Hi everyone,

This is my first time posting in the Reddit Sharepoint Community, so please bear with me if this is a basic SharePoint question.

I'm definitely not a SharePoint expert, and I've been trying to figure this out for days without success.

My Scenario

I have a SharePoint document library that contains several SOP documents.

I created a metadata column called Keywords and configured it as:

• Choice column
• Allow multiple selections = Yes

My goal is to assign approximately 10 keywords to each document.

The Challenge

Doing this manually is extremely time-consuming because I have to:

1. Open each document's properties.
2. Click the Keywords field.
3. Select all 10 keywords individually.

Since I already have all the keywords mapped to each document in an Excel file, I was hoping there would be a way to bulk update these values.

What I've Tried

I tried copying and pasting the values directly into the Keywords column from Excel using various separators:

• Comma (,)
• Semicolon (;)
• Hash (#)

For example:

Keyword1, Keyword2, Keyword3, Keyword4

or

Keyword1; Keyword2; Keyword3; Keyword4

I even tried

#Keyword1; #Keyword2; #Keyword3; #Keyword4

However, SharePoint always returns:

"No results match for your entry."

My Questions

1. Is there a way to bulk populate a multi-select Choice column from Excel?
2. Can metadata updates be imported directly from an Excel spreadsheet?
3. Is there a specific format required when pasting multiple values into a multi-select Choice column?

I'm looking for the most practical solution that avoids manually selecting 10 keywords for every document.

Any guidance would be greatly appreciated. Thanks in advance! 😊

Regards,
Rodrigo 

I want to switch our company's files system to use tags. For example, we currently have a folder structure:

• Folder for each supplier
• 3 sub folders (Technical, Sales and Prices)
• In each folder, another sub folder for different products

Sometimes this makes sense, but let's say you want to list all documents agaisnt a specific product, the structure doesn't work well.

So ideally I'd like to set up what are essentially saved filters. However, as far as I can tell, I can only do this for files in the same folder level. So I'd have to dismantle the existign folder structure?

A perfect solution would be to set up 'folders' that are essentially saved searches. For example, I could set up a folder for a specific product that just displays any files with a given tag.

I'm probably missing something obvious but any help is appreciated.

I'm working on a SharePoint list with an associated form created in PowerApps. In the SharePoint with a Choice field. I have 8 options listed for the Choice field but I want users to be able to add additional options should the 8 options not align with their preferred choices. I have clicked the "Can add values manually" option in the Column settings. However, when the user goes to the form, the user only sees the 8 options. When they type in a new option, it does not get saved in the SharePoint List or form.

I did notice that when the user goes into the SharePoint List view, clicks Edit In Grid View, and clicks on the cell for the Choice, the user gets the 8 options, but there's also text, "Type to filter or add new choice." The user can type in a new option and it does get saved in the SharePoint list.

How do I set-up the FORM to allow the user to add a new choice to the Choice field directly from the form itself and not have to go to the SharePoint List?

I tried to Google for a solution, even searched here on Reddit, but I couldn't find a solution.

Hi there! Our company is turning 20 years old, and I am looking to make a SharePoint page that is engaging and fun. Does anyone have any recommendations or ideas? It would be much appreciated. Thanks!

Out of nowhere, we stopped receiving E-mail Notifications for access requests to files and folders inside Sharepoint.

I have come across this message "Starting July 2026, SharePoint Alerts will be fully retired, and Alerts will stop working".

After looking into it, I don't feel like it is the same think we are talking about but if it is please let me know.

And if SharePoint doesn't provide this access request notification service, do you guys know a way to achieve the same using other ways or tools?

Thanks

Hi everyone,

We publish our company newsletter in SharePoint Online page. Upper management has recently asked us to provide data on who has read the newsletter and who has not.

I can see SharePoint page analytics, including page views and unique viewers, but that doesn't seem to provide a straightforward report showing exactly which employees have read the newsletter.

For those managing internal communications in Microsoft 365:

How do you track newsletter readership?

1. Is there any native way to get a user-level "read" report from SharePoint Online?
2. If not, what's the best practice for tracking acknowledgements or read receipts?
3. Has anyone implemented a Power Automate solution for this?

Looking for a scalable solution that can provide management with a report of:

1. Employees who have read the newsletter
2. Employees who have not
3. Date/time acknowledged

Hello anyone

We need to do a tenant to tenant migration including the copying of all the Onedrives for like 12k users (not much data for that user count -> ca. 2-3tb).

For anyone of you who already did that in a similar size, i wonder what your runbook looked like.

We planned to start like one month before and do an initial copy job, after that some weekly deltas till cutover date.

What im not sure about, if we should run the deltas with just the same copy options including incremental, or if we should go the way with a timeframe filter, so the deltas would just check those files modified between the current and last migration. I thought that could safe us time and minimize the throttling risk, but maybe there are better "best practices" out there?

Hi, I’m newish to SharePoint and when I created a document library for my workplace’s forms on our communication site intranet (a mix of pdfs and links for different forms the org uses, some but most not being Microsoft forms) I titled it as a draft since it was a draft. what I didn’t realize is the word “DRAFT” was then irrevocably added into all URLs for each form in the document library. I know the options and I plan to rebuild the document library to fix this so it’s not confusing when people search the SharePoint and see “DRAFT” in URLs and some metadata still (even tho the document library is no longer titled with the word draft).

here is my plan, please tell if I’m missing something and I have a couple of questions.

1. Create a new document library without using the word draft in the title and copy it from the existing one. This will copy the metadata columns and views I configured in the original one from what I understand. QUESTION: Does it also copy specific permissions I had configured for the document library too? Will it also copy the about the “check in/ check out setting?

2. Use the ”copy” feature for each form in the old document library to copy it to the new one. QUESTION: Copying these over will not affect the URL generated, right? the URLs will generate based on the new document library’s title?

Thanks! this sucks lol.

I'm looking into tools to manage requests for new sites, Teams, and lifecycle management (provisioning, ownership, expiration/archival, etc.). AvePoint and Orchestry keep coming up as options.

For those who've actually used either tool in production:

What's your experience been like day to day?

Any issues or deficiencies you've run into, whether with the tooling itself, adoption, governance enforcement, or support?

Anything you wish you'd known before rolling it out?

Note: I'm aware this can be built with custom scripts/Power Automate/Azure Automation. I'm specifically looking for feedback from people who've used AvePoint or Orchestry as a product, not build-vs-buy advice. Appreciate any insight.

Has anyone else had this with the SharePoint Online "Self Help" suggesting resolutions but using Powershell that works only for on-premises?

SharePoint Online in my dev environment is showing delays with shared items appearing in the OneDrive shared with me view. After entering my query in to the M365 tenant admin centre, the Self Help suggests I enable the Recently Shared Items cache... using Powershell for on-premises SharePoint. This is its response:

Support article

AI-generated content

If shared items are not showing in the Shared with me view in OneDrive or SharePoint, it may be due to indexing latency or configuration issues. The Shared with me view relies on search crawling and indexing to populate shared content, which can cause delays.

To address this, administrators can enable the Recently Shared Items (RSI) cache in SharePoint Server environments. This cache allows users to see shared items immediately in their Shared with me view without waiting for the search crawl and indexing process.

Steps to enable Recently Shared Items (RSI) cache in SharePoint Server:

Open the SharePoint Management Shell as an administrator. [1]

Run the following PowerShell command to find the My Site Host site collection:$msh = Get-SPSite | where {$_.RootWeb.WebTemplateId -eq 54}

Enable the RSI feature by running:Enable-SPFeature "RecentlySharedItems" -Url $msh.Url

After enabling RSI, users will see shared items appear immediately in their Shared with me view. If you need to disable this feature, use the following command:

Disable-SPFeature "RecentlySharedItems" -Url $msh.Url

We separated Franchisee accounts from Internal account using AD groups. We added the Internal group to the default Visitor group in our Internal SPO site collection. The Franchise AD group is added to the Franchisee site collection.

Our franchise users must not access our internal site collections.

When I checked a specific Franchise user's access, its showing they have read access through the Visitors group in our Internal site collection via the Internal AD group.

However, this user is not showing as a member when directory admins check Internal AD group membership. What might caught such a mismatch?

My company uses sharepoint for all their synced files. One of them failed to sync, i tried over and over again to sync it. Nothing happend. Installed the update. Tried again, no results. I uninstalled the whole sharpoint/onedrive app. Removed all the files left on my mac. Reinstalled the app, resynced everything... that one file i was looking for finally synced but now everything else is in shambles. Litterally only a few subfolders of main folders are syncing. I cant open half of it because the file doesnt download onto my local storage... its a nightmare! How do i fix this?? please help!

So Microsoft just hit the brakes and delayed the SharePoint OTP retirement to late October (MC1243549), and honestly, I am not surprised at all. Testing this upcoming Entra B2B forced integration has been an absolute circus.

​Customer have a Conditional Access policy that enforces MFA for all guests. Testing how different external users experience the new flow before the legacy SPO OTP backdoor is closed has been completely mind-numbing. If you are getting wildly inconsistent results testing with different accounts, you are not crazy. It’s by design, and the design is a mess.

​Here is the nightmare hierarchy of how Entra B2B handles shared links now:

​Other M365 Tenants: Entra recognizes the domain, sends them to their home tenant login. No OTP code. If you have Cross-tenant access MFA trust enabled, their home MFA satisfies your CA policy. (Invisible in your tenant).

​Outlook / Hotmail (MSAs): Entra recognizes the MSA. It refuses to send an OTP code and demands their MSA password. They do MFA against Microsoft consumer cloud. (Invisible in your tenant).

​The "Shadow MSA" Trap (e.g., some Gmails): If a guest ever used their Gmail address to join a Teams meeting years ago, Microsoft created a shadow MSA for them. Entra remembers this! Instead of sending an OTP code, it prompts them for a password they forgot 4 years ago.

​"Virgin" Third-Party Emails (The ONLY ones getting OTP): If (and only if) the email is completely unknown to Microsoft and you don't have Google Federation on, Entra finally throws its hands up and sends the Entra Email OTP to their inbox.

​The MFA Kicker:

Because Entra Email OTP is only Factor 1, these "virgin" Gmail/third-party users are immediately slammed into our Conditional Access MFA wall. But since there is no trusted Identity Provider behind them, our tenant forces them to register Microsoft Authenticator directly into our directory (aka.ms/mfasetup).

​So, in the end: Half your guests do MFA at "home", the other half are forced to register Authenticator in your tenant, half get passwords, half get OTPs, and you absolutely cannot force Email OTP as the default for everyone to make the experience consistent because the identity hierarchy is hardcoded.

​I guess Microsoft realized shutting down the legacy OTP this month was going to break external sharing globally and melt down every helpdesk on the planet.

​Anyone else dealing with this hybrid rollout mess right now?

​Microsoft's transition from SPO OTP to Entra B2B is a chaotic hybrid mess. Guest login experience is wildly inconsistent based on their email's history with Microsoft. The delay to late October (MC1243549) is a blessing, but the architecture is still a joke.

I’ve created a staff table in Lists and I want the email, job title and employee name to all come directly from their profile, so I have created three People columns, but just changed the properties on two of them to show email and job title. I’m now trying to use these columns in Power Apps to set up some permissions, and I’ve created a test label to check whether the data is coming across properly, but it’s just showing blank when it should be displaying my job title.

Any idea how I can use these columns in formulas so they read properly? I know when I try any filtering in the List, it just shows the employee name instead of the altered property (eg job title or email), so obviously the setup is not totally seamless..

Thanks in advance!

We use an Excel workbook stored in a SharePoint document library as a data tracker.

Our usual process is to open it in the desktop Excel app and sync changes back to SharePoint.

Some users definitely have edit access and can modify the workbook in Excel for the web. However, when those same users open it in the desktop app, their changes fail to sync and they receive an "Upload Blocked" message.

This isn't the case for me and several others.

Has anyone dealt with this before? If so, what did you do to fix it?

I know Excel isn’t a true database - I’m just trying to troubleshoot the current setup.

As if sharepoint wasn't bad enough, today I noticed that every single page of our corporate intranet sharepoint site now has a floating copilot icon in the bottom right. It can't be moved out the way and covers content, and because it's floating it's always there even if you scroll the page. You actually have to scroll the page around to see what it's obscuring. This is presumably to make accessing copilot easier for anyone who isn't able to click it on the Edge browser menu bar, select it from a menu, or click on one of the actual links on every damn page of content.

What next, every page just obliterated by a massive copilot button so you can't do anything without clicking it first?

We already lose 2 inches of screen estate on every Word document due to a massive unremovabke copilot bar asking if we need help.

I don't suppose there's a way to get rid of this?

Our current student deliverable tracking process mostly consists of students and supervisors submitting items and responses through MS forms, then info is manually copy / pasted to spreadsheets and files are manually moved around. Reminder and confirmation emails are manual.

I'm setting up program Lists to pull responses from MS forms, for staff use, to help reduce manual file moving and emails, and copy / pasting info.

Have also been asked to set up student profiles that students and their supervisors have access to. Don't know the best way to do this, but am thinking of setting up dedicated program Lists, specifically for students and supervisors, with one row for each student; it would include a link to a dedicated folder where their files live (don't think storing a ton of files as attachments in a List item is ideal). Students and supervisors would only have access to their own item.

Is this a sound approach? Any other ways to set something like this up in M365? I'm a beginner with power apps so that option isn't really feasible.

I'm setting up desktop sync against an on-prem SharePoint Server 2019 farm (single server, no hybrid, no O365). The site itself is fine — HTTPS with a cert from our internal Enterprise CA, browser upload/download works, and I can see the documents landing in the content DB in SSMS. A User Profile Service Application exists.

The only thing I can't get working is any sync client.

Groove crashes on launch. I installed OneDrive for Business through the ODT (O365BusinessRetail with every Office app excluded, so only the Groove client remains). Install finishes without errors, but GROOVE.EXE dies within a second — no window, no tray icon. Event log:

Faulting application name: GROOVE.EXE, version: 16.0.20131.20154
Faulting module name: ntdll.dll, version: 10.0.19041.6456
Exception code: 0xc0000374
Faulting application path: C:\Program Files (x86)\Microsoft Office\root\Office16\GROOVE.EXE

Client is Windows 10 Enterprise 22H2, build 19041.6456, domain-joined.

Modern OneDrive gives 0x8004de81. As a fallback I tried OneDrive.exe with the documented on-prem policies (SharePointOnPremFrontDoorUrl pointing at the site, SharePointOnPremPrioritization=1, SharePointOnPremTenantName). Clicking Sync in the library opens the modern client, which still seems to do an O365 lookup and fails with 0x8004de81. Adding the site to the Local Intranet zone made no difference.

Things I've already ruled out: reinstalled the ODT package, ran a Click-to-Run repair, cleared GrooveFileCache and Spw, tried a regular (non-admin) domain profile, forced the Sync button to Groove via the OneDriveSyncClient registry value (HKCU and HKLM), ran OneDrive.exe /reset. I also built a second clean Win10 VM from a different base image and got the identical crash there, so it isn't machine-specific.

I tried pinning an older build with a Version attribute in the ODT config, but couldn't get the downgrade to apply — Click-to-Run kept reporting 16.0.20131.20154, and after a full <Remove All="TRUE" /> the pinned reinstall never completed.

So:

1. Is Groove 16.0.20131.x known broken on 19041? If so, what's the last good Click-to-Run build to pin?
2. What's the reliable way to force ODT to install a specific older build when a newer one is already installed?
3. For SP2019 on-prem, is the modern client with those SharePointOnPrem policies actually supported, or is Groove still the only option? Anything server-side beyond the UPS App needed to stop the O365 lookup?

Hello, I have for project to add a new sharepoint 2019 to my Farm.

For context I already have a sharepoint 2016, my question is : if I install my SP on the same SQL data base(different server), do all the site, files and configuration of the 2016 SP will be on the new ?

If no, how to that ?

Thank if u have info or some doc.

Sorry for my bad English.

Required columns are enforced by the upload form. Drag-and-drop isn't a form. So the file lands, the required fields sit empty, and nothing stops it.

This isn't a "you configured it wrong" problem — I've configured it every way I can find. The enforcement point doesn't exist at the layer where the write happens.

What I've tried:

Power Automate. The flow fires after the file is written. By the time it runs, the untagged document is already in the library — indexed, searchable, possibly already synced to someone's desktop. And the timing was inconsistent enough that I couldn't build a policy on it. A flow can tell you a file is non-compliant. It can't stop it from being there. That's cleanup, not enforcement.

Require Check Out. The closest native answer, and I'll raise it before someone else does. It leaves drag-dropped files checked out and invisible to everyone but the uploader. But it's still post-write, it's a blunt library-wide setting with real collaboration costs, and it doesn't make anyone fill the fields — it hides the mess. You end up with a pile of permanently checked-out orphans.

The pattern I keep hitting: every native hook runs after the write. If that's right, then enforcing metadata at upload isn't hard, it's impossible by construction — and the only place left to intervene is the browser, before the file goes anywhere.

So: am I wrong? Is there a native path I've missed?

And for those of you under real records-management or retention mandates — what are you actually doing about this today? Living with it and cleaning up later? Turning off drag-drop? Something smarter?

Genuinely asking. I ended up building an SPFx extension because I couldn't find another answer, but I'd rather hear I missed something.

I've read a bunch about setting up SharePoint site and how to manage site access. From what I can gather, the correct way to handle site permissions is at the site level. More specifically, I thought it was through "User Groups". Generally, the idea is that I would:

• Create a few User Groups
• Add users to the various User Groups, with (potentially) some users being added to multiple User Groups
• Give the User Groups access to different sites which therefore gives those users within the User Groups access to the site
• As new staff are hired, they are added to the correct User Group, and therefore, automatically gain access to the various sites that the User Group had been give access.

Is that generally correct?

To play out an example a bit:

• Create User Groups "Management", "HR", and "Marketing"
• Add managers to the "Management", "HR" and "Marketing" groups, the HR rep into the "HR" group, and add staff into the "Marketing" group
• As new client marketing projects are initiated, we create new marketing sites. For each of those sites, the "Marketing" and "Management" user groups are added as a members to the new marketing site. As a result, the staff within the "Management" and "Marketing" user groups automatically gain access to the new sites
• As we hire new marketing staff, they are simply added to the "Marketing" user group, and automatically gain access to all the marketing sites
• As the client marketing projects finish, and the site can be archived, we remove the "Marketing" group from the site and archive it, removing staff access to the site

Am I understanding the logic and intended use of User Groups correctly, or am I way off?

I have an old Microsoft 365 Education account provided by my university.

Since around 2013, my OneDrive has always shown a 5 TB quota.

I never really used it until recently. About two months ago, I uploaded around 708 GB of data without any issues.

Last month, OneDrive still displayed a total capacity of 5 TB.

Two days ago, I even uploaded a small PDF from the mobile OneDrive app successfully.

Today, without any prior notice from either Microsoft or my university, my quota suddenly changed to 100 GB.

I can still access and download all 708 GB of files, but I can no longer upload anything. Microsoft is now sending me repeated emails saying I've exceeded my 100 GB limit.

My university did not send any announcement about storage policy changes.

Has anyone seen this happen before?

Can Microsoft re-provision an Education OneDrive and suddenly apply a new quota without any admin action, or is this almost certainly something changed by the tenant administrator?

So I'm sure this is a known issue but I decided to automate a bunch of business processes using forms from Microsoft/SharePoint Lists. These forms are available for the entire company to use.

The issue is, users that have access to these forms have access to the SharePoint Lists where all the form results are stored. So there's lot's of sensitive data. And making these SharePoints private would make it so the users no longer can access the form.

Is there any feasible solution here? I was thinking about creating Power Apps forms so users would access that instead. But I'm wondering that if I make the SharePoint List private, would a Power Apps form also be private?

Any advice would be great, thanks!