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Susan_Hanley
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Joined Jul 05, 2016
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Re: Restrict a library view for document uploader
There are a lot of ways you can achieve this outcome - but it really depends on your outcome goals and security objectives. The easiest way to do this would allow each user to see documents from their own department, but not other departments. For this, you would create a folder per department as well as a security group for each folder and add unique permissions to each folder. The outcome is that the owner and your "see all" users can see everything and each person only sees the documents for their department. Technically, you could create a folder per employee and do the same thing. The reason you want to use folders is that it makes uploading and assigning permissions easier, especially if people will be uploading multiple documents. Another option would be to add a workflow that re-sets the permissions on each document after it is uploaded so that the Created By user can see it + the "see all" users but no one else. That will create an entire library of uniquely permissioned documents and depending on how many documents you have and what process this is supporting, could be another option. If you want to be really creative, Lists have a security setting that allows you to set a toggle that says that each user can only read the items that they have created. If you add the files as attachments to the list, you will get the same outcome - but you won't have the same super-powers that you get if you store the files in a document library.54Views0likes0CommentsRe: SharePoint Brand Center Beyond Fonts
The Brand Center is an app that is deployed to the same site where you previously created Org Asset libraries. The important thing to note is that for now, the app can only be deployed to that same site, which you can create when you deploy the app or you can just add the app to the site where you already have Org Asset libraries. For now, nothing has changed about Org Asset libraries - so use them the way you have always done. But the Brand Center is an evolving feature. The next thing to come to the Brand Center will be the ability to create themes without using PowerShell. More will come to the theming capability and colors for sites soon. The biggest benefit that I see to the Brand Center is that it is part of a centralized site where your brand and comms managers can manage fonts, colors, images, and file templates for your tenant - in one place. If you are a Site Owner of the site where the Brand Center app is deployed, you can manage your org branding as a brand/comms manager - without needing to go to the SharePoint Admin. My clients have been using the site that hosts the Brand Center app to be the site where other org brand assets (besides images, logos, and file templates) are stored - like their writing style guide and other resources to help ensure that their brand and styles are applied consistently across SharePoint content and beyond.415Views3likes2CommentsRe: Modern SharePoint News Subscription
SarahBeattie While you can still use alerts, you don’t have to. When a user follows a site (a modern site, not a subsite), and you have deployed Viva Connections to bring your intranet into Teams, people who have followed the site get an activity notification in Teams when news from that site is published. The activity ping is now in mobile and desktop (used to just be mobile).317Views0likes0CommentsRe: Hiding SharePoint Files and Pages from Copilot
This is a great question that I've talked to multiple people at Microsoft about. The way to ensure that legacy content is not used for Copilot is to ensure that legacy files are not accessible to search or deleted if they are not required for retention. If you can find a file with search, Copilot can consume it - for you, since you have access (so it's based on permissiosn). So, the bottom line is that you need to exclude content from search to ensure that Copilot does not consume the content. This is easier with files because you can ensure that they are in a library where search is disabled. It's harder with pages - so you need to make sure you shore up your governance plan! If the content isn't accurate, update it! If the content isn't needed, delete it! You can't currently use the term store to do this. You can, however, exclude entire sites from search. That will ensure that Copilot can't use the content. At the end of the day, it comes down to governance.2.7KViews2likes0CommentsRe: Show/Hide a button webpart in sharepoint online based on group of logged in user
Glad it helped! There is another "hack" that I used to use before you could choose to open Quick Links in a new tab. You can create a 1 column/1 row table and add text that opens in a new window. It looks like a button, but it's really just a table column. One of the nice things about this approach is that you can take advantage of the different color options in table styles. But the button layout of Quick Links looks better!1.2KViews0likes0CommentsRe: Can SharePoint 365 News posts be emailed to external users?
Here is a way you can get that outcome that I just tested and does work: Create a Microsoft 365 Group (one that allows guests) and adding your volunteers as members of that group by their email address. Creating a Group gives you a SharePoint site and you can create news from that site and send it via email to all the members - whether they are internal or external. They will also have access to all of the other content on the site as members of that Group. But, if you wanted to share news that is hosted on another site, like your intranet home page, that site does not actually have to have external sharing enabled - and it probably shouldn't. What you would do is use Promote on an individual article to send it to the group via email. If the article is coming from a site that the users have not been added to (as Visitors or Members - which WOULD require external sharing to be enabled if it is a communication site), they will see the email but not be able to click on any links that point to the source site - because they don't have access to the source site. If you use a "made for email" news template to create the post, they will get the full content of the page, not just a summary. There will be a link at the bottom of the page that says View in SharePoint - but this won't work for them because they are not guests on the source site. I think this approach will get you your outcome (with an initial set-up step). Just one thing - when you create the group, everyone you invite will get an email inviting them to the group. If you don't want that to happen, I think there is a PowerShell script you can run to prevent it. So, to sum up, there is not a direct way to send an email of a SharePoint page outside the company, but if you have created a group and added them as a guest member, you can send to the group and they will get the email in their "home" email account.3.5KViews0likes1CommentRe: Can SharePoint 365 News posts be emailed to external users?
If these users have guest accounts in your tenant, then as some of the other approaches suggest, and your sharing settings are set accordingly, you might be able to get this outcome. However, you need to be sure that you want external sharing available on the site from which you send the post. Communication sites have external sharing disabled by default - you can turn it on in the Admin Center, however. You could try setting up a site specifically for external news and nothing else - and enable external sharing from that site. In this case, it might work. But you want to be careful about permissions. When you enable sharing on a site, you are technically enabling sharing for all of the content, not just news.2.9KViews0likes3CommentsRe: Show/Hide a button webpart in sharepoint online based on group of logged in user
Instead of using the button web part, could you use the Quick Links web part in a button layout? The Quick Links web part supports audience targeting as well as choosing to open the link (or not) in a new tab. This would get your outcome with no special code required - just a different web part that does support targeting.1.9KViews0likes3CommentsRe: Can SharePoint 365 News posts be emailed to external users?
You shouldn't be able to send to external users from SharePoint, but you can send it to yourself and then forward it externally. Any links in the post won't work and you may be sharing confidential information, but (fortunately or unfortunately), it will work.3KViews0likes5CommentsRe: SharePoint Can I prevent my content editors from editing Home Page?
Account_No_1001 Yep, I knew that, but the other thing you can do is make unique permissions for the home page - so that they don't have edit rights to just that page. But I hate to recommend that approach because breaking permissions on pages usually comes back to haunt you in unexpected ways!! But, technically, every page can have unique permissions even if I don't think it's a good idea. That basically means you can change the permissions on the home page to remove Edit permissions from the Member group. That way, your editors can add new pages that are news or durable pages but they can't edit the home page.1.1KViews1like1CommentRe: Prevent private news posts and making them public.
You can’t disable the templates from Microsoft, but you can make your own template show up first. Just create your own template for news posts and set it as the default for the site. It isn’t a perfect solution but it does make it much easier to “bypass” the Microsoft templates if you have organization templates for pages.1.6KViews0likes0CommentsRe: Resize Column Width on SharePoint Page
BenHubbard You can change the number of columns in a section at any time, but for now, you cannot change the widths. In the coming months, new options for page layouts are coming and I am pretty sure you will be able to accomplish what you are talking about. You will want to watch for updates in the roadmap.18KViews0likes2CommentsRe: Limit authorization to create news for Members
ingeLLa There is no simple permission level that you can use to do this because a page is just a page. There are some options to get this outcome, though. One is to create a separate site for news and just make the source of the news on the main site the "news site." Make your news editors Members of the News Site only. That way, they only have permissions to edit news. Another is to add a workflow to page publishing on the main site so that you can review all pages prior to publishing. You could have a different publishing workflow for pages with Promoted State 1 or 2 (unpublished and published news) vs. Promoted State = 0 ("durable" site pages). I've done both, but the first option is a little easier. The downside is that if a user follows the main site, they are not following the related News site - so you will need to encourage users to follow both sites or do some coding magic to auto-follow one or both sites.1.4KViews0likes1CommentRe: Site columns not inheriting from Content Type Hub
Sam_C1610 Hi Sam. This is getting a little to complicated for me to help you review via messages. I'd be happy to spend 30 minutes looking at it together so I can see if I can help you out. Send me a private message and we can try to find a mutually convenient time. Sue1.8KViews0likes0CommentsRe: Site columns not inheriting from Content Type Hub
You could make your page the default template for a page (assuming that you ALSO create a page template using that content type). Content Types and column values are "sticky" in page templates so that may be the easiest way to get your outcome. But you would need to provision this with a site design or script as part of your site provisioning process.2.3KViews0likes2Comments
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