Most people think SharePoint is just a document repository...it's not. However, that doesn't stop organizations from overusing (and misusing) that feature. With that said, here's a helpful tip: If you have a ton of files and folders in a document library, there's a way to see ALL those files OUTSIDE of their folders. Now, why is this useful to you? Because if you're trying to get a handle on your files, this is a great place to start. Your leadership team is probably tired of constantly going to SharePoint and being confused. So they've tasked you with "cleaning up SharePoint". This actually translates to "cleaning up the documents". If you need to get a lay of the land, you should view the files OUTSIDE of their folders. This gives you perspective on what files you have, how many you have, what they're titled, what duplicates you have and more. Again, what you gain is PERSPECTIVE. Here's how you do it: 1 - When you're viewing the library, click where it says "All Documents". That will reveal a menu. Click on "Create New View" and name it "No Folders" and click Create. You'll be taken to a new view of your library titled "No Folders". Now let's change what we see in this view. 2 - Click on where it says "No Folders". This will reveal the same menu as before. This time, click on "Edit Current View". 3 - In the next screen, scroll down and look for "Folders". Click that. Then select "Show all items without folders". Click OK. This will take you back to the library, but this time you'll see all your files without folders (in the view you just created titled No Folders). And thus...you can now begin your clean up. Note: There are many steps you can take after this, but is a good place to start.

The librarian in me loves our latest SharePoint post about metadata, the value it can provide to organizing your content in SharePoint document libraries, and how it can enable the Knowledge Agent to deliver more precise responses. Bonus: One of our wonderful MVPs, Femke Cornelissen ✨ shares her insights on the Knowledge Agent and its value. https://lnkd.in/gYymQUyf

Are you ready for the NEW SharePoint Document Library Forms? Soon you'll be able to start using the New SharePoint Document Library forms and these could be a game changer for how you upload and store your files. Below is some bullet points you need to know and consider with a little initial insight from myself on the feature. 1.      Library Forms are styled the same as List Forms and MS Forms. So simple to theme, adjust column visibility and position and includes Branching Logic 2.      User can click on the form link and get a decluttered experience where you are given an upload option and then the desired metadata to be completed before submitting. This keeps users away from the Library user interface and in a simple form format. 3.      It is still a simple upload from computer only and not selecting a file from template from SharePoint with Content Types or Modern Templates with a max file size of 256mb 4.      Slight downside is that the files uploading using the form goes into a folder inside the library. You will need to use Power Automate to move file back to the root but that could be integrated with an approval flow and be used as almost like a hold library in some circumstances. 5.      Forms are for Internal Users only and cannot be shared externally to capture documents at this time. MS did acknowledge on the update call in August this may change in the future. The Forms are really simple and could really simplify the document upload process for IMS or Governed Document Libraries in SharePoint giving Document Controllers a way for users to enter all relevant metadata and a file in a more governed way than dragging and dropping into a SharePoint Library and neglecting to add the metadata after. So I do see this as a big win in some solutions and something ill need to strongly consider when making solutions going forward. They are not perfect and I feel as though there could be some improvements made and more features added but for now it has me excited for the future of SharePoint and improved User Interface Features moving into 2026. If you have any questions contact our office today to find out more and to talk to one of our Microsoft 365 consultants here at Blackbird Corporate Ltd ☎️ 0800 107 6362 ��� training@blackbirdcorporate.co.uk 🌐 https://lnkd.in/eZGzKU4c #Microsoft365Specialists #Microsoft365trainingcourses #Microsoft365 #TrainingCourses #Microsoft365TrainingProvider #BlackbirdCorporateLtd #SharePointTrainingCourses #PowerPlatformTrainingCourses #PowerAppsTraining #PowerAutomateTraining #PowerBITraining #OneDrive #Teams #SharePoint #DataManagement #DocumentManagement #knowledgeispower #MicrosoftTeamsTrainingCourses #MicrosoftTeamsTraining #SharePointTraining #Dataverse #MicrosoftCopilot #Copilot

Following on from our session at #M365North earlier in the week with Simon Hudson and Simon Doy, I've created a blog entry on one of the really interesting features of the #SharePointKnowledgeAgent, how to categorise documents automatically. The whole lifecycle of a document depends on sort of document it is. In migrations and the un-curated dingy corners of organisations document storage this information is often missing - so anything that automates this task is welcome. The usual caveats apply, as the SharePoint Knowledge Agent is still in preview, and things may change: https://lnkd.in/essMgCdg

Your SharePoint lists don't have to look like spreadsheets from 2005. Most teams are still scanning through endless rows of text, hunting for overdue tasks or items that need attention. There's a better way. SharePoint has built-in conditional formatting that works just like Excel. But barely anyone uses it. Here's how to make your lists actually useful: The basics (no coding required): Click any column header → Column settings → Format this column → Conditional formatting → Manage rules Set up colour rules based on your data. Green for approved, red for overdue, orange for pending. Your choice. Real example from our projects: We had a document review tracker where nobody could quickly see what needed attention. Added conditional formatting: • Green background: "No review required" • Pink background: "Review needed" • Grey rows: "Completed" The result? Team members could scan the list in seconds instead of minutes. No more missed reviews. Going beyond columns: You can format entire rows through "Format current view" → "Conditional Formatting". This is where it gets powerful. Task lists where overdue items turn red? Done. Inventory lists where low stock highlights in orange? Easy. Project trackers where completed phases fade to grey? Sorted. Advanced tip for the brave: If you're comfortable with a bit of JSON, you can create custom formatting based on multiple conditions. Think: highlight a row red if it's overdue AND unassigned AND high priority. The formatting builder in SharePoint writes most of the code for you. Just tweak as needed. Or ask Copilot to make the formatting for you. Why this matters: Visual processing is faster than reading. When your team can spot priorities at a glance, decisions happen faster. Fewer things slip through the cracks. The irony? This feature has been in SharePoint for years. It's just hidden behind a few clicks that most people never find. What's your biggest SharePoint frustration? Drop it in the comments. There's probably a hidden feature that solves it. #SharePoint #Microsoft365 #ProductivityTips #DigitalWorkplace #ProjectManagement

Excited to share a Power Platform project I’m currently delivering for a large multinational organization operating across multiple regions. We’re building a robust Power Apps Canvas application backed by Dataverse, designed to manage metadata for millions of critical documents that will be stored in a centralized SharePoint site. These documents are distributed across multiple libraries to optimize performance and scalability. Security is multi-layered: • Role-based access control based on the logged-in user • Record-level ownership tied to Dataverse teams, each with specific security roles Key app features, not limited to: • Landing page with advanced metadata filtering via Dataverse columns • File upload screen supporting up to 10 files at once, with metadata capture and precise folder targeting • Bulk upload screen allowing users to upload multiple files across different SharePoint locations • Metadata configuration screen tailored for PO-level management • Global search combining metadata filters with file content search for powerful discovery The file upload flow includes: • The actual file upload and a Get Library and Folder action • Assigning record ownership to the appropriate Dataverse team with specific Security Roles. The project also includes a migration component, where a dedicated SharePoint team is migrating files from SharePoint on-premises to SharePoint Online. As part of this process, metadata records are created in Dataverse, and security groups are leveraged to enforce dataverse teams record ownership. This solution is a great example of how Power Platform can scale to enterprise-level document management while maintaining granular security and user-friendly interfaces. #PowerPlatform #PowerApps #Dataverse #PowerAutomate #SharePoint #LowCode #EnterpriseSolutions #DigitalTransformation #Migration #SharePointOnline

“I can’t find anything in SharePoint!” Sound familiar? It’s one of the most common frustrations I hear — but it’s also one of the biggest myths.   The problem isn’t SharePoint itself; it’s how information is organised. With metadata, smart search, and modern site design, you can find what you need in seconds — no folder deep-dives required.   At Adepteq, we help teams transform confusion into clarity and boost efficiency through smarter SharePoint design.   👉 Check out our latest SharePoint Mythbusters post for Myth #2: https://lnkd.in/evp52h7e Follow @Adepteq and hit the 🔔bell icon to stay up to date with the rest of the series.   #SharePoint #Microsoft365 #DigitalTransformation #ModernWorkplace #Adepteq #SharePointMythbusters #Microsoft

The old SharePoint document library is officially outdated. Microsoft’s latest update redefines how we interact with files, streamlining the SharePoint document library experience and making navigation smarter and more intuitive. Starting November 2025, SharePoint document libraries will feature: ✅ A unified “Create or Upload” button - This combines the previously separate options into one streamlined button, making it quicker and easier to add new content to your library. ✅ Improved breadcrumb navigation - Breadcrumb trails are now more intuitive, helping users understand their location within nested folders and navigate back with fewer clicks. ✅ Clearer custom views and unsaved change indicators -Custom views are now more visible, and any unsaved changes are clearly flagged so users can avoid losing work or confusion. ✅ Quick filter pills for faster sorting- Filter options are now displayed as clickable “pills,” allowing users to apply and remove filters with a single click for faster data sorting. ✅ A new “Options” button for layout and formatting controls - This new button centralises layout, sorting, and formatting settings, making it easier to customise how your document library appears.

I've been experimenting with SharePoint Agents recently and found them helpful for isolating agents to focus on specific content. I also like the pay-as-you-go pricing, which can be a flexible alternative to Fabric Data Agents, at least for some use cases. I'm working on an article about this and wanted to see if others are interested in the topic. For example, I built a SharePoint Agent that pulls from Microsoft Blogs (Power BI, Fabric, SharePoint, etc.) to help my team stay current. I can ask it things like: 🗣️ “What was announced to be deprecated or retired by product in the past month?” …and it returns a clear, categorized summary (see image below). ❓For those working with Fabric, have you looked into SharePoint Agents as an option? Let me know if this kind of content would be useful. I'd be happy to share the article once it’s ready.