The One MISTAKE Everyone is Making with SharePoint

When you move your documents to SharePoint, you can either create multiple SharePoint sites or move all of your data inside one SharePoint site and use multiple document libraries, but which one is right? Most people are doing it wrong.

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If you have any video ideas, or if you'd like me to make a video on anything specific make sure to let me know in the comments below!

00:00 Introduction
00:39 SharePoint Sites vs Libraries
02:09 SharePoint Security
03:14 Microsoft 365 Groups
04:37 Data Archiving
05:10 External Sharing

[driver]

You’re absolutely right! I do this always when migrating file servers to SharePoint. One or more sites per department depending on size or for larger orgs a region/department setup. I also am a Trams advocate and often recommend adding teams from the get go for the SP sites of appropriate. Sensitive sites I usually turn off external sharing for but keeping it in for less sensitive data such as marketing where you want to share externally.

Also for collaborations I do prefer shared channels in teams for two main reasons. Security since the shared channel in fact is a separate site, and ease of use not having to switch orgs in teams to collaborate. But it requires an admin setting for B2B sharing to be set for it to work.

[MrBond]

My biggest problem is folders, people just love having a folder, and sub-folders to Nth degree, to put stuff in to.

[jRufus]

Great video as usual!!
As somebody else has already mentioned, I would add a 5th reason which is the character length limitation for a file's full path in SharePoint. It's a powerfull and objective reason that may force users to rethink their migration strategy.

[michaeledwards]

Really good video again. Expecially for someone that looks to migrate my org over from network drives and poor sharing and collaboration. 👍

[mooripo]

good videos buddy, btw, the Swoosh sound is very stronk

[DaveLaneGC]

Absolutely - its a LOT easier to setup these sites early on than do it retrospectively !

[WeekendMuse]

Excellent reasons. Well done with this short, to the point video.

[EclipsedMemories]

Switch off this annyoing wind sound when change pic. It's take all the focus from the topic.

[mikhail]

External share never worked for me. I'm a third party consultant NOT from the companies, and they insist on throwing sharepoint links at me so that i could download archives from there. Bulk download just doesn't work from web browser (always ends up with a txt error log). Adding a folder in the explorer (via internet explorer, tweaking "trusted sites settings, etc.) doesnt work too due to library check-ins mess, and filepath characters limitation - half of the files not shown. I don't have any buttons to sync the folder with my 365 account. Am i missing something? I end up spending 2-3 days downloading 100 GBs of pdfs manually.

[SeiferAlmasy]

You can create a single SP site with multiple document libraries and set the access level on Document Library. There are multiple ways to Rome. However, if you do not want external sharing on site level (in the SP ADMIN site level) and granular security the advice in this video is OK.

[alfred]

Great video Jonathan, thank you. What software or utilities do you recommend to manage sharepoint online (M365) permissions? Currently I am setting permissions using the web browser which is a total nightmare. I quickly realized that SP permission are much harder to implement that using file explorer on NTFS volumes. Also noticed that if you delete a M365 user from the admin centre it doesn't remove it automatically from sharepoint groups.

[danmosby]

Hi Jonathn. I found i have to removethe site groups because the default group lets anyone see the file in the sun folders. is the is standard.
I then had to have 5 main folders and usually one more secure, I then provide secuirity groups to separate the two types of folder to restrict certain staff from management type folder.
Is this correct. This makes the original three three levels of site groups redundant. eg zThe site veiw group can see all folders regardlees of security.
The issue is then staff dont see the site in search becuase i am not using site level groups?!!!

[msbutterfly]

Can you move sharepoint and the pdfs in it to a new software program? (Like Syteline etc)

[Gaben]

Really good content here. Might want to tone down the sound effects - I find them distracting.

[tmb]

1:33 Ugh. We did exactly this. Recently I thought it was starting to be rectified, as I was told a lot of our documents were going to be moving... but what happened was that they just moved to another document library within the same site! 🤦🏻‍♂

[twangt]

Great video as always! :)

Do you have any upcoming videos, for example, on best practices regarding Compliance, Information Protection, Data Lifecycle Management, and similar topics in SharePoint? I have watched your other videos as well, but I'm particularly interested in best practices related to data security in this area! :)

[kaijohnson]

I am also thinking about this in terms of CoPilot segmentation...

[micheleroberts]

This is helpful, and I'm wondering how to fix a mess after the fact. Do y'all do sharepoint cleanups?

[mchousewar]

Here's where I'm struggling. I want each department to OWN their business data, but I also need different departments to collaborate where responsibilities overlap like a Venn Diagram. Further, I want to add meta-data that specifies the Vendor, or the Item, or the Customer that's associated with various records or documents, but SharePoint doesn't allow me to maintain a single Vendor List in a Vendor Management Site and link it to AP Invoices in the Accounting Site and Contracts in the Legal Site. I either have to put everything in one site where it has access to the Master Lists, or I have create redundant Master Lists wherever they are needed. How do you square the circle of maintaining separation of concerns while still facilitating collaboration? Do PowerApps offer solutions that bridge the gap? Teams?

[ddmurrayjr]

I thought MS did away with calendars with/for SharePoint sites but you mention getting a calendar when creating a group. How do you access the calendar?