Where do Sways get saved to?

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Contributor

Hi

 

When you create a Sway I understand that it gets saved in the cloud. But where exactly does it get stored and how do we access them? The question comes because somebody in our org has created Sways, but now left and we cannot work out how to get to them!?

 

Thanks, Laurie

19 Replies
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Hi Laurie - sways are stored in the cloud basically as blobs of data, which users can access via their accounts.  As you may be aware, there isn't a "file" as such to point at, so the most important thing for us to get right is the permission management.

 

I checked with the relevant people on our team, and we're working on a solution to make it easier for users to access sways from colleagues who have left, but there are a lot of issues to work through so unfortunately there's no easy solution yet; sorry.  A number of customers are asking for this, though, so it's definitely on our radar.

 

In the meantime, if you have the URLs to those existing sways, you should be able to duplicate them and send the new link around if you want to make any edits, in case that's of any use.

 

Sorry that's not a great answer, but we're working on it!

 

Chris

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Hi. Thanks for the response. I guess this sort of confirms what I thought already, but it is good to have it confirmed. Thanks again

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Every sway is online made and saved and its linked to E-MAIL ACCOUNTS check out the associated e-mail account related to sway if the person left out made all sways with your company office 365 accounts you can ask your admin to have password for that account to access.

 

If the person left in your compnay made all sways with his personal account request him to share all sway accounts.

 

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Will Sway's ever get saved to an Office 365 location?  SharePoint team site or OneDrive?  It's really hard to drive adoption of this product if that will never be the case.  Or should we be using Modern team site pages for Sway like capability?  If so it would be great if there was full parity between the two.  Our users like Sway, but I hate the fact that it's storage is an island. 

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Hi Luke - Sway's data is stored in Azure storage at the moment.  Are you interested in where the data is stored for reasons of discoverability and control?  Re discoverability: sways should now be listed through accounts on office.com which may help a bit, and we did promote them through docs.com as well, though I presume we'll pick an alternative soon as that has been deprecated.  For reasons of control, I can understand where you're coming from; I'm far removed from that part of the product, though, so I can't provide much more insight myself.

If you're interested in getting data out of Sway to use elsewhere, you may find the new "Print" and "Export" options useful.

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This came up for me today. There are a few reasons to store the data as a file:

 

1. Presenting a sway "offline" - in a place with slow or no internet access

2. Organization - being able to store the Sway "file" in a project folder together with other relevant files. 

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Thanks for the feedback!  I know this is something our team is thinking about - we want to make sure Sway content is visible to users, in recent documents lists, common shared locations, etc. - so it's good to know we're on a similar wavelength.

 

Offline use is a bit more tricky, because our cloud servers are doing most of the work at the moment, but it's also something we're thinking about for the longer term.  In the short term, the export options may help a little.

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Hi @Chris Bevan, our challenge is to search for a Sway using Enterprise & Delve search. As it's not clear where & how Sway is stored, the search crawlers are probably struggling w/t same issue and are not able to include a Sway into the search index. Please correct me if I'm wrong, today I don't see any option to find a sway back except by keeping a list of links pointing to each individual Sway. We want to replace a large number of our guidelines & other documentation by Sways, but how do we make these Sway docs easy accessible & searchable in an overview?

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Hi Eric - as far as finding sways is concerned, I checked with our team, and these are the options we currently have:

  1. Searching the audit logs (though these logs expire after 90 days due to compliance regulations)
  2. Web searches - e.g., https://www.bing.com/search?q=education%20site%3Asway.com - though I guess this won't help if your sways are tenant-locked and not accessible to crawlers

Neither of these are great for what you want, unfortunately.  We have ideas about making a better tenant administration page in future, and it's very useful to hear about these sorts of scenarios so we can decide when to prioritize doing so.

 

So that's where things are for automatically finding sways.  Maybe this means storing a list of links in a central sway, or elsewhere in OneNote or something else, for your use case.  Sorry there's nothing better built-in just yet.  We'd be interested to hear how you do set things up, though - particularly if there are some specific pain points that we can address in Sway itself.

 

Thanks for the feedback!

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Hi @Chris Bevan tx for your reply. The audit log search is useful to discover who already created a Sway within the company and which Sways people are watching. Our main interest is to build a Delve board with cards of old & new documentation to quickly visualize which docs are consulted most. The old SP methods Popularity Trends & Most Popular Items could also be used. However all 3 methods rely on the fact that they can only show stats on docs that are found, which excludes Sway presentations. Directing users to the Sway application doesn't provide them an overview of all Sways available on our tenant. My best guess is that we'll create a SP page on which we'll hard code links on images to our internal Sway presentations.

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I came across this while investigating a project for a customer who is migrating a set of users from one O365 tenancy to another.  I can use tools like ShareGate to handle the SP data migration but how can I move the sway data from a tenancy that is going to be closed down to the new tenancy so that it remains available for the users.  They will be keeping their email address in the new tenancy but since that is going to be linked to a new mailbox (and Exchange OnLine environment) I cant see how it will be able to access the sway data in the old tenancy.  

 

Dave

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Hi David - I'm not too familiar with the details of tenant storage, but yes, I think migrating to a different tenant will mean that users have different accounts (since they're in different tenants of course) that have different storage, and without some specific migration step, the Sway data would still be sitting under the old account.

 

I'm not sure what our specific options for migration are - it'd be nice if we had a PowerShell script or something - but I'll ask a couple of people here and see if anyone can give a better response.

 

One option would be to log in as the new user, open the old sways, and duplicate them so they're stored under the new account.  That might need an extra step of "share with specific people" (or "anyone with the link") to provide the access for the new user to the old user's storage, though.  It's not a great option when there are a lot of sways, but it's there if no other options suit.

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Sadly I have been creating a lengthy Sway and assumed it was auto saving.  Alas Sway hung and nothing was saved...or if it is in a location I can get to, please advise.

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Hi Victoria - Sway really should automatically save everything for you; if it isn't doing so, it's supposed to show a dialog asking you to refresh the page to make sure you don't lose anything.

 

Does your sway appear on the My Sways page?  (https://sway.office.com/my)

 

Everything you've created should be accessible through there.

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Has there been any progress in the product development around the topic of saving Sways since this original thread was posted in 2017? We have a lot of content created in Sway by someone who is now leaving the business. Is there no easier way to access these Sways other than duplicating them and resharing? I've found that even with edit rights to a sway I don't have continued access to it if the originator of the Sway has left the business.

Thanks! 

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Sway is becoming a useful format and possibly a much-needed alternative to PDF docs on the web. This document ownership and transfer of ownership problem needs to be addressed before Sway can be seen as an enterprise compatible resource. You can technically create a departmental O365 account for the sake of publishing, but this is both awkward and problematic. Microsoft team: Send us some good news!
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@Deletedand Microsoft Sway team: has there been any follow up on ALL these questions about Sway storage. For now  - from a compliance perspective - Sway storage is not up to any compliance-, security- and recordsmanagement requirements for my clients (government, heavy reguated enterprise, etc..)

Is there a way forward in the works or presented somewhere?

Cheers,

Eric

 

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Hi all,
Do we have any update on this? There should be an option to associate the sway with a group or team. There are huge issues with storing against a user account in the Enterprise scenario. We can do this with flows, planner etc so why does sway mandate a user account?
Thanks,
-Max
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Our organization is also struggling with this. Updates would be appreciated as our academics are transitioning their content to Sway and it needs to be better manged.