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Source: http://sharepointmaven.com/blog-sharepoint-best-practices/feed/

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<title>SharePoint best practices, tips and tricks | SharePoint Maven</title>
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<title>4 ways to create workflows in SharePoint Online Out of the Box</title>
<link>https://sharepointmaven.com/4-ways-to-create-workflows-in-sharepoint-online-out-of-the-box/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Tue, 30 Apr 2024 05:00:07 +0000</pubDate>
<category><![CDATA[Power Automate]]></category>
<category><![CDATA[Workflow]]></category>
<category><![CDATA[Out of the Box]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=14658</guid>
<description><![CDATA[If you are following my blogs, you know that I am a huge fan of an out-of-the-box approach. Why pay someone to develop a custom application when you can quickly…
The post <a href="https://sharepointmaven.com/4-ways-to-create-workflows-in-sharepoint-online-out-of-the-box/">4 ways to create workflows in SharePoint Online Out of the Box</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[If you are following my blogs, you know that I am a huge fan of an <a href="https://sharepointmaven.com/why-i-use-only-sharepoint-out-of-the-box-functionality/">out-of-the-box approach</a>. Why pay someone to develop a custom application when you can quickly achieve the capability with just a few clicks? There are lots of out-of-the-box features that exist in SharePoint already that simplify everyday work. However, one important aspect of productivity is process automation. If you have used older versions of SharePoint, you might recall that we have a few workflows built in. With Modern SharePoint, those workflows were removed. But luckily, we now have a set of new modern workflows available in SharePoint that rely on Power Automate. The beauty of those workflows is that you do not need to be familiar with Power Automate at all; just a quick setup/wizard to complete, and off you go. So, in this post, I would like to summarize 4 workflows that are available to the users out of the box in SharePoint Online. Here we go.
<h2>Workflow # 1: Document Approval/Sign-Off</h2>
The first workflow available is probably the most common one; it is for document approval. If you have a document that needs to be looked at/approved by someone and would like a great user experience and a formal record, you can easily start a document approval workflow. I documented how it works in <a href="https://sharepointmaven.com/how-to-request-document-approval-in-sharepoint-using-power-automate/">this article</a>.
<img fetchpriority="high" decoding="async" class="aligncenter wp-image-11119 size-full" src="https://sharepointmaven.com/wp-content/uploads/2021/11/requestdocumentapprovalsharepoint1.jpg" alt="workflows in SharePoint Online" width="815" height="379" srcset="https://sharepointmaven.com/wp-content/uploads/2021/11/requestdocumentapprovalsharepoint1.jpg 815w, https://sharepointmaven.com/wp-content/uploads/2021/11/requestdocumentapprovalsharepoint1-634x295.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2021/11/requestdocumentapprovalsharepoint1-768x357.jpg 768w" sizes="(max-width: 815px) 100vw, 815px" />
<h2>Workflow # 2: Page Approval</h2>
This next workflow is probably applicable more to the <a href="https://sharepointmaven.com/5-things-every-site-owner-must-configure-on-their-sharepoint-sites/">site owners</a>. Say you are the Site Owner and created a Site with the number of pages. You would like your team members to be able to edit the look and feel of those pages, but before the changes are made available to everyone, you would like to review and approve/reject those changes. In this case, you will need to build a Page Approval workflow. I documented the instructions in <a href="https://sharepointmaven.com/how-to-create-an-approval-workflow-for-sharepoint-pages-using-power-automate/">this post</a>.
<img decoding="async" class="aligncenter wp-image-9442 size-full" src="https://sharepointmaven.com/wp-content/uploads/2020/08/createapprovalworkflowsharepointpages3.png" alt="workflows in SharePoint Online" width="835" height="370" srcset="https://sharepointmaven.com/wp-content/uploads/2020/08/createapprovalworkflowsharepointpages3.png 835w, https://sharepointmaven.com/wp-content/uploads/2020/08/createapprovalworkflowsharepointpages3-634x281.png 634w, https://sharepointmaven.com/wp-content/uploads/2020/08/createapprovalworkflowsharepointpages3-768x340.png 768w" sizes="(max-width: 835px) 100vw, 835px" />
<h2>Workflow # 3: Reminder workflow</h2>
This is another workflow that truly increases productivity. If you have a document library or a list and one of the columns in that list is a custom date column, you can create a reminder workflow for yourself to be reminded about that date. All you need to do is type in the number of days to be reminded in advance. <a href="https://sharepointmaven.com/how-to-create-a-reminder-workflow-in-sharepoint-online/">Here are instructions</a> on how to create that workflow.
<img decoding="async" class="aligncenter wp-image-14698 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/09/reminderworkflowsharepointonline2.jpg" alt="workflows in SharePoint Online" width="673" height="401" srcset="https://sharepointmaven.com/wp-content/uploads/2023/09/reminderworkflowsharepointonline2.jpg 673w, https://sharepointmaven.com/wp-content/uploads/2023/09/reminderworkflowsharepointonline2-634x378.jpg 634w" sizes="(max-width: 673px) 100vw, 673px" />
<h2>Workflow # 4: Hub Site Association workflow</h2>
This last workflow that is available out of the box is only applicable if you are a Hub Site Owner. By default, anyone can join your hub site. However, if you want to incorporate an approval process and before users connect to your hub, either approve or reject those requests, you can build a Hub Approval workflow. <a href="https://sharepointmaven.com/how-to-create-an-approval-workflow-to-join-the-hub-using-power-automate/">Here are instructions</a> for this.
<img loading="lazy" decoding="async" class="aligncenter wp-image-10213 size-full" src="https://sharepointmaven.com/wp-content/uploads/2021/05/createapprovalworkflowjoinhub6.png" alt="workflows in SharePoint Online" width="293" height="473" />
The post <a href="https://sharepointmaven.com/4-ways-to-create-workflows-in-sharepoint-online-out-of-the-box/">4 ways to create workflows in SharePoint Online Out of the Box</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>How to create Hub Sites in SharePoint</title>
<link>https://sharepointmaven.com/how-to-create-hub-sites-in-sharepoint/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Mon, 29 Apr 2024 05:00:08 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[Hub Sites]]></category>
<category><![CDATA[Site Hierarchy]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=16277</guid>
<description><![CDATA[It is hard to believe, but Hub Sites in SharePoint have been around since 2018 now. Hub Sites allow organizations to create meaningful site structures based on the company hierarchy…
The post <a href="https://sharepointmaven.com/how-to-create-hub-sites-in-sharepoint/">How to create Hub Sites in SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[It is hard to believe, but Hub Sites in SharePoint have been around since 2018 now. Hub Sites allow organizations to create meaningful site structures based on the company hierarchy so that users can easily access and navigate around the SharePoint sites. I published a step-by-step article back then on creating hub sites in SharePoint. However, just like with most features in SharePoint, Hub Sites improved in terms of additional functionalities. As such, I decided to write a new article to capture the latest features and nuances. Enjoy!
<h2>What is a Hub Site?</h2>
If you are new to the whole idea of Hub Sites, first, I would like to explain what the Hub Site is all about. As you create SharePoint sites in your Microsoft 365 tenant, they each have their own look & feel, design, URL, navigation, security, and content. However, sometimes you might want to navigate from one site to another easily, which is impossible without a few clicks. While you can create navigation links from one site to another, you have to do the same on the other site as well. With tens and possibly hundreds of sites your organization might have, this simply becomes impractical to maintain.
Luckily, we now have this Hub Site functionality. In simple terms, a Hub Site ties all these separate sites together via a common navigation. The idea behind the Hub Site is that you maintain the hub navigation on one site (parent site), and all the sites connected to the hub inherit that navigation (associated sites).
<img loading="lazy" decoding="async" class="aligncenter wp-image-16279 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint1.jpg" alt="Example of the Hub Site Navigation in SharePoint" width="703" height="231" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint1.jpg 703w, https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint1-634x208.jpg 634w" sizes="(max-width: 703px) 100vw, 703px" />
Example of the Hub Site Navigation in SharePoint
<h2>Use Cases for Hub Sites</h2>
There are plenty of use cases for Hub Sites. Essentially, whenever you want to create common navigation among multiple sites, you must create a Hub Site. Specifically, I would like to highlight the following use cases:
<ul>
<li>Intranet Hub Site (Intranet Hub Sites with links to various department sites within an Intranet)</li>
<li>Department Hub Site (A hub for a given department to link all the various department sites)</li>
<li>Project Hub Site (A hub for PMO with links to all the different project sites)</li>
</ul>
<h2>Hub Site Limits</h2>
As of the writing of this post, <a href="https://learn.microsoft.com/en-us/office365/servicedescriptions/sharepoint-online-service-description/sharepoint-online-limits" target="_blank" rel="noopener">according to Microsoft</a>, the following hub limits exist:
<ul>
<li>Max of 2,000 Hub Sites per tenant</li>
<li>There is no limit on the number of associated sites per single Hub</li>
</ul>
While the limit above is a technical limit within SharePoint, you might wonder what the optimal hub structure should be and how many hub sites to create. I provided that guidance in <a href="https://sharepointmaven.com/how-many-hub-sites-shall-we-have-in-sharepoint/">this article</a>.
<h2>Step 1: Register a site as a Hub</h2>
The first step in the process is to register a site as a Hub. This will be the “parent” site that will tie all the other sites together. This will ultimately be the site where you will manage hub navigation and hub theme (more on this later). Before following the instructions below, make sure that you will register a Communication site as a Hub. You do not want to choose a Team Site, since it implies restricted access. The parent Hub Site should be accessible by all the users within a Hub, and a Communication Site is always an excellent choice for this type of arrangement. To better understand the difference between a Team Site and a Communication site, <a href="https://sharepointmaven.com/office-365-group-or-communication-site/">read this article</a>.
<ol>
<li>Make sure you create a Communication Site first<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16280" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint2.jpg" alt="" width="396" height="375" /></li>
<li>Navigate to the Microsoft 365 Admin Center<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16290" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint12.jpg" alt="" width="477" height="279" /></li>
<li>Under Admin centers, select SharePoint Admin Center<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16291" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint13.jpg" alt="" width="247" height="317" /></li>
<li>Once in the SharePoint Admin Center, click on Active Sites (under Sites)<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16292" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint14.jpg" alt="" width="275" height="264" /></li>
<li>Next, check the box next to the site you want to be the Hub Site (Parent), then Hub drop-down > Register as hub site<img loading="lazy" decoding="async" class="aligncenter wp-image-16293 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint15.jpg" alt="create Hub Sites in SharePoint" width="591" height="259" /></li>
<li>On the next screen, give the Hub a name (you can change it later). Click Save.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16294" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint16.jpg" alt="" width="357" height="367" /></li>
</ol>
<h2>Step 2: Associate other sites to a Hub</h2>
The next step in the process is to associate a site (or multiple sites) with a Hub. This can be done from 2 places:
<ul>
<li>SharePoint Admin Center</li>
<li>SharePoint Site itself</li>
</ul>
It is important to note that a given site can only be associated with 1 hub at a time!
<h3>Associate a site to the Hub from the SharePoint Admin Center</h3>
To associate sites with a Hub from the Admin Center, do the following:
<ol>
<li>Check the box next to a site (you can select multiple sites, too), then Hub drop-down > Associate with a hub<img loading="lazy" decoding="async" class="aligncenter wp-image-16295 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint17.jpg" alt="create Hub Sites in SharePoint" width="500" height="187" /></li>
<li>Choose the Hub you want to connect to and click Save.</li>
</ol>
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16296" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint18.jpg" alt="" width="281" height="305" />
<h3>Associate a site to the Hub from a site itself</h3>
By default, any Site Owner can also connect to any hub within your environment. We can prevent this, I will explain how later in this article. But here are the steps for the Site Owner to connect their site to the Hub:
<ol>
<li>From a SharePoint Site, click Gear Icon > Site Information<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16297" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint19.jpg" alt="" width="315" height="374" /></li>
<li>Choose the Hub you would like to connect to and click Save.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16298" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint20.jpg" alt="" width="322" height="594" /></li>
</ol>
<h2>Step 3: Build Hub Navigation</h2>
The next step is to build out the Hub navigation. This is not something that happens automatically once the site is associated to the Hub. Hub Navigation can only be managed by the Hub Site Owner.
<ol>
<li>Navigate to the main Hub Site</li>
<li>Within the Hub Navigation, click Add link<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16299" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint21.jpg" alt="" width="317" height="161" /></li>
<li>Paste the link to one of the associated sites, give it a name (label), click OK, and Save.<img loading="lazy" decoding="async" class="aligncenter wp-image-16300 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint22.jpg" alt="create Hub Sites in SharePoint" width="581" height="421" /></li>
<li>If you have way too many links, you can also create Labels with sublinks to organize them better.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16301" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint23.jpg" alt="" width="346" height="305" /></li>
</ol>
<h2>What happens when you create a Hub</h2>
It is important to note that when you create a Hub Site in SharePoint, it is not just the common navigation that the sites get. There are a few other important benefits.
<h3>Navigation Inheritance</h3>
Whatever navigation you create at the Hub Site (parent) level propagates all the way down to the associated sites. This is essentially why we have Hub Sites in the first place.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16281 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint3.jpg" alt="Example of Hub Navigation inherited from the Parent Hub Site" width="709" height="133" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint3.jpg 709w, https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint3-634x119.jpg 634w" sizes="(max-width: 709px) 100vw, 709px" />
Example of Hub Navigation inherited from the Parent Hub Site
<h3>Theme and Header inheritance</h3>
Another essential element that propagates from the Hub Site to associated sites is a <a href="https://sharepointmaven.com/how-to-configure-and-apply-a-custom-theme-in-sharepoint-online/">theme</a> and header background color. This is a super important feature when you build, say, an Intranet Portal and want to ensure consistency in terms of branding, look, and feel.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16282 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint4.jpg" alt="Example of an error message when user tries to change a theme on an associated site" width="315" height="144" />
Example of an error message when user tries to change a theme on an associated site
It is important to note that the site logo does not propagate. Just the Theme and Header color.
<h3>Hub Search Scope</h3>
Another thing that occurs is that an associated site becomes part of the Hub Search Scope. In other words, if you want to search the entire hub and all associated sites, you will see Search across sites, and that search box will search all sites that are connected to the hub. Of course, just like with anything in SharePoint, search results would be based on permissions to the associated sites.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16283 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint5.jpg" alt="Example of the Search Box from the Parent Hub Site" width="724" height="89" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint5.jpg 724w, https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint5-634x78.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint5-720x89.jpg 720w" sizes="(max-width: 724px) 100vw, 724px" />
Example of the Search Box from the Parent Hub Site
<h2>What DOES NOT happen when you create a Hub</h2>
It is equally important to note that some things users expect to be inherited or occur when you create a Hub do not actually happen. Specifically:
<h3>No impact on security & permissions</h3>
Contrary to popular belief, nothing happens to its permissions when you connect a site to a Hub. If you, say, connected a private/restricted Team Site to a Hub, Hub visitors will not get access to that restricted site. They will get an access denied message. There is a way to allow Hub Visitors to access the associated site, but this requires consent from both the Hub Owner and the Restricted Site Owner. More on this will be discussed at the bottom of this article.
<h3>No Site Logo inheritance</h3>
As mentioned above, there is no logo inheritance. You would need to <a href="https://sharepointmaven.com/how-to-change-a-logo-on-a-sharepoint-site/">manually change the logo</a> on each site within a Hub.
<h3>No automatic navigation</h3>
As we already found out, the associated site does not magically get added to the Hub navigation. You have to add it manually. We covered this in Step 3 above.
<h2>Hub Data Aggregation/Roll-Up</h2>
There are other important benefits to creating Hubs. And they have to do with data aggregation and roll up. <a href="https://sharepointmaven.com/3-ways-to-aggregate-content-in-sharepoint-using-out-of-the-box-web-parts/">Certain Web parts</a> allow you to aggregate content from associated sites within a Hub.
<h3>Roll up News in the Hub</h3>
If you utilize the <a href="https://sharepointmaven.com/5-reasons-to-like-sharepoint-online-news-web-part/">News Web Part</a> within the Hub Site and associated sites, you can roll up news and announcements from those sites and display them on the main Hub Site. This could be an invaluable mechanism for letting various Department Owners post news to their respective sites and then aggregate them all on an Intranet Homepage (Hub site).
<img loading="lazy" decoding="async" class="aligncenter wp-image-16284 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint6.jpg" alt="Example of an extra source (All sites in the hub) option appearing within the News Web Part on Hub Sites" width="315" height="333" />
Example of an extra source (All sites in the hub) option appearing within the News Web Part on Hub Sites
<h3>Roll up Events in the Hub</h3>
Likewise, we can roll up calendars from associated sites using the <a href="https://sharepointmaven.com/how-to-set-audience-targeting-on-the-events-web-part/">Events Web Part</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16285 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint7.jpg" alt="Example of an extra source (All sites in the hub) option appearing within the Events Web Part on Hub Sites" width="316" height="406" />
Example of an extra source (All sites in the hub) option appearing within the Events Web Part on Hub Sites
<h3>Roll up documents in the Hub (HCWP)</h3>
If you have ever used an <a href="https://sharepointmaven.com/how-to-roll-up-content-from-sharepoint-sites-using-highlighted-content-web-part/">HCWP web part</a>, you can use it to roll up documents and other content from various sites. In the context of the Hub Sites, you can choose all sites within a Hub as a source.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16286 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint8.jpg" alt="Example of an extra source (All sites in the hub) option appearing within the HCWP Web Part on Hub Sites" width="320" height="454" />
Example of an extra source (All sites in the hub) option appearing within the HCWP Web Part on Hub Sites
<h2>Display all sites within a Hub (Sites Web Part)</h2>
This last trick is not so much a roll–up as another “hidden” benefit of Hub sites. If you add the Sites Web part to a Hub Site, it can automatically display all the sites that are part of the Hub!
<img loading="lazy" decoding="async" class="aligncenter wp-image-16287 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint9.jpg" alt="Sites Web part in SharePoint" width="458" height="344" />
Sites Web part in SharePoint
<img loading="lazy" decoding="async" class="aligncenter wp-image-16288 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint10.jpg" alt="Example of an extra source (All sites in the hub) option appearing within the Sites Web Part on Hub Sites" width="319" height="391" />
Example of an extra source (All sites in the hub) option appearing within the Sites Web Part on Hub Sites
<img loading="lazy" decoding="async" class="aligncenter wp-image-16289 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint11.jpg" alt="Display of all Sites within the Hub using the Sites Web part in SharePoint" width="996" height="426" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint11.jpg 996w, https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint11-634x271.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint11-768x328.jpg 768w" sizes="(max-width: 996px) 100vw, 996px" />
Display of all Sites within the Hub using the Sites Web part in SharePoint
<h2>Optional Steps after Hub Site Creation</h2>
I decided to outline in this section optional steps that you might opt to implement based on your unique business requirements.
<h3>Add Hub Logo</h3>
Just like we can add a <a href="https://sharepointmaven.com/how-to-change-a-logo-on-a-sharepoint-site/">Site Logo</a>, we can add a Hub Logo. It will appear to the left of the Hub Navigation. And it does serve its purpose. No matter where you are within a Hub (any site), clicking on the Hub Logo will take you to the Hub Site (parent site).
<ol>
<li>Click Gear Icon > Hub site settings<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16302" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint24.jpg" alt="" width="312" height="285" /></li>
<li>Click Upload and choose the logo (make sure it is small and square)<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16303" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint25.jpg" alt="" width="327" height="535" /></li>
<li>Click Save<img loading="lazy" decoding="async" class="aligncenter wp-image-16304 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint26.jpg" alt="create Hub Sites in SharePoint" width="327" height="531" /></li>
<li>This is how Hub Site Logo will appear on the site.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16305" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint27.jpg" alt="" width="382" height="154" /></li>
</ol>
<h3>Set up Audience Targeting</h3>
The next thing you can do is set up Audience Targeting. This is handy if you connect restricted/private sites to the hub and do not want them to be displayed in the navigation for users who do not have access. By default, the labels and links you add to Hub Navigation will be visible to all the visitors. However, based on permissions, you can target them to specific audiences (groups). This feature will allow you to personalize the navigation menu based on who is logged in. I explain how to set up navigation Audience Targeting in <a href="https://sharepointmaven.com/how-to-set-security-on-links-in-the-hub-navigation-using-audience-targeting/">this article</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16306" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint28.jpg" alt="" width="218" height="276" />
<h3>Sync Hub Permissions</h3>
To be honest, this next step is not something I endorse. As mentioned earlier, when you connect a site to the hub, it does nothing to its permissions. However, if you want to quickly allow Hub Site Visitors to get read-only access to the associated sites, you can do so with the Sync Hub Permissions feature. I blogged about it <a href="https://sharepointmaven.com/how-to-sync-hub-permissions-to-the-associated-sites/">previously</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16308" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint31.jpg" alt="" width="325" height="240" />
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16309" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint32.jpg" alt="" width="323" height="414" />
It is important to note that even if you enable it, each site owner must manually sync their site’s permissions and enable the feature. This way, if you are a Site Owner of a private/restricted site, you still control/access your site, not the Hub Site Owner!
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16310" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint33.jpg" alt="" width="318" height="353" />
<h3>Set up who can connect/associate sites to the Hub</h3>
The next setting that might be worthwhile to implement (especially if you are part of a large organization) is to configure who can connect (associate) sites to your Hub. By default, any site owner can associate their site with any hub! So, if you do not want any unwelcome guests in your portal, you might want to tweak those settings.
There are 2 ways to prevent users from connecting to the Hub:
<ul>
<li>By specifying users within the SharePoint Admin Center</li>
<li>By creating an approval workflow for Hub Connection requests</li>
</ul>
I documented both options <a href="https://sharepointmaven.com/2-ways-to-manage-hub-site-associations/">here</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16311 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint34.jpg" alt="Example of an approval workflow for Hub Association" width="330" height="603" />
Example of an approval workflow for Hub Association
<img loading="lazy" decoding="async" class="aligncenter wp-image-16312 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint35.jpg" alt="Example of Hub Approved Users who can associate sites to the Hub (set up in SharePoint Admin Center)" width="308" height="299" />
Example of Hub Approved Users who can associate sites to the Hub (set up in SharePoint Admin Center)
<h3>Embed a Hub within another Hub</h3>
Another thing you can do with Hubs is nest them. This might become necessary if you have several Hubs in your tenant and want to mimic the organization structure. For example, you have a Hub for a Business Unit, Region, or Department and would like to nest it inside the Corporate/Intranet Hub. I explained how to nest hubs and the important nuances/limitations <a href="https://sharepointmaven.com/how-to-add-a-hub-to-another-hub-in-sharepoint-online/">here</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-11222" src="https://sharepointmaven.com/wp-content/uploads/2021/12/addhubanotherhub7.jpg" alt="" width="553" height="416" />
<h3>Register a Hub Site as a Home Site</h3>
This step might only be necessary if your Hub happens to be an Intranet Site/portal and you would like to promote it as the leading site in your organization. You can register the <a href="https://sharepointmaven.com/what-is-sharepoint-home-site-and-how-to-create-one/">Hub Site as a Home Site</a> to do this. This will allow your site to later be included in <a href="https://sharepointmaven.com/how-to-install-and-configure-viva-connections-in-sharepoint-online/">Viva Connections</a>, <a href="https://sharepointmaven.com/what-is-sharepoint-app-bar-and-how-to-configure-it/">SharePoint App Bar</a>, etc.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16313" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint36.jpg" alt="" width="605" height="312" />
<h3>Check Hub Usage</h3>
Finally, when you register a site as a Hub, you get an aggregated Site Usage Analytics Report, accessible from the <a href="https://sharepointmaven.com/6-ways-check-sharepoint-usage-reports/">Site Usage</a>. While you can get analytics for individual sites, when you choose the Hub option, it gives you analytics for the whole Hub and its sites. It might be handy in some cases.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16314" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint37.jpg" alt="" width="713" height="784" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint37.jpg 713w, https://sharepointmaven.com/wp-content/uploads/2024/04/createhubsitesharepoint37-634x697.jpg 634w" sizes="(max-width: 713px) 100vw, 713px" />
The post <a href="https://sharepointmaven.com/how-to-create-hub-sites-in-sharepoint/">How to create Hub Sites in SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>Classic SharePoint vs. Modern SharePoint</title>
<link>https://sharepointmaven.com/classic-sharepoint-vs-modern-sharepoint/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Tue, 23 Apr 2024 05:00:59 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[Best Practices]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=14905</guid>
<description><![CDATA[This post probably should have been written years ago. But I guess never say never, and I am sure it will benefit someone out there, especially if you are migrating…
The post <a href="https://sharepointmaven.com/classic-sharepoint-vs-modern-sharepoint/">Classic SharePoint vs. Modern SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[This post probably should have been written years ago. But I guess never say never, and I am sure it will benefit someone out there, especially if you are migrating from older versions of SharePoint or have used it when you were still young and full of energy. Today, I want to explain the primary differences between Classic SharePoint and Modern SharePoint.
<h2>What is SharePoint?</h2>
If you are new to the world of SharePoint, it probably makes sense to <a href="https://sharepointmaven.com/what-is-sharepoint-and-what-is-it-used-for/">read this article first</a> that explains what SharePoint is all about, its history, and key features and capabilities
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-13338" src="https://sharepointmaven.com/wp-content/uploads/2023/01/10webpartideassharepointintranet1.jpg" alt="" width="1034" height="611" srcset="https://sharepointmaven.com/wp-content/uploads/2023/01/10webpartideassharepointintranet1.jpg 1034w, https://sharepointmaven.com/wp-content/uploads/2023/01/10webpartideassharepointintranet1-634x375.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2023/01/10webpartideassharepointintranet1-768x454.jpg 768w" sizes="(max-width: 1034px) 100vw, 1034px" />
<h2>Classic SharePoint</h2>
We started to use the word “Classic” in 2017 when Microsoft revamped SharePoint as we knew it <a href="https://sharepointmaven.com/happy-20th-birthday-sharepoint/">since 2001</a>, and it became Modern SharePoint. More on this later. But up until then, we simply called it SharePoint. It required the companies to install it and host it on their servers. Every few years, SharePoint went through major upgrades. So sometimes, if you Google old articles, you might find references to SharePoint 2007, SharePoint 2010, and SharePoint 2013 – those referred to Classic SharePoint installed on-premises.
Classic SharePoint used sub-site architecture. That meant all sites lived in a site collection, and every new site created was like a subfolder in a folder hierarchy.
<img loading="lazy" decoding="async" class="aligncenter wp-image-1349 " src="https://sharepointmaven.com/wp-content/uploads/2015/05/information_architecture3.jpg" alt="Classic SharePoint vs. Modern SharePoint" width="633" height="378" srcset="https://sharepointmaven.com/wp-content/uploads/2015/05/information_architecture3.jpg 735w, https://sharepointmaven.com/wp-content/uploads/2015/05/information_architecture3-634x379.jpg 634w" sizes="(max-width: 633px) 100vw, 633px" />
<h2>Transition to SharePoint online</h2>
Its transition to SharePoint Online prompted SharePoint’s evolution from Classic to Modern. In 2011, Microsoft bundled SharePoint with a few other apps it had at that time (Outlook, Word, Excel, PowerPoint), and they made all these tools available in the cloud via the Microsoft 365 Suite of products. That meant that companies no longer had to install anything on their servers, and all those excellent tools, including SharePoint, became available on a subscription model.
<img loading="lazy" decoding="async" class="aligncenter wp-image-14950 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/11/classicvsmodernsharepoint1.jpg" alt="Classic SharePoint vs. Modern SharePoint" width="297" height="401" />
<h2>Modern SharePoint</h2>
While the transition to the cloud occurred in 2011, SharePoint still had the same feature set and look and feel as that of on-premises. It still relied on subsite architecture. It still looked old and outdated. It also looked exactly like the on-premises version (SharePoint 2013 at that time).
That did not change until 2016 or so, when Microsoft <a href="https://www.microsoft.com/en-us/microsoft-365/blog/2016/05/04/sharepoint-the-mobile-and-intelligent-intranet/" target="_blank" rel="noopener">announced the total revamp</a> of SharePoint. What were the significant changes made? Let me summarize for you below.
<h3>Revamped/modern look and feel</h3>
The most noticeable change was SharePoint’s look and feel. The new SharePoint no longer looked like your father’s SharePoint and looked modern and comparable to other software applications that existed at that time.
<img loading="lazy" decoding="async" class="aligncenter wp-image-12840 size-full" src="https://sharepointmaven.com/wp-content/uploads/2022/10/whatissharepoint3.jpg" alt="Example of Classic SharePoint Site" width="645" height="516" srcset="https://sharepointmaven.com/wp-content/uploads/2022/10/whatissharepoint3.jpg 645w, https://sharepointmaven.com/wp-content/uploads/2022/10/whatissharepoint3-634x507.jpg 634w" sizes="(max-width: 645px) 100vw, 645px" />
Example of Classic SharePoint Site
<img loading="lazy" decoding="async" class="aligncenter wp-image-12834 size-full" src="https://sharepointmaven.com/wp-content/uploads/2022/10/teamsiteexample.jpg" alt="Example of Modern SharePoint Site" width="1437" height="757" srcset="https://sharepointmaven.com/wp-content/uploads/2022/10/teamsiteexample.jpg 1437w, https://sharepointmaven.com/wp-content/uploads/2022/10/teamsiteexample-634x334.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2022/10/teamsiteexample-1268x668.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2022/10/teamsiteexample-768x405.jpg 768w" sizes="(max-width: 1437px) 100vw, 1437px" />
Example of Modern SharePoint Site
<h3>Flat site architecture</h3>
Another major difference was that Microsoft changed how we created sites. They changed the subsite architecture to what we now call flat architecture or <a href="https://sharepointmaven.com/hub-sites-vs-subsites/">hub architecture</a>. Instead of complex subsite hierarchies, we now have modern sites that were all independent entities.
I explained the concept of flat architecture in greater detail in <a href="https://sharepointmaven.com/why-flat-sharepoint-site-architecture-makes-total-sense/">this article</a>.
<h3>Mobile access</h3>
Another big difference was that there were special mobile apps developed for SharePoint that allowed users to easily access SharePoint via the mobile device app. That was a major breakthrough, considering many users preferred to access content from the field or while being on the road.
<img loading="lazy" decoding="async" class="aligncenter wp-image-14951" src="https://sharepointmaven.com/wp-content/uploads/2023/11/classicvsmodernsharepoint2.jpg" alt="" width="304" height="659" />
<h2>Classic SharePoint today</h2>
If your organization switched over to SharePoint over the last few years, you probably would never encounter Classic SharePoint at all. That said, there are several scenarios why you might still encounter it in your tenant.
<h3>Root site</h3>
If you switched over to SharePoint/Microsoft 365 before 2019, the root SharePoint site (that is, the site created by default when you sign up for Microsoft 365 account) would still be classic. That said, there is now an easy way to replace that classic SharePoint site with a Modern communication one. I explained the steps in <a href="https://sharepointmaven.com/how-to-replace-a-classic-root-site-in-sharepoint-online-with-a-modern-site/">this article</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-8285 size-full" src="https://sharepointmaven.com/wp-content/uploads/2020/03/howtoreplaceclassicrootsitemodernsite1.png" alt="Example of Root Site in Classic Experience" width="1084" height="580" srcset="https://sharepointmaven.com/wp-content/uploads/2020/03/howtoreplaceclassicrootsitemodernsite1.png 1084w, https://sharepointmaven.com/wp-content/uploads/2020/03/howtoreplaceclassicrootsitemodernsite1-634x339.png 634w, https://sharepointmaven.com/wp-content/uploads/2020/03/howtoreplaceclassicrootsitemodernsite1-768x411.png 768w" sizes="(max-width: 1084px) 100vw, 1084px" />
Example of Root Site in Classic Experience
<h3>Migration from SharePoint On-Premises</h3>
If your organization used older versions of SharePoint (i.e., SharePoint 2013 on-premises), upon migration, you might still have a number of classic site collections and sub-sites. There is no reason to continue using them, and you should switch over (create new) modern sites and migrate the content.
<h3>User errors</h3>
Ironically, it is still possible to create sub-sites in modern SharePoint. This is not a good practice, as subsites do not connect to teams and other apps. I explained how to disable them <a href="https://sharepointmaven.com/how-to-disable-subsite-creation-in-sharepoint-online/">here</a>.
 
<img loading="lazy" decoding="async" class="aligncenter wp-image-14952 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/11/classicvsmodernsharepoint3.jpg" alt="Classic SharePoint vs. Modern SharePoint" width="477" height="388" />
The post <a href="https://sharepointmaven.com/classic-sharepoint-vs-modern-sharepoint/">Classic SharePoint vs. Modern SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>SharePoint Page Section Backgrounds</title>
<link>https://sharepointmaven.com/sharepoint-page-section-backgrounds/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Tue, 23 Apr 2024 05:00:13 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[Pages]]></category>
<category><![CDATA[Branding]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=16190</guid>
<description><![CDATA[One welcome addition to the Look and Feel of the SharePoint pages was the addition of new SharePoint Page Section Backgrounds. In this article, I explain what they are and…
The post <a href="https://sharepointmaven.com/sharepoint-page-section-backgrounds/">SharePoint Page Section Backgrounds</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[One welcome addition to the Look and Feel of the SharePoint pages was the addition of new SharePoint Page Section Backgrounds. In this article, I explain what they are and how to configure them.
<h2>How Page Section Backgrounds worked in the past</h2>
In the past, if you wanted to add some color to the Page Section, you only had 4 choices, all of which were derived from the <a href="https://sharepointmaven.com/how-to-configure-and-apply-a-custom-theme-in-sharepoint-online/">Site Theme</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16198 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/pagebackgroundsections1.jpg" alt="SharePoint Page Section Backgrounds" width="314" height="192" /> <img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16199" src="https://sharepointmaven.com/wp-content/uploads/2024/04/pagebackgroundsections2.jpg" alt="" width="312" height="196" />
<h2>New Page Section Background options</h2>
With the recent change, we now have many more choices for making a given section stand out. The new section backgrounds are standard across all pages and are not dependent on the site theme.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16219 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/pagebackgroundsections3.jpg" alt="SharePoint Page Section Backgrounds" width="319" height="397" />
<h2>Add New Page Section Backgrounds</h2>
To add the new page sections, do the following:
<ol>
<li>Edit the page</li>
<li>Edit a given Page Section<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16220" src="https://sharepointmaven.com/wp-content/uploads/2024/04/pagebackgroundsections4.jpg" alt="" width="626" height="203" /></li>
<li>Choose the desired section background. You can also change the opacity if you wish.<img loading="lazy" decoding="async" class="aligncenter wp-image-16221 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/pagebackgroundsections5.jpg" alt="SharePoint Page Section Backgrounds" width="332" height="434" /></li>
<li>Republish the Page</li>
<li>Here is an example of what it might look like<img loading="lazy" decoding="async" class="aligncenter wp-image-16222 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/pagebackgroundsections6.jpg" alt="SharePoint Page Section Backgrounds" width="252" height="168" /></li>
</ol>
Page Section Backgrounds are available in both <a href="https://sharepointmaven.com/news-post-page-vs-sharepoint-page-in-sharepoint-online/">SharePoint Pages and News Posts</a>.
The post <a href="https://sharepointmaven.com/sharepoint-page-section-backgrounds/">SharePoint Page Section Backgrounds</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>How to create a Newsletter and News Digest in SharePoint</title>
<link>https://sharepointmaven.com/how-to-create-a-newsletter-and-news-digest-in-sharepoint/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Mon, 22 Apr 2024 05:00:57 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[News]]></category>
<category><![CDATA[Best Practices]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=16226</guid>
<description><![CDATA[Ever since Microsoft modernized the pages in SharePoint years ago, we have been able to create attractive news, announcements, and newsletters and promote them within the organization. I even published…
The post <a href="https://sharepointmaven.com/how-to-create-a-newsletter-and-news-digest-in-sharepoint/">How to create a Newsletter and News Digest in SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[Ever since Microsoft modernized the pages in SharePoint years ago, we have been able to create attractive news, announcements, and newsletters and promote them within the organization. I even published an article on this back in 2020. However, some recent functionalities were added in terms of Newsletter Design and News Digest distribution, so I thought of writing a new article on the topic of Newsletters and News Digests in SharePoint. Enjoy!
<h2>Newsletter Options in SharePoint</h2>
First, it is crucial to understand the fact that with SharePoint, we can create two types of Newsletters:
<ol>
<li>Single Announcement (Newsletter)</li>
<li>Multiple Announcements (News Digest)</li>
</ol>
I will explain how to create both in this article.
<h2>Step 1: Create a Communication Site</h2>
The first step is to ensure you have a proper type of site. As explained in an <a href="https://sharepointmaven.com/4-types-of-sites-in-sharepoint-online/">earlier article</a>, there are two main types of sites:
<ul>
<li>Communication Site</li>
<li>Team Site</li>
</ul>
Make sure that you have a Communication Site. Team Sites are usually private and restricted to certain Team Members. If you aim to create company-wide news posts and email them to the majority or entire organization, a Communication Site is the way to go.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16256" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest33.jpg" alt="" width="1036" height="603" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest33.jpg 1036w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest33-634x369.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest33-768x447.jpg 768w" sizes="(max-width: 1036px) 100vw, 1036px" />
Team Site might also be viable if you only create newsletters and news digests for the Project Team.
<h2>Step 2: Setup proper permissions</h2>
The next important step is to set proper permissions for the site. For this article, I assume that we are creating company-wide newsletters. So, in our case, we want to invite the entire organization to our Communication Site as Visitors. I explained how to do this in <a href="https://sharepointmaven.com/grant-employees-access-sharepoint-site-via-everyone-except-external-users-group/">this article</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16258" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest35.jpg" alt="" width="172" height="106" />
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16257" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest34.jpg" alt="" width="317" height="399" />
<h2>Step 3: Get familiar with the News Web part</h2>
Before we proceed, I encourage you to familiarize yourself with the News Web Part. I have blogged <a href="https://sharepointmaven.com/news-post-page-vs-sharepoint-page-in-sharepoint-online/">extensively about it</a> and its capabilities in the past. Most sites created in SharePoint already have the News Web Part added to the page by default. If you do not see it, just Edit the page, find it in the list, and add it to your page.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16259" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest1.jpg" alt="" width="560" height="343" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest1.jpg 560w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest1-360x220.jpg 360w" sizes="(max-width: 560px) 100vw, 560px" />The News Web Part will allow you to add new posts and distribute them within the organization.
<h2>Step 4: News Post vs. News Link</h2>
Next, we must understand the difference between a News Post and a News Link. I explain this in great detail in the article <a href="https://sharepointmaven.com/news-post-page-vs-sharepoint-page-in-sharepoint-online/">here</a>. For this article:
<ul>
<li>News Link is for content already stored somewhere (and added via URL)</li>
<li>News Post is for announcements you curate/create on your own</li>
</ul>
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16228" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest2.jpg" alt="" width="185" height="133" />
<h2>Step 5: Get familiar with the Site Pages Library</h2>
You will also need to get familiar with the Site Pages Library. As you create new news posts and announcements, all of them are stored as Pages within the Site Pages Library. To access it, follow the following instructions:
<ol>
<li>From the SharePoint Site, click on Gear Icon > Site Contents<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16229" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest3.jpg" alt="" width="319" height="377" /></li>
<li>Scroll down, and you will see the Site Pages Library at the bottom of the screen<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16230" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest4.jpg" alt="" width="771" height="249" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest4.jpg 771w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest4-634x205.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest4-768x248.jpg 768w" sizes="(max-width: 771px) 100vw, 771px" /></li>
<li>Once you click on the Site Pages Library, you will see various pages on your site. Some are “standard” pages, and some are news posts.</li>
</ol>
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16231" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest5.jpg" alt="" width="865" height="370" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest5.jpg 865w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest5-634x271.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest5-768x329.jpg 768w" sizes="(max-width: 865px) 100vw, 865px" />
<h2>Step 6: News Post Templates</h2>
One of the recent improvements made to the News Post option was the addition of “Made for Email” templates. Here is what they are in a nutshell:
<ul>
<li>Made for Email Templates are preconfigured news post pages with pre-built layouts, images, and sample content<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16232" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest6.jpg" alt="" width="530" height="663" /></li>
<li>The “Made for Email” templates allow you to easily swap the content without building a news post from scratch</li>
<li>The “Made for Email” templates will enable you to post and email an announcement with just one click (all the steps documented below)<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16236" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest13.jpg" alt="" width="223" height="141" /></li>
<li>Unlike news posts created via the Standard blank option, they have a limited selection of Web Parts you can add to the news post (optimized for email rendering)<img loading="lazy" decoding="async" class="aligncenter wp-image-16233 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest7.jpg" alt="Newsletter and News Digest in SharePoint" width="483" height="294" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest7.jpg 483w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest7-360x220.jpg 360w" sizes="(max-width: 483px) 100vw, 483px" /></li>
</ul>
<img loading="lazy" decoding="async" class="aligncenter wp-image-16234 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest8.jpg" alt="Example of "Newsletter" Template available within Made for Email template Selection" width="803" height="796" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest8.jpg 803w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest8-634x628.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest8-768x761.jpg 768w" sizes="(max-width: 803px) 100vw, 803px" />
Example of “Newsletter” Template available within Made for Email template Selection
<img loading="lazy" decoding="async" class="aligncenter wp-image-16235 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest9.jpg" alt="Example of "Event" Template available within Made for Email template Selection" width="742" height="667" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest9.jpg 742w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest9-634x570.jpg 634w" sizes="(max-width: 742px) 100vw, 742px" />
Example of “Event” Template available within Made for Email template Selection
<h2>Step 7: Create and share a Newsletter (single announcement)</h2>
If you just want to send a single announcement, you must rely on the “Made for Email” Template. Here are the steps.
<ol>
<li>From the News Web Part, click Add > News Post<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16237" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest10.jpg" alt="" width="194" height="140" /></li>
<li>On the next screen, select the template you would like to use<img loading="lazy" decoding="async" class="aligncenter wp-image-16238 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest11.jpg" alt="Newsletter and News Digest in SharePoint" width="439" height="352" /></li>
<li>Once chosen, the template will be rendered on the right side. Click Create post.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16239" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest12.jpg" alt="" width="627" height="622" /></li>
<li>Make changes to the template, add/change images, text, etc. Do not forget to give your Post a name as well. 😊<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16243" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest17.jpg" alt="" width="620" height="340" /></li>
<li>Once ready to post and send, click the Post and Send button in the upper-right-hand corner. 
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16236" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest13.jpg" alt="" width="223" height="141" /></li>
<li>At this point, this news post is published and displayed within the News Web Part on your site. However, you can also email it as a Newsletter by filling in the details shown below. In the To: field, add the emails or distribution lists to which you want to send the newsletter.<img loading="lazy" decoding="async" class="aligncenter wp-image-16240 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest14.jpg" alt="Newsletter and News Digest in SharePoint" width="765" height="831" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest14.jpg 765w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest14-634x689.jpg 634w" sizes="(max-width: 765px) 100vw, 765px" /></li>
<li>Once you click the Send button above, you will receive a confirmation.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16241" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest15.jpg" alt="" width="316" height="131" /></li>
<li>This is what the email will look like to the recipients. The Newsletter is embedded right within the email window.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16242" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest16.jpg" alt="" width="775" height="678" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest16.jpg 775w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest16-634x555.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest16-768x672.jpg 768w" sizes="(max-width: 775px) 100vw, 775px" /></li>
<li>If you now navigate to the Site Pages Library I mentioned in Step 5, you will see the post residing there<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16251" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest25.jpg" alt="" width="839" height="187" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest25.jpg 839w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest25-634x141.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest25-768x171.jpg 768w" sizes="(max-width: 839px) 100vw, 839px" /></li>
</ol>
<h2>Step 8: Create and share a News Digest (multiple announcements)</h2>
Let me now show you how to Create and email a News Digest. By News Digest, I imply multiple news posts in a single email.
<ol>
<li>Before we can send a News Digest by email, we need to create several news posts first. The below steps will ask you to click the See all link to access News Digest functionality. You will not see that option unless you have more news posts that can be displayed within the News Web Part. Follow the instructions below to make this See All option appear.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16244" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest18.jpg" alt="" width="621" height="372" /></li>
<li>Edit the Page and Edit the News Web Part (pencil icon). On the right side, check out the Number of news posts to show option. To be able to create and email News Digest, the number of posts you have created has to exceed that number.<img loading="lazy" decoding="async" class="aligncenter wp-image-16245 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest19.jpg" alt="Newsletter and News Digest in SharePoint" width="312" height="408" /></li>
<li>For example, in my case, I only created 3 posts, and I had to reduce the number above to 2 for See all to show<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16246" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest20.jpg" alt="" width="284" height="64" /></li>
<li>Once See all link is displayed, click on it.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16244" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest18.jpg" alt="" width="621" height="372" /></li>
<li>On the next screen, click Email a news digest<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16247" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest21.jpg" alt="" width="615" height="541" /></li>
<li>On the next screen, you can check the posts you want to include in the News Digest. You can also re-arrange them (in the order they would appear in the email) by dragging them up or down. Click Next.<img loading="lazy" decoding="async" class="aligncenter wp-image-16248 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest22.jpg" alt="Newsletter and News Digest in SharePoint" width="856" height="689" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest22.jpg 856w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest22-634x510.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest22-768x618.jpg 768w" sizes="(max-width: 856px) 100vw, 856px" /></li>
<li>On the next screen, Give your News Digest a name, add To: emails, and provide a brief description. Then, click the Send news digest button.<img loading="lazy" decoding="async" class="aligncenter wp-image-16249 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest23.jpg" alt="Newsletter and News Digest in SharePoint" width="860" height="773" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest23.jpg 860w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest23-634x570.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest23-768x690.jpg 768w" sizes="(max-width: 860px) 100vw, 860px" /></li>
<li>Below is an example email that users will receive (with posts embedded inside the email window).<img loading="lazy" decoding="async" class="aligncenter wp-image-16250 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest24.jpg" alt="Newsletter and News Digest in SharePoint" width="777" height="775" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest24.jpg 777w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest24-634x632.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest24-768x766.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest24-300x300.jpg 300w" sizes="(max-width: 777px) 100vw, 777px" /></li>
<li>It is also very important to note that the News Digest you create actually creates another page within the Site Pages Library I mentioned in Step 5. This is super useful if you would like to send it again later. <img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16252" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest26.jpg" alt="" width="883" height="227" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest26.jpg 883w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest26-634x163.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest26-768x197.jpg 768w" sizes="(max-width: 883px) 100vw, 883px" /></li>
<li>Here is the News Digest page that was created. Please note that you can’t edit it and can only Send it again by email if need be.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16253" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest27.jpg" alt="" width="701" height="682" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest27.jpg 701w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest27-634x617.jpg 634w" sizes="(max-width: 701px) 100vw, 701px" /></li>
</ol>
<h2>Step 9: Create a News Post Template</h2>
You might also want to create your own News Post Template with your own layout and images. I explained this functionality in one of my earlier articles <a href="https://sharepointmaven.com/how-to-set-a-page-template-as-a-default-page-template-in-sharepoint-online/">here—check it out</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16254" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest28.jpg" alt="" width="259" height="46" /> <img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16255" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest29.jpg" alt="" width="262" height="393" />
Once the News Post Template is created, users will see the template appear by default when they create new news posts for SharePoint Newsletters or News Digests.
<h2>Step 10: Add Promoted State Column</h2>
I want to share a small bonus tip with you here. As you add pages and news posts on your site, it might get confusing which pages are standard pages and which are news posts. You can add a column called Promoted State to easily distinguish between different types of pages. Here are the instructions:
<ol>
<li>Within the Site Pages Library, click +Add Column > Show or hide columns<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16260" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest30.jpg" alt="" width="559" height="413" /></li>
<li>Click the checkbox next to Promoted State and click Apply<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16261" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest31.jpg" alt="" width="297" height="607" /></li>
<li>You will now see the Promoted State column appear in the Site Pages Library. They will have the following numbers: 0, 1, and 2. 0 = Page (PUBLISHED or UNPUBLISHED), 1 = News post or News link (UNPUBLISHED), 2 = News post or News link (PUBLISHED).<img loading="lazy" decoding="async" class="aligncenter wp-image-16262 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest32.jpg" alt="Newsletter and News Digest in SharePoint" width="787" height="442" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest32.jpg 787w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest32-634x356.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/createnewsletternewsdigest32-768x431.jpg 768w" sizes="(max-width: 787px) 100vw, 787px" /></li>
<li>So, the bottom line is that everything that is 0 is a standard page, and everything that is 1 and 2 are news posts or news links.</li>
</ol>
The post <a href="https://sharepointmaven.com/how-to-create-a-newsletter-and-news-digest-in-sharepoint/">How to create a Newsletter and News Digest in SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>How to create a Knowledge Base in SharePoint</title>
<link>https://sharepointmaven.com/how-to-create-a-knowledge-base-in-sharepoint/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Thu, 18 Apr 2024 05:00:41 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[Knowledge Base]]></category>
<category><![CDATA[Wiki]]></category>
<category><![CDATA[Best Practices]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=16204</guid>
<description><![CDATA[One of the common requests for SharePoint Intranet is the ability to create and organize some sort of Knowledge Base. There are several ways to create a Knowledge base in…
The post <a href="https://sharepointmaven.com/how-to-create-a-knowledge-base-in-sharepoint/">How to create a Knowledge Base in SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[One of the common requests for SharePoint Intranet is the ability to create and organize some sort of Knowledge Base. There are several ways to create a Knowledge base in SharePoint and I documented all the options in the past <a href="https://sharepointmaven.com/4-ways-to-build-a-knowledge-base-in-sharepoint/">here</a>. The option you might choose will depend on the type of content you have and how you want it presented. One of the most popular options for the Knowledge Base in SharePoint is via the SharePoint pages. The last time I documented the instructions for those was in 2019. However, a lot has changed since then, from the additional functionalities to the new look and feel options. So I thought of writing a brand new article on the topic. Enjoy!
<center><iframe loading="lazy" title="YouTube video player" src="https://www.youtube.com/embed/J9k-HT0cKpY?si=a60ydSdPHQTWSt32" width="560" height="315" frameborder="0" allowfullscreen="allowfullscreen"></iframe></center>
<h2>Step 1: Understand the approach of using SharePoint Pages</h2>
As mentioned above, there are several ways to create a Wiki/Knowledge Base in SharePoint. You can create a Library with documents and metadata or lists with information. This particular method relies on SharePoint pages. I find this method attractive for my clients migrating from <a href="https://www.atlassian.com/software/confluence/use-cases/wiki" target="_blank" rel="noopener">Confluence</a>, who found this option comparable to that software.
<h2>Step 2: Decide on a New vs. Existing SharePoint site</h2>
The first and probably most crucial step is to create a dedicated SharePoint site for your Wiki or Knowledge Base. You probably do not want to mix up the content of your Knowledge Base with other content you might have on an existing IT or HR site (documents, pages, lists, etc.) Besides, you might also have unique security and content owners for your Wiki/Knowledge Base anyway. So, the bottom line is we made a decision, and we have to create a new site.
<h2>Step 3: Decide on a Site Template</h2>
The next important decision to make is to choose the proper site template. We only have<a href="https://sharepointmaven.com/4-types-of-sites-in-sharepoint-online/"> three choices in SharePoint online.</a>
<ul>
<li>Team site without a Microsoft 365 Group</li>
<li>Team site with a Microsoft 365 Group</li>
<li>Communication site</li>
</ul>
In my experience, due to the nature of what we are building, we must choose between a Team site without a Microsoft 365 Group and a Communication site. While it might be a matter of personal preference, I found a Team site without a Microsoft 365 Group to be the most practical option. This is because it allows you to have left-hand side navigation, which many users are used to seeing with SharePoint and other applications where they might be migrating their Wikis from (i.e., Confluence).
So we made a decision: a Team site without a Microsoft 365 Group.
To create a Team Site without a Microsoft 365 Group, you would need someone from IT to do this for you. I documented the instructions in <a href="https://sharepointmaven.com/4-types-of-sites-in-sharepoint-online/">this article</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16206 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint1.jpg" alt="Knowledge Base in SharePoint" width="1103" height="641" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint1.jpg 1103w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint1-634x368.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint1-768x446.jpg 768w" sizes="(max-width: 1103px) 100vw, 1103px" />
<h2>Step 4: Create a page</h2>
The next step is to create a page that will later be converted into the template. You might want to choose a specific layout. For this article, I will go with a simple two-column design. This is where you can create placeholders for text and images of future articles.
<ol>
<li>From the Main site, click New > Page<img loading="lazy" decoding="async" class="aligncenter wp-image-16207 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint2.jpg" alt="Knowledge Base in SharePoint" width="423" height="373" /></li>
<li>Edit the Page as necessary and click Publish.<img loading="lazy" decoding="async" class="aligncenter wp-image-16208 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint3.jpg" alt="Knowledge Base in SharePoint" width="1442" height="731" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint3.jpg 1442w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint3-634x321.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint3-1268x643.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint3-768x389.jpg 768w" sizes="(max-width: 1442px) 100vw, 1442px" /></li>
</ol>
<h2>Step 5: Create a Page Template</h2>
Next, we need to create a page template. This will ensure that all the pages/sections of the manual or handbook will look the same. I explained how to create a page template in <a href="https://sharepointmaven.com/3-ways-to-replicate-sharepoint-pages-from-a-page-template/">this post</a>, so check it out.
<ol>
<li>On the page you created above, click Promote, then Save as page template<img loading="lazy" decoding="async" class="aligncenter wp-image-16209 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint4.jpg" alt="Knowledge Base in SharePoint" width="1030" height="384" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint4.jpg 1030w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint4-634x236.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint4-768x286.jpg 768w" sizes="(max-width: 1030px) 100vw, 1030px" /></li>
<li>Next, click the Save page template button.<img loading="lazy" decoding="async" class="aligncenter wp-image-16210 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint5.jpg" alt="Knowledge Base in SharePoint" width="1107" height="482" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint5.jpg 1107w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint5-634x276.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint5-768x334.jpg 768w" sizes="(max-width: 1107px) 100vw, 1107px" /></li>
<li>The Template has been saved on a site (inside the Site Pages Library).</li>
</ol>
<h2>Step 6: Create Knowledge base articles (pages) from the template</h2>
Now that we have built the framework, we must roll up our sleeves and create the actual Knowledge Base Articles. The process will probably be manual mostly; this is where we rely on the template we created in Step 4.
When you create a new Page (Wiki Article), make sure to choose Saved on this site tab and choose the template created. You can also make it a default. I explained <a href="https://sharepointmaven.com/how-to-set-a-page-template-as-a-default-page-template-in-sharepoint-online/">how to do this here</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16211" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint6.jpg" alt="" width="873" height="574" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint6.jpg 873w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint6-634x417.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint6-768x505.jpg 768w" sizes="(max-width: 873px) 100vw, 873px" />
<h2>Step 7: Build out the Main Knowledge Base Page</h2>
Next, you can customize the Main Knowledge Base Page by editing it and adding appropriate content and links.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16212 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint7.jpg" alt="Knowledge Base in SharePoint" width="927" height="432" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint7.jpg 927w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint7-634x295.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint7-768x358.jpg 768w" sizes="(max-width: 927px) 100vw, 927px" />
<h2>Step 8: Build the drop-down Navigation</h2>
You can also link to the pages from the left-hand navigation. This, by the way, was another reason for choosing the Team site without a Microsoft 365 group site template.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16213" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint8.jpg" alt="" width="373" height="519" />
<h2>Bonus: Optional Enhancements</h2>
Mazel Tov! We are done with the basic setup of the Knowledge Base in SharePoint. That said, when I configure <a href="https://sharepointmaven.com/sharepoint-intranet/">Intranet portals</a> for my clients, I also proceed with more advanced setup options, which I summarize below.
<h3>Create Site Pages Library Metadata</h3>
The idea of creating SharePoint pages above is that all the pages’ content/keywords will be searchable via the regular search box. However, we can also rely on good old metadata. Just like we can add metadata to a document library, we can also do the same on the Site Pages library. This will allow users to filter for specific keywords and find just the pages they need. I explained all the types of metadata columns that exist in <a href="https://sharepointmaven.com/different-types-of-columns-in-a-sharepoint-list-and-library/">this article</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-16215 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint10.jpg" alt="Knowledge Base in SharePoint" width="724" height="237" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint10.jpg 724w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint10-634x208.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint10-720x237.jpg 720w" sizes="(max-width: 724px) 100vw, 724px" />
<h3>Create Search Verticals</h3>
Another thing I like to do on the Wiki sites is create SharePoint Search Verticals. I described what they are and how to set them up <a href="https://sharepointmaven.com/how-to-configure-search-verticals-on-a-sharepoint-site/">here</a>. This is optional but improves user experience tremendously. Let me explain.
By default, when the user executes a search for keywords using the site search box, they get all the results of all content types that match the keyword. This includes files and folders, list items, and, of course, pages. However, sometimes you just want to turn up results from the content pages without the other content, like files, getting in the way. If you think about it, this makes sense. If you just want to search employee handbook pages themselves and not any supporting documents.
Out of the box, there is no search vertical that automatically filters out other content and displays page content only. So we have to create it. To do so, follow the instructions for Verticals creation in <a href="https://sharepointmaven.com/how-to-configure-search-verticals-on-a-sharepoint-site/">this article</a>. Add the following <a href="https://sharepointmaven.com/what-is-keyword-query-language-and-how-to-use-it-in-sharepoint-online/">KQL query</a> in the Query section: filetype:aspx. This will filter out all the content other than the pages (which have an aspx extension)
<img loading="lazy" decoding="async" class="aligncenter wp-image-16218 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint12.jpg" alt="Example of the KQL Query for SharePoint Page filtering" width="706" height="374" srcset="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint12.jpg 706w, https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint12-634x336.jpg 634w" sizes="(max-width: 706px) 100vw, 706px" />
Example of the KQL Query for SharePoint Page filtering
<img loading="lazy" decoding="async" class="aligncenter wp-image-16217 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint11.jpg" alt="Example of the Knowledge Base Vertical in SharePoint Search Results" width="398" height="454" />
Example of the Knowledge Base Vertical in SharePoint Search Results
<h3>Set Audience Targeting</h3>
You can also enable Audience Targeting on both Quick Links and Left-hand-side navigation. This will allow you to target content from Knowledge Base Articles to different audiences within your organizations. I explained various ways to enable audience targeting in <a href="https://sharepointmaven.com/4-places-where-you-can-enable-audience-targeting-feature-in-sharepoint/">this article</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-16214" src="https://sharepointmaven.com/wp-content/uploads/2024/04/knowledgebasesharepoint9.jpg" alt="" width="598" height="298" />
<h3>Change Site Logo</h3>
Finally, we also need to make our site pretty by uploading a logo or the image in the upper-left-hand corner. Sorry, I am a perfectionist 😊. I explained how to achieve this in <a href="https://sharepointmaven.com/how-to-change-a-logo-on-a-sharepoint-site/">this post</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-12135" src="https://sharepointmaven.com/wp-content/uploads/2022/05/changelogosharepointsite13.jpg" alt="" width="242" height="421" />
The post <a href="https://sharepointmaven.com/how-to-create-a-knowledge-base-in-sharepoint/">How to create a Knowledge Base in SharePoint</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>How to properly set a document as a Record via retention labels in SharePoint Online</title>
<link>https://sharepointmaven.com/how-to-properly-set-a-document-as-a-record-via-retention-labels-in-sharepoint-online/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Tue, 16 Apr 2024 05:00:47 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[Retention]]></category>
<category><![CDATA[Compliance]]></category>
<category><![CDATA[Purview]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=11619</guid>
<description><![CDATA[I explained the concept of retention labels and related use cases in some of my previous posts. However, sometimes you not only want to retain documents and content and prevent…
The post <a href="https://sharepointmaven.com/how-to-properly-set-a-document-as-a-record-via-retention-labels-in-sharepoint-online/">How to properly set a document as a Record via retention labels in SharePoint Online</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[I explained the concept of retention labels and related use cases in <a href="https://sharepointmaven.com/set-up-document-retention-via-retention-labels-in-sharepoint-online/">some of my previous posts</a>. However, sometimes you not only want to retain documents and content and prevent their deletion for a certain number of years, but you might also want to prevent the editing of documents altogether because those documents represent official company records. So, in this article, I would like to explain the concept of a Record Label, how to set a document as a Record via retention labels, and several important nuances.
<h2>How to set a document as a Record via retention labels in SharePoint Online</h2>
The process of applying a record retention label to a document is the same as that of a regular retention label. I documented the process in <a href="https://sharepointmaven.com/set-up-document-retention-via-retention-labels-in-sharepoint-online/">this post</a>. Essentially, it is a 3-step process:
<ol>
<li>Step 1: Create the Record label</li>
<li>Step 2: Publish the record label to the designated SharePoint site(s)</li>
<li>Step 3: Apply a record label to content (at a file, folder, or library level)</li>
</ol>
Below, please find step-by-step instructions for the above process.
<h2>Step 1: Create a Record Label in the Microsoft Purview</h2>
<ol>
<li>From the Microsoft 365 App Launcher, click Compliance<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15261" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline1.jpg" alt="" width="319" height="263" /></li>
<li>Under Solutions, click on Records management<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15262" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline2.jpg" alt="" width="276" height="531" /></li>
<li>Once in the Records management section, click on the File Plan tab, then Create a label<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15263" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline3.jpg" alt="" width="570" height="318" /></li>
<li>Give your label a name + optional description. Click Next.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15264" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline4.jpg" alt="" width="334" height="630" /></li>
<li>The next screen is optional, in case you have a formal File Plan defined. <a href="https://learn.microsoft.com/en-us/purview/file-plan-manager" target="_blank" rel="noopener">Click here</a> to learn more about File Plans. Click Next. <img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15265" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline5.jpg" alt="" width="505" height="522" /></li>
<li>On the next screen, choose the first option, as the ultimate goal is to label the content and retain it for a period of time.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15266" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline6.jpg" alt="" width="960" height="339" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline6.jpg 960w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline6-634x224.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline6-768x271.jpg 768w" sizes="(max-width: 960px) 100vw, 960px" /></li>
<li>The most important part is on the next screen – this is where you define the retention period for the label. In my case, I am setting it up to be 5 days, but realistically, you might want to keep it forever or 5-7 years. Click Next.<img loading="lazy" decoding="async" class="aligncenter wp-image-15267 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline7.jpg" alt="set a document as a Record via retention labels" width="496" height="379" /></li>
<li>On the next screen, we formally tell Purview that the label we are creating is not a regular retention label, but rather a Record label. There is also a checkbox about Unlocking the record by default; I will mention it a bit later in this article. Click Next.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15268" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline8.jpg" alt="" width="956" height="385" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline8.jpg 956w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline8-634x255.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline8-768x309.jpg 768w" sizes="(max-width: 956px) 100vw, 956px" /></li>
<li>Finally, we must let Purview know what happens after the retention period expires. In our case, I will just leave the document as-is.<img loading="lazy" decoding="async" class="aligncenter wp-image-15269 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline9.jpg" alt="set a document as a Record via retention labels" width="955" height="485" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline9.jpg 955w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline9-634x322.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline9-768x390.jpg 768w" sizes="(max-width: 955px) 100vw, 955px" /></li>
<li>On the final screen, you can review the settings you created, and if all looks good, click Create label<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15270" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline10.jpg" alt="" width="708" height="755" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline10.jpg 708w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline10-634x676.jpg 634w" sizes="(max-width: 708px) 100vw, 708px" /></li>
<li>At this point, the label is created. We will publish it later, in the next Step.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15271" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline11.jpg" alt="" width="930" height="396" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline11.jpg 930w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline11-634x270.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline11-768x327.jpg 768w" sizes="(max-width: 930px) 100vw, 930px" /></li>
<li>The label will now appear in the dashboard/list of labels. Please note that the Status is inactive since the label has not been published just yet. We will do so in the next step.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15272" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline12.jpg" alt="" width="757" height="319" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline12.jpg 757w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline12-634x267.jpg 634w" sizes="(max-width: 757px) 100vw, 757px" /></li>
</ol>
<h2>Step 2: Publish a record label to the designated site(s) via the Microsoft Purview</h2>
<ol>
<li>While still in the Records Management area, click the check box next to the label you want to publish and click the Publish icon.<img loading="lazy" decoding="async" class="aligncenter wp-image-15273 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline13.jpg" alt="set a document as a Record via retention labels" width="591" height="322" /></li>
<li>On the next screen, click Next.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15274" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline14.jpg" alt="" width="467" height="285" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline14.jpg 467w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline14-360x220.jpg 360w" sizes="(max-width: 467px) 100vw, 467px" /></li>
<li>The next screen only applies to large organizations that have various Admin Units responsible for different sites/regions. For example, you might have different Compliance Officers responsible for different geographic regions and, thus, different groups of users and SharePoint sites. Click Next here, but if you want to get familiar with how Admin Units work, <a href="https://learn.microsoft.com/en-us/purview/purview-admin-units" target="_blank" rel="noopener">check out this article from Microsoft</a>.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15275" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline15.jpg" alt="" width="250" height="319" /></li>
<li>On the next screen, you have to choose the Policy Scope. You can choose between Static and Adaptive. Statis Policy scope means you must specify specific sites to apply the labels to. Adaptive scope means you can dynamically apply the label to sites with specific properties like Site Title, Site URL, etc. I have written a post earlier about Adaptive Policy Scope. <a href="https://sharepointmaven.com/adaptive-scopes-in-microsoft-purview/">Check it out here</a>. For this exercise, I will choose Static.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15276" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline16.jpg" alt="" width="953" height="362" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline16.jpg 953w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline16-634x241.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline16-768x292.jpg 768w" sizes="(max-width: 953px) 100vw, 953px" /></li>
<li>On the next screen, choose the location to which you want to publish the label. You can publish it to SharePoint Sites, OneDrive accounts, and even Exchange Mailboxes. In my case, I just want to publish it to 1 SharePoint Site. Click Edit. Then, choose the site(s) to publish the label to.<img loading="lazy" decoding="async" class="aligncenter wp-image-15277 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline17.jpg" alt="set a document as a Record via retention labels" width="865" height="578" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline17.jpg 865w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline17-634x424.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline17-768x513.jpg 768w" sizes="(max-width: 865px) 100vw, 865px" /></li>
<li>Finally, give your policy a name and click Next<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15278" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline18.jpg" alt="" width="383" height="375" /></li>
<li>You will then be presented with the screen to review the settings. If all looks good, click Submit.<img loading="lazy" decoding="async" class="aligncenter wp-image-15279 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline19.jpg" alt="set a document as a Record via retention labels" width="933" height="506" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline19.jpg 933w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline19-634x344.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline19-768x417.jpg 768w" sizes="(max-width: 933px) 100vw, 933px" /></li>
<li>At this point, you will receive a confirmation message that the label was published, but it might take up to a week for it to appear on the site.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15280" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline20.jpg" alt="" width="944" height="146" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline20.jpg 944w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline20-634x98.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline20-768x119.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline20-940x146.jpg 940w" sizes="(max-width: 944px) 100vw, 944px" /></li>
</ol>
<h2>Step 3: Apply the record retention label to the content</h2>
Though it says above that it might take a week for retention labels to be published on the Site, in my case, it just took 24 hours.
<ol>
<li>On a SharePoint Site, within a given document library, I suggest you display 4 additional columns in a view. They are all related to the Retention labels/records management and will provide additional information about the labeled content.<img loading="lazy" decoding="async" class="aligncenter wp-image-15281" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline21.jpg" alt="" width="367" height="520" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline21.jpg 772w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline21-634x899.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline21-768x1089.jpg 768w" sizes="(max-width: 367px) 100vw, 367px" /></li>
<li>Next, go ahead and label the document with a published retention/record label.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15282" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline22-scaled.jpg" alt="" width="2560" height="992" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline22-scaled.jpg 2560w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline22-634x246.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline22-1268x492.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline22-768x298.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline22-1536x595.jpg 1536w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline22-2048x794.jpg 2048w" sizes="(max-width: 2560px) 100vw, 2560px" /></li>
<li>Once you apply a retention/record label, additional information will appear in the columns you added in Step 1. You will also see a small lock next to the document (more on it later).<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15283" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline23-scaled.jpg" alt="" width="2560" height="557" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline23-scaled.jpg 2560w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline23-634x138.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline23-1268x276.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline23-768x167.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline23-1536x334.jpg 1536w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline23-2048x446.jpg 2048w" sizes="(max-width: 2560px) 100vw, 2560px" /></li>
</ol>
<h2>What happens when you try to delete the document with the record retention label applied</h2>
Unlike the regular retention label that allows deletions, when you try to delete a record – you won’t be able to. This is really the reason the Record Retention Label exists! Instead, you will receive the following error message: This operation has been disabled by policy.
<img loading="lazy" decoding="async" class="aligncenter wp-image-15285 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline25.jpg" alt="set a document as a Record via retention labels" width="2428" height="634" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline25.jpg 2428w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline25-634x166.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline25-1268x331.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline25-768x201.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline25-1536x401.jpg 1536w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline25-2048x535.jpg 2048w" sizes="(max-width: 2428px) 100vw, 2428px" />
<h2>What happens when you try to edit the document with the record retention label applied</h2>
<h3>No Editing by Default</h3>
When you try to edit the document, you won’t be able to do this either (by default). Any document you open – will only open in the View mode!
<img loading="lazy" decoding="async" class="aligncenter wp-image-15286" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline26.jpg" alt="" width="504" height="300" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline26.jpg 912w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline26-634x377.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline26-768x457.jpg 768w" sizes="(max-width: 504px) 100vw, 504px" />
However, you will be able to edit the document if you unlock the document temporarily – more on this below.
<h3>Lock/Unlock feature</h3>
While deletions are out of the question, the ability to edit the document, even when it is a record, is kind of a common use case. For example, say, you have designated a legal contract as a record in SharePoint Online. And now, you need to make some changes to the document. How do we prevent a duplicate from being created? Well, let me explain.
For the situation described above, there is a lock/unlock feature that exists on each document that allows you to temporarily unlock the document (record) to make some changes. Here is how to take advantage of it.
<ol>
<li>By default, the document is locked (that is where the small lock icon comes in next to the document in Step 3 above)<img loading="lazy" decoding="async" class="aligncenter wp-image-15287" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline27.jpg" alt="set a document as a Record via retention labels" width="362" height="433" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline27.jpg 737w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline27-634x759.jpg 634w" sizes="(max-width: 362px) 100vw, 362px" /></li>
<li>To unlock it, just toggle the switch under the Record Status field<img loading="lazy" decoding="async" class="aligncenter wp-image-15288" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline28.jpg" alt="" width="371" height="187" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline28.jpg 718w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline28-634x320.jpg 634w" sizes="(max-width: 371px) 100vw, 371px" /></li>
<li>At this point, the document is open for editing. Once the changes are completed, make sure to toggle the switch back to Locked Status.</li>
<li>As you lock and unlock the document/record and make the changes, you will notice a Record comment appearing within the Version History. I will write a separate article on how this works a bit later.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15292" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline32.jpg" alt="" width="2351" height="605" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline32.jpg 2351w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline32-634x163.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline32-1268x326.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline32-768x198.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline32-1536x395.jpg 1536w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline32-2048x527.jpg 2048w" sizes="(max-width: 2351px) 100vw, 2351px" /></li>
</ol>
<h3>Preservation Hold Library</h3>
If you carefully studied my previous retention posts, you probably recall the existence of a special document library called Preservation Hold Library. It is a library that captures various editions/deletions of the documents designated for retention. This library works extra hard with the Record Retention Labels as well. Let me explain.
<ol>
<li>First, you are only going to “see” the library after making the first edit to the document.</li>
<li>In order to access the Preservation Hold Library, you need to type in /PreservationHoldLibrary at the end of the URL. It is only “visible” to Site Owners, not Site Members or Site Visitors.<img loading="lazy" decoding="async" class="aligncenter wp-image-15284 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline24-scaled.jpg" alt="set a document as a Record via retention labels" width="2560" height="966" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline24-scaled.jpg 2560w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline24-634x239.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline24-1268x478.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline24-768x290.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline24-1536x579.jpg 1536w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline24-2048x772.jpg 2048w" sizes="(max-width: 2560px) 100vw, 2560px" /></li>
<li>Inside the Preservation Document Library, you are going to see a folder called Records. This is where all the documents/records that are subject to records management will end up.</li>
<li>As you change the documents tagged with Record Label, those documents (versions) are sent to the Records folder within the Preservation Hold Library.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15289" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline29.jpg" alt="" width="1779" height="339" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline29.jpg 1779w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline29-634x121.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline29-1268x242.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline29-768x146.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline29-1536x293.jpg 1536w" sizes="(max-width: 1779px) 100vw, 1779px" /></li>
<li>If you check the Version History of a document within the Records folder inside the Preservation Hold library…<img loading="lazy" decoding="async" class="aligncenter wp-image-15290" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline30.jpg" alt="" width="699" height="383" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline30.jpg 1800w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline30-634x348.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline30-1268x695.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline30-768x421.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline30-1536x842.jpg 1536w" sizes="(max-width: 699px) 100vw, 699px" /></li>
<li>…You will see a specific version designated as a record and saved inside the Preservation Hold Library for retention purposes.<img loading="lazy" decoding="async" class="aligncenter wp-image-15293 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline33.jpg" alt="set a document as a Record via retention labels" width="2521" height="680" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline33.jpg 2521w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline33-634x171.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline33-1268x342.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline33-768x207.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline33-1536x414.jpg 1536w, https://sharepointmaven.com/wp-content/uploads/2024/01/setdocumentrecordsharepointonline33-2048x552.jpg 2048w" sizes="(max-width: 2521px) 100vw, 2521px" /></li>
<li>There are a few nuances as to how the Version History and Preservation Hold Library work together, so I will write a separate article on this down the road.</li>
</ol>
The post <a href="https://sharepointmaven.com/how-to-properly-set-a-document-as-a-record-via-retention-labels-in-sharepoint-online/">How to properly set a document as a Record via retention labels in SharePoint Online</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>How to Sync Loop Tasks with Planner and To Do</title>
<link>https://sharepointmaven.com/how-to-sync-loop-tasks-with-planner-and-to-do/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Mon, 15 Apr 2024 05:00:25 +0000</pubDate>
<category><![CDATA[Microsoft 365]]></category>
<category><![CDATA[Loop]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=15849</guid>
<description><![CDATA[One of the more remarkable features of Loop is the ability to sync Loop Tasks with Planner and To Do. In today’s article, I would like to explain how this…
The post <a href="https://sharepointmaven.com/how-to-sync-loop-tasks-with-planner-and-to-do/">How to Sync Loop Tasks with Planner and To Do</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[One of the more remarkable features of Loop is the ability to sync Loop Tasks with Planner and To Do. In today’s article, I would like to explain how this works and what happens behind the scenes when you create and assign tasks in the Loop Task List. I also discuss some interesting nuances on the synchronization aspect of Microsoft Loop and Planner/To Do.
<h2>Loop vs. Planner vs. To Do</h2>
<h3>What is Loop?</h3>
If you do not know what I am talking about, I suggest you read <a href="https://sharepointmaven.com/what-is-microsoft-loop/">this post</a> and familiarize yourself with Loop.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15762" src="https://sharepointmaven.com/wp-content/uploads/2024/02/4elementsmicrosoftloop4.jpg" alt="" width="1167" height="776" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/4elementsmicrosoftloop4.jpg 1167w, https://sharepointmaven.com/wp-content/uploads/2024/02/4elementsmicrosoftloop4-634x422.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/4elementsmicrosoftloop4-768x511.jpg 768w" sizes="(max-width: 1167px) 100vw, 1167px" />
<h3>Planner</h3>
Microsoft Planner is a Team task Management application that is also part of the Microsoft 365 eco-system. I blogged extensively about Planner and its capabilities in the past – <a href="https://sharepointmaven.com/category/planner/">there are plenty of articles on my blog</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-14277" src="https://sharepointmaven.com/wp-content/uploads/2023/08/movetasksplansplanner1a.jpg" alt="" width="751" height="838" srcset="https://sharepointmaven.com/wp-content/uploads/2023/08/movetasksplansplanner1a.jpg 751w, https://sharepointmaven.com/wp-content/uploads/2023/08/movetasksplansplanner1a-634x707.jpg 634w" sizes="(max-width: 751px) 100vw, 751px" />
<h2>To Do</h2>
To Do is another Task Management application in the Microsoft 365 eco-system. Unlike Planner, To Do is personal, aggregating all the tasks assigned to you in one place. You can read about To Do <a href="https://sharepointmaven.com/what-is-microsoft-to-do/">here</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-8208" src="https://sharepointmaven.com/wp-content/uploads/2020/02/whatismicrosofttodo6.png" alt="" width="973" height="597" srcset="https://sharepointmaven.com/wp-content/uploads/2020/02/whatismicrosofttodo6.png 973w, https://sharepointmaven.com/wp-content/uploads/2020/02/whatismicrosofttodo6-634x389.png 634w, https://sharepointmaven.com/wp-content/uploads/2020/02/whatismicrosofttodo6-360x220.png 360w, https://sharepointmaven.com/wp-content/uploads/2020/02/whatismicrosofttodo6-768x471.png 768w" sizes="(max-width: 973px) 100vw, 973px" />
<h2>How to Sync Loop Tasks with Planner and To Do</h2>
<h3>Loop Task List</h3>
Loop Task List is one of many Loop Applications/Components. To see all the available Loop components and what that terminology means – please check out <a href="https://sharepointmaven.com/4-elements-of-microsoft-loop/">this post</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15884" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner1.jpg" alt="" width="251" height="378" />
<h3>How to add Loop Tasks</h3>
<ol>
<li>While you can create Loop components from <a href="https://sharepointmaven.com/8-ways-to-create-a-loop-component/">many different apps and locations</a>, for this exercise, we will create it from the Loop app itself. Once you are on the Loop Page, type “/” and then choose Task List from the list of available Loop Apps.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15885" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner2.jpg" alt="" width="315" height="478" /></li>
<li>The above step will add the Task List to the Loop Page<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15888" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner5.jpg" alt="" width="993" height="488" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner5.jpg 993w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner5-634x312.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner5-768x377.jpg 768w" sizes="(max-width: 993px) 100vw, 993px" /></li>
</ol>
<h3>How to sync Loop Tasks with Planner</h3>
<ol>
<li>For Loop/Planner Sync to work – you need to create some tasks first. No assignments or dates need to be filled out, just the task name.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15886" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner4.jpg" alt="" width="996" height="489" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner4.jpg 996w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner4-634x311.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner4-768x377.jpg 768w" sizes="(max-width: 996px) 100vw, 996px" /></li>
<li>Once at least 1 task is create in Loop Task List, you will see the Task apps option in the upper-right-hand corner turn from gray to black (active).<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15889" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner6.jpg" alt="" width="162" height="197" /> <img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15890" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner7.jpg" alt="" width="989" height="199" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner7.jpg 989w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner7-634x128.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner7-768x155.jpg 768w" sizes="(max-width: 989px) 100vw, 989px" /></li>
<li>To access Plan in Planner that, syncs the tasks from Loop Tasks, click on the Task apps drop-down, and choose Open in Planner.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15891" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner8.jpg" alt="" width="240" height="171" /></li>
<li>I created some tasks for this exercise, assigned them, and set up some due dates. Then click on Open in Planner.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15892" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner9.jpg" alt="" width="1037" height="242" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner9.jpg 1037w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner9-634x148.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner9-768x179.jpg 768w" sizes="(max-width: 1037px) 100vw, 1037px" /></li>
<li>The above step will open up a Plan in Planner that is linked to the Loop Task List.<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15893" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner10.jpg" alt="" width="812" height="285" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner10.jpg 812w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner10-634x223.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner10-768x270.jpg 768w" sizes="(max-width: 812px) 100vw, 812px" /></li>
<li>Alternatively, you can navigate to Planner and access the Plan from there. 
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15887" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner3.jpg" alt="" width="1200" height="464" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner3.jpg 1200w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner3-634x245.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner3-768x297.jpg 768w" sizes="(max-width: 1200px) 100vw, 1200px" /></li>
</ol>
<h3>How to sync Loop Tasks with To Do</h3>
Likewise, you can open the tasks in To Do. For this to work, you must also assign Tasks to people, otherwise Open in To Do will be grayed out.
<ol>
<li>Once the tasks are assigned, click on Task apps > Open in To Do<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15894" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner11.jpg" alt="" width="239" height="171" /></li>
<li>The above step will open up your To Do, and you will see the task under the Assigned to me section<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15895" src="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner12.jpg" alt="" width="1151" height="406" srcset="https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner12.jpg 1151w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner12-634x224.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/02/looptaskssyncplanner12-768x271.jpg 768w" sizes="(max-width: 1151px) 100vw, 1151px" /></li>
</ol>
<h2>Loop Tasks Sync Nuances</h2>
<ul>
<li>The Plan created and linked to Microsoft Loop IS NOT connected to a Microsoft 365 Group like the “typical” Plan – read more about it <a href="https://support.microsoft.com/en-us/office/about-plans-that-aren-t-in-groups-3208332f-14db-408d-ba2a-58eea26b19d5" target="_blank" rel="noopener">here</a>.</li>
<li>You cannot create a Plan and link it to the Loop Task List. Instead, you must create a Loop Task List first, and that, in turn, will create a Plan in Planner</li>
<li>For the Plan in Planner to be created, you need to have at least 1 task in the Loop Task List</li>
<li>For tasks to appear and be synchronized with To Do, you must assign tasks first within the Loop Task List</li>
<li>The sync between Loop Tasks and linked Plan in Planner is bi-directional</li>
<li>The Task List does not need to be converted to a Loop Component to Sync the tasks to Plan in Planner</li>
</ul>
The post <a href="https://sharepointmaven.com/how-to-sync-loop-tasks-with-planner-and-to-do/">How to Sync Loop Tasks with Planner and To Do</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
</item>
<item>
<title>How to add Locations in Microsoft Search & Intelligence Center</title>
<link>https://sharepointmaven.com/how-to-add-locations-in-microsoft-search-intelligence-center/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Thu, 11 Apr 2024 05:00:06 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[Administration]]></category>
<category><![CDATA[Search]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=13953</guid>
<description><![CDATA[I previously wrote a blog on improving the search experience by customizing and configuring various options within the Search & Intelligence Center. There is also another cool option you can…
The post <a href="https://sharepointmaven.com/how-to-add-locations-in-microsoft-search-intelligence-center/">How to add Locations in Microsoft Search & Intelligence Center</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[I previously wrote a blog on improving the search experience by customizing and configuring various options within <a href="https://sharepointmaven.com/5-ways-to-optimize-search-in-sharepoint-online/">the Search & Intelligence Center</a>. There is also another cool option you can configure, something called Locations. This would only make sense for companies that have multiple offices in different locations across the country or the globe. So, in this post, I would like to explain the feature and also explain how you can add locations in the Microsoft Search & Intelligence Center.
<h2>What is Search & Intelligence Center?</h2>
The Search & Intelligence Center is the Admin Center located in Microsoft 365. It allows Administrators to configure certain search settings in case they want to optimize and improve the search experience within SharePoint and Microsoft 365. I suggest you check out <a href="https://sharepointmaven.com/5-ways-to-optimize-search-in-sharepoint-online/">this article</a> to learn more about it.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-13969" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch3.jpg" alt="" width="750" height="548" srcset="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch3.jpg 750w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch3-634x463.jpg 634w" sizes="(max-width: 750px) 100vw, 750px" />
<h2>How to add locations in Microsoft Search & Intelligence Center</h2>
<ol>
<li>Click on Microsoft 365 App Launcher > Admin<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-13967" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch1.jpg" alt="" width="297" height="307" /></li>
<li>Under Admin centers, click All admin centers<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-13968" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch2.jpg" alt="" width="256" height="361" /></li>
<li>From the list of various Admin centers, click on Search & intelligence<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-13969" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch3.jpg" alt="" width="750" height="548" srcset="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch3.jpg 750w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch3-634x463.jpg 634w" sizes="(max-width: 750px) 100vw, 750px" /></li>
<li>Once inside the Search & Intelligence Center, click on the Answers tab, then Locations<img loading="lazy" decoding="async" class="aligncenter wp-image-13970 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch4.jpg" alt="Locations in Microsoft Search & Intelligence Center" width="1104" height="357" srcset="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch4.jpg 1104w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch4-634x205.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch4-768x248.jpg 768w" sizes="(max-width: 1104px) 100vw, 1104px" /></li>
<li>Next, click Add location and fill in the information for a given location/office. Most of the fields are self-explanatory. The address has to be an actual physical address, and thanks to Bing Maps, it will then be found and displayed to the users. The keywords are various keywords that will trigger the location/map to be displayed when the user types those keywords into the search box. Keywords can be shared with other locations. In contrast, the reserved keyword has to be unique, and it is essentially a keyword/phrase that will trigger just this specific location to be displayed.<img loading="lazy" decoding="async" class="aligncenter wp-image-13971 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch5.jpg" alt="Locations in Microsoft Search & Intelligence Center" width="820" height="731" srcset="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch5.jpg 820w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch5-634x565.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch5-768x685.jpg 768w" sizes="(max-width: 820px) 100vw, 820px" /></li>
<li>Once you publish the location, it will appear in a list of locations you published/created.<img loading="lazy" decoding="async" class="aligncenter wp-image-13972 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch6.jpg" alt="Locations in Microsoft Search & Intelligence Center" width="846" height="274" srcset="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch6.jpg 846w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch6-634x205.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch6-768x249.jpg 768w" sizes="(max-width: 846px) 100vw, 846px" /></li>
<li>The next step is optional, but if you have many offices/locations, you can import them using a CSV file. For this, you will need to download the template first.<img loading="lazy" decoding="async" class="aligncenter wp-image-13973 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch7.jpg" alt="Locations in Microsoft Search & Intelligence Center" width="1135" height="395" srcset="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch7.jpg 1135w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch7-634x221.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch7-768x267.jpg 768w" sizes="(max-width: 1135px) 100vw, 1135px" /></li>
</ol>
<h2>What is the user experience once Locations have been configured</h2>
When the user performs the search and types in one of the keywords mentioned in the setup of the location, it will return a snippet containing information about the location + a small map showing it on the map, thanks to <a href="https://www.bing.com/maps/" target="_blank" rel="noopener">Bing Maps</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-13974 size-full" src="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch8.jpg" alt="Locations in Microsoft Search & Intelligence Center" width="840" height="682" srcset="https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch8.jpg 840w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch8-634x515.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2023/06/locationsmicrosoftsearch8-768x624.jpg 768w" sizes="(max-width: 840px) 100vw, 840px" />
<h2>Important Notes</h2>
<ul>
<li>Once you add a location, it might take up to 24 hours for the location to appear in search results</li>
<li>The search on locations can only be performed from the following places in SharePoint and Microsoft 365: the <a href="https://www.microsoft365.com/" target="_blank" rel="noopener">Office.com</a> page, <a href="https://sharepointmaven.com/what-is-a-sharepoint-start-page-and-why-we-need-one/">SharePoint Start Page</a>, or <a href="https://sharepointmaven.com/5-top-features-of-onedrive-for-business/">OneDrive for Business</a> (when you select Whole organization as Search Scope). The locations will not appear when users search a given hub, site, or library – since those results are only restricted to those “containers.”</li>
</ul>
The post <a href="https://sharepointmaven.com/how-to-add-locations-in-microsoft-search-intelligence-center/">How to add Locations in Microsoft Search & Intelligence Center</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
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</item>
<item>
<title>Favorite Files & Folders vs. Add Shortcut to OneDrive</title>
<link>https://sharepointmaven.com/favorite-files-folders-vs-add-shortcut-to-onedrive/</link>
<dc:creator><![CDATA[Gregory Zelfond]]></dc:creator>
<pubDate>Tue, 09 Apr 2024 05:00:11 +0000</pubDate>
<category><![CDATA[SharePoint]]></category>
<category><![CDATA[Document Library]]></category>
<guid isPermaLink="false">https://sharepointmaven.com/?p=15383</guid>
<description><![CDATA[One of the most frustrating things with SharePoint and OneDrive is that we have several features with names that imply the same thing but are quite different. One such combination…
The post <a href="https://sharepointmaven.com/favorite-files-folders-vs-add-shortcut-to-onedrive/">Favorite Files & Folders vs. Add Shortcut to OneDrive</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></description>
<content:encoded><![CDATA[One of the most frustrating things with SharePoint and OneDrive is that we have several features with names that imply the same thing but are quite different. One such combination of features is the difference between Add Shortcut to OneDrive and OneDrive Sync. I explained the difference between the two in <a href="https://sharepointmaven.com/add-shortcut-to-onedrive-vs-onedrive-sync/">this article</a>.
Today, I want to focus on another pair of similar features: The ability to Favorite Files & Folders and Add Shortcut to OneDrive. I will explain what each one is all about and the key differences.
<h2>Favorite Files and Folders</h2>
The ability to Favorite Files and Folders is a relatively new feature in SharePoint and OneDrive. It allows users to mark their favorite files and folders, and once marked as Favorite, they show up in the Favorites section in OneDrive for Business. I wrote about this feature in <a href="https://sharepointmaven.com/how-to-favorite-files-in-sharepoint-and-onedrive/">this post</a>.
<img loading="lazy" decoding="async" class="aligncenter size-full wp-image-15385" src="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive1.jpg" alt="" width="679" height="294" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive1.jpg 679w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive1-634x275.jpg 634w" sizes="(max-width: 679px) 100vw, 679px" />
<h2>Add Shortcut to OneDrive</h2>
Introduced initially as Add Shortcut to OneDrive, this feature allows to add shortcuts to folders and have them available within the user’s <a href="https://sharepointmaven.com/5-top-features-of-onedrive-for-business/">OneDrive for Business Account</a>.
<img loading="lazy" decoding="async" class="aligncenter wp-image-15386 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive2.jpg" alt="Favorite Files & Folders vs. Add Shortcut to OneDrive" width="860" height="294" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive2.jpg 860w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive2-634x217.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive2-768x263.jpg 768w" sizes="(max-width: 860px) 100vw, 860px" />
We later also got the ability to Add Shortcut to My Files as well. As a matter of fact, I explained the difference between Add Shortcut to OneDrive and Add Shortcut to My Files in <a href="https://sharepointmaven.com/add-shortcut-to-onedrive-vs-add-shortcut-to-my-files/">this article</a>. I highly recommend that you read it as well.
<img loading="lazy" decoding="async" class="aligncenter wp-image-15387 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive3.jpg" alt="Favorite Files & Folders vs. Add Shortcut to OneDrive" width="943" height="302" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive3.jpg 943w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive3-634x203.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive3-768x246.jpg 768w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive3-940x302.jpg 940w" sizes="(max-width: 943px) 100vw, 943px" />
<h2>Key Differences between Favorite Files and Folders and Add Shortcut to OneDrive/My Files features</h2>
So, what are the key differences between the two features? Let me summarize them for you.
<h3>Location and Presentation</h3>
One key difference is that Favorite files and folders appear only in the Favorites section of OneDrive for Business.
<img loading="lazy" decoding="async" class="aligncenter wp-image-15388 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive4.jpg" alt="Favorite Files & Folders vs. Add Shortcut to OneDrive" width="1002" height="345" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive4.jpg 1002w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive4-634x218.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive4-768x264.jpg 768w" sizes="(max-width: 1002px) 100vw, 1002px" />
In contrast, folders added via Add Shortcut to OneDrive and files added via Add Shortcut to My Files appear among the other files and folders within OneDrive for Business.
<img loading="lazy" decoding="async" class="aligncenter wp-image-15389 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive5.jpg" alt="Favorite Files & Folders vs. Add Shortcut to OneDrive" width="1287" height="615" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive5.jpg 1287w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive5-634x303.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive5-1268x606.jpg 1268w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive5-768x367.jpg 768w" sizes="(max-width: 1287px) 100vw, 1287px" />
<h3>Sync impact</h3>
The other big difference between the two features will become evident if you decide to <a href="https://sharepointmaven.com/10-ways-to-make-the-most-out-of-onedrive-sync/">Sync OneDrive for Business to your PC via OneDrive Sync Client</a> (sync button).
The files and folders you favorited will not show up on your Windows Explorer after you sync. That’s because the Favorites feature is a Web-only feature and is only available in the browser.
In contrast, the folders you add as a shortcut to OneDrive and files you add as Shortcuts to My Files will show up in both Web Experience as well as Windows Explorer (among other OneDrive for Business files and folders).
<img loading="lazy" decoding="async" class="aligncenter wp-image-15390 size-full" src="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive6.jpg" alt="Favorite Files & Folders vs. Add Shortcut to OneDrive" width="902" height="405" srcset="https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive6.jpg 902w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive6-634x285.jpg 634w, https://sharepointmaven.com/wp-content/uploads/2024/01/favoritevsaddshortcuttoonedrive6-768x345.jpg 768w" sizes="(max-width: 902px) 100vw, 902px" />
The post <a href="https://sharepointmaven.com/favorite-files-folders-vs-add-shortcut-to-onedrive/">Favorite Files & Folders vs. Add Shortcut to OneDrive</a> appeared first on <a href="https://sharepointmaven.com">SharePoint Maven</a>.
]]></content:encoded>
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