix: Stick to trusted sources (Microsoft Forms, Stream, Power BI) and limit embeds per page. 

Mistake #7: Web Parts Without Context 

Problem: Adding parts just because they’re cool, without a clear function. 

 Fix: Every web part should serve a user need or purpose. Ask: “What will this help people do or understand?” 

As the site owner in SharePoint Online, you can configure a page approval flow using Power Automate to ensure that only you can approve and publish news posts created by site members. Below are the steps to set this up:

1. Enable Content Approval in the Site Pages Library:
   • Navigate to your SharePoint site and go to Site Contents > Site Pages library.
   • Click the Settings gear icon in the top-right corner and select Library settings.
   • Under General Settings, select Versioning settings.
   • In the Content Approval section, set Require content approval for submitted items? to Yes.
   • In the Draft Item Security section, choose Only users who can approve items to ensure only you and the author can see draft news posts.
   • Click OK to save changes.
2. Set Up a Page Approval Flow with Power Automate:
   • In the Site Pages library, click Automate in the toolbar, then select Power Automate > Configure page approval flow.
   • In the side panel, click Create flow.
   • Sign in to any connectors that require authentication and click Continue.
   • Provide a Flow name (e.g., "News Approval Flow").
   •  In the Approvers field, enter your email address to designate yourself as the sole approver.
   • Click Create to generate the flow. This creates an automated Power Automate flow that routes news posts for your approval.
3. Ensure Proper Permissions:
   • Verify that site members have Contribute permissions, which allow them to create and edit news posts but not approve them.
   • Go to Site Settings > Site Permissions > Advanced permission settings.
   • Ensure the Members group has Contribute permissions (default for members).
   • Confirm that you, as the site owner, have Full Control or a custom permission level that includes Approve Items. If needed, create a custom permission level:
     • Go to Site Permissions > Permission Levels > Read > Copy Permission Level.
     • Name it (e.g., "Read with Approve") and select Approve Items under List Permissions.
     • Assign this to yourself or the Owners group for the Site Pages library via Library Settings > Permissions for this document library.
4. How It Works for Members:
   • When a site member creates a news post, they’ll see a Submit for approval button instead of Publish.
   • They must authenticate to the SharePoint connector and provide a message for you (the approver) before submitting.
   • The post will be in Pending status, visible only to the author and you (the approver).
5. How It Works for You (Approver):
   • You’ll receive an email notification and/or a notification in the Approvals app in Microsoft Teams when a news post is submitted.
   • You can approve or reject the post directly from the email (if your client supports actionable messages) or by opening the post in SharePoint.
   • If approved, the post is published and becomes visible to all users with read access. If rejected, it reverts to draft status, and the author is notified.

Benefits:

• Ensures only you, as the site owner, can approve and publish news posts, maintaining content quality.
• Members can still create posts, fostering collaboration while you retain control.