Adding metadata to document libraries: custom content type or default Document content type?
We are relatively new to SharePoint and are looking for guidance on the best approach for implementing metadata across our document libraries. We have created several SharePoint sites, each with a document library that currently uses the standard Document content type. We would now like to introduce additional columns to capture metadata about our documents. Some of this metadata would be common across multiple SharePoint sites and document libraries. We are considering two approaches: Create a new custom content type, for example Company Document, add the required metadata columns to that content type, and then add/use the Company Document content type in our document libraries. Continue using the standard Document content type and simply add the required metadata columns directly to each document library. From a SharePoint governance and long-term management perspective, which approach is considered best practice? Our goal is to establish a metadata structure that can be used consistently across multiple SharePoint sites. Are there advantages or disadvantages to using a custom Company Document content type for this purpose?
SharePoint read-only after running over storage: what "Confirm purchase" does, what frees space
Disclosure: I work on M365 Scouts, which sells read-only PowerShell audits for Microsoft 365 licensing and storage. Nothing below needs our tools; it is from Microsoft Learn. Learn says a tenant that keeps operating above its SharePoint storage limit risks read-only mode. The limit is the tenant pool: 1 TB plus 10 GB per eligible licence, plus any Office 365 Extra File Storage, in binary GB. Archived data and sites in the recycle bin do not count toward the active quota. If you have bought storage and the banner is still there: Confirm purchase. If it is offered after a completed purchase, it removes read-only mode for up to 14 days while the new capacity is applied. It can be used once in a 365-day period, so size the purchase before you click. Learn gives no purchase-to-quota time for commercial tenants. Grace period. Learn gives commercial tenants no day count. The Education guidance does (30 days at 100% of the pool). Do not assume you have one in writing. Admin centre lag. Learn says storage figures exclude the last 24 to 48 hours of changes. What frees space, in the order I would try it: Empty the site recycle bins. Their space counts toward the total until they are emptied or items age out. Trim version history. It only reaches versions that no retention policy covers. Check Preservation Hold. On sites under retention, deleting does not free space until the retention period ends. Archive cold sites with Microsoft 365 Archive. It is billed at $0.05/GB/month against $0.20 for active storage, and it does not count toward the active quota. If you move to pay-as-you-go SharePoint storage, the tenant is treated as within quota, so the warning emails and banners stop. Set an Azure budget alert, because those warnings were your early signal. Disconnecting while over quota resumes enforcement immediately. Question for others: after buying storage, how long did it take before your sites left read-only?Microsoft 365 Copilot Licensed but Unable to Create SharePoint Pages Using HTML
Hello everyone, I have a Microsoft 365 Copilot licence in our tenant, but I cannot see the option to create SharePoint site pages using HTML. I would like to know whether this feature is available to all tenants or is being rolled out gradually. Is there any specific SharePoint or Microsoft 365 admin setting that needs to be enabled to access this feature? Are there any additional licensing requirements or prerequisites? How can I check whether the feature has been enabled or rolled out to our tenant? Any guidance or suggestions would be appreciated.
Sharepoint - Adding a comment
Hello, Once I loaded a file to Sharepoint I would right click the file name, select More > Properties and add a Comment. When I click More > Properties the list of available fields is much shorter and there is no comment field. I would like a field where I can enter the date the file was sent to the client.
Issues with SharePoint File Viewer
Earlier this month, we started noticing the paging arrows within the SharePoint File Viewer are randomly disappearing either when paging through documents and/or after adding / updating the metadata for that document. We are reaching out to see if anyone else had experienced this issue. Below are the steps of what we've been able to reproduce the issue. The reproducibility of the issue hasn't been consistent -- sometime the arrows disappear while other times it works as expected. 1. Go to the SharePoint Library / Folder containing multiple files (PDF, Word, Excel etc) 2. Click on a document 3. Click 'View File Details' (if not open) 4. Modify the document metadata in the details pane 5. Hit Enter* * Paging arrow may disappear although there are more documents to page / view to. What we should we expect to see What we shouldn't expect to see after updating the metadata.
SharePoint News not publishing if created using "Copy of this News post"
We have an intermittent bug where, if a News post is created using the "Copy of this News post" function, the post will not Publish. We'll click Publish, but won't receive the usual pop-ups about sending it as an email etc. Upon page refresh, the page goes back to draft mode. Site Pages shows that even after Publishing, the page is still in draft, and has a Promoted state of 2, but no "First Publishing Date"--- that field is entirely blank. The issues seems to be intermittent. Is anyone else experiencing this? Our only workaround is to completely build the page from scratch.
SharePoint user adds random metadata to files
I have a SharePoint Library where we add procedures and documents. There is relevant metadata included (Owner, modified date, keywords, department, etc.), but for one individual contributor, every time she uploads it places oddly specific default values in these metadata fields. I have confirmed on the library settings that there are no column defaults (In this folder or the root folder) and the problem does not occur with any other user. We did have her clear cache and log out and back in, but she is still the only user with this problem. What are we missing?
SharePoint file links are not working
Recently we have noticed that when you copy the link and share with others (even ourselves), the link fails to open. If we use the path link under details, that works 100% of the time. The only difference we see is there are more gibberish in the link path. Initially, we thought the PDF files were having issues but it can be any file type. Our thought is the issue is with the SharePoint site.Document Sets - Want Subfolders (not just files) to inherit metadata
Trying to get subfolders (the actual subfolder) in a document set to inherit metadata. We have files and files in subfolders inheriting correctly but currently subfolders in the set do not inherit data. We are using the metadata column for view filter between active/pending/completed job status. What happens is the subfolders don't show in the filtered view so you cant traverse the subfolder structure. Show flat structure is not suitable as its hundreds of files. The shared columns settings in library settings, says it syncs for all 'documents' in the set. This excludes folders. Have tried power automate, but it doesn't seem to work applying the metadata to a folder object. We need to able to change a document set from Active > Pending and all the metadata change. Any ideas on how we can get the subfolders in inherit (and update) the metadata of the document set. Thanks in advance.Supported App-Only APIs for SharePoint Site Access and Group Membership (No PowerShell)?
a { text-decoration: none; color: #464feb; } tr th, tr td { border: 1px solid #e6e6e6; } tr th { background-color: #f5f5f5; } I am trying to determine the supported approach for retrieving SharePoint Site Owners, Members, and Visitors (effective user access) in an App-Only (Application Permissions) scenario without using PowerShell. Specifically, I am building an MCP tool that needs to: Check whether a specific user has access to a particular SharePoint site. Retrieve the list of users who have access to a SharePoint site, especially through the SharePoint Owners, Members, and Visitors groups. From my understanding, Microsoft Graph can be used to enumerate SharePoint sites and permissions, but retrieving the actual membership of the associated SharePoint groups does not appear to be fully supported through Graph alone. Most recommendations I have found suggest using SharePoint REST APIs, CSOM, or PnP-based solutions. My questions are: How can I retrieve SharePoint Site Owners, Members, and Visitors (effective user access) in an App-Only scenario without using PowerShell? Are there any supported Microsoft Graph APIs (including Beta APIs), SharePoint REST APIs, SDKs, Python libraries, CSOM, or other approaches that can provide this information? Can a backend service implemented entirely in code (without PowerShell execution) determine: Whether a specific user has access to a SharePoint site? The users belonging to the site's Owners, Members, and Visitors groups? The reason for asking is that I am developing a backend service, and invoking PowerShell from the application is not a practical option. I am looking for a supported API/SDK-based solution that can be implemented directly in code using App Registration permissions only.
