id stringlengths 14 16 | text stringlengths 2 3.14k | source stringlengths 45 175 |
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1ab6d93beaa5-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Scenario
We have a library with a number of folders, and each of the folders contains multiple files. These files need to be sent out as attachments, when needed. ... | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-send-sharepoint-files-as-attachments |
1ab6d93beaa5-1 | Whenever the flow runs we need some data from the end user. In this case "Recipient Name" and "Recipient Email". We will create two variables:
Recipient Name
Recipient Email
FolderName | this is the folder we will grab the files from
AttachmentsArray | this is the array where we will put all files to be sent ... | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-send-sharepoint-files-as-attachments |
1ab6d93beaa5-2 | When you are all done, click Save, Test, and Share with your users
The recipient should receive an email with the files attached.
Principal author : Jimmy Hang, MCT, MCSE: Productivity | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-send-sharepoint-files-as-attachments |
9abbb722c3ef-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Not all documents are created equal. Based on the relative weight and importance of a document, we may decide on quite different ways to manage a document through it... | https://learn.microsoft.com/en-us/microsoft-365/community/document-lifecycle-scenarios |
9abbb722c3ef-1 | When we feel our document is "ready" or has reached a point where we would like some feedback - usually from "trusted" co-workers - we share the document where it sits by creating a sharing link and sending it to them.
Once we've collaborated on the document with the small circle, we may decide it is ready for our la... | https://learn.microsoft.com/en-us/microsoft-365/community/document-lifecycle-scenarios |
9abbb722c3ef-2 | Principal author : Marc D Anderson, MVP | https://learn.microsoft.com/en-us/microsoft-365/community/document-lifecycle-scenarios |
71dde498392b-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
This example shows how you can cascade SharePoint lists and only show a subset of the data.
Cascading is useful when you have several lists that are related to e... | https://learn.microsoft.com/en-us/microsoft-365/community/working-with-cascading-lists-in-sharepoint-and-powerapps |
71dde498392b-1 | First, click on a heading so the list only shows the heading. Then copy the URL and move the "FilterValue1=" to the end of the URL.
Navigate to the Region list and select or create a new single text column named "Countries". Click on the Countries column header and select "Column settings" and "Format this Column" in... | https://learn.microsoft.com/en-us/microsoft-365/community/working-with-cascading-lists-in-sharepoint-and-powerapps |
71dde498392b-2 | }
3. Power Apps (Filter, Choices)
Now we will customize the form for the Innovations list by opening Power Apps in a browser. In the Innovations list, create a new list item and choose "Edit form" then "Customize with Power Apps". This may look different depending on your specific environment. If so, read the ar... | https://learn.microsoft.com/en-us/microsoft-365/community/working-with-cascading-lists-in-sharepoint-and-powerapps |
7bb7baf9e3cd-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
One possible use for Site Templates (which used to be called Site Designs) is to manage the life cycle of a unit of work. Site Templates allow us to do such things a... | https://learn.microsoft.com/en-us/microsoft-365/community/site-design-life-cycle |
7bb7baf9e3cd-1 | Site Templates could help us move through this process:
When we create the site, we might apply the Proposal Site Site Template. It might create a Proposal Documents library and associate the site with the Active Proposals Hub Site. Associating with the Hub site would set the theme to theme to “active proposa... | https://learn.microsoft.com/en-us/microsoft-365/community/site-design-life-cycle |
7bb7baf9e3cd-2 | Depending on what information you track in the site itself or in another site – perhaps in a Project Inventory list – you could even apply these Site Templates quasi-automatically. For example, apply the Knowledge Capture Site Template when the Project End Date is within two weeks. It may make sense to add an app... | https://learn.microsoft.com/en-us/microsoft-365/community/site-design-life-cycle |
a26b502c40c6-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
This guide will provide scenario-based guidance for the planning of SharePoint document libraries.
Functional group scenario
It is not uncommon to have functiona... | https://learn.microsoft.com/en-us/microsoft-365/community/library-scenarios |
a26b502c40c6-1 | Example image shown below:
In some cases, high value content is limited in quantity, and additional document libraries add complexity to user navigation. In these situations, highlight the high value content by pinning it to the top of the document library . When you pin an item, a thumbnail image will appear at t... | https://learn.microsoft.com/en-us/microsoft-365/community/library-scenarios |
a26b502c40c6-2 | "Assets" document library or Asset Library for image, audio, and video files.
"Marketing Materials" document library for style guidelines and related content.
Example image shown below:
Multimedia document libraries can be designated as an Organization Asset Library making image files available to users for... | https://learn.microsoft.com/en-us/microsoft-365/community/library-scenarios |
a7707b7596d1-0 | Part 1: Microsoft 365 - Making Good Technology Decisions: Establishing Decision Criteria
Part 2: Microsoft 365 - Making Good Technology Decisions: Data Storage
Part 3: Microsoft 365 - Making Good Technology Decisions: Front End (this article)
Note
Effective November 2020:
Common Data Service has been ... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--front-end |
a7707b7596d1-1 | A shortcoming of these forms in modern SharePoint is that you cannot build conditional logic between any two or more columns as things currently stand. We used to add JavaScript and CSS to the out of the box forms in classic SharePoint (huzzah, SPServices?), but this is not possible in modern SharePoint. If you are sti... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--front-end |
a7707b7596d1-2 | Standalone Power Apps (Canvas Apps)
Embedding canvas apps in the context of a single list is often just the ticket, but in other cases, you want an app which stands separate from the data storage mechanisms. Standalone canvas apps are one way to do this. Contrary to what I believed for quite some time; this also fall... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--front-end |
a7707b7596d1-3 | Model driven apps provide a very different way to think about app building. With model driven apps, the data structures – entities in Dataverse, primarily – determine most of the possibilities for the front end. This is not a bad thing, but it can feel stranger than canvas driven apps, where it feels more comfortable t... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--front-end |
a7707b7596d1-4 | SharePoint Framework (SPFx) Single Page App Parts
The last specific option I will outline here is an SPFx Single Page App Part. This way of creating a solution is different almost purely because it allows us to take over a full page (mostly) much like we would with a single page app (SPA). (I have had some vigorous d... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--front-end |
a7707b7596d1-5 | To some degree, this series of articles has given you a laundry list of options you might choose as you are making your architectural decisions. Understanding each option more fully is important for you to make good decisions. Unfortunately, there are different worlds across the ecosystem that do not often intersect, w... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--front-end |
4affc0b51c13-0 | Part 1: Microsoft 365 - Making Good Technology Decisions: Establishing Decision Criteria
Part 2: Microsoft 365 - Making Good Technology Decisions: Data Storage (this article)
Part 3: Microsoft 365 - Making Good Technology Decisions: Front End
Note
Effective November 2020:
Common Data Service has been ... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-1 | Reference Content
Reference content is the content which makes the transactions work. If we are recording outcomes of meetings, we want to know who was in the meeting; that content is provided from the set of users in our farm or tenant. If we want to track customer interactions, we need a consistent data set of cust... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-2 | Transactional content is that content which represents activity which occurs frequently, like creating a service ticket, checking out a resource, or filing a status report. Transactional content becomes meaningful because of its use of reference content as well as simpler fields like text fields.
Regardless of where ... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-3 | Each of the boxes in the data model can be considered a data entity. A data entity is the mix of fields and their behaviors which make up the representation of a business object. In SharePoint, the structures of lists and libraries are dictated by the data entities we apply to them. Those data entities may be created d... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-4 | This usually means you explicitly create lists or some other data storage mechanisms to contain the detailed logging information. In many cases with SharePoint Designer workflows, the Workflow History list contained a log of the activity generated by the workflow. Over time, old items in those lists would be deleted. T... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-5 | Single SharePoint List with Enhancements
An out of the box SharePoint list gives us quite a bit, but we also have additional enhancements we can apply to that list. In modern SharePoint we can use column and view formatting that help us build solution-like functionality right into the list itself. This could allow us... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-6 | From a database design perspective, combining multiple SharePoint lists into a solution can seem crude, as we don’t have a lot of control over referential integrity, cascading deletes, and many of the other capabilities we’re used to in full-fledged database storage mechanisms. However, people have been building quite ... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-7 | What Dataverse gives us is the ability to manage entities in a more sophisticated way. In the multiple SharePoint list section above, that’s essentially what we we’re doing, but we don’t have as many sophisticated capabilities we can bring to bear. For example, Dataverse allows us to create real references between enti... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
4affc0b51c13-8 | Now what?
Once you’ve decided on your data storage mechanism – and it’s possible you may have arrived at a combination of these options for a more sophisticated solution – you can build out your data model. Depending on where in the spectrum you have landed, you’ll need to apply different level of rigor to the data m... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--data-storage |
fa296f91df1f-0 | Part 1: Microsoft 365 - Making Good Technology Decisions: Establishing Decision Criteria (this article)
Part 2: Microsoft 365 - Making Good Technology Decisions: Data Storage
Part 3: Microsoft 365 - Making Good Technology Decisions: Front End
Note
Effective November 2020:
Common Data Service has been ... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
fa296f91df1f-1 | But beyond the technical choices, there are many different criteria that are important to consider when you plan to build a solution. Reading through these criteria, it may sound a bit like the classic “it depends” that comes from many consultants, but the reason many consultants use that phrase is because it’s true. I... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
fa296f91df1f-2 | Maturity of Technology
Some technologies may look perfect on paper or sound perfect if you listen to the marketing messages. But oftentimes the technology is not mature enough to do all the things that people claim it can do. We sometimes joke that version 3 of a product is when it gets good enough to consider. It’s ... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
fa296f91df1f-3 | Skills Required
Sometimes you look at the way you would like to build a solution and realize that you don’t have the skills in-house to build it well. At this point you have an option: you can either train your people or hire an outside consultant. Sometimes the mix of skills that you do have in-house may cause you t... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
fa296f91df1f-4 | Another important consideration can be whether some scheduled or known enhancement to the platform will bring the capability “for free”. In other words, if you don’t have to build it and waiting a few months to get it from the platform itself may make a lot more sense. Always try to find out whether something which is ... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
fa296f91df1f-5 | Solution Longevity
Some solutions don’t need to last very long. For instance, you may have a need to manage the company party logistics. The solution that you may decide on here may or may not be even be used again for next year’s party. Understanding how long the solution will last may drive some of your decision-ma... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
fa296f91df1f-6 | Volume of Data
Some solutions require very little data; some require vast amounts of data. A high number of transactions – especially if they must occur in a short period of time – is very different than an occasional transaction with very little data storage. Sometimes this may be lumped into the technical fit think... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
fa296f91df1f-7 | Requirements
Yes, requirements are at the bottom of this list. That may seem backward, but the requirements for the specific solution ought to be framed using the considerations above. A good and experienced architect can sometimes just know how everything above fits the requirements, but it never hurts to be more ex... | https://learn.microsoft.com/en-us/microsoft-365/community/making-good-technology-decisions--establishing-decision-criteria |
328d01a3a37e-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
There are a crazy number of ways to manage tasks in Microsoft 365, some of which overlap, while others don’t. Where are all the places we can create tasks?
Why a... | https://learn.microsoft.com/en-us/microsoft-365/community/which-task-management-option |
328d01a3a37e-1 | The API is very poor
Ability to create automation of tasks through Power Automate
Microsoft Lists
Pros - Lists
Can be customized with endless additional metadata that your task list may require, and it is extremely flexible in terms of layout
The Kanban “task board” is a tried and tested approach that m... | https://learn.microsoft.com/en-us/microsoft-365/community/which-task-management-option |
328d01a3a37e-2 | The app’s benefits skew towards Personal Tasks rather than Planner Plans
Little to no extensibility or customization beyond out of the box configuration
Can view Planner Plan tasks and “complete” them, but cannot interact with Planner Plans in more meaningful ways (e.g., add new tasks, view tasks by Plan, etc.)
P... | https://learn.microsoft.com/en-us/microsoft-365/community/which-task-management-option |
328d01a3a37e-3 | Support for assignment and @mentions
Tasks can be assigned to multiple people
Cons - Microsoft Loop
No built-in integration with other applications (e.g., Planner) therefore the assignment of tasks can easily get lost and end users have no way to see a holistic view of all their tasks across individual Lists... | https://learn.microsoft.com/en-us/microsoft-365/community/which-task-management-option |
328d01a3a37e-4 | Users can use the commenting feature within to now add “Tasks” to users
Task does issue an email notification to the assignee
Tasks are not integrated and are easily lost
Azure Dev Ops (ADO)
Notes - Azure Dev Ops (ADO)
Geared towards development scenarios (dev and QA)
Supports resource management
Co... | https://learn.microsoft.com/en-us/microsoft-365/community/which-task-management-option |
328d01a3a37e-5 | What Option to Choose
For the time being, it is best to select an option that easily integrates (and communicates) easily with other Microsoft 365 solutions. However, each organization may need to handle tasks differently, based on their needs. The diagram below can be helpful in determining what task management solu... | https://learn.microsoft.com/en-us/microsoft-365/community/which-task-management-option |
fbe032b2ced6-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
What are these services
Power Automate and Azure Logic Apps are workflow services that can automate your processes, business, or system and integrate with Microsof... | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-vs-logic-apps |
fbe032b2ced6-1 | Restricting Connectors
Data Loss Prevention
Azure Policy
Error Handling
Flow Checker - providing a list of errors within the Flow
Save Failed - highlighting errors
Trigger Types
Automated, Instant, Scheduled, UI Flow, Business Process
HTTP (Automated), WebHook, Scheduled, HTTP Call (Manual)
... | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-vs-logic-apps |
fbe032b2ced6-2 | Azure Logic Apps - web based designer
Power Automate flows created before September 2020 can be exported to Logic Apps. If you are working with the Azure Portal it will require some knowledge of JSON, or for a friendlier experience using Visual Studio, check out the docs to consider your approach: Export flows fro... | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-vs-logic-apps |
fbe032b2ced6-3 | Visio
Applies to: Power Automate
Visio Plan 2 offers the feature to create a Business Process Model and Notation (BPMN) diagrams and export for Power Automate.
For more details of this feature, visit the Power Automate announcement for more information Export Visio diagrams to Microsoft Flow is now generally av... | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-vs-logic-apps |
fbe032b2ced6-4 | For Logic Apps, you can use the Azure Calculator to estimate the cost of your application. Bear in mind since Logic Apps act as a glue between services, ensure you include the cost of the services that the Logic Apps connect to, e.g. Azure Resources, Office 365, third-party APIs.
Security
Security is an essential... | https://learn.microsoft.com/en-us/microsoft-365/community/power-automate-vs-logic-apps |
85b1c1f4a5c4-0 | What is a Power Platform environment?
Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
The Power Platform is Microsoft’s answer to the growing need in business for a way to build and customize professional-grad... | https://learn.microsoft.com/en-us/microsoft-365/community/defining-a-power-platform-environment-strategy |
85b1c1f4a5c4-1 | If you want to follow application lifecycle management (ALM) principles, you'll need separate environments for app development and production. Although you can perform basic ALM with only separate development and production environments, it's recommended that you also maintain at least one test environment that's separ... | https://learn.microsoft.com/en-us/microsoft-365/community/defining-a-power-platform-environment-strategy |
85b1c1f4a5c4-2 | Define and implement your DLP policies for your environments
When establishing a DLP strategy, you may need multiple environments for the same department
When establishing your Power Platform environment strategy, based upon your licensing, you may find that you need to provision environments without a Dataverse (p... | https://learn.microsoft.com/en-us/microsoft-365/community/defining-a-power-platform-environment-strategy |
83e5b750fc3b-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
To use a product efficiently, it's important to understand a minimum about it. What it does, what can you do with it, what are the limitations, etc.
Microsoft Team... | https://learn.microsoft.com/en-us/microsoft-365/community/should-i-store-my-files-in-teams-or-sharepoint-an-understanding-of-behind-the-scenes |
83e5b750fc3b-1 | But where are my files exactly?
The exact location depends on which Team channel you share(d) them in. By default, there's a General channel (which can't be deleted), and the files shared in this channel will be stored in the SharePoint site, in the Documents library, within the General folder. If you create a ... | https://learn.microsoft.com/en-us/microsoft-365/community/should-i-store-my-files-in-teams-or-sharepoint-an-understanding-of-behind-the-scenes |
83e5b750fc3b-2 | Another way from Microsoft Teams would be to open the associated site directly.
If you are in the Posts tab of a channel, click on the ellipses (...) on the top right corner under your profile picture, and select Open in SharePoint . You'll then be redirected to the folder containing your files/documents.
In case ... | https://learn.microsoft.com/en-us/microsoft-365/community/should-i-store-my-files-in-teams-or-sharepoint-an-understanding-of-behind-the-scenes |
d119661af722-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Introduction
This article refers to design considerations of scaling your solutions, for example, in this scenario - you have built your solution and tested on a s... | https://learn.microsoft.com/en-us/microsoft-365/community/designing-solution-for-scale |
d119661af722-1 | Centralisation
Centralisation refers to a single point in which assets and solution is referred to.
For example, if you have a JavaScript based solution, consider locating the files into one place, not near the instance but somewhere within you farm or tenant that is readable to all. Changes to the central point re... | https://learn.microsoft.com/en-us/microsoft-365/community/designing-solution-for-scale |
d119661af722-2 | There is a separate article coming soon for naming conventions.
Columns and Content Types
What level do you define columns and content types e.g. list, web, site, enterprise. The goal should be to keep things simple and use inheritance where possible. Although, modern SharePoint makes it very easy to break from thi... | https://learn.microsoft.com/en-us/microsoft-365/community/designing-solution-for-scale |
d119661af722-3 | Development isolation from live data. In development, certain aspects maybe required elevated permissions to setup or create the solution. You may outsource the development to a 3rd party in which you want to limit the access to the data in the tenant. I always recommend a developer tenant where possible, they can be o... | https://learn.microsoft.com/en-us/microsoft-365/community/designing-solution-for-scale |
d119661af722-4 | Not all requirements are correctly articulated by the business or interpreted by the implementer which introduces change to the scope or what features are deployed, especially after the first deployment.
Introduce test environments and UAT to validate the requirements have been met.
Measure the time it takes to dep... | https://learn.microsoft.com/en-us/microsoft-365/community/designing-solution-for-scale |
d119661af722-5 | Further Reading
Many related articles are in the works to go into each section in more detail. Watch here for updates.
Principal author : Paul Bullock | https://learn.microsoft.com/en-us/microsoft-365/community/designing-solution-for-scale |
64ba33a59324-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Metadata adoption is tough. With the introduction of Machine Learning into the SharePoint ecosystem, Administrators and System Architects are asking if it can be le... | https://learn.microsoft.com/en-us/microsoft-365/community/machine-learning-and-managed-metadata |
64ba33a59324-1 | Our Managed Metadata Schema allows us to describe how these entities are connected, and to define their properties. It is a map of the business that gets applied to information, so people know the context of what they’re looking at.
Machine Learning / AI
A metadata schema is a foundation for Machine Learning/AI. W... | https://learn.microsoft.com/en-us/microsoft-365/community/machine-learning-and-managed-metadata |
64ba33a59324-2 | Example:
Task to determine whether an image contained a certain object
Training data would include images with and without that object (the input)
Each training image would have a label (the output) designating whether it contained the object.
Classification algorithms identify which set of categories... | https://learn.microsoft.com/en-us/microsoft-365/community/machine-learning-and-managed-metadata |
64ba33a59324-3 | Specialized algorithms are mostly experimental today and have not found standard interpretation.
One such algorithm is Meta learning , where the main goal is to use metadata to improve the performance of existing algorithms or to invent the learning algorithm itself.
Summary
People need managed metadata... | https://learn.microsoft.com/en-us/microsoft-365/community/machine-learning-and-managed-metadata |
5a2274cb426c-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
I think we all agree automating as much retention as possible is a good thing. The less we have to rely on information workers to manually apply a retention label, t... | https://learn.microsoft.com/en-us/microsoft-365/community/auto-apply-retention-labels-in-office-365-using-content-types-and-metadata |
5a2274cb426c-1 | apply label to cloud attachments shared in Exchange and Teams (new)
This post describes the second option above to demonstrate the auto-apply behavior across several column data types and content types in SharePoint. Due to the fact that the retention label isn't applied immediately (controlled by a back-end proces... | https://learn.microsoft.com/en-us/microsoft-365/community/auto-apply-retention-labels-in-office-365-using-content-types-and-metadata |
5a2274cb426c-2 | Apply a Retention Label based on a Choice Metadata column
A choice metadata column, ContractType , has been added to a library. I want to use one of the choice values to set a retention label. The auto-generated managed property from the search schema cannot be used in the auto-apply condition. You must manually map... | https://learn.microsoft.com/en-us/microsoft-365/community/auto-apply-retention-labels-in-office-365-using-content-types-and-metadata |
5a2274cb426c-3 | Apply a Retention Label on a Date column <= Today
Can you include date logic in the condition? Yes. I have added an optional date column, DateExpired , to a library and want to apply the retention label once a date has been entered and is today or in the past. To filter on a date column, you must map it's crawled pr... | https://learn.microsoft.com/en-us/microsoft-365/community/auto-apply-retention-labels-in-office-365-using-content-types-and-metadata |
5a2274cb426c-4 | The columns filled in when the label is auto-applied are: Retention label, Retention label applied, and Label setting. The Label applied by is filled in with System Account .
You can manually remove an automatically-applied retention label by editing the properties (except if the label is a record label, then ... | https://learn.microsoft.com/en-us/microsoft-365/community/auto-apply-retention-labels-in-office-365-using-content-types-and-metadata |
e9e21e40a6ed-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Modern navigation in SharePoint Online can be tricky. There are many different native options provided by Microsoft. Let's take a look at what's available and discus... | https://learn.microsoft.com/en-us/microsoft-365/community/select-an-effective-navigation-strategy |
e9e21e40a6ed-1 | Top Link Bar (applies only to Team sites)
Top Link Bar Application Page
Navigate to the Top Link Bar page (/_layouts/15/topnav.aspx) in your Team Site's settings. You can add a single level of links that will appear above the site logo in the header area.
Note - In a team site connected to an Office 365 group yo... | https://learn.microsoft.com/en-us/microsoft-365/community/select-an-effective-navigation-strategy |
406c6d0368e5-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Privacy settings
As you may already know, when creating a Microsoft Teams , you can choose the privacy settings to be:
Private
Public
Org-wide
Private... | https://learn.microsoft.com/en-us/microsoft-365/community/changing-microsoft-teams-from-private-to-public-what-to-expect-in-sharepoint |
406c6d0368e5-1 | If the user clicks on the "Conversations" tab in SharePoint, she/he is also part of the Office 365 group fun.
As for Teams, when the user opens the desktop app or browser version, clicks on Join or create a Team on the bottom left corner, the public team is showing up, and the user can join.
Changing the privac... | https://learn.microsoft.com/en-us/microsoft-365/community/changing-microsoft-teams-from-private-to-public-what-to-expect-in-sharepoint |
fae1f5561f5c-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
We have two (2) types of columns in SharePoint:
List columns
Site columns
One is created at the list/library level ( list columns ), and the other one at t... | https://learn.microsoft.com/en-us/microsoft-365/community/list-column-or-site-column-which-one-to-choose |
fae1f5561f5c-1 | If you create a site column at the subsite level, this column will only be available for the subsite itself, and every other subsite(s) underneath. But not above.
Site columns are "shared" between sites, but only hierarchically.
So which one should you choose?
If you're sure that the column will only need to be u... | https://learn.microsoft.com/en-us/microsoft-365/community/list-column-or-site-column-which-one-to-choose |
8d79d090fd54-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Choosing between a team site and a communication site should start with your intent and desired business outcomes. Though there are nuances to explore, at the mo... | https://learn.microsoft.com/en-us/microsoft-365/community/team-site-or-communication-site |
8d79d090fd54-1 | Create a team site for each discrete group of people or unit of work .
If you are a long-time user of SharePoint, you might be thinking that "team site equals sub-site." Resist the temptation to create team sites as sub-sites! Many governance decisions (for example, the ability to share content outside the organizati... | https://learn.microsoft.com/en-us/microsoft-365/community/team-site-or-communication-site |
8d79d090fd54-2 | Each member has the same permissions.
While your team site will have one or more Owners, typically every Member of the team has the same privileges in the site.
The SharePoint start page brings your team sites together
Don't panic about how your users will possibly keep track of all of these team sites – because ... | https://learn.microsoft.com/en-us/microsoft-365/community/team-site-or-communication-site |
8d79d090fd54-3 | Create a communication site to showcase, share, or tell a story.
Here's a way to think about the difference between a team site and a communication site. A team site is where the sausage is made – it's behind the counter and typically private. A communication site is where the sausage is sold – where it's visible to ... | https://learn.microsoft.com/en-us/microsoft-365/community/team-site-or-communication-site |
8d79d090fd54-4 | When they are ready to share , the HR team moves the document to or writes the story in a communication site that is open to the entire organization. They use a communication site to share "team to organization" or "organization to employees" information. While in some cases they may solicit feedback on the informat... | https://learn.microsoft.com/en-us/microsoft-365/community/team-site-or-communication-site |
8d79d090fd54-5 | NOTHING but a SharePoint communication site!
Principal author : Susan Hanley, MVP | https://learn.microsoft.com/en-us/microsoft-365/community/team-site-or-communication-site |
58a83d998e15-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Org-wide communication supports employees’ understanding of the organization, sharing timely updates, creating the company culture, driving employee engagement, send... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-1 | Each department can share updates through SharePoint news on their own site. The intranet homepage can have a web part showing all news rolled up from all sites, increasing the visibility of these essential departmental updates and removing Corporate Communications or IT as the roadblock to post on the intranet homepag... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-2 | SharePoint News: Organization News
SharePoint news can support situations where authors must be restricted. The news web part allows the selection of one site, multiple sites, or all sites associated with a hub, so you may choose only the sites where there is governance over the communications. Additionally, you may ... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-3 | Small to Mid-Sized Companies
At a smaller company, you likely know every person that works there, and you understand their role in the organization. With fewer people, there is typically a lower volume of communication to keep up with. Your organization may not need a list of different communication channels to ensur... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-4 | Notification settings in Teams are available for the app, but not each Team. Be aware that these notifications are most useful when signifying to an employee there are action items to be completed in another Team related to getting work done. An overload of notifications in Teams will recreate the signal to noise rati... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-5 | Yammer, email, Teams, and SharePoint news (with audience targeting ) all support the ability to create different sets of people to target your communications better. Yammer, as an enterprise social network, is a natural place to connect with people outside your day-to-day teammates. Email can be targeted to one person... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-6 | Persistence of Message
Each communication channel has a different lifespan for messages. Yammer threads last relatively long while Teams chat is meant for quick conversations to keep collaboration moving forward. Emails are only accessible to current employees, while SharePoint news supports new employees accessing p... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-7 | Org-wide emails for a company update support urgent and timely messaging as most employees are in their inboxes all day. Emails are a good way to share one-way information where reactions, comments, or further discussion does not need to be captured. Email can also be a second way to share a SharePoint news post. This ... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
58a83d998e15-8 | Email appears in Outlook and the Outlook web application only. Individual emails can be sent to the Microsoft 365 Group that is connected to a Team. There are also email addresses for each channel within a Team. Individual emails may also be sent to Yammer communities, which also have a Microsoft 365 Group email addr... | https://learn.microsoft.com/en-us/microsoft-365/community/how-to-share-org-wide-communications-in-microsoft-365 |
c2d29a34b7e8-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Since the advent of email, the most common way most organizations have shared news and updates to the entire organization at once has been through emails to a org-wi... | https://learn.microsoft.com/en-us/microsoft-365/community/evolution-of-company-wide-email-communication-to-sharepoint-news |
c2d29a34b7e8-1 | SharePoint News to Enrich Your Communication
SharePoint news, available in SharePoint Online and SharePoint Server 2019, enables you to communicate company updates, announcements, personnel news, and more in rich layouts with graphics, links, and embedded content. The canvas allows for much richer communication than ... | https://learn.microsoft.com/en-us/microsoft-365/community/evolution-of-company-wide-email-communication-to-sharepoint-news |
c2d29a34b7e8-2 | You can enable audience targeting on the news web part to target your messages to the right people. Everyone in a global company may not need to hear about a benefits update in Mexico, so you can target that news to just the employees in that country. Expanding the places your communication appears while better targeti... | https://learn.microsoft.com/en-us/microsoft-365/community/evolution-of-company-wide-email-communication-to-sharepoint-news |
c2d29a34b7e8-3 | In organizations where news is heavily vetted before sharing across the company, you may want to create communication guidelines and style guides to ensure the messaging is consistent across departments. It is a shift for the teams managing news to coach-and-enable instead of gather-and-curate.
Organizational News
... | https://learn.microsoft.com/en-us/microsoft-365/community/evolution-of-company-wide-email-communication-to-sharepoint-news |
c2d29a34b7e8-4 | Your newsletter process now supports sharing news as it happens and following up with the most important updates via email to ensure key messages were not missed. Delivering this news digest to email inboxes also captures some your colleagues who may be transitioning to this new process for sharing company updates.
... | https://learn.microsoft.com/en-us/microsoft-365/community/evolution-of-company-wide-email-communication-to-sharepoint-news |
934dbf5099e8-0 | Note
This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft 365 documentation .
Great search should be at the heart of all corporate information systems and digital workspaces. The reason is simple, in this information age we all need far more i... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
934dbf5099e8-1 | Clarify things: they know something exists, but don't know how to adequately describe it.
Find expertise: they need to find someone who can offer advice or skills or can do something for them.
Simplify things: sometimes its quicker to use search to filter large amounts of 'stuff' than to browse. Sometimes pre-defin... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
934dbf5099e8-2 | History of Search
Search, as a concept, has been around for as long as people have been storing knowledge in the form of written words. The Pinakes may well have been the 1st library index, based on the contents of the library of Alexandria around 300 BCE. With around half a million papyrus scrolls stored in the li... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
934dbf5099e8-3 | As SharePoint gained popularity so did the amount of content stored in the system. As the amount of content grew, a more sophisticated search engine was needed. In 2008, Microsoft acquired FAST, a true enterprise search product When they integrated the technology into SharePoint 2013, organizations were provided with p... | https://learn.microsoft.com/en-us/microsoft-365/community/principles-of-search |
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