How to create a Document Set in SharePoint Online
SharePoint Maven Blog
by Gregory Zelfond
2d ago
Time flies. It seemed like it was yesterday when I wrote a very detailed blog post on Document Sets (I remember that because Document Sets are one of the most sophisticated document management features in SharePoint, and creating one and especially writing a post on the topic is very time-consuming). But that was back in 2017 when we still had classic SharePoint. With the modernization of SharePoint, we also got modernization of the Document Set capability. So, I figured I would write a detailed post on creating and configuring a modern Document Set in SharePoint Online. What is a Docume ..read more
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Should we save our documents in SharePoint as PDFs to avoid editing?
SharePoint Maven Blog
by Gregory Zelfond
1w ago
In this article, I would like to answer a question that arises more often than it should. The question is whether or not to save documents in SharePoint as PDFs to avoid editing. This often comes up when an organization wants to store some official and formal policies and procedures or SOPs. Here is my take on this. Microsoft Word vs. Adobe PDF The question stems from the fact that it is so easy to change the Word document compared to PDF. With Microsoft Word, you can open a document in the browser or the native application and make the changes immediately. PDF files, however, are not that eas ..read more
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A New Way to Share Pages in SharePoint Online
SharePoint Maven Blog
by Gregory Zelfond
1w ago
I kind of blogged about this topic recently, but since Microsoft updated the user interface and functionality on this, I would like to write another post on the topic as well. That said, this article will not be much about the new functionality, but rather the consequences of using it. Sharing Pages in SharePoint Online As mentioned above, we could share pages in SharePoint Online for quite some time. I described that mechanism in this article. Page is just like another file (Word, Excel, PDF) and can be shared individually, independent of a site. A new way to share pages in SharePoint Online ..read more
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Set up Document Retention via Retention Labels in SharePoint Online
SharePoint Maven Blog
by Gregory Zelfond
2w ago
I recently published an article on creating and publishing retention policies on SharePoint sites. However, in that scenario,  the assumption was that all content on a site would follow the same retention policies. However, what if you have various types of documents that need to be retained for different periods of time? In this case, we need to rely on Retention Labels. By tagging content with different retention labels, we can apply different and unique retention schedules to different files and folders. And that is what I would like to explain in this article. 3 Steps to Set up Docume ..read more
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What is Microsoft Whiteboard?
SharePoint Maven Blog
by Gregory Zelfond
2w ago
If you clicked on a Microsoft 365 App Launcher, I am sure you saw an application that probably does not get as much attention as it should—something called Whiteboard. In this article, I would like to explain what this application is about and its use cases. What is Microsoft Whiteboard? I remember when I worked in the corporate world back in the early 2000s, the company I worked for in a conference room had an electronic whiteboard where you could draw stuff during the meetings with markers (just like a regular school blackboard) and then capture an image of the whole board and have it printe ..read more
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4 Elements of Microsoft Loop
SharePoint Maven Blog
by Gregory Zelfond
3w ago
In one of the earlier posts, I introduced you to the new kid on the Microsoft 365 block: Microsoft Loop. Today, I want to take a deep dive and explain the structure of the Microsoft Loop application. I decided to write this post because the Microsoft Loop structure is a bit different than that of SharePoint and has some unique nuances as well. Microsoft Loop has 4 main elements/building blocks: Loop Workspaces Loop Pages Loop Applications Loop Components Loop Workspaces Loop Workspaces are like Sites in SharePoint. They are containers that organize all sorts of content in one location/space ..read more
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Share a folder or a whole site in SharePoint? Pros and Cons of each method
SharePoint Maven Blog
by Gregory Zelfond
1M ago
I get this question quite often from my clients and loyal followers. So you created a SharePoint site, customized it with a certain look and feel, added some documents, and shared it with the team. There might also be some files and folders that you need to share with some stakeholders internally or externally. The question might arise: Do you just share a folder or a whole site? So this is the question I will try to answer in this article. The answer to the question might be self-evident, depending on what exactly you are trying to share. However, there might also be not-so-obvious consequenc ..read more
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How to Create Site Retention Policies in SharePoint Online
SharePoint Maven Blog
by Gregory Zelfond
1M ago
I wrote several posts on retention policies and labels in the past. However, this was in the early days of the Compliance Center. Over the years, many significant changes were made to the user interface and steps involved. Not to mention that the Compliance Center was rebranded to Microsoft Purview. So, what I would like to do in this article is document the steps involved when it comes to setting up retention policies on SharePoint Sites and its content. Why do you need to set up retention policies on SharePoint Sites? There are many reasons why you might want to consider setting up retention ..read more
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3 ways to remove topics from the Viva Topics Center
SharePoint Maven Blog
by Gregory Zelfond
1M ago
Viva Topics is an excellent solution for companies looking to capitalize on knowledge management. Topics are manually created by users (Knowledge Managers) or automatically aggregated by AI by indexing the data/content available in SharePoint and other applications. However, there might be situations when you need to remove specific topics from the Viva Topics Center. Perhaps it is an old topic and no longer relevant, or maybe the topic was created by AI, and you do not need it. Whatever the case – there are a few ways to remove these topics from the Viva Topics Center, and this is what I woul ..read more
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What is Microsoft Loop?
SharePoint Maven Blog
by Gregory Zelfond
1M ago
If you have been following developments within the Microsoft 365 ecosystem over the last few years, it seems like only two things are happening in the world: Copilot and Microsoft Loop. Copilot is, of course, Microsoft’s version of ChatGPT that is incorporated into Microsoft 365 services. I will be blogging about it later. Another buzzword we heard was Loop (or Microsoft Loop, to be exact). So what is Microsoft Loop, and what is the excitement all about? With this article, I would like to introduce you to this new application and explain its purpose. The current way we author and store content ..read more
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