This means, today, you’ll get the complete knowledge about OneDrive syncing here. 

So, let’s start:

• Why Configure SharePoint to OneDrive?
• How to Sync OneDrive with SharePoint?
• SharePoint Sync vs Add Shortcut to OneDrive
• Fix: SharePoint Sync to OneDrive Not Working
• Best Practices
• Author’s Verdict
• People Also Ask

Why Sync SharePoint to OneDrive?

Syncing SharePoint libraries to OneDrive ensures:

• Offline access to SharePoint files on your computer.
• Automatic updates change sync back to the cloud once you reconnect.
• Effortless collaboration with team members using familiar Explorer/Finder views.
• Faster navigation compared to always opening the SharePoint web interface.

So, syncing SharePoint with OneDrive enhances productivity and reduces the dependency on the web browser and the internet. Now, let’s learn how to configure.

How to Sync OneDrive with SharePoint?

Before proceeding with the configuration, first remember that support for the old OneDrive for Business Groove.exe ended in 2021, and it can’t sync Microsoft 365 content anymore. So, always confirm you’re using the new OneDrive sync client (OneDrive.exe) to sync SharePoint to OneDrive. Additionally, for long-term storage, you can backup SharePoint Online to local storage.

Syncing SharePoint files to OneDrive is an easy task; in fact, any non-technical user can complete the configuration without failure. So, follow the steps to complete the task in seconds:

1. Open the SharePoint library to sync in the browser.
2. Click on the Sync button in the command bar.
3. If prompted, allow the browser to open OneDrive (OneDrive.exe, not Groove.exe).
4. Sign in with your Microsoft 365 account.
5. Once confirmed, the library appears in File Explorer (Windows) or Finder (Mac).

Files are now synced both ways; any edits in File Explorer/Finder update SharePoint, and vice versa.

SharePoint Sync vs Add Shortcut to OneDrive

Many users are confused about the difference between sync and add shortcut to OneDrive, and don’t know when to sync SharePoint to OneDrive or add shortcut. So, based on Microsoft’s latest guidance, here’s the difference:

#Sync OneDrive Sync Client

• Downloads files locally.
• Works offline.
• Good for users who need constant access.

#Add Shortcut to OneDrive

• Creates a web-based link to the SharePoint folder inside your OneDrive.
• Does not download everything locally.
• Great for lightweight access and saving storage space.

So, in comparison of SharePoint sync vs add shortcut to OneDrive, use Sync if you need offline work. Use Add Shortcut if you want quick access without eating up storage.

Fix: SharePoint Sync to OneDrive Not Working

As a SharePoint admin, I received some queries related to the configuration: “I can’t sync SharePoint to OneDrive”, or “my SharePoint files not syncing to OneDrive.” 

If you’re facing the same issue, then try these MVP-approved fixes:

1. Check OneDrive version, ensure you’re running the latest OneDrive sync client.
2. Stop syncing and set it up again.
3. Clear cache by resetting OneDrive from Settings > Reset.
4. Keep file paths under 400 characters.
5. Remove unsupported characters like *: < > ? / \ | from file names.
6. Make sure you have access to the SharePoint library.

If syncing still doesn’t meet your needs, sometimes the better option is to migrate SharePoint list to another site to reduce sync conflicts. For the same, you can opt for an automated SharePoint Migration Tool for accurate results.

Best Practices for Effortless Configuration

Sync SharePoint to OneDrive smoothly by following these points:

• Don’t sync too many libraries; it slows performance.
• Organise with metadata and views instead of multiple synced folders.
• Use Add Shortcut instead of sync if you just need quick access without offline editing.
• Always check sync status in the taskbar to ensure everything is up to date.

Author’s Verdict

Learning how to sync SharePoint to OneDrive is straightforward, but knowing when to use SharePoint sync vs add shortcut to OneDrive makes things smoother. If you’ve been struggling with issues like SharePoint files not syncing to OneDrive, then adding shortcuts usually resolves the problem. 

People Also Ask

Q1. How to sync SharePoint files with OneDrive?
Here are the quick steps to configure SharePoint to OneDrive:

• Go to the SharePoint document library.
• Click Sync.
• When the OneDrive client launches, choose folders.
• Start sync.

Q2. Should I use SharePoint sync vs add shortcut to OneDrive?
Use Sync if you need offline access. Use Add Shortcut to OneDrive if you only want a quick cloud-based link without using local storage.

Q3. Can I sync multiple SharePoint libraries with OneDrive?
Yes, but syncing too many can impact performance. So, limit the number of synced libraries.

The post Sync SharePoint to OneDrive: Complete Set Up Guide appeared first on SysTools Software.

This trick depends on your SharePoint version you are using, i.e. modern list calendar view or a classic calendar list. Once that’s clear, setting up the flow is straightforward. This guide outlines the same step-by-step process. So, let’s go through this write-up and understand the concept clearly. 

Today, we’ll cover:

• Why Linking SharePoint Calendar to SQL Database?
• Linking SharePoint Calendar to SQL  Step by Step
  • #Step 1. Set Up the SQL Connection in Power Automate
  • #Step 2. Build the Power Automate Flow
  • #Step 3. Map SQL Data to SharePoint Calendar Fields
  • #Step 4. Test the Flow
• When I Skip SharePoint Calendars
• Author’s Verdict
• People Also Ask

Why Linking SharePoint Calendar to SQL Database Power Automate Flow is Critical?

This integration solves problems like:

• Centralised data storage
• Advanced reporting in SQL
• Easy integration with other apps
• Real-time sync via Power Automate
• Handles large datasets
• Ensures data consistency
• Strong security & compliance
• Reliable backup & recovery
• Supports BI dashboards (Power BI)
• Saves time, improves efficiency

So, synchronising SQL with SharePoint helps users in reducing manual updating of listing tasks. Next, we’ll learn the steps for that. 

Linking SQL Database Power Automate Flow to SharePoint Calendar – Step by Step

This procedure is not straightforward, requiring technical expertise and proper planning. That’s why we initiate this process step by step. Therefore, first, start with the prerequisites:

• SQL Server or Azure SQL with event data.
• Power Automate license.
• Backup SharePoint Online to local storage.
• A SharePoint List or Calendar is ready.
• Appropriate SQL and SharePoint permissions.
• For on-prem SQL, the On-premises data gateway is installed and configured.

When you’re ready with your Power Automate installation, permissions, and credentials of both services, then move to the linking SQL database Power Automate flow to SharePoint calendar section:

#Step 1. Set Up the SQL Connection in Power Automate

1. Log in to Power Automate.
2. From the left panel, select Data > Connections.
3. Click + New Connection > search for SQL Server.
4. Enter:
   • Server name
   • Database name
   • Authentication method, i.e. SQL Authentication, Windows, or Azure AD.
5. Click Create.

#Step 2. Build the Power Automate Flow

1. From the Power Automate dashboard, select + Create.
2. Choose Automated cloud flow.
3. In the trigger search, type SQL and select When an item is created (V2).
4. Configure it to monitor my SQL table.

#Step 3. Map SQL Data to SharePoint Calendar Fields

Once you have the trigger, add the next step:

1. Click + New Step.
2. Search for SharePoint.
3. Select Create item for linking SQL database Power Automate flow to SharePoint calendar, i.e.

#Modern List with Calendar View

• Create the SharePoint List

• • Title
  • Start
  • End
  • Optional: AllDay (Yes/No), Location, Description

Then switch to the list to a Calendar view, pointing Start/End as the time fields.

• Build the Power Automate Flow

• • Trigger: SQL Server > “When an item is created or modified (V2)”.
  • Gateway: For on-prem SQL, connect through the On-premises Data Gateway.
  • Action: SharePoint > Create item in the list.
  • Mappings:
    • Title > SQL EventName
    • Start > SQL StartUtc
    • End > SQL EndUtc
    • AllDay > SQL flag

You can also add an upsert pattern to avoid duplicates and make linking SQL database Power Automate flow to SharePoint Calendar smooth.

#Classic SharePoint Calendar

When building the flow in Classic calendar, the fields are slightly different:

• Title > SQL EventName
• EventDate > SQL Start
• EndDate > SQL End
• fAllDayEvent > true/false
• Optional:
• fRecurrence > true
• RecurrenceData > XML

Setting recurrence is tricky: it requires well-formed XML. Therefore, I don’t use this; instead, I opt for the Outlook Graph API.

#Step 4. Test the Linking SQL Database Power Automate Flow to SharePoint Calendar

To validate everything, add a test entry into your SQL database:

INSERT INTO Events (EventName, StartDate, EndDate, Location, Description)
VALUES ('Project Kickoff', '2025-09-10 09:00', '2025-09-10 10:00', 'Conference Room A', 'Initial project meeting');

When I Skip SharePoint Calendars

If your organisation needs meeting invites, Teams links, or attendee tracking, don’t use SharePoint calendars at all. Instead, create events in Outlook calendars using Power Automate’s Outlook connector or the Microsoft Graph API. 

Why do so? This gives real calendar functionality with responses, invites, and Teams meetings.

In some cases, you may not just want to sync SQL data with SharePoint but also migrate SharePoint list to another site or tenant, for example, during a merger or restructuring.

In such migration scenarios, Power Automate won’t help. For that, a professional tool like the SysTools SharePoint Migration Tool will be your go-to. It allows you to transfer SharePoint calendars, lists, libraries, and entire sites with full metadata and permissions intact.

Download Now Purchase Now

Author’s Verdict

Linking SQL database Power Automate Flow to SharePoint calendar works well if you have the right approach. In this discussion, we covered all the crucial steps for both classic and modern lists with calendar view. 

So, from now on, linking SharePoint calendar to SQL database Power Automate flow is not a huge task for you, as you know everything. Still, prevention is better than cure, so take a backup of your data before proceeding to avoid accidental data loss. 

People Also Ask

Q1. Can Power Automate detect deletes in SQL?
No. The SQL connector doesn’t have a delete trigger. However, you can handle this by adding a soft-delete flag in SQL.

Q2. Do I need a premium license for linking SQL database Power Automate flow to SharePoint calendar?
Yes. The SQL Server connector is a premium connector in Power Automate. You can track user login SQL server activity via this.

Q3. How do I handle on-prem SQL?
Install and configure the On-premises Data Gateway in standard mode.

Q4. Can I set recurring events in a modern Calendar view?
Not natively. Only the classic Calendar supports recurrence via RecurrenceData.

Q5. Should I use SharePoint Calendar or Outlook for linking SharePoint calendar to SQL database Power Automate flow?
If you need invites, Teams links, and responses, Outlook/Graph is the better choice.

The post Linking SQL Database Power Automate Flow to SharePoint Calendar – Easy Explained appeared first on SysTools Software.

Without wasting time, let’s start:

• What is the SharePoint Site Storage Limit?
• Storage Management Modes – Automatic vs. Manual
• How to Check SharePoint Storage Limit?
• What Happens When the SharePoint Online Storage Quota Exceeded?
• How to Increase SharePoint Storage Limit for a Site?
• Best Practices to Manage SharePoint Site Storage Limit
• Author’s Verdict
• People Also Ask

What is the SharePoint Site Storage Limit?

Every Microsoft 365 organisation gets a default SharePoint Online storage pool. This is not the same as an individual site limit; it’s a total quota for your tenant.

Microsoft’s current rules as of 2025:

• Base Storage Allocation: Your tenant gets 1 TB of storage.
• Additional Per-User Storage: You also get 10 GB per licensed user.
• Purchase Additional Storage: You can buy more storage in 1 GB increments from the Microsoft 365 admin centre.
• Per-Site Cap: No individual SharePoint site can exceed 25 TB.
• Maximum Sites: Up to 2 million sites per tenant.

For example, if an organisation with 200 licensed users:

• Base storage: 1 TB
• Per-user storage: 200 × 10 GB = 2,000 GB
• Total storage pool: 1 TB + 2 TB = 3 TB

Storage Management Modes – Automatic vs. Manual

Microsoft now gives two ways to manage SharePoint site storage:

1. Automatic (Default): All sites draw from the shared pool without any hard per-site limit, except the 25 TB maximum.
2. Manual: You can set a quota for each site. When you switch to Manual, all site quotas are set to the maximum 25 TB.

How to Check SharePoint Site Storage Limit?

To manage tenant storage effectively, it is essential to know about the space you already use and how much is free. To do so, it is important to know how to check SharePoint storage limit via these steps:

1. Log in with admin credentials.
2. Choose Admin Centers > SharePoint.
3. Now, the Active Sites page shows total and available storage.
4. In Active Sites, review the Storage Used column. For more details, select the site > Settings > Storage.

What Happens When the SharePoint Online Storage Quota Exceeded?

In many cases, organisation SharePoint admins don’t check the tenant storage, and users continuously add more pages to the sites, which will fill the space quickly. 

If your SharePoint Online storage quota exceeded, then these types of issues you have to face:

• Users can’t upload new files.
• New site creation fails.
• OneDrive syncs to SharePoint stop.
• Downgrade SharePoint performance

Before you hit the SharePoint site storage limit, Microsoft sends admin alerts to stop adding pages, sites, or other content. Instead, remove irrelevant data or backup SharePoint Online to local storage, then delete that data which not needed currently, but may be in future.

Those who need to keep all data, then, in that case, you have to increase its limit or upgrade to the new plan, which offers more storage. For the same, go through the next section. 

How to Increase SharePoint Storage Limit for a Site?

Increasing the storage limit is so easy; you just need to follow these steps:

1. Open SharePoint Admin Center.
2. Select the site from Active Sites.
3. Click Storage in the settings panel.
4. Increase the SharePoint site storage limit up to 25 TB, if your pool allows.

If the pool doesn’t have enough capacity, you have to free up space by deleting unwanted data or purchasing more storage.

Alternatively, if you don’t want to upgrade to the more expensive M365 plan and delete the current data, you can perform a SharePoint Tenant to Tenant migration to increase storage without affecting your budget. 

Are you interested? Unfortunately, there is no native solution provided by SharePoint to migrate data to another tenant. But, don’t worry, as a SharePoint admin, I have a solution to deal with this, i.e. SharePoint Online Migration Tool.

Download Now Purchase Now

This solution comes with an easy-to-use interface and advanced filters. Additionally, it can migrate all your SharePoint data, including sites, subsites, document libraries, lists, permissions, and other content simultaneously.

So, this software is the answer to how to increase SharePoint storage limit without deleting or upgrading to the new M365 subscription.

Best Practices to Manage SharePoint Site Storage Limit

According to Microsoft’s official advice, these steps help prevent storage issues:

• Regularly empty the Recycle Bin.
• Delete unused files and sites
• Be cautious with retention policies.
• Move archives off SharePoint.
• Limit version history as SharePoint keep hundreds of versions of each file.

Author’s Verdict

Understanding the SharePoint site storage limit is crucial for smooth collaboration and app performance. With the new 25 TB per site limit and unlimited purchasable storage, Microsoft has made things much easier.

In this discussion, I covered all the crucial points related to how to increase SharePoint storage limit without upgrading the storage plan or deleting data. Additionally, I explained how to check and manage it effortlessly.

From now on, you have the answers to the SharePoint Online storage quota exceeded type of issue.

People Also Ask

Q1. What is the maximum SharePoint site storage limit in 2025?
As of now, each SharePoint Online site can have up to 25 TB of storage. 

Q2. How much total storage does my Microsoft 365 tenant get?
You get:

• 1 TB base storage for the tenant.
• +10 GB per licensed user.

Q3. Can I control storage limits for individual sites?
Yes. In the SharePoint Admin Center, switch from Automatic to Manual storage management. Then, set per-site quotas up to 25 TB.

Q4. Why did my tenant’s available storage drop after removing users?
If you remove users, you lose the 10 GB per user allocation, and your pool can shrink.

Q5. Does the Recycle Bin count toward my SharePoint storage limit?
Yes. Both the first-stage and second-stage Recycle Bins do count toward your tenant’s total storage. 

Q6. What happens when SharePoint storage is full?
If your storage pool runs out:

• Users can’t upload files.
• New site creation fails.
• OneDrive sync to SharePoint stops working.

Q7. Is the Microsoft storage calculation in GB or GiB?
Microsoft uses the binary measurement 1 GB = 2³⁰ bytes (1,073,741,824 bytes). 

Q8. Does version history affect the SharePoint site storage limit?
Yes, every document version is stored separately. If your library keeps 500 versions of a 10 MB file, that’s almost 5 GB for that file alone.

The post SharePoint Site Storage Limit – Updated Guide for 2026 appeared first on SysTools Software.

Here’s a quick visual flow of how I set up alerts for other users in SharePoint:

Benefits of Creating Alerts in SharePoint

Tracking ongoing changes in SharePoint is not an easy task for an administrator. The administrator can reduce their workload by creating alerts.

Additionally, the user who performed the changes, along with others working on the same document library or list, is reminded of the updates.

Even if any user delete empty folders in SharePoint to clean the SharePoint environment, the alert will be sent to all the members.

This helps users stay informed about the latest modifications and ensures they are working with the most current data. If any changes are made incorrectly, they can be easily tracked. Sometimes there might be the chances that user deleted SharePoint site, then after getting notification about the change, you can restore a deleted SharePoint site to keep the SharePoint data consistent.

For instance, if the team is working on a large project, the SharePoint sites, document libraries, and lists are updated as the project progresses. To keep all users on the same page, each user needs to stay updated with the latest data. Sending alerts to all team members ensures that everyone works with the most current information.

How to Set Up Alerts in SharePoint for Other Users Using PowerShell

PowerShell can help you automate the process of creating alerts in SharePoint for other users. But do not forget to follow each command correctly. Any incorrect command can put you in trouble:

$SharePointSiteURL = "provide here"
$take_User_Id= "enter the complete user-id"
Try {
Connect-PnPOnline -Url $SharePointSiteURL -Interactive

Add-PnPAlert -Title "Create the Document Alerts for other users" -List "Documents" -User $take_User_Id -Frequency Weekly -ChangeType All

Write-host “Finally, Your Alert created" -f Green
}
Catch {
Write-host -f Red "Error:" $_.Exception.Message
}

For more advanced PowerShell use cases with SharePoint, I refer to the official Microsoft PnP PowerShell documentation.

Quick Steps to Set Up Alerts via SharePoint Interface

If you are not a PowerShell enthusiast and are looking for how to set up alerts in SharePoint for other users. Follow the quick steps below and start sending the alerts to other users:

• Step 1. Sign in to your SharePoint environment with the appropriate credentials.
• Step 2. Open the Source Document Library where you want to create alerts for other users.
• Step 3. Click on the Ellipses and then hit the Alert Me button to set up notifications for yourself.
• Step 4. Assign a suitable Title for the alert.
• Step 5. The user’s section contains your name by default.
• Step 6. Search for other users by their username to send alerts to them.
• Step 7. Under the Delivery method section, choose the appropriate option to deliver the alerts to other users: Email or Text Message.
• Step 8. Now, choose the type of specified change for which you want to get an alert. All changes, New Items added, Items deleted, or existing items modified.
• Step 9. Choose the option of Send Alerts for particular changes.
• Step 10. Finally, choose the time frame for alerts among immediate, daily, or weekly, and then press the Ok button.

Using the above steps, you can set up notifications on SharePoint for specified changes.

How do I Manage Alerts in SharePoint?

After setting up SharePoint alerts, I realized that managing them is also an essential task. Here are the steps which I  followed to manage them:

• Open the Document Library/list where alerts are created.
• Click on the Ellipses (•••) and select the Manage My Alerts option.
• You will see a list of all the alerts.
• Now, to edit an Alert, click on the Alert Title, adjust the delivery method, or modify the types of changes, and save.
• To delete an alert, check the box next to the alert to remove and hit Delete Selected Alerts.

Additionally, I review my alerts periodically to make sure I’m getting only necessary notifications.

Best Practices I Follow for SharePoint Alerts

Here’s what I’ve learned over time for setting up the SharePoint alerts in the right manner:

• Use concise and meaningful titles for the SharePoint alerts.
• Creating a backup SharePoint Online to local storage before setting alerts on sensitive libraries.
• Choose only the essential users who need to be notified to maintain data privacy.
• Select the frequency of alerts wisely not to get overloaded with the alerts.
• Manage your SharePoint alerts folder-wise for efficient data management.

Author’s Verdict

By effectively utilizing SharePoint Alerts, SharePoint admins and other users can stay informed, increase productivity, and improve collaboration within the organization. By following the methods outlined in this guide, you do not need to search for how to set up alerts in SharePoint for other users anymore.

Frequently Asked Questions (FAQs)

Q1. Can I set up an alert for other users regarding a specific change in SharePoint?
A – In the alert setting dialogue, choose the specific change, such as a new item added, an item deleted, all changes, or an item modified.

Q2. Can I receive SharePoint alerts on my mobile device?
A – Yes, you can get notifications on your mobile phone using the SharePoint mobile app.

Q3. How frequently can I receive SharePoint alerts?
A – You can configure the SharePoint alerts frequency: to be sent immediately, daily, or weekly.

Q4. How do I delete a SharePoint alert?
A – Before deleting a SharePoint alert remember If you delete a SharePoint alert, you will no longer receive alerts.

• Open the Document Library where you have created a SharePoint alert.
• Open the Manage My Alerts section.
• Delete the alert.

Q5. How can I resolve SharePoint alert delivery issues?
A – If you’re experiencing delivery issues, check your email settings first. Then verify the alert settings. If the problem persists, then connect with your SharePoint administrator.

The post How to Set Up Alerts in SharePoint for Other Users (Step-by-Step) appeared first on SysTools Software.

In this article, I will break it down in simple terms so you know exactly each aspect. Let’s begin to understand what exactly they are.

What are SharePoint Members?

Referring to SharePoint Members, it is the permission group that exists at the site collection level. This group controls all access for users across multiple sites.

Here are some details that I have learned so far about SharePoint members:

• They are the ones responsible for controlling permissions for an entire site collection and belong to a SharePoint group.
• If a permission is assigned to SharePoint Members, then those permissions automatically go down to subsites, lists, libraries, and pages unless those individuals have their own unique permission set.
• By default, members have the edit and contribute role until the admin changes the setup.
• They have the authority to add, edit, and delete items across the site where they have permission.

In Short, SharePoint Members have a majority of authority in permissions, and this can affect the whole site structure depending on the admin’s changes in settings. This may be a difference in SharePoint members vs Site members. 

Who Are Site Members in SharePoint?

Site Members are a set of groups that are responsible for an individual SharePoint Site. This clearly means that they have limited permissions to that specific site only.

Here is something that I noticed from my experience: that this group is far more useful in modern SharePoint sites, such as:

• Team Sites
• Communication Sites
• Microsoft 365 connected sites

By default, site members have the edit role, which allows them:

• Edit site content
• Manage lists and libraries
• Upload, modify, and delete documents
• Collaborate with the rest of the team

Compared to SharePoint members, Site members are unable to impact other subsites or the site collection automatically.

Related Guide: SharePoint Site vs. Page

SharePoint Members vs Site Members: What’s the Actual Difference?

Here’s the actual difference between members and site members in SharePoint, based on real experience:

1.  Scope of Permissions

• SharePoint Members: It can be applied to the whole site collection or the main parent site.
• Site Members: Only on the sites they are assigned to.

2.  Permission Inheritance

• SharePoint Members: Their permissions go down to the subsites automatically.
• Site Members: By default, permissions stay on a single site.

3.  Default Role Access

• They both have edit access, but SharePoint members have the majority of authority, and it also depends on how inheritance is configured. 

4. Purpose

• SharePoint Members: They have a role in managing access across larger structures.
• Site Members: It is most used in a specific site and is ideal for teamwork.

5. Administrative Control

• SharePoint Members: Managed by site collection admins.
• Site Members: Managed by the site owners of a single site

That’s the reason to always check if a user needs access to multiple sites or just one. This helps me to decide whether to add them as a SharePoint Member or a Site Member.

Also Read: How to Manage SharePoint Access

Why SharePoint Members vs Site Members Matters?

Understanding between members and site members in SharePoint helps me avoid:

1. Giving unnecessary access across sites
2. Over-permissioning users
3. Breaking permission inheritance accidentally
4. Causing security risks
5. Confusing users about what they can or cannot access.

SharePoint Members and Site Members Migration: What You Need to Know

While working on SharePoint migrations, the biggest challenge  I face is handling permission groups correctly. Moving SharePoint members versus site members from one environment to another is where I face the challenge the most because the permission structure behaves differently across tenants or site collections. 

On the other hand, the content moves smoothly with no hassle. That’s the reason I recommend that you know the difference between members and site members in SharePoint.

To avoid these issues, I suggest you use a professional and reliable tool that I have already used, which consistently helps me maintain permission mapping correctly: the SysTools SharePoint to SharePoint Migration Tool. It allows me to migrate sites, site groups, and user permissions without breaking inheritance or losing role accuracy. 

Download Now Purchase Now

This solution also makes sure that both keep their proper access levels in the new environment.

Examples to Make it Easy

#1: Organisation-Wide HR Portal

If any organisation’s HR team needs access to multiple HR related subsites under one site collection, the Admin should add them as SharePoint Members.

#2: Marketing Team Collaboration Site

If the marketing team is working on the same project on a single SharePoint Team site, I add them as Site Members.

Which One Should You Use? My POV

• Use SharePoint Members when you want people to have access to a larger area of the site or the whole site collection.
• Use Site Members when you want to give limited access to one specific team site.

Additional Resource:  Map SharePoint Online as Network Drive

Author’s Verdict

SharePoint Members vs Site Members sounds very similar, but as I discussed above that their role and scopes are completely different. After going through the above article, you will get to know the difference between members and Site members in SharePoint. Once you know the difference, it will become easier for you to assign the right permission.

By using the right permission group, I assure you that everyone works together easily while still keeping sensitive information safe.

People Also Ask

Q. Is it okay to use both groups at the same time?

Yes, you can use them at the same time if permissions are planned and managed properly.

Q. Which groups are best for multi-site access?

SharePoint Members are best for multi-site access.

Q. How can I upgrade site members to SharePoint Members?

You can do it by adding them to the broader SharePoint Members group.

Q. Do SharePoint members and Sites members have the edit option?

Yes, both groups have edit rights by default.

Q. Are Site members part of a single SharePoint site?

Yes, they belong only to the site where they are added.

The post SharePoint Members vs Site Members: Understanding the Real Difference appeared first on SysTools Software.

SharePoint cloud platform is a need of the hour. Almost every organization is using it to fulfill their regular necessities. SharePoint supports multiple types of sites and is accessible to most of the users within the organization. Due to this, sometimes the SharePoint sites get deleted mistakenly. Although the deleted SharePoint sites can be recovered using the Recycle bin for a limited period. But how, let’s find out. But before going deeper into the process, let’s figure out the benefits of recovering deleted SharePoint sites.

Advantages to Recover Deleted SharePoint Site

Below are some of the benefits that stimulate you to restore SharePoint site after deletion.

1. Organizations handle multiple projects at the same time. Team leads prepare the SharePoint sites to keep track of the progress of the projects. However, in some of the projects, there are similar requirements that can be fulfilled by the previous project data. So, recovering the data of completed projects can reduce the time and effort of the ongoing projects.

2. As per the organization’s compliance and legal requirements, they need to preserve the data for a specific period.

3. SharePoint sites can be customized and configured with the SharePoint enormous features. So, to restore deleted SharePoint site it is way better than building new customizations from the beginning.

4. Restoring the deleted SharePoint sites can also recover crucial data in the form of document lists and libraries.

How to Restore a Deleted SharePoint Site?

There are multiple types of sites in SharePoint Online for managing the organization’s workflow.
They can recover with somewhat similar approaches. The level of ownership to restore SharePoint site after deletion is also different such as.

• Team Sites with or without a Microsoft 365 Group and Communication sites can be recovered by the SharePoint administrator.
• While the private and shared channel sites can be restored by the Team or Channel owners.

The retention period to restore deleted SharePoint site also varies for the sites. For instance, the Communication or Team sites can be recovered within 93 days. On the other hand, you need to restore the private and shared channel sites within 30 days only.

Steps to Recover Deleted Team or Communication Sites Using Admin Center

Below are the steps that you need to perform to recover deleted SharePoint sites.

Step 1. Launch the SharePoint Admin Center with the appropriate credentials.
Step 2. Hit the Sites option and then choose the Deleted Sites.
Step 3. Tick the checkbox next to the site that you want to recover.
Step 4. Finally, hit the Restore button to retrieve the deleted SharePoint site.

[Note:- The item which is restored will be saved to its original location.]

How to Restore SharePoint Site After Deletion Using Recycle Bin?

Below are the required steps to recover the SharePoint from the recycle bin.

1. Open the Site settings.
2. Under the Site Collection Administration hit the Recycle bin option.
3. Hit the Second stage recycle bin option in case the recycle bin is empty.
4. Choose the Site and click on the Restore button to move the site from the Recycle bin to its original location.

How to Recover Deleted Shared or Channel Sites?

Follow the below steps to restore deleted SharePoint site.

Step 1. Launch the Microsoft Teams application and then open Manage Team.
Step 2. Click on the Channels option,
Step 3. Now, expand the Deleted option and press the Restore button.
Step 4. In the opened dialog box, hit the Restore button.

PnP PowerShell Commands to Recover Deleted SharePoint Sites

Execute the below PowerShell commands if you are good at it to restore SharePoint site after deletion.

#Config Variables
$TenantURL = "Enter Here"
$URLofDeleted_Site ="Enter Here"

Connect-PnPOnline -Url $TenantURL -Credentials (Get-Credential)

$Deleted_Site = Get-PnPTenantRecycleBinItem | Where {$_.URL -eq $URLofDeleted_Site}

If($Deleted_Site)
{

Restore-PnPTenantRecycleBinItem -Url $URLofDeleted_Site -Force -ErrorAction Stop
Write-Host -f Green "Deleted Site '$URLofDeleted_Site' Restored Successfully!"
}
Else
{
Write-host -f Yellow "Unable to Find Deleted site:"$URLofDeleted_Site
}

How to Prevent Your SharePoint Sites from Data Loss?

Accidental deletion or deliberate deletion of SharePoint sites is a common issue for SharePoint administrators. So, to tackle these types of situations, it is preferable to use the SysTools SharePoint Recovery Tool. It can protect your data by copying files with metadata tags in SharePoint. As a result, you can access the SharePoint data whenever you want even if the SharePoint data gets deleted.

Download Now Purchase Now

The following quick steps are required to accomplish the task to recover deleted SharePoint site.

1. Download and run the tool.
2. Click on the Browse Button to add MDF files.
3. Then, click on the Export Button to restore deleted SharePoint site.
4. Select desired destination to save the restored files.

Quick Tips to Reduce Future SharePoint Sites Deletion

• Use the recommended tool above to back up the SharePoint sites.
• Do not provide site deletion permissions to multiple users.
• Provide proper training to the users to avoid mistaken deletion of SharePoint sites.
• Perform a regular check on the permission of the SharePoint sites.

Conclusion

In this write-up, we have explained the complete process of how to restore a deleted SharePoint site. All the approaches according to the types of sites are discussed in detail. Now recover your deleted SharePoint sites without any hindrances. Additionally, do not forget to use the above-suggested tool to prevent upcoming data loss.

Frequently Asked Questions

Q1. How do I restore my deleted SharePoint sites using Recycle Bin?
A – To recover your deleted SharePoint sites, you need to go to the Recycle bin and tick the checkbox next to the site. Then hit the Restore button.

Q2. Can I check whether my SharePoint site is in the Recycle bin or deleted permanently?
A – You can verify your SharePoint site in the recycle bin by searching using name or URL.

Q3. How do I recover my SharePoint site which is not in the Recycle bin?
A – If the site is not present in the recycle bin, that means it is deleted permanently. Now, you cannot restore deleted SharePoint site, but if you have used the above-mentioned tool and created a backup in another account, then you can access your permanently lost data from that account.

Q4. What is the default retention period for preserving the Communication sites?
A – The communication sites are kept in the recycle bin for 93 days only. After that, you cannot recover deleted SharePoint sites.

The post How to Restore a Deleted SharePoint Site? A Step By Step Guide appeared first on SysTools Software.

So, let’s discuss:

• Reasons of Missing Items from SharePoint Lists
• Solutions to Resolve the Missing Item Error
  • #1. Validate View Settings
  • #2. Review Permissions of List
  • #3. Verify the List View Threshold Settings
  • #4. Approve All the Pending Items
  • #5. Re-indexing of List
  • #6. Clearing the Browser Cache
  • #7. Restore Deleted Items
• Conclusion & FAQ’s

Common Causes of Missing Items in SharePoint Lists

SharePoint list not showing all items will occur because:

1. View Filters and Sorting

One of the major culprits is the filter. If you have applied filters to your list, it might exclude some items from it resulting in SharePoint not showing all files issue. Just like filtering, sorting of items can also push some items to different pages.

2. Item-Level Permissions

Permissions play a major role in SharePoint. Users can use the granular permissions at the item level. It can result in some users not seeing all list items. For instance, if an item’s permissions are restricted to a specific use or a SharePoint group. Then it won’t appear in the search results. This issue also confused users about whether our SharePoint search not working.

3. List View Threshold Limits

By default, SharePoint imposes a list view threshold of showing 5,000 items only. It is used to maintain the SharePoint performance. But while your list exceeds its limit, you may notice SharePoint list not showing all items.

4. Content Approval and Draft Items

SharePoint lists in which the content approval feature is enabled can hide items. Whether the missing items can be moved to the “Pending” or “Draft” status. Due to this, users who do not have the appropriate permissions won’t see these items and further encounter SharePoint lookup column not showing all fields issue.

5. Column Indexing Issues

In large SharePoint lists, where the columns are not indexed properly, this can lead to performance bottlenecks. Due to this, you might encounter some of the list items are fail to load or display.

6. Browser Cache and Display Problems

It is not compulsory that the issues only be with SharePoint. There might be a chance that the issue is at your end. A browser’s cache or cookies issue can also prevent your list from showing all items appropriately.

7. SharePoint List Deletes

If the SharePoint list items are deleted, whether intentionally or mistakenly. Then it is obvious you are not able to view the SharePoint list items.

How to Fix SharePoint List Not Showing All Items?

After finding the cause of the missing items in the SharePoint list. It’s time to explore the solutions to resolve this SharePoint lookup column not showing all fields effortlessly:

#1. Check and Modify View Settings

Initiate the troubleshooting by validating the view settings.

1. Open the List and then click on the Settings > Views.
2. Explore the “Filter” section to identify the condition that excludes list items. Remove that if it exists.
3. Now, review the sorting rules to ensure items aren’t pushed to unintended pages.

#2. Review Permissions

Permissions can be the frequent culprit behind the missing items on the SharePoint list. So, execute the steps below to fix this SharePoint lookup column not showing all fields issue.

1. Move to the list’s settings and then choose the Permissions for this List.
2. Find out any item-level permissions applied and fix them if found.

#3. Manage the List View Threshold

Let’s find the steps to handle the list view threshold if it is the culprit behind the SharePoint list not showing all items issue.

1. Create indexed columns to enhance the user’s search response. Open the List Settings and move to the Indexed Columns.
2. Then add indexes for fields frequently used in filters or sorting.
3. After that, divide your SharePoint list into smaller views that display fewer than 5,000 items.
4. Also, modify the number of items displayed per page.

#4. Approve Pending Items

List items can be in the Drafts or Pending, which could hide items from general visibility.

1. From the SharePoint list, enable the Content Approval column.
2. Go through the items marked as “Pending” or “Draft.”
3. Now, approve or publish these list items to make them visible to all users.

#5. Reindex the List

Reindexing your list can help resolve display issues caused by improper indexing.

1. Open your List Settings and then the Advanced Settings.
2. Choose the Reindex List option.
3. Now, SharePoint will automatically rebuild the index and store the missing items in views.

#6. Clear Browser Cache

Browser-cached data can also be the reason for the SharePoint list not showing all items.

1. Open the browser Settings and then Privacy and Security.
2. Clear your browser’s cache and refresh the SharePoint page again.

#7. Restore Deleted Items

If the deleted list items are still in the recycle bin and you know how to restore a deleted SharePoint site, you can recover them. However, if you deleted them more than 30 days ago, you cannot recover them.

Author’s Verdict

Encountering issues such as the SharePoint list not showing all items can be frustrating. But understanding the common reasons and executing the right steps can resolve the SharePoint not showing all files issue effortlessly. Today, I explained all the practical solution to resolve the error quickly without any IT or external help.

People Also Ask

Q1. Why am I unable to see all my list items?

This issue can occur for several reasons. For instance,

1. Improper Configuration of Views
2. Lack of permissions
3. The limit of the Threshold is set to a specific count
4. Some Items Held Pending
5. Items get deleted

Q2. How do I index my list in the SharePoint database if it has not been indexed yet?

To do so, you need to follow the steps below.

1. Open the SharePoint List Settings.
2. Click on the Re-index List option.
3. SharePoint starts adding the items to the list.

Q3. How do I add the pending items to the list?

You need to enable the Content Approval column. After that, check out the items that are Pending. Approve all of them and publish them so that they are visible to other users.

Q4. Can my browser be the culprit behind SharePoint list not showing all items?

Yes, SharePoint list items can be hidden because of the cache storage of the browser. You should clear your browser cache for the smooth functioning of SharePoint. 

The post Why SharePoint List Not Showing All Items? Step by Step Troubleshooting Guide appeared first on SysTools Software.

Personally, working with SharePoint environments and Microsoft 365 permissions, I can say that this alert is normal and connected to secure identity verification.  In this article, from my past experiences, I am going to explain why the prompt appears, what it really means, and share some practical troubleshooting steps that I follow to resolve it.

What Does the Prompt Actually Mean?

You will see this prompt when SharePoint or Microsoft 365 needs permission to access protected or confidential parts of your identity stored in macOS Keychain, Windows Credential Manager, or your organization’s authentication flow. Most of the users think that SharePoint is reading private files, but that’s not the case.

The pop-up usually means:

• Your device is trying to verify your identity for Microsoft 365.
• SharePoint wants permission to access your saved credentials.
• Sometimes due to when an authentication token expires.
• The password or session is old, and a refresh is required.
• Due to security reasons, macOS or Windows is blocking an app from accessing the Keychain or Credential Manager.

The thing is, SharePoint is checking whether the person who logged in is actually you or not. The alert Microsoft SharePoint wants to use your confidential information will help you protect your data from leaks or hacking.

Related article: Why is SharePoint Online So Slow?

Why Does This Happen? Common Reasons I Encounter

Over the years, I have noticed that behind this prompt, there are many reasons. Understanding those first helps in troubleshooting faster and avoiding repeated interruptions that hamper your workflow.

1. Microsoft 365 tokens expire from time to time, which is common, and when they do, the system needs to refresh access using your current store’s credentials.
2. When you are signed in with multiple accounts for your personal work, office work, or guest, for security purposes, SharePoint may ask for extra confirmation.
3. On macOS, Keychain restrictions can flag any app as suspicious that is trying to access account tokens. That can be the reason behind the alert. 
4. If you are signing in again from a new device or a browser with recently cleared cookies, SharePoint will ask you to log in again, which is a default setting.
5. An organization’s conditional access policies can be the reason behind the alert, as they sometimes include strict security rules that lead to more frequent verification requests.

Till you get to know that Microsoft SharePoint wants to use your confidential information alert is not a threat; it just acts as a safety checkpoint. You can find duplicate files in SharePoint Online.

How to Fix the Issue Using Practical Methods

Here are the best effective ways to resolve the prompts so they don’t keep bothering you in the  future, and I personally follow them as well:

1.  Allow Access When Prompted

If you trust the app and are using an official Microsoft 365 environment, just simply click Allow or Always Allow.

This makes sure that SharePoint can store your token securely, and it will not ask you for permission as an alert.

2. Remove Old Credentials

Sometimes there is a glitch, and the system gets confused over outdated tokens or multiple accounts. To fix it.

On Windows:

• Open Credential Manager
• Go to Windows Credentials
• Remove old Office or SharePoint entries

On Mac:

• Open Keychain Access
• Search “Microsoft”
• Delete expired tokens

Once you have done that, sign in again.

Most of the time, it stops the message “Microsoft SharePoint wants to use your confidential information” from appearing repeatedly.

3. Reset Sign-in Information in Office Apps 

You need to follow the steps inside apps like OneDrive, Word, or Teams:

• Go to Settings
• Sign out of all accounts
• Clear cache
• Sign in again

This refreshes authentication and fixes permissions.

4. Update Your Microsoft 365 Apps

Using an older or outdated version can cause conflicts.

• You need to update Office Suite
• You need to update OneDrive
• Refresh Microsoft Edge or your browser.

5. Check Organizational Policies

If you’re using a corporate account, then sometimes IT administrators may set an extra layer of security.

That is the time when you need to take the approval from them for SharePoint to access identity data. If your company uses Conditional Access, MFA, or app protection policies, these prompts are not a threat; it is just normal.

This explains that the prompt Microsoft SharePoint wants to use your confidential information is a normal thing in an enterprise setup.

Also read: Create a Document Library in SharePoint Online

Is the Prompt Dangerous? Should You Be Worried?

From a security standpoint, this pop-up is not dangerous at all.

If we simplify it, your system is just asking for permission to access credentials that are needed for authentication. SharePoint is not:

• Reading any of your personal files
• Accessing your local documents
• Taking any kind of passwords from your computer
• Sharing your private information with anyone.

It only wants access to Microsoft account tokens that push the login to proceed. After reading the cause and how to resolve, it is pretty much clear that Microsoft SharePoint wants to use your confidential information is just a standard security behaviour, not a threat.

How to Know If It Is Legit or Suspicious

This is a normal alert; however, I always recommend checking a few things:

It is safe if:

• It appears when you are logging in to Microsoft 365
• You are using official apps
• Your organization uses MFA or identity protection.
• It appears after you changed your password.

Be cautious if:

• You are not using Microsoft 365 or SharePoint
• If the pop-up looks unfamiliar, then it might be a phishing attempt.
• The URL or app name seems wrong
• You recently downloaded some unknown software from a suspicious source

My Personal Tips to Avoid Frequent Prompts

Working with SharePoint for years now, I have a few tricks that reduce authentication pop-ups that I personally use.

• Use a single Microsoft 365 account for each browser.
• Avoid using personal and business accounts at one time.
• Always use the updated version of OneDrive and Office.
• Always allow the system to remember your login.
• Clear outdated caches after every few months.

Following these good habits, you can reduce the alerts Microsoft SharePoint wants to use your confidential information.

Related guide: SharePoint Search Not Working

Author’s Verdict

As a working professional, facing this kind of alert can be annoying; I can totally understand this. But once you know the actual reason behind why they are popping up, they stop feeling like a threat and start making sense as a part of Microsoft’s standard security system.

The alert Microsoft SharePoint wants to use your confidential information simply means that SharePoint needs permission to verify your identity through stored credentials. By following the steps that I have shared above, you can easily resolve it and avoid repetition of the alert.

As we all know that SharePoint is a secure platform, and these messages exist to protect your account and not to leak any personal or confidential information. With the help of the right steps and proper guidance, you can continue working smoothly without compromising your workflow.

FAQ’s

Q. Does this mean that my data is at risk after I see this Pop-up?

No, it is a standard security process from Microsoft to verify your identity.

Q. Can I face this issue on Mac?

Yes, it is possible that you see this issue through Keychain Access on Mac devices.

Q. Is it okay if I update my password after seeing this alert?

Yes, it is safe, and most of the time, updating the password resolves the issue.

Q. Am I seeing this error because my credentials are outdated?

Yes, if your passwords are old or mismatched, it is possible that you will face this error.

Q. Why am I seeing “ Microsoft SharePoint wants to use your confidential information”?

It is not a threat, it’s just a security prompt asking for permission to access your saved credentials or keychain.

The post Microsoft SharePoint Wants to Use Your Confidential Information- Security Guide appeared first on SysTools Software.

In this article, I am going to share my experience regarding what SharePoint is, how I used it for clients, and some best practices that you should follow.

What is a Document Repository SharePoint?

It is a centralised location where any organisation stores and shares documents. Unlike a simple file folder in a computer, SharePoint has some advanced features, such as metadata, permissions, and secure access from anywhere.

When I use a SharePoint document repository, my goal is to help team members so they are able to access the right files at the right time without searching through endless folders, which is a time-wasting process.

Why I Prefer SharePoint for Document Repositories

Based on what I have seen, SharePoint is different from others because it brings document management and team unity together in one place. Here are the main benefits:

1. Centralised and organised storage
2. Permissions and security
3. Version history
4. Metadata and tags 
5. Easy sharing and collaboration
6. Automation and workflows
7. Anywhere access

Related article: SharePoint Document Management Best Practices

How I Usually Set Up a SharePoint Document Repository

While working on the document repository SharePoint, I personally follow a well-planned structure approach that ensures clarity and long-term usability:

#1. Understand Business Needs

Before working on any aspect, firstly, I first understand the document types, teams, and access groups, as every client or company has a different approach. 

#2. Design the Structure

Instead of large, confusing folders, I design:

• Libraries
• Metadata columns
• Content types
• Clear naming conventions

This keeps the repository document clean and scalable.

#3. Set Up Roles and Permissions

Access control is the most important part, so I assign: 

• Read permissions
• Edit permissions
• Restricted access for sensitive files

Enabling versioning and retention is important as it avoids accidental deletions or overwrites.

#4. Build Automation

Workflows help with:

• Approvals
• Notifications
• Document lifecycle management

Also read: Create a Document Library in SharePoint Online

Best Practices for Managing a Document Repository SharePoint

From my past experience, here are practices that keep a repository efficient:

• Keep folder levels shallow
• Use metadata instead of many nested folders
• Apply consistent naming conventions
• Set permissions based on roles, not individuals
• Use views to filter documents easily

These are some approaches that make sure your SharePoint document repository remains clean, fast, and easy to use.

Real-World Use Cases I Often Handle

Here are the common scenarios where I implement a document repository:

• HR is storing employee documents
• Finance managing invoices and reports
• Project teams sharing project files
• Sales organising proposals and client contracts
• IT is storing SOPs and manuals

Document repository SharePoint can be used by any department, making it a universal solution.

Why Businesses Prefer SharePoint Over File Servers

I have noticed that in this digital world, businesses are getting modern by shifting from traditional file servers to a SharePoint document repository. Here’s why:

• SharePoint reduces dependency on VPN
• It supports mobile access
• It integrates with Microsoft 365 tools 
• Sharing is simple and secure
• It eliminates duplicate files

In this growing digital world, cloud-based document management is essential; here the SharePoint comes in, making the transition smooth and safe.

Additional resource:  How to Favorite a Document in SharePoint

Author’s Verdict

A document repository SharePoint is more than a storage system. It is a complete document management solution. Whether you are running a small business or a large-scale enterprise, creating a structured SharePoint document repository helps you keep files organised, improve collaboration, and boost productivity.

When you use the right structure, set proper permissions, choose clear names, use useful metadata, and build smart workflows, your SharePoint setup can turn into a strong and dependable hub for your whole organisation.

FAQ’s 

Q.Why is there a need to use a SharePoint document repository?

It is so helpful for the teams to collaborate, control versions, and access files from anywhere.

Q.Can I see who is working on my document repository in SharePoint?

Yes, SharePoint gives detailed permission control for files and folders.

Q.Is it possible to tag documents in the SharePoint repository?

Yes, you can tag them, and it can help you in searching without going through every folder.

Q.Does SharePoint support document co-authoring?

Yes, it gives you the privilege that multiple users can edit the same document in real time.

Q.Can I go back to the older versions in SharePoint?

Yes, it is possible because SharePoint keeps a track of the older versions.

The post Document Repository SharePoint: What Is It and How To Use It appeared first on SysTools Software.