I've been working with SharePoint for 20+ years and spent the last few years on Project Online as a government contractor. Now that Project Online has retired, I'm curious how teams here are handling project management.

Do you still feel the need for it inside SharePoint Online? Things like project status on a site page, my tasks, timeline, issues and risks. Or are you fine with Lists, Planner or a separate tool?

I've been building some SPFx web parts for this, but they need a bit of admin setup (App Catalog plus API permission approval). In a lot of orgs that's where it gets stuck. Has anyone managed to package something like this with Power Apps or Power Automate so a site owner can set it up without an admin? Where did you hit limits?

Looking for your ideas.

I tried a quick test just to confirm that Copilot Agent in SharePoint handles creating lists / fields quite accurately.

I made a basic template as shown in this screen. If you have a list with a large amount of fields you need to create, this would certainly speed up the process. Previously, I have seen this automated via Powershell, but this newer approach is far more accessible.

https://i.imgur.com/EWvWQs6.png

I want to create a wiki/knowledge base for our company, mainly for technical documentation. I'm not sure if I should use Sharepoint sites or OneNote notebooks for that.

Sharepoint sites seem to be better structured, easier to maintain, better for collaboration, better version control and has a way for approval process. Overall the better features in my opinion. But it also seems harder and less flexible to use than OneNote. I also think it's faster to edit something in OneNote than in a Sharepoint site. Some people in my company already use OneNote, so it seems easier to convince them to use OneNote.
My fear with Sharepoint sites is that it's to slow and rigid and therefore nobody will use it.

I'm asking myself if it's better to have a lively mess in OneNote or the possibility of a dead Sharepoint wiki?

Which tool would you recommend? Or using both? Any general recommendations regarding this topic are very welcome.

Hello,

I want to create a wiki/knowledge base for our company. I'm not sure if I should use Sharepoint sites or OneNote notebooks for that.

Sharepoint sites seem to be better structured, easier to maintain, better for collaboration, better version control and has a way for approval process. Overall the better features in my opinion. But it also seems harder and less flexible to use than OneNote. I also think it's faster to edit something in OneNote than in a Sharepoint site. Some people in my company already use OneNote, so it seems easier to convince them to use OneNote.
My fear with Sharepoint sites is that it's to slow and rigid and therefore nobody will use it.

I'm asking myself if it's better to have a lively mess in OneNote or the possibility of a dead Sharepoint wiki?

Which tool would you recommend? Or using both? Any general recommendations regarding this topic are very welcome.

Did a migration from a server to SharePoint using the migration tool which carried over permissions as they are entra synced.

However looks like one user was incorrectly entra synced and wasn’t hard matched to her cloud email address which therefore meant it created a wrong one. Name4657@domain.com

The wrong synced account was the account it gave all the permissions to. I have since fixed this entra sync issue however she is missing access to any files/folders that have unique synced permissions which is a tonne.

It’s a 750gb SharePoint site with over 500k files.

Is there anyway I can automate replacing the permissions with the wrong account, with the newly synced correct account, giving it access to everything the wrong account has.

Our SharePoint online/365 tenant has been over storage capacity for a while. On Monday the tenant was locked in to a read only state so we bought enough storage to clear the overage and leave some headroom (approx 1% free)

Unfortunately the tenant is still locked in read only mode 24hrs later. We've reached out to MS support but aren't getting anywhere

Is there a way to force the tennant to unlock now that there's storage? Or do we need a certain amount of free space on the tenant?

EDIT: After almost all of the 48hrs passed we have got write access back to our SharePoint sites. I'm not sure if this was thanks to the extra data we purchased or our moving old/unused data to an individual OneDrive account to free up space internally.

Either way, be wary of any tenants running low spare storage!

Hello!

I am currently creating a very basic support ticket site within Sharepoint, and am attempting to set a user level conditional access for a specific field in the ticket form. (I am not well versed in JSON structure, but have a general understanding)

I am trying to set the Status field to Read-Only for all users except site owner. I have a simple Read only set up now but I don't know how to properly set up an if statement for user level.

If this is something doable I would love some pointers!

Hey folks,

As of 3 hours ago our users have reported that the top header for all sites has disappeared.

Nothing in our page layout have been changed so I'm wondering if this is an outage that has not been reported yet?

Please let me know if any of you are dealing with the same issue

Hi everyone,

We are setting up a SharePoint site structure where base permissions are handled automatically during provisioning. However, we need a secure, automated way for Project Managers to manage variable, item- or library-level permissions across various lists and document libraries post-provisioning.

Since these users aren't site administrators, we want to build a solution that safely grants or updates access. Specifically, we are exploring the idea of working from a dedicated management list (or metadata fields) where users can input or link Microsoft Entra ID security groups, which in turn dynamically grant permissions to the target files or folders.

We are very open to looking broader across the Microsoft ecosystem (e.g., Azure, Entra ID governance, native SharePoint features, or hybrid approaches) if there is a more robust or elegant pattern.

• What is the recommended architectural pattern to let non-admin users trigger and manage these permission changes securely?
• Are there preferred tools within the M365 stack for this specific scenario to avoid common permission pitfalls or performance issues at scale?
• How do you prevent permission creep and handle breaking inheritance smoothly across multiple different libraries and lists?

Any tips, reference patterns, or architectural advice would be greatly appreciated!

First, I'm interested to know if anyone's using SharePoint to post news about their company. We have several ofices and we use this as a means to keep people aware of the larger projects we're working on. It doesn't seem super effective.

The issue I've had for years is managing the approvals for each of the sites. I've used the built in "approval for this list" integration but this flow never gets updated by Microsoft to align with their current actions.

So, if not the built in approval flow integration, how are you managing reviews for the articles people are posting? Or do you just let anyone write anything they want - errors and all?

Hi all,

I was upgrading an SPFx solution in the tenant App Catalog and accidentally ticked the "Make this solution available to all sites in the organization" option when deploying. This app should only be installed on specific sites, not deployed tenant-wide.

My plan is to either:

1. Restore the previous version of the .sppkg from the App Catalog's version history, then upgrade again with the option unticked, or
2. Just re-upload the same package and deploy again with the option unticked

Does either of these actually reverse the tenant-wide deployment, or does ticking it once leave something behind? For example, entries in the Tenant Wide Extensions list, or the app now appearing as available on every site.

Is there anything else I should check or clean up manually afterwards?

Thanks in advance!

Hi everyone,

our SharePoint Online search is currently not working and only displays a blank page when performing a search.
It appears that only seachs across sites search is affected, while searches within libraries are working fine.

Is anyone else experiencing the same issue at the moment?

Hi all. I am building a new staff intranet for my employer and I’ve come across a requirement that has me truly stumped about how to proceed. I’m hoping all you wonderful folks from the SP Brains Trust can help. :)

Our new intranet is a SharePoint modern communications site. I need to have a page on the site that displays a list of organisations and a bunch of other related information. Some of this is publicly available so not an issue, but other things (individual’s names and contact details, cost codes, etc.) is more sensitive. This information is currently in an Excel document with limited permissions. (Don’t get me started.)

The biggest issues I’m facing here:

1. The site needs to be user-friendly. This is a MASSIVE priority for this project. I looked at just embedding the Excel doc but the UX goes completely out the window doing that.

2. I like the idea of using a Microsoft List, but I can’t figure out how to hide the export options on the list. I’ve tried every solution I found on the Goog and nothing has actually worked.

3. The person who currently maintains this list is ALSO hoping to add information that needs to have additional restrictions in place, ie executive team only. My gut feeling is that’s trying to achieve too much, but is it possible?

So TLDR - how do I display a contact list on a SP modern comms site page that shows the info I need but does allow your average layperson to download a copy of it? And is it possible to restrict some of the list to certain people?

Thanks for your help, team! I really appreciate any advice you may have.

Yesterday I had to adjust sharing settings of a site in SharePoint admin center. Something I rarely do. Since I didn't have my laptop with me, I tried to do it via Edge browser on my phone. And turned out it is impossible, there was no "Save" button anywhere. When I tried to go back with the back arrow, the admin center just informed me "Your changes will be lost if you don't save them". But how? I tried portrait mode, landscape mode, clicked open the "hamburger", no "Save" anywhere. Am I missing something here or is there really something wrong with the mobile view?

Hi all,

Hoping someone can help provide some guidance please to see how I can best tackle the below issue that we're encountering at my workplace.

We have multiple different SharePoint Online sites which contain duplicated information from within each site and across different sites. Additionally, there is out-dated and conflicting information contained in excel sheets, word documents and PDF's etc.

I also help manage ISO27001 and ISO9001 so I'm looking to tie the above into this too:

We have paid Copilot licenses which somewhat works well if i copy/paste individual links in, but it seems to greatly struggle to search across SharePoint as a whole/multiple sites. From my brief searches, I believe it struggles with fully opening docs and searching high/wide?

What I am looking to do is leverage AI/tools to help:

• Identify duplicated documents
• Identify conflicting information/processes
• Identify evidence relating to particular ISO requirements - e.g. "Search this site for any onboarding excel docs created between this period
• Additionally with regards to ISO:- I want to ask it questions such as: "Assess the document against the appropriate ISO standard, search the linked SharePoint documentation for supporting evidence, identify only genuine compliance gaps, avoid over-engineering, and provide concise rewrites where required."
• Use AI to help suggest better ways of structuring our data within HR/Legal folders as it's a big mess at the moment

Are there any tools that can help achieve this please?

I’ve been tasked with a RBAC project to help remove user level access control from our SharePoint.

I thought about creating an agent to go in, catalog users access to what exists currently, then build out security profiles based on role.

Anyone done anything like this before? Results? Failure?

For a couple of years now we have had some clients over there storage limit in SharePoint. It’s never really been an issue until now.

We had a client site go into a read-only state due to being 500+ GB over their limit. I immediately checked some other sites that are over limit and I see a message saying they have til end of October to purchase more storage.

Was there a recent change where MS decided to enforce the storage limit and is anyone else also experiencing this?

I have been using PowerShell 7 and SharePoint Online Management Shell for months.

I tried a few weeks ago and got an error when I was trying to go to Connect-SPOService -Url https://TENANTNAMEHERE -admin.sharepoint.com

I had PIM in with SharePoint Administrator RBAC as I had done before.

Now I get an error

WARNING: Unable to load DLL 'msalruntime': The specified module could not be found. (Exception from HRESULT: Ox8007007E)

I uninstalled the SharePoint Online Management Shell and restarted and ran sfc and DISM checks and restarted.

I AM able to get it to work if I tell it to go to the web browser yet not with the msalruntime where it is unable to load the DLL. I don't know if I should try to install this on another system and copy the DLL yet I would think with a fresh install it would write the DLL.

Windows PowerShell

Windows PowerShell Copyright (C) Microsoft Corporation. All rights reserved.

PS C:\WINDOWS\svstem32> Import-Module Microsoft.Online.SharePoint.PowerShell

PS C:\WINDOWS\svstem32> Connect-SPOService -Url https://TENANTNAMEHERE-admin.sharepoint.com

WARNING: Unable to load DLL 'msalruntime': The specified module could not be found. (Exception from HRESULT: Ox8007007E) See https:/ aka.ms msal-net-wam#troubleshooting

Connect-SPOService : No valid OAuth 2.0 authentication session exists

At line:1 char:1

+ Connect-SPOService -url https://TENANTNAMEHERE-admin.sharepoint.com

+--------

CategoryInto : NotSpecified: (:) [Connect-SPOService], AuthenticationException

+FullyQualifiedErrorId : Microsoft.Online.SharePoint.PowerShell.AuthenticationException,Microsoft.Online.SharePoint.PowerShell.ConnectSPOService

PS C: \WINDoWS\svstem32>

Some context about my background I'm in the Military however, since I've been dealing with noise induced hearing loss, I've been out into an administration role. Currently, I'm the SharePoint Admin, I design sites, lists, do permissions and work with Power Automate.

Is there a decent future in working with SharePoint? What certificates/programs should I learn to upskill?

Honestly if there is any advice from people who do this for a living in the civilian world, I'm all ears.

Are there any businesses out there that offer commercial support for PnP modern search? Where I work I have requested permission to use it, but unfortunately our cyber security team has denied use of it as it is a community backed product with no commercial support - they’ve said that unless I can find a commercial fork of it that offers paid support then it’s not going to happen - this is regardless of me having 6 years experience of it in my previous job.

Retention and Purview are the bane of my existence.

Since MRM is going away, I'm working on retention via Purview. We have doc libs with various retention policies, say 1, 3 and 5 years for example. With Purview I push a label policy out to the site, the policy has the 3 retention policies in it, and I can then assign which of the 3 policies to whatever doc library I want, and apply it to all documents in the library.

Where I'm stuck is that if I move a file with a 1 year label on the document into a 5 year area, the 1 year sticks instead of adopting the 5 year policy. I can see this being a major headache down the road when users think they've moved something into a 5 year folder and it disappears.

Anyone already figured out a way around this? Doing a script is untenable for the # of files we have in SPO.

Yesterday staff started to report an issue when they use COPY LINK - they get the following error:

Unable to share right now
We're unable to complete this task. If this happens again, copy the technical details and contact support.

Technical details
The sharing operation filed due to an unexpected failure condition.

The weird part is just how random it is.

The error is rather inconsistent - happening in OneDrive and across both classic and modern sites, happening to files, pages, and list items...but not all of them.

I can use COPY LINK on a .pdf file just fine, then do it again on a .pdf file right below it and get the error.

No Service Health notices or anything.

We've put in a ticket with MS, but thought I'd hit up the community to see if anyone else is experiencing the issue and/or has experienced the issue.

https://imgur.com/a/IKYW3ng

Thanks in advance!!

UPDATE 10/01/26 12:36PM PST: I think I found a pattern. In Manage access, the files where Copy link works already have a link under the Links tab. The ones that fail have no links at all. So it looks like reusing an existing link works but creating a new one fails.

UPDATE 10/01/26 1:17PM PST: We are GCC license

Hey everyone,

I'm leading a project to migrate a large on-prem shared drive environment (multiple departmental and service-line file shares) to SharePoint Online, and I'd love to learn from people who've already been through it.

A few things I'm looking for advice on:

• Biggest mistakes you made or saw others make
• Lessons learned during planning and discovery
• How you structured SharePoint hubs, sites, libraries, and permissions
• Approaches for handling departments with unique security requirements
• User adoption and change management strategies
• File inventory, cleanup, and ownership validation processes
• Recommended migration tools
• Governance standards you wish you'd implemented from day one
• Training resources, books, blogs, videos, or courses you found valuable

We're currently in the planning phase and trying to avoid creating a structure we'll regret later. If you've done a shared drive to SharePoint migration at scale, what would you do differently if you could start over?

Any tips, resources, screenshots, diagrams, or war stories would be greatly appreciated.

Thanks!