3 Top Scenarios Using Power Automate with SharePoint Online

The following are the top three scenarios using Power Automate with SharePoint Online:

• Manage Approval Flows:
• Customize SharePoint Online page approvals as needed.
• Require approval of documents and other content in SharePoint Online using Power Automate.
• Route finished documents to a team for further approval.
• Work with Files and Lists:
• Manage list items and file based permissions.
• Move files to different folders or document libraries after they’re approved in SharePoint Online.
• Create an item in SharePoint Online when a new order or request is added in a supported system via the proper connector.
• Other Key Scenarios:
• Utilize HTTP requests to manage lists and libraries.
• Create SharePoint Online based reminder flows.

Top 3 Key Aspects Related to SharePoint That Are Useful

The following are three aspects related SharePoint that are useful:

• Information Architecture in SharePoint:
• Information architecture is key for organizing and labeling content in SharePoint. It includes aspects such as navigation, search, site hierarchy, taxonomy, and security.
• Key components:
• Global Navigational Structure: Top-level navigation spans the entire SharePoint tenant, including the home site of the Intranet.
• Hub Structure and Organization: Hubs group similar topics, tasks, and content together.
• Local Site and Page Navigation: These aspects link content within each site and page effectively.
• Metadata Architecture: Utilized with search, browsing, compliance, and retention policies.
• Search Experiences: Used for how the users consume information architecture.
• Personalized Content Experiences: Targets content for specific users or groups.
• External Sharing in SharePoint:
• Utilized for collaboration with vendors, clients, or customers.
• Allows the sharing of content with people outside the organization, making collaboration seamless and secure.
• SharePoint Tips & Tricks:
• In order to maximize productivity, utilize best practices and useful tips for SharePoint.
• Optimize workflows, managing permissions, and leveraging features such as MS Teams integration.

Top 3 Examples of SharePoint Intranet Homepages

The following are the top three SharePoint Intranet homepages that can inspire ones own design:

• Company-Wide Homepage:
• Such a homepage serves as the central hub for an organization. It unites employees by providing essential information, news, events, and resources.
• SharePoint Home Sites:
• SharePoint home sites are communication sites specifically designed to serve as the top portal for an organization.
• Custom Design and Look:
• Modern SharePoint Intranets can use vibrant custom design and aesthetics.
• Such designs can build consensus among managers.

3 Top Ways to Organize Links in SharePoint

The following are three ways to organize links in SharePoint:

Navigation Links:

In SharePoint Online’s modern experience, one can have up to three levels of navigation links (two levels of sub-links). For example, one can create a hierarchy such as:

Main Link

Sub-Link 1

Sub-Sub-Link 1.1

Sub-Sub-Link 1.2

Sub-Link 2

Sub-Sub-Link 2.1

Sub-Sub-Link 2.2

Featured Links on SharePoint Start Page:

From the app launcher, one can see the alphabetical list of all available Microsoft 365 apps.

Shareable Links in OneDrive and SharePoint:

A popular example is the Anyone links: Such links give access to the item to anyone who has the link.

Top 3 SharePoint Mistakes

The following are the top three SharePoint mistakes and how to avoid them:

• Neglecting to Implement a Governance Strategy:
• What is governance? Governance encompasses policies, roles, responsibilities, and processes that dictate how an organization’s departments work together to achieve common goals.
• Why is this important? A clear governance strategy leads to a successful roll-out and long-term usage of SharePoint. It contributes to adoption and change management, integrates business processes, and helps manage Microsoft 365 Groups.
• Solution: Develop a solid governance strategy which aligns with the organization’s goals and ensures effective collaboration and content management.
• Failing to Account for Change Management:
• What is change management? It is the discipline which guides how ti prepare, equip, and support individuals to successfully adopt change.
• Why is this important? A lack of change management leads to user resistance and hinders adoption.
• Solution: Create a change management strategy which prepares users for the transition, provides training, and supports throughout the process.
• Using Folders Instead of Metadata and Views:
• What’s the mistake? Some organizations replicate their existing folder structure from file shares directly into SharePoint libraries. However, this approach doesn’t fully leverage SharePoint’s capabilities.
• Why is this a problem? Folders can become unwieldy, making it hard to find and manage documents. Additionally, they don’t take advantage of metadata and views.
• Solution: Embrace metadata and views.

Top 3 Branding Aspects to Consider in SharePoint Online

The following are the top three branding aspects in SharePoint Online:

• Classic Experience vs. Modern Experience:
• In classic SharePoint Online, default themes require significant customization. Additionally, they are not responsive across different devices.
• Customizing classic sites involves using custom master pages or alternate CSS configurations. These can become problematic when SharePoint updates occur.
• Modern Site Branding:
• In a modern SharePoint Online experience, one can have more flexibility. Default site themes are responsive and therefore work on any device.
• One can customize the site’s logo and colors to match a brand without writing code.
• Additional branding can be achieved utilizing custom themes or site templates. Custom themes allow one to create additional color schemes, while site templates let one control customizations such as site navigation and default applications.
• Branding Hub Sites:
• When branding a SharePoint hub site, one can apply the site branding to any associated sites.

Top 3 SharePoint Sizing & Scaling Aspects

The following are the top three image sizing and scaling in SharePoint modern pages:

• Aspect Ratio:
• Relationship between the width and height of an image. It’s usually expressed as two numbers, such as 16:9 or 4:3.
• Images typically work best across layouts and devices when they have an aspect ratio of either 16:9 or 4:3.
• Column Layouts:
• SharePoint pages can have different column types and layouts, such as full-width columns, one column, two columns, three columns, and more.
• Overall, images expected to fill the width of a column is that they should be at least as wide as the column in which they are placed.
• Some width guidelines for different column layouts:
• Full-width column: 1920 pixels
• One column: 1204 pixels
• Two columns: 586 pixels per column
• Three columns: 380 pixels per column
• One-third left column: 380 pixels for the left column; 792 pixels for the right column
• Automatic Scaling:
• Modern pages and web parts are fully responsive across devices. Automatic image scaling ensures a proper experience on mobile devices.
• Images are resized and cropped automatically to display a result across various devices and layouts.

6 SharePoint Project Product Realization Keys

The following are six key SharePoint project product realization keys:

1) Define and execute production activities. 

2) Generate and manage requirements for all needs aspects. 

3) Utilize effectively the differences between verification testing and validation testing. 

4) Consider all customer, stakeholder and technical requirements. 

5) Analyze potential incompatibilities as early as possible. 

6) Understand and analyze test data for trends and anomalies.

4 Key SharePoint Rationale Aspects for Project Information

The following are four SharePoint rationale aspects for project information:

1) Reason for the Requirement: Find out via research and communication, the reason for the requirement if not obvious

2) Document Assumptions: Sometimes, a requirement is written assuming the implementation of a technology program, as such, any assumption should be documented. 

3) Document Relationships: Relationships with the product's expected operations should be documented.

4) Document Design Constraints: Constraints imposed by the results from decisions made as the design, technology or requirements evolves should be documented.

3 Key Points About SharePoint Online Web Parts

The following are three key points about SharePoint Online web parts:

• Building Blocks of Pages:
• Web parts are the fundamental building blocks for creating pages on SharePoint sites.
• Web parts are segmental components that allow one to display various types of content, such as text, images, files, videos, and dynamic elements.
• Customization and Placement:
• When one adds a modern page to a site, they can easily add and customize web parts.
• To add a web part:
• Go to the page where one wants to add it.
• Click the Edit button (if the page is not already in edit mode).
• Hover over or below the existing web part and click the circled “+” icon.
• Choose from the available web parts.
• One can also move or remove web parts as needed.
• Client-Side Web Parts:
• SharePoint client-side web parts run in the browser and appear within SharePoint pages.
• Developers build client-side web parts using modern client-side development tools and the SharePoint workbench.
• Web parts enhance the user experience by providing dynamic and interactive content.

Top 7 SharePoint Closeout of a Project Aspects

The following are the top seven core and key items when closing out a SharePoint project: 

1) Document the project and supporting processes

2) Document the lessons learned

3) Create a final management level report of the project (includes all needed overview aspects and metrics)

4) Archive any needed data

5) Have one last technical review of all needed aspects and how they work 

6) Document all technical activities

7) Document and have final report of success criteria, support model and ideal usage

5 Key SharePoint System Design Aspects

The following are five key SharePoint Systems Design Aspects:

1) Successfully understand and define the SharePoint project objectives as these are keys to capturing stakeholder expectations, that will translate into quality requirements and efficiencies over the life cycle of the project.

2) Complete thorough SharePoint requirements as a critical factor in successful validation of requirements.

3) Have clear and unambiguous SharePoint requirements as these will help avoid misunderstanding when developing and making major or minor changes. 

4) Document all SharePoint based decisions made during the development of the original design concept, as this will help with future proposed changes and modifications.

5) Validate the SharePoint design solution via an iterative process and evaluate it against the stakeholder expectations.

4 Aspects a SharePoint Engineer Needs to Reduce

The following are four cost aspects, a SharePoint Engineer needs to account for in their work:

• Reduce costs as applicable be it code or architecture based. 

• Reduce risk as applicable be it process, feature or functionality based.

• When reducing cost, higher risks must be accepted.

• When reducing risks, higher costs must be accepted.

3 Top SharePoint On-Premise Best Practices to Realize

Here are the top three best practices for SharePoint On-Premise:

• Governance and Access Management:
• Implement Strong Access Controls: Make sure only authorized users have access to SharePoint content. Use permissions and groups effectively.
• Develop Clear Policies: Communicate and post guidelines for SharePoint usage, content management, and sharing. Review and update the policies often.
• Align with Business Goals: Make sure that governance aligns with the organizational objectives and supports the business operations.
• Information Architecture:
• Site Structure: Have a logical site hierarchy. Utilize sites to organize content, tasks, calendars, and resources.
• Lists and Libraries: Utilize SharePoint lists for useful data organization. Modern lists have responsive design, integration with Microsoft 365 services, and customizable views.
• Metadata and Libraries: Use metadata tagging for proper and useful document management within libraries.
• Backup and Recovery:
• Regular Backups: Schedule backups of the SharePoint environment. Use this to ensure data protection and disaster recovery.
• Test Restoration: Periodically test the restoration process to verify backups work as needed.
• Document Backup Procedures: Create and update documentation on backup procedures and revise it as applicable.

3 Key Points About SharePoint Online Web Parts

The following are three key points about SharePoint Online web parts:

• Building Blocks of Pages:
• Web parts are the fundamental building blocks for creating pages on SharePoint sites.
• Web parts are segmental components that allow one to display various types of content, such as text, images, files, videos, and dynamic elements.
• Customization and Placement:
• When one adds a modern page to a site, they can easily add and customize web parts.
• To add a web part:
• Go to the page where one wants to add it.
• Click the Edit button (if the page is not already in edit mode).
• Hover over or below the existing web part and click the circled “+” icon.
• Choose from the available web parts.
• One can also move or remove web parts as needed.
• Client-Side Web Parts:
• SharePoint client-side web parts run in the browser and appear within SharePoint pages.
• Developers build client-side web parts using modern client-side development tools and the SharePoint workbench.
• Web parts enhance the user experience by providing dynamic and interactive content.

SharePoint Online Best Practices for 2024

The following are some key SharePoint Online best practices for 2024: 

• New Section Backgrounds in Pages and News:
• Authors can add images or gradient color backgrounds to page sections.
• One can customize SharePoint pages and news by configuring section layouts with custom images or gradient colors.
• One can use accessibility aspects by adjusting focal points, fill mode, overlay, and opacity settings.
• Answers in Viva within Microsoft Search:
• Answers content appears in Viva Engage search and Microsoft Search results.
• If one doesn’t find the information needed, they can post the question into Answers.
• One can obtain an interactive email digest with relevant questions.
• SharePoint Security Best Practices:
• One can create and maintain security best practices as needed in SharePoint Online.
• Protect data, manage permissions, and follow security guidelines.

SharePoint Online Features that Harness the Power of AI

The following are SharePoint Online features that harness the power of AI:

1. Copilot in SharePoint: This feature combines the Large Language Models (LLMs) with data from the Microsoft Graph. Copilot in SharePoint allows one to create SharePoint sites and pages using natural language and AI.
2. Enhanced Visuals: SharePoint has many new aesthetic updates. For example one of the cooler updates is the advanced editing in the image web part.
3. Deeper Engagement: SharePoint integrates with email, Teams, and Microsoft Viva. This means one can display content to where users work, ensuring broader outreach.
4. Flexible Platform: SharePoint continues to maintain in templates, the SharePoint Framework, and Microsoft Graph.

Exciting Features That Combine SharePoint Online With the Power of AI

The following are exciting features that combine SharePoint Online with the power of AI:

• Natural Language and AI Authoring: With Copilot, one can create SharePoint pages faster and easier using natural language and AI.
• Real-Time Coauthoring: Work seamlessly on SharePoint documents, editing and collaborating in real time.
• Integrations with Email, Teams, and Microsoft Viva: SharePoint can display content where they work, ensuring content reaches the right audience.
• Templates, SharePoint Framework, and Microsoft Graph: Populate SharePoint sites with specific workflows and integrate them with custom applications.
• Content Experiences and Solutions: SharePoint can elevate employee productivity and refine business processes.
• Content Processing with AI: SharePoint allows one classify and systematically organize data.

Top 3 SharePoint Gotchas

The following are the top three gotchas of SharePoint Online:

1) Modern List Attachments:

List attachments do not have robust management controls and collaborative features such as versioning and co-authoring.

List attachments don’t have a drag and drop aspect.

2) Customization Challenges:

SharePoint has extensive customization options, but what is available via best practices is ever changing and not always documented.

Be aware of customizations that might impact performance, security, or scalability. 

3) Anchors in Modern SharePoint Pages:

Anchors allow one to link directly to specific sections within a page. However, when working with anchors in the SharePoint Framework code, this can be difficult.

5 Top SharePoint Related Help & Learning Sites

The following are the top five SharePoint related help and learning official sites:

SharePoint Help & Learning

https://support.microsoft.com/en-us/sharepoint

OneDrive Help & Learning

https://support.microsoft.com/en-us/onedrive

MS Teams Help & Learning

https://support.microsoft.com/en-us/teams

M365 Help & Learning

https://support.microsoft.com/en-us/microsoft-365

Microsoft Stream Help & Learning

https://support.microsoft.com/en-us/microsoft-stream