Adding metadata to document libraries: custom content type or default Document content type?
We are relatively new to SharePoint and are looking for guidance on the best approach for implementing metadata across our document libraries. We have created several SharePoint sites, each with a document library that currently uses the standard Document content type. We would now like to introduce additional columns to capture metadata about our documents. Some of this metadata would be common across multiple SharePoint sites and document libraries. We are considering two approaches: Create a new custom content type, for example Company Document, add the required metadata columns to that content type, and then add/use the Company Document content type in our document libraries. Continue using the standard Document content type and simply add the required metadata columns directly to each document library. From a SharePoint governance and long-term management perspective, which approach is considered best practice? Our goal is to establish a metadata structure that can be used consistently across multiple SharePoint sites. Are there advantages or disadvantages to using a custom Company Document content type for this purpose?
SharePoint read-only after running over storage: what "Confirm purchase" does, what frees space
Disclosure: I work on M365 Scouts, which sells read-only PowerShell audits for Microsoft 365 licensing and storage. Nothing below needs our tools; it is from Microsoft Learn. Learn says a tenant that keeps operating above its SharePoint storage limit risks read-only mode. The limit is the tenant pool: 1 TB plus 10 GB per eligible licence, plus any Office 365 Extra File Storage, in binary GB. Archived data and sites in the recycle bin do not count toward the active quota. If you have bought storage and the banner is still there: Confirm purchase. If it is offered after a completed purchase, it removes read-only mode for up to 14 days while the new capacity is applied. It can be used once in a 365-day period, so size the purchase before you click. Learn gives no purchase-to-quota time for commercial tenants. Grace period. Learn gives commercial tenants no day count. The Education guidance does (30 days at 100% of the pool). Do not assume you have one in writing. Admin centre lag. Learn says storage figures exclude the last 24 to 48 hours of changes. What frees space, in the order I would try it: Empty the site recycle bins. Their space counts toward the total until they are emptied or items age out. Trim version history. It only reaches versions that no retention policy covers. Check Preservation Hold. On sites under retention, deleting does not free space until the retention period ends. Archive cold sites with Microsoft 365 Archive. It is billed at $0.05/GB/month against $0.20 for active storage, and it does not count toward the active quota. If you move to pay-as-you-go SharePoint storage, the tenant is treated as within quota, so the warning emails and banners stop. Set an Azure budget alert, because those warnings were your early signal. Disconnecting while over quota resumes enforcement immediately. Question for others: after buying storage, how long did it take before your sites left read-only?
Sharepoint - Adding a comment
Hello, Once I loaded a file to Sharepoint I would right click the file name, select More > Properties and add a Comment. When I click More > Properties the list of available fields is much shorter and there is no comment field. I would like a field where I can enter the date the file was sent to the client.Microsoft 365 Copilot Licensed but Unable to Create SharePoint Pages Using HTML
Hello everyone, I have a Microsoft 365 Copilot licence in our tenant, but I cannot see the option to create SharePoint site pages using HTML. I would like to know whether this feature is available to all tenants or is being rolled out gradually. Is there any specific SharePoint or Microsoft 365 admin setting that needs to be enabled to access this feature? Are there any additional licensing requirements or prerequisites? How can I check whether the feature has been enabled or rolled out to our tenant? Any guidance or suggestions would be appreciated.
SharePoint user adds random metadata to files
I have a SharePoint Library where we add procedures and documents. There is relevant metadata included (Owner, modified date, keywords, department, etc.), but for one individual contributor, every time she uploads it places oddly specific default values in these metadata fields. I have confirmed on the library settings that there are no column defaults (In this folder or the root folder) and the problem does not occur with any other user. We did have her clear cache and log out and back in, but she is still the only user with this problem. What are we missing?
SharePoint News not publishing if created using "Copy of this News post"
We have an intermittent bug where, if a News post is created using the "Copy of this News post" function, the post will not Publish. We'll click Publish, but won't receive the usual pop-ups about sending it as an email etc. Upon page refresh, the page goes back to draft mode. Site Pages shows that even after Publishing, the page is still in draft, and has a Promoted state of 2, but no "First Publishing Date"--- that field is entirely blank. The issues seems to be intermittent. Is anyone else experiencing this? Our only workaround is to completely build the page from scratch.Supported App-Only APIs for SharePoint Site Access and Group Membership (No PowerShell)?
a { text-decoration: none; color: #464feb; } tr th, tr td { border: 1px solid #e6e6e6; } tr th { background-color: #f5f5f5; } I am trying to determine the supported approach for retrieving SharePoint Site Owners, Members, and Visitors (effective user access) in an App-Only (Application Permissions) scenario without using PowerShell. Specifically, I am building an MCP tool that needs to: Check whether a specific user has access to a particular SharePoint site. Retrieve the list of users who have access to a SharePoint site, especially through the SharePoint Owners, Members, and Visitors groups. From my understanding, Microsoft Graph can be used to enumerate SharePoint sites and permissions, but retrieving the actual membership of the associated SharePoint groups does not appear to be fully supported through Graph alone. Most recommendations I have found suggest using SharePoint REST APIs, CSOM, or PnP-based solutions. My questions are: How can I retrieve SharePoint Site Owners, Members, and Visitors (effective user access) in an App-Only scenario without using PowerShell? Are there any supported Microsoft Graph APIs (including Beta APIs), SharePoint REST APIs, SDKs, Python libraries, CSOM, or other approaches that can provide this information? Can a backend service implemented entirely in code (without PowerShell execution) determine: Whether a specific user has access to a SharePoint site? The users belonging to the site's Owners, Members, and Visitors groups? The reason for asking is that I am developing a backend service, and invoking PowerShell from the application is not a practical option. I am looking for a supported API/SDK-based solution that can be implemented directly in code using App Registration permissions only.What replaces the Copilot in SharePoint site exclusion list after 1 November 2026
Disclosure: I work on M365 Scouts, a vendor that makes read-only audit scripts for Microsoft 365. This post is about Microsoft's own controls and doesn't need our tools. If you excluded SharePoint sites from Copilot using the preview cmdlets (KnowledgeAgentScope, KnowledgeAgentSelectedSitesList, KnowledgeAgentSelectedSitesListOperation), those settings are only honoured until 1 November 2026. The cmdlets are retired. Microsoft says general availability of Copilot in SharePoint begins rolling out on 30 September 2026. What replaces them: Site AI settings. Set by the site owner (Settings > Site AI). They hide the Copilot button on that site for visitors. Restricted Content Discovery. Set by a SharePoint admin, for example Set-SPOSite -Identity <site-url> -RestrictContentOrgWideSearch $true. It limits discovery of the site in organization-wide search and Copilot responses, and removes the AI entry points on that site. It needs a Copilot licence and SharePoint Advanced Management, and it covers SharePoint sites only, not OneDrive. On sites over 500,000 items an update can take more than a week. Neither control changes permissions. People who already have access can still open the files, and Microsoft describes Restricted Content Discovery as a temporary control to use selectively. Restricted SharePoint Search is also retiring, and new enablement has been blocked since 31 July 2026. So the real work before 1 November is knowing which sites are overshared: Anyone links, Everyone except external users, broken inheritance, ownerless sites and missing sensitivity labels. Copilot in SharePoint also needs a Microsoft 365 Copilot licence for each user. Sources: Microsoft Learn pages on Copilot in SharePoint, Restricted Content Discovery and Restricted SharePoint Search. Please check them against your tenant, because the GA page is still changing.SharePoint Chatbot Sources & Search Functionality
Quick question: Does anyone know how to connect all SharePoint site pages as sources for a SharePoint chatbot? When I paste page URLs, they can't be found. Also, has anyone implemented a SharePoint search box that returns results from site pages/content? Any guidance would be appreciated. Thanks!SharePoint HTML Page Links Not Working? Heres How to Fix Them!
Suppose you create or upload an HTML page to the SharePoint Site Pages However, you may notice that some links work while others don't. When this happens, you might see the following error message: "This link can't be opened because your organization doesn't allow access to this site. " Microsoft supports only the following types of links when rendering HTML pages in SharePoint. 🔗Links within the same site 🔗Links within the same tenant 🔗Links that support navigation between pages And the follow type are not supported by Default 🔗Links to another Microsoft 365 tenant 🔗Links outside of SharePoint So How can we fix it? If a link doesn't open on your page, the destination may not be from an approved domain. This is expected behavior and is part of how SharePoint securely renders HTML pages. To allow the link, a site administrator must add the domain to the site's allow list. Go to Site Setting Gear Icon and Choose Site Information Choose "View all Site Settings" Select HTML Field Security. Add the relevant domain to the allow list - Remove Prefix like Https:// Save your changes and refresh the page. Once the domain is allowed, the link should open correctly. 📺In this video, I'll explain why hyperlinks can behave differently when HTML files are hosted in SharePoint and show you how to troubleshoot the most common issues. https://lnkd.in/dm86ir6i For offical article check this is https://support.microsoft.com/en-us/sharepoint/create-edit-publish-html-pages 💬 Have you experienced a SharePoint link issue? Let me know in the comments! 👍 If you found this helpful, please Like, Subscribe, and turn on notifications for more SharePoint, Microsoft 365, and Copilot tips.
