What happens when files are moved in SharePoint?

Every SharePoint document library, including the Teams 'Files' tab, includes the ability to move or copy files somewhere else in the tenant. For some unknown reason, the arrow in the SharePoint library points to the right but in Teams it points to the left, and in Teams the 'to' is missing. What actually happens when …

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Sensitivity labels in Microsoft 365

Sensitivity labels are one element in a range of tools that can be deployed in Microsoft 365 to protect information, as shown in the diagram below. Image source: Microsoft page 'What is Azure Information Protection' If you are new to information protection, it is important to understand that Azure Information Protection (AIP) is not the …

Where are the records in Microsoft 365?

One of the consequences of the (relatively sudden) requirement to work from home from early 2020, was that Microsoft 365 - primarily Outlook and Teams (with 'Files' or SharePoint and OneDrive for Business behind the scenes) - became the de facto system to create and capture 'unstructured' records. Unlike centralised electronic document and records management …

Factors that can affect search outcomes in SharePoint

Searches from the search bar on a SharePoint Online site can sometimes return unexpected results. My previous post titled 'How the search scope returns search results in SharePoint' explored how the search scope setting can influence results. Searches in SharePoint Online (from sites, hub sites, the end-user SharePoint portal or via Teams) generally produce good results …

How the search scope returns search results in SharePoint

In April 2019, Kerem Yuceturk posted an article on the Tech Community site titled 'Configure modern search results to search all of your organization (rather than the current site'. He stated that '... there is a desire for being able to change the behavior to always search over the whole organization, or across the hub …

Avoid using folders to aggregate records in SharePoint

Folders provide a simple way to group content on network file shares. But, while they may look the same in SharePoint (or in a synced library in Windows File Explorer), and are the default way to group content in Teams-linked SharePoint sites, they are not always the best way to aggregate let alone manage digital …

Changing patterns of office work

A recent (September 2021) Verge post titled 'File Not Found' by Monica Chin (@mcsquared96) noted how pre-defined storage locations for digital content have become mostly redundant for the younger generation that grew up using Google to find content - 'the concept of file folders and directories, essential to previous generations’ understanding of computers, is gibberish …

Sync vs Add Shortcut to OneDrive from SharePoint

UPDATE 30 June 2022: Based on feedback and some live troubleshooting with MacOS users, I have changed the text to read MacOS instead of iOS. Also, one MacOS user noted that if there are problems with the sync on those devices, it is sometimes easier just to delete the app and re-install it. Microsoft 365 …

A basic retention model for Microsoft Teams

In my previous post about managing inactive Teams, the third option listed was to apply retention policies to those Teams. It included the graphic below. This post provides more details of a basic retention model that can be applied to both active and inactive Teams. Key takeaways Key takeaways from this post for records and …

Combining metadata with folders in SharePoint

As organisations increasingly move content from network file shares to SharePoint, many have found that folders in SharePoint (and via the Files tab in Teams channels) are a bit less friendly. For example, there is no way to 'expand' the folder view, so it is not possible to see the folder hierarchy (unless the library …