Latest Administration topics

Sharing with OneDrive Hero Links If you’ve ever struggled with multiple sharing links, confusing permissions, or unexpected access denied messages, this episode is for you. In this Ask Sympraxis session, Julie Turner and the Sympraxis team explore OneDrive Hero Links—Microsoft’s next evolution of file and folder sharing across OneDrive, SharePoint, and Microsoft Teams. Hero Links introduce a single, primary link per file or folder, identical to the URL in your browser’s address bar, while permissions are managed centrally behind the scenes.

Microsoft 365 Automation Options — From Quick Wins to Enterprise-Grade Solutions In this episode of Ask Sympraxis, the Sympraxis team take a practical, real‑world look at automation options across Microsoft 365, helping organizations understand what tools are available, when to use them, and how to think about automation maturity. The episode begins with a clear framework: an automation maturity model that ranges from fully manual, ad‑hoc processes to advanced, enterprise‑scale automation delivered as a service. Rather than positioning automation as “all or nothing,” the discussion emphasizes choosing the right level of automation for each business scenario, team, and organizational culture.

In this episode of Ask Sympraxis, the Sympraxis team dives into a fast‑paced, highly practical exploration of “hidden gems” in Microsoft 365—small but powerful features, tips, and tools that can significantly improve productivity, governance, and day‑to‑day work across the platform. Rather than focusing on big headline features, the session highlights real‑world discoveries the team has uncovered through consulting, community conversations, conference sessions, and hands‑on client work. The result is a highly approachable, experience‑driven walkthrough of capabilities that many Microsoft 365 users and administrators either overlook or don’t realize already exist.

All Resources “Never Fear M365 Storage Again!” - Jaime López Version history overview Plan version storage on document libraries Change version history limits for a Site Set version limits for a document library Overview of Loop storage Manage SharePoint Embedded containers for Copilot Notebooks, Copilot Pages, or Loop workspaces Manage site storage limits in SharePoint in Microsoft 365 Add more SharePoint storage to your subscription Do you have any questions for us? Continue the conversation on BlueSky with the hashtag #AskSympraxis and mention @sympraxisconsulting.com.

Recently, Microsoft introduced “intelligent versioning,” a feature designed to optimize storage and enhance usability by prioritizing newer versions of documents. In this blog, we’ll explore the fundamentals of SharePoint versioning, its benefits, potential pitfalls, and how to configure it effectively—plus what makes intelligent versioning such a game-changer. What is SharePoint versioning? SharePoint versioning allows users to maintain a history of changes to documents and list items. This feature has been around for years and is controlled at the list or library level. By default, SharePoint creates a new version every time a document is edited, storing up to 500 versions. While this can be useful, it’s important to manage versioning carefully, as each version consumes storage space. Without proper oversight, small changes can lead to significant storage usage.

What’s Happening with Delve? Microsoft recently announced the retirement of Delve, a move that has been on the horizon for some time. Delve provided a central hub for users within the Microsoft 365 suite, offering access to profile details, connections, recent documents, and activities of colleagues based on permissions. A Brief History of Delve Delve debuted in 2015 with a bold blue logo, introducing users to an innovative way of showcasing collaboration through the Office Graph. Initially, it caused some unease among users, as it revealed activity based on permissions, leading some organizations to disable the Office Graph. Over time, much of Delve’s functionality migrated to other parts of the M365 ecosystem. Today, its departure is less disruptive as its core capabilities have been dispersed across the platform.

In today’s collaborative work environment, it’s essential to seamlessly interact with individuals outside your organization. Microsoft 365 offers a way to invite guest users—external individuals—into your tenant to work together within your environment. This capability fosters cooperation with clients, partners, or contractors, but it’s important to manage these external users carefully to ensure they only access what they need.

Permissions in Microsoft 365 can be complex, but a clear approach can help simplify management, protect data, and enhance collaboration. Below, we break down the highlights from our recent Ask Sympraxis session, The Many Faces of Permissions in Microsoft 365, which explores our philosophy on permissions, the many sharing settings, and best practices for permissions in Microsoft 365.

The SharePoint platform has been evolving rapidly, bringing new features and adjustments that can impact both user experience and governance. While many of these changes offer exciting opportunities, some also introduce challenges. In this session we take a closer look at key updates to SharePoint’s editing experience, offering insights on what works well, and where caution is needed.

In this Ask Sympraxis session, we delve into the intricacies of the SharePoint Term Store, a critical component for maintaining consistency in how we categorize and tag content across an organization’s intranet. What is the SharePoint Term Store? The Term Store in SharePoint is essentially a repository for commonly used terms. It provides a tenant-wide or site-wide source of terms organized hierarchically, ensuring we use the same language when working in SharePoint. This consistency is crucial as it makes information easier to find. However, agreeing on the terms can sometimes be challenging since different groups might prefer different terms, such as “policy” versus “guideline.” To address this, the Term Store allows for alternate labels or synonyms. When users type an alternate label, SharePoint pulls up the actual term, making it easier to standardize language across the organization.