Top 3 SharePoint Online Boundaries

The following are the top three SharePoint Online boundaries to be aware of:

1. Total Storage per Organization:
• For most Microsoft 365 plans,the total storage per organization is 1 TB plus 10 GB per license purchased.
2. Max Storage per Site (Site Collection):
• The maximum storage limit for a single site or site collection is 25 TB.
• Such a limit applies to all types of sites, including Microsoft 365 group-connected team sites, Communication sites, and OneDrive.
• When a site collection reaches 25 TB, it goes into Read-Only mode until items are deleted from the site, including the site’s Recycle Bins.
3. Sites (Site Collections) per Organization:
• An organization can have up to 2 million sites or site collections in SharePoint Online.

Top 5 Best Practices for Using SharePoint Views

The following are five top best practices for SharePoint views:

1. Create views: Make views public and use filter/sort/group functions to display what one wants. Views can also help manage space on a page.
2. Plan for SharePoint Document Management: Analyze existing documents, determine document types and properties. Additionally, create a flexible and easily extendable content type structure. Also, choose where and how to store documents in SharePoint, create fields, sites, libraries and lists. Finally, plan for permissions, define and automate SharePoint document naming, SharePoint document automation, optimize views and libraries.
3. Avoid creating too many folders inside libraries: This aspect is much better for the speed and searchability if views were created instead.
4. Use filters and styles to organize and show information: Views enable one to utilize filters and styles to organize and show the information already available in lists and libraries.
5. Utilize SharePoint List/Library View features and capabilities: One should know how to show/hide columns, change the sort order, create multiple views, and how to add column choices to the modern user interface filters pane.

Top 5 Best Practices for Document Management in SharePoint

The following are five best practices for document management in SharePoint:

1. Utilize metadata to tag documents, rather than recreating network drive folders. This allows for more efficient organization and retrieval of documents.
2. Utilize content types for dynamic meta tagging. This allows one to set dynamic properties/meta tags depending on the document uploaded.
3. Utilize alerts for a document library or list to be notified if files or items in the library or list have been deleted or changed by someone else.
4. Utilize version control/check-out features. By default this functionality is not turned on by default but can be in order to help protect accidental edits of documents.
5. Utilize the creation of views to display what is applicable and needed. Views can also be utilized to help manage space on a page.

6 Tips for Using the Highlighted Content Web Part (HCWP) in SharePoint Online

The following are six tips for using the highlighted content web part (HCWP):

• Choose the right content source. The HCWP is capable of displaying content from a variety of sources, so choose the source most relevant to the page and audience.
• Utilize filters to narrow down the results. Filters allow one to display only the content most relevant to the audience.
• Sort the content in a specific order. It is possible to sort the content in the HCWP in a variety of ways, such as by date, title, or author.
• Choose a layout which matches the content and the page. The HCWP offers four different layouts: Cards, List, Carousel, and Filmstrip.
• Use dynamic content. The HCWP allows one to display dynamic content, such as the most recent documents, the most popular news articles, or the most viewed videos.
• Use the HCWP in conjunction with other web parts. The HCWP can be utilized in conjunction with other web parts to create more complex and engaging content displays.

11 Types of SharePoint Pages

The following are eleven types of SharePoint pages:

Homepage - The main landing page for a SharePoint site. It is utilized to provide users with an overview of the site content and to provide links to important content.

News page - Used to publish news and announcements to SharePoint site users.

Team page - Used to provide information about a team, be its members, goals, projects and documents.

Document library page - Used to display a list of documents in a document library.

List page - Used to display a list of items, be it tasks, events, or contacts.

Calendar page - Used to display a calendar of events.

Survey page - Used to create and publish surveys to your SharePoint site users.

Wiki page - Used  to create and share collaborative content with SharePoint site users.

Blog page - Used to create and publish blog posts to SharePoint site users.

Web part page - Used to add web parts to a page.

Custom page -  Used to create a custom page with HTML, CSS, and JavaScript code.

5 Key Sites for Dynamics 365 and SharePoint Integration

The following are 5 key sites to utilize for Dynamics 365 and SharePoint based integration information:

Configure Dynamics 365 Sales to Integrate with SharePoint:

https://docs.microsoft.com/en-us/dynamics365/sales/connect-with-sharepoint?tabs=SE

Manage Your Documents Using SharePoint:

https://docs.microsoft.com/en-us/power-platform/admin/manage-documents-using-sharepoint

Set Up Customer Engagement Apps to use SharePoint Online:

https://docs.microsoft.com/en-us/power-platform/admin/set-up-dynamics-365-online-to-use-sharepoint-online

Integrate Dynamics 365 Customer Engagement with SharePoint:

https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/integration-dev/integrate-sharepoint?view=op-9-1

Get Started with SharePoint Integration:

https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/developer/integration-dev/get-started-sharepoint-integration?view=op-9-1

5 Good Sites for Core SharePoint 2019 Information

5 Good Sites for Core SharePoint 2019 Information

The following are 5 good sites for core SharePoint 2019 information:

New and Improved Features in SharePoint Server 2019 - SharePoint Server:

https://docs.microsoft.com/en-us/SharePoint/what-s-new/new-and-improved-features-in-sharepoint-server-2019

 

Install SharePoint Server 2019 - SharePoint Server:

https://docs.microsoft.com/en-us/sharepoint/install/install-for-sharepoint-server-2019  

 

Information About SharePoint On-Premises 2019 - SharePoint:

https://docs.microsoft.com/en-us/sharepoint/troubleshoot/administration/sharepoint-on-premises-2019-information  

 

What's New in Search in SharePoint Server 2019:

https://support.microsoft.com/en-us/office/what-s-new-in-search-in-sharepoint-server-2019-3f56ab51-f10f-4a34-a8c6-bfe02f44896d

 

SharePoint 2019 Licensing:

https://www.microsoft.com/en-us/microsoft-365/sharepoint/sharepoint-licensing-overview

SharePoint - Parameter

The following is a SharePoint Dictionary Word of the Day:

Parameter

Metadata item that represents formal parameters for business logic in a line-of-business (LOB) system. Parameters have a single root item that defines the structure of the parameter.

SharePoint - Paged View

The following is a SharePoint Dictionary Word of the Day: 

Paged view

View which supports one or more visual pages. Such a view is utilized to break up larger sets of data into smaller sets in order to increase performance and manageability.

SharePoint Addiction Channel - YouTube

SharePoint Addiction Channel - All SharePoint all the time! Quick thoughts and discussions around SharePoint subject matter with a SharePoint addiction mindset!

SharePoint - Office 365 Information Related Links

The following links are meant to be utilized in order to find proper documentation in regard to SharePoint - Office 365 based technologies on subject material on Microsoft related sites.
Information is broken down into these high level topics: General Information, Training Related Information, MS Teams, Search Related Information: Office 365 Related, Administrative - Miscellaneous Related.

General Information:
SharePoint Documentation:
https://docs.microsoft.com/en-us/sharepoint/

SharePoint Technical Reference:
https://docs.microsoft.com/en-us/SharePoint/technical-reference/technical-reference

In the Office 365 admin center the info in the Office 365 Training Center is useful:
https://support.office.com/en-us/office-training-center

The SharePoint Online admin site is awesome - if you utilize via a desktop the Download PDF on the left provides a great way to have a local copy of this info:
https://docs.microsoft.com/en-us/sharepoint/sharepoint-online

The SharePoint Resources gallery has lots of great info and samples on many subjects:
https://developer.microsoft.com/en-us/sharepoint/gallery/?filterBy=SharePoint,Samples

Training Related Information:
Introduction to SharePoint Online:
https://docs.microsoft.com/en-us/sharepoint/introduction

Office 365 basic videos:
https://support.office.com/en-us/article/office-365-basics-video-training-396b8d9e-e118-42d0-8a0d-87d1f2f055fb

SharePoint Online Video Training:
https://support.office.com/en-us/article/SharePoint-Online-video-training-cb8ef501-84db-4427-ac77-ec2009fb8e23

SharePoint Development Training:
https://docs.microsoft.com/en-us/sharepoint/dev/training/training

Tutorials and training material for SharePoint Development:
https://docs.microsoft.com/en-us/sharepoint/dev/training/training

What's new in SharePoint Online - SharePoint:
https://support.office.com/en-us/article/what-s-new-in-sharepoint-online-02449ef0-027e-4089-8717-f0ae7ea58029

SharePoint Help Center:
https://support.office.com/en-us/sharepoint

SharePoint Blog:
https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog

Microsoft Office 365 learning pathways beta preview:
https://docs.microsoft.com/en-us/office365/customlearning/

Introduction to Power Automate (Flow) approvals:
https://docs.microsoft.com/en-us/flow/modern-approvals

MS Teams:
Microsoft Teams Tips:
https://support.office.com/en-us/office-training-center/teams-tips

Add a SharePoint Page or List to a Channel in Teams:
https://support.office.com/en-us/article/add-a-sharepoint-page-or-list-to-a-channel-in-teams-131edef1-455f-4c67-a8ce-efa2ebf25f0b

SharePoint and Teams Better Together:
https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog/SharePoint-and-Teams-Better-Together/ba-p/189593

How SharePoint Online and OneDrive for Business interact with Microsoft Teams:
https://docs.microsoft.com/en-us/MicrosoftTeams/sharepoint-onedrive-interact/

Search Related Information:
Search Developing a solid strategy here is some good documentation:
https://docs.microsoft.com/en-us/sharepoint/dev/general-development/search-in-sharepoint

Interesting site in relation to search: - search architecture overview:
https://docs.microsoft.com/en-us/sharepoint/search/search-architecture-overview

Some useful information on the Office 365 Security Roadmap:
https://docs.microsoft.com/en-us/office365/securitycompliance/security-roadmap

SharePoint Hybrid Search Sites:
https://docs.microsoft.com/en-us/SharePoint/hybrid/sharepoint-hybrid-sites-and-search

Office 365 Related:
Office 365 roadmap:
https://www.microsoft.com/en-us/microsoft-365/roadmap

Office 365 compare of versions:
https://docs.microsoft.com/en-us/microsoft-365/

Connecting to Office 365 Groups:
https://docs.microsoft.com/en-us/sharepoint/dev/transform/modernize-connect-to-office365-group

Learn about Office 365 Groups:
https://support.office.com/en-us/article/learn-about-office-365-groups-b565caa1-5c40-40ef-9915-60fdb2d97fa2

Everyday Guide Office 365 Groups:
http://icansharepoint.com/everyday-guide-office-365-groups/

Personalizing & Improving Office 365:
https://docs.microsoft.com/en-ca/dynamics365/business-central/ui-personalization-user

IT professional resources for Office 365 in the technet gallery:
https://gallery.technet.microsoftcom/office/site/search?f%5B0%5D.Type=RootCategory&f%5B0%5D.Value=Office365

What is a SharePoint Hubsite:
https://support.office.com/en-us/article/what-is-a-sharepoint-hub-site-fe26ae84-14b7-45b6-a6d1-948b3966427f

Creating Hub Sites:
https://docs.microsoft.com/en-us/sharepoint/create-hub-site

Customize Modern Team Sites:
https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/modern-experience-customizations-customize-sites

Customizing the "modern" experiences in SharePoint Online | Microsoft Docs:
https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/modern-experience-customizations

SharePoint Online Files with Office 365 Labels and Data Loss Protection:
https://docs.microsoft.com/en-us/office365/securitycompliance/protect-sharepoint-online-files-with-office-365-labels-and-dlp

Office 365 Security Compliance Labels:
https://docs.microsoft.com/en-us/office365/securitycompliance/labels

Office 365 tools to help in your workflow and fine-tune content:
https://www.microsoft.com/en-us/microsoft-365/blog/2018/11/29/new-to-microsoft-365-in-november-tools-to-keep-you-in-your-workflow-and-fine-tune-content/

Office 365 - Create Labels on Managed Metadata Terms using CSOM in PowerShell from a CSV file:
https://blogs.technet.microsoft.com/fromthefield/2016/01/19/o365-create-labels-on-managed-metadata-terms-using-csom-in-powershell-from-a-csv-file/

Office 365 Scripts:
https://gallery.technet.microsoft.com/office365

Office 365 Hybrid Azure Scripts:
https://gallery.technet.microsoft.com/office/Office-365-Hybrid-Azure-354dc04c

Connect to Office 365 Security & Compliance Center PowerShell:
https://docs.microsoft.com/en-us/powershell/exchange/office-365-scc/connect-to-scc-powershell/connect-to-scc-powershell?view=exchange-ps

Office 365 Client App Support - Single Sign-On:
https://docs.microsoft.com/en-us/office365/enterprise/office-365-client-support-single-sign-on

Office 365 SharePoint migration tool:
https://docs.microsoft.com/en-us/sharepointmigration/introducing-the-sharepoint-migration-tool

Administrative - Miscellenous Related:
Webpart on a SharePoint page:
https://support.office.com/en-us/article/use-the-news-web-part-on-a-sharepoint-page-c2dcee50-f5d7-434b-8cb9-a7feefd9f165

News Webpart on a SharePoint Page:
https://support.office.com/en-us/article/use-the-news-web-part-on-a-sharepoint-page-c2dcee50-f5d7-434b-8cb9-a7feefd9f165

SharePoint Classic to Modern:
https://docs.microsoft.com/en-us/sharepoint/publishing-sites-classic-to-modern-experience

What is a SharePoint communication site?:
https://support.office.com/en-us/article/What-is-a-SharePoint-communication-site-94A33429- E580-45C3-A090-5512A8070732

SharePoint Analytics Processing:
https://docs.microsoft.com/en-us/sharepoint/search/overview-of-analytics-processing#BKMK_TheDifferentType

SharePoint Administrative Backup:
https://docs.microsoft.com/en-us/sharepoint/administration/backup

Use the Page Diagnostics for SharePoint tool:
https://docs.microsoft.com/en-us/office365/enterprise/page-diagnostics-for-spo

Data Loss Protection (DLP) in Office 365 information:
https://docs.microsoft.com/en-us/office365/securitycompliance/protect-sharepoint-online-files-with-office-365-labels-and-dlp

PowerApps subject matter documentation:
https://docs.microsoft.com/en-us/powerapps/

A great resource for PowerApps info that allows one to search for info:
https://powerapps.microsoft.com/en-us/search/documentation/

Desired State Configuration (DSC) overview information:
https://docs.microsoft.com/en-us/powershell/dsc/overview

Desired State Configuration (DSC) the DSC Resources on github:
https://github.com/PowerShell/DscResources

SharePoint Online Management Shell:
https://docs.microsoft.com/en-us/powershell/sharepoint/sharepoint-online/connect-sharepoint-online?view=sharepoint-ps

Creating a Team Site in SharePoint:
https://support.office.com/en-us/article/create-a-team-site-in-sharepoint-ef10c1e7-15f3-42a3-98aa-b5972711777d

Hybrid for SharePoint Server | Microsoft Docs:
https://docs.microsoft.com/en-us/sharepoint/hybrid/hybrid

Download SharePoint Hybrid worksheets from Official Microsoft Download Center:
https://www.microsoft.com/en-us/download/details.aspx?id=41956

Using Metadata and Classification in Records Management - SharePoint Server:
https://docs.microsoft.com/en-us/sharepoint/governance/records-management-in-sharepoint-server

Azure Turbo Mode:
https://support.quest.com/metalogix/help/Essentials/WebHelp/azure_turbo_mode.html

Using templates to create different kinds of SharePoint sites:
https://support.office.com/en-us/article/Using-templates-to-create-different-kinds-of-SharePoint-sites-449eccec-ff99-4cf3-b62e-dcfee37e8da4

Share your Flows with Office 365 Groups and SharePoint Lists, Connector Updates, and Analytics with Error Details:
https://flow.microsoft.com/en-us/blog/share-with-sharepoint-office-365/

PowerShell scripts to help with SharePoint Hybrid Set-up:
https://www.microsoft.com/en-us/download/details.aspx?id=51490

New and improved features in SharePoint Server 2019:
https://docs.microsoft.com/en-us/SharePoint/what-s-new/new-and-improved-features-in-sharepoint-server-2019

Create the SharePoint Server 2019 farm for a database attach upgrade:
https://docs.microsoft.com/en-us/sharepoint/upgrade-and-update/create-the-sharepoint-server-2019-farm-for-a-database-attach-upgrade

Verify database upgrades in SharePoint Server 2019 | Microsoft Docs:
https://docs.microsoft.com/en-us/sharepoint/upgrade-and-update/verify-upgrade-for-databases-2019

PowerApps Support for On-Premise:
https://powerapps.microsoft.com/en-us/blog/support-for-sharepoint-on-premises/

PowerApps Canvas Apps Connections:
https://docs.microsoftcom/en-us/powerapps/maker/canvas-apps/connections-list

Develop SharePoint Workflows using Visual Studio:
https://docs.microsoft.com/en-us/sharepoint/dev/general-development/develop-sharepoint-workflows-using-visual-studio

Workflows Included with SharePoint:
https://support.office.com/en-us/article/overview-of-workflows-included-with-sharepoint-d74fcceb-3a64-40fb-9904-cc33ca49da56

Configure SQL Server security for SharePoint Server | Microsoft Docs:
https://docs.microsoft.com/en-us/sharepoint/security-for-sharepoint-server/configure-sql-server-security-for-sharepoint-environments

SharePoint General Development Search:
https://docs.microsoft.com/en-us/sharepoint/dev/general-development/search-in-sharepoint

When to use the Content Query Web Part or the Content Search Web Part in SharePoint:
https://support.office.com/en-us/article/When-to-use-the-Content-Query-Web-Part-or-the-Content-Search-Web-Part-in-SharePoint-346A0F48-38DE-409B-8A58-3BDCA1768929

SharePoint Backup and Recovery Overview:
https://docs.microsoft.com/en-us/sharepoint/administration/backup-and-recovery-overview

Configure SharePoint Cloud Hybrid Search:
https://docsmicrosoft.com/en-us/sharepoint/hybrid/configure-cloud-hybrid-searchroadmap

List Organization Chart in SharePoint:
https://www.enjoysharepoint.com/create-organization-chart-in-sharepoint/

Developer SPFX Setup SharePoint Environment:
https://docs.microsoft.com/en-us/sharepoint/dev/spfx/set-up-your-development-environment

PowerBI:
https://docs.microsoft.com/en-us/power-bi/

Getting Started with Windows Powershell:
https://docs.microsoft.com/en-us/powershell/scripting/getting-started/getting-started-with-windows-powershell?view=powershell-6

Scripting Blog:
https://devblogs.microsoft.com/scripting/

Dynamics 365 SharePoint Integration:
https://docs.microsoft.com/en-us/power-platform/admin/set-up-sharepoint-integration

Overview of creating apps on PowerApps:
https://docs.microsoft.com/en-us/powerapps/maker/Ok

Understand the Delegation in a PowerApp:
https://docs.microsoft.com/en-us/powerapps/maker/canvas-apps/delegation-overview

Connect to your on-premises data sources from PowerApps using on-premises data gateway:
https://powerapps.microsoft.com/en-us/blog/connect-to-your-on-premises-data-sources-using-on-premises-data-gateway-from-powerapps/

SharePoint Strategic Thinking Plan

In regard to SharePoint, it’s important to have a strategic plan – that utilizes specific thinking and thoughts:
 

·         Break down items into manageable pieces that can be accomplished in a given timeframe.

·         What do you want the SharePoint environment to do?

·         What are the current features and long-term desired features?

·         What are the resource needs to run the environment?

·         How will end uses be educated – on the features and functionality?

·         Where is the SharePoint environment overall and where should it be organizationally?

·         What are the needed customizations to the environment and how will they be requested and implemented?

 
View Video:

SharePoint Worse Case Scenarios

In regard to SharePoint, the following items may need to be addressed as worst case to be addressed so that a positive result is always obtained:

·         What if SharePoint can’t be sold as a content and document management tool?

·         What if the environment goes down how will this effect revenue?

 

·         What if SharePoint can’t process forms - how will this affect the business?

·         What if an individual can’t obtain the need permissions until after a 24-48 hour approval process – how will this affect the business?

·         What if a developer or administrator is out of the office – who is the back-up?

·         What if a developer or administrator quit – how will this affect the business?

View Video:

SharePoint Decision Making

In regard to SharePoint, several aspects are key in regard to decision making:

Learn all the facts in regard to the situation then make the best decision based on the available data. Example maybe having a hybrid set-up (on premise and cloud) makes sense for the organization.

Do your homework – get all the facts then research what others have done. Example maybe out of the box functionality can be utilized instead of custom coding.

Examine pros and cons – think about every angle for what is trying to be obtained then go with the best course of action. Pros and cons maybe return on investment, buy vs. build, etc.

Align resources with objectives – list of what needs done then decide best resources and setup time frames for work to be completed.

 
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SharePoint Good Ideas

In SharePoint good ideas have to happen strategically – the following items will help the thought process around such ideas:
 

1)      Security – one of the most sought after elements in SharePoint is security so developing a plan around this – that utilizes active directory groups will be helpful.

2)      Credibility – ideas need to be concrete and make sense for ones environment and needs – be aware of this with your ideas.

3)      Create a foundation – a good idea can be started in SharePoint then built upon – this is the advantage of the environments toolset and capabilities.

4)      Dream it – then build it – ponder it – then accomplish it – via the SharePoint environment.

View Video:

Leadership and SharePoint Define Reality

The following are some aspects to consider in regard to leadership of SharePoint:

1)      Minimize risk – just about every action aspect of SharePoint has a risk – be aware and recognize these risks (example a solution deployment causes downtime).

2)      Have a target and a game plan – define specific dates and have a big thinking game plan for all your SharePoint projects.

3)      Always be ready for change – features, functionality, new versions, updates, etc. SharePoint is always evolving and has changes – sometimes which are significant so be ready.

View Video:

SharePoint Thinking via Asking Questions

The following are some good questions to think about and be aware of when working with end users:

1)      Why does the user want to utilize a certain way – when other technology is available?

2)      What is the root problem that is trying to be solved and how can SharePoint help?

3)      What are the underlying issues with a current process that SharePoint can help with?

4)      What is the most important aspect to tackle or make sure gets SharePoint value?

5)      What happens if not all the asks are completed – can the SharePoint aspects be done in phases or does SharePoint need to integrate with another technology for completion?

View Video:

SharePoint Creativity Killers

The following are standard creativity killers in regard to SharePoint that devalue its ecosystem:

1)      SharePoint administrators, developers, power users, users who don’t believe they are creative and are afraid to be different.

2)      Overall mantra of it’s never been done, can’t be done and it’s too much work.

3)       The mind frame of we don’t have the time or money to forge ahead with being cutting and leading edge.

4)      The thought that it’s not practical is sometimes not an option when trying to find creativity thought.

5)      The mindset that don’t be different and stay within the lines is good.

View Video:

SharePoint Creativity

The following are some items to consider in order to be creative with SharePoint:

1)      Add value to the organization – when being creativity it’s a matter of being able to see what everyone else has seen but no one else has done. This includes design and functionality when it comes to SharePoint.

2)      Compound – give time and focus to creativity - build upon items as needed. SharePoint is complex and has options which need time, focus and strategy.

3)      Draw people to ideas – users will admire intelligence and fun so combining the two and being an evangelist is key in getting users psyched about SharePoint.

4)      Learn more – part of a creative process is being able to always seeking new ideas so the learning the teachable aspects of creativity is un-sprung.

5)       Challenge the status quo – being creative and innovative go together well, especially with the way SharePoint works.

View Video:

SharePoint – Follow Your Dream

In regard to SharePoint, the following items are good to consider with following dreams:
 

Have lots of ideas – think of all the ways that SharePoint can help with business value and return on investment.

Explore options – always be on the lookout for new features and functionality that can help the task at hand.

Connect the un-connected – be aware of what others are doing in the environment – have communication amongst site owners as leveraging success in one area can be utilized across the board.

Don’t be afraid to fail – SharePoint has many aspects, features, functionality and way to do items – therefore it is hard to be a complete failure.

Celebrate creativity – go off the beaten path to unspring pure SharePoint creativity – be it design, folder structure, metadata structure, etc.

View Video: