Users unable to determine who has access to document library due to security groups
Greetings, Maybe I went about this the wrong way. Looking for advice on either the proper way we should be moving forward on this or any other comments or insight we should be considering. This is for SharePoint online via Microsoft 365 Business license. Scenario: 1. SharePoint Document Library per department (Each Document Library exists in its own SharePoint site), essentially being used as a company drive. 2. Some users should only officially have access to specific folders in some of the document library. 3. If say a person in accounting has access to some specific folders, and either they are replaced or a new accounting user comes in.... should be able to reference the access the existing person has in order to give the same access to the new user. 4. Common Request: Give UserB the same folder access as UserA. 5. Some users should have access to the entire document libraries while other users only have access to specific subfolders. Current Implementation: 1. In Entra, created Security Groups that tied to specific folders. -- For Example for the accounting folder, only management has access to the entire folder but the accounting staff only have access to specific folders. So like there is a FiscalYear2024 folder, so I created a security group called sec-Accounting-FiscalYear2024 and assigned the members that should only have access to that folder and not the rest of the library. -- My thought behind this was if a new user was replacing the existing user or joining the department, I can just reference the existing user security group membership and copy it to the new user. 2. In the SharePoint document Library, I create a shareLink that is assigned to the security group I made for that access. Then I give that link to the users I assigned the membership to. Current Issue: 1. Aside from the official document sharing/access that is being done from the security groups above. There are occasions where users of a sharepoint need to share specific files or folders to other users. 2. However, they are all panicking and confused because aside from themselves they are unsure who has access to the existing folders/files in the document library. 3. When going to manage permissions of a file/folder, it only shows the group assigned to it but not the members of the group. 4. So since users can't see the members of the group assigned to a folder, they have no idea who has access to that folder and are getting confused. If this was an NTFS drive, it would be super easy for users to see who has access and etc by looking at the properties but I'm stuck behind some limitations of sharepoint I didn't realize existed until I tried to implement certain workflows. Any advice here would be greatly appreciated, as my implementation has turned into a point of frustration for end users. Thank you in advance!MGDC for SharePoint FAQ: How to Run a PoC without Pulling Your Entire Tenant
Overview When getting started with SharePoint data in Microsoft Graph Data Connect (MGDC) for SharePoint, many teams want to validate scenarios - such as reporting or analytics before committing to a full production deployment. A common first instinct is to pull a complete dataset from a production tenant. While this delivers the most comprehensive view of SharePoint usage, it also: Requires broad administrative authorization Consumes the most Azure compute and storage resources Increases MGDC extraction and processing costs Adds complexity to early experimentation Fortunately, MGDC for SharePoint provides multiple ways to run low‑cost experiments or proof‑of‑concept (POC) deployments using partial or scoped datasets. This guide presents these options using a uniform comparison model, helping you choose the right approach based on: Cost Representativeness of production behavior Implementation effort Dataset completeness Supported datasets Option 1: Use a Dev or Test Tenant Description Use an existing development or test tenant (or create a new trial tenant) to enable MGDC and run initial experiments. Pros Smaller datasets reduce MGDC and Azure costs Easier to obtain administrative permissions Lower operational impact Cons May not reflect production‑scale usage patterns Some SharePoint features or integrations may be missing Requires simulated user activity to generate meaningful data Trial tenants are time‑limited Learn More Microsoft 365 Trial Options Azure Trial Options Option 2: Start with the SharePoint Sites Dataset Description The Sites dataset is typically the smallest MGDC dataset for SharePoint and provides tenant‑wide metadata for all site collections. Pros Lower cost compared to Files or Permissions datasets Provides organization‑wide coverage Minimal MGDC configuration beyond standard onboarding Small dataset can be handled directly by a variety of analysis tools Cons Does not include permission or file details Limited insight compared to full datasets Learn More How can I estimate my Azure bill? Updated! Gather a detailed dataset on SharePoint Sites Option 3: Sample a Limited Number of Rows Description Some MGDC SharePoint datasets support returning only a subset of rows in query results. This is supported across the top 5 SharePoint datasets in MGDC (Sites, Permissions, Groups, Files and File Actions). Pros Minimal and predictable extraction cost Enables rapid schema inspection Provides total dataset row count in request metadata Cons Rows are not returned in a predictable order Sample is not randomized. It is not reproducible and could be biased Results should not be used to draw tenant‑level conclusions Learn More How can I sample or estimate the number of objects in a dataset? Option 4: Filter by SiteId Description Because SharePoint data is partitioned by site collection, MGDC filtering allows you to extract data from a single site or a small group of representative sites. This supports Sites, Permissions, Groups, Files and File Actions datasets. Pros Enables realistic workload simulation Reduces total extraction volume Simplifies downstream reporting Cons May introduce sampling bias Not suitable for tenant‑wide reporting Learn More How can I filter rows on a dataset? Option 5: Filter by TemplateId Description Instead of selecting individual sites, filter by site template to isolate specific workloads. For example, you could filter for OneDrives or SharePoint Embedded. Pros Consistent dataset scope Useful for workload‑specific analysis Cons Limited dataset support (supported only for Sites, Files and File Actions) May not reflect cross‑workload usage patterns Learn More How can I filter rows on a dataset? Option 6: Use Delta State Datasets Description Delta datasets allow you to retrieve only changes since your last data transfer for supported SharePoint State datasets. Pros Enables recurring analytics with lower extraction costs Supports daily or weekly trend analysis Reduces data movement after initial ingestion Cons Requires an initial full dataset pull Adds complexity to downstream merge processing Learn More How can I use Delta State Datasets? How do I process Deltas? Summary MGDC for SharePoint provides multiple approaches to extract targeted subsets of tenant data, allowing teams to: Run proof‑of‑concept deployments Validate analytics pipelines Test governance or migration scenarios Estimate ongoing MGDC and Azure costs By selecting the right combination of dataset scope, filtering strategy, sampling method or delta tracking, you can balance cost, representativeness, and implementation effort before scaling to a full production deployment. For additional guidance on MGDC for SharePoint, visit SharePoint Data in MGDC.
SharePoint without Sync (Advice Needed)
Our biggest challenge with SharePoint is how to roll it out to End Users with no SharePoint Experience (many of these users are engineers/site based on slow(ish) internet connections. We have large (+100,000) document libraries with long paths. Sync has been a massive issue, the default behaviour has been to just use File explorer to access files, resulting in sync errors and accidental deletion of files. I am looking for advice on turning OFF sync (in the document library settings) I have concerns about doing this, as there are always times when it is easier to Sync, and this is essentially a global setting (set for all users) Has anyone had any real life use cases/experience of doing this. I cannot think of any alternatives.
File Type Version Limits
Hi all, In trying to solve an old issue I stumbled across this new feature currently in preview and am wondering if the file type arrays will be editable or if new arrays could be or will be added? I have a handful of file types which do not need 100 versions, let alone a version every 2-5 minutes, requiring frequent culling... Ling. https://learn.microsoft.com/en-us/sharepoint/file-type-version-limits
Multiple Page Libraries on site
Hi everyone I have a strange issue that I haven't come across before. A customer has got an old subsite on SharePoint Online that was created with the STS#0 template (classic Team Site with no group) and they want to modernise their old wiki pages. This should have been straightforward as I was planning on using the https://learn.microsoft.com/en-us/sharepoint/dev/transform/modernize-userinterface-site-pages-powershell. However, on this site they have two page libraries - the standard Site Pages library and then what looks like a custom page library (I've blanked out the name of the custom library as it contains the company name): All of the pages they want to modernize are in the custom library but the issue with this is that the only content type available is Wiki Page: This means that although the PnP PowerShell runs successfully against pages in this library, the new versions don't actually appear in the library. I assume this is because the modern Site Page content type isn't available in the library. I was under the impression that a site could only have one page library so I'm not sure how this site has the two. On a more urgent note I need to work out the best way of modernizing these pages. Currently the only way I can see is using Power Automate to copy the pages to the Site Pages library and then convert them there. The only issue with that is that there are links within the pages to other pages so I'd need to go through them and fix these once they've been moved. here are over 300 pages so I don't really want to do this. Does anyone have any ideas on the best way forward with this. Also, if you know how there are multiple page libraries I'd be keen to hear it as I haven't come across this before. Thanks in advance for your help.Renaming a folder with too many files
One of our teams has a Team/SharePoint site with an archive folder. Everything in there is old files, and they'd like to rename the folder. However, we get the error that it exceeds the list view threshold. I've spent the afternoon trying to find out how to get this folder renamed and so far nothing has worked. The general consensus is to create a filtered view, but I'm not sure what to filter it based on, as all of the files have been there and untouched for some time, causing most of the columns I could index be fairly similar (they were moved to SharePoint 3 years ago from an on-prem fileshare). One of the options I'd seen was to sync it using OneDrive and rename it locally but that still gave me the same error. I also tried renaming the folder from within Teams without success. If someone could provide some guidance for how to get this done, I'd appreciate it. Right now, I'm thinking I'll just have to move a bunch of stuff out of some of the folders to temporary locations, but even that is challenging as I'm not aware of a good way to get a count of items in folders and subfolders in SharePoint to know which are the best ones to move out.
External Sharing log
Hello everyone, I am looking for a suitable solution for a customer case! The customer shares a lot of data with external customers via SharePoint and OneDrive. He would like to receive an overview / log of when the data was accessed and processed externally. The notifications can be used as standard - but this is not comprehensive, since the customer would like to have some kind of log. Does anyone have a good suggestion for a solution? Many THX
Linking documents/pictures to other sites?
What is the correct way to use documents and images stored in a Home Site library on other SharePoint sites? I need to embed images and create hyperlinks to documents on pages in other sites. I have been using the “Copy link” button, which creates a sharing link with individual user permissions. The problem is that if I move the picture to another folder within the same library, the image sometimes disappears from the page. Occasionally the share link still works after moving the file, but not always. What is the recommended way to do this, and is it fully supported?SharePoint Quick Steps: The New Feature That Supercharges Lists & Libraries
🚀 New SharePoint Feature Alert! Microsoft has just released Quick Steps for SharePoint Lists and Document Libraries — a powerful new capability that helps streamline multi‑step actions into a single click. I just published a new YouTube video where I walk through: ✅ What Quick Steps are ✅ How to create them ✅ Real‑world scenarios to boost productivity ✅ Why this feature is a game‑changer for Microsoft 365 users If you work with SharePoint or manage content in Microsoft 365, this update is definitely worth exploring. 🎥 Watch the video here: https://youtu.be/EgJhN44GxBI #SharePoint #Microsoft365 #Productivity #Collaboration #Automation #SharePointOnline #Lists #DocumentLibrary #GiulianoDeLucaDelete the "Shared with us" link on navigation menu for modern sites
Hi everyone! I've tried to remove the lin on the navigation bar called "Shared with us". It appears whenever it wants and disappear... I've read many posts but it looks that no one have tried or want to remove this link. Why? Help!
