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SharePoint End-User Bingo

User adoption can be tricky. But it can also be fun. In my own trainings and sessions, I try to introduce a little gamification to re-enforce learning and make traditional training processes more engaging and memorable. I’m pleased to share my latest game, SharePoint End-User Bingo, with you for free. Next time you give a…

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Durable Document Links in SharePoint Server 2016 and Online/O365

I’ve heard these mystical links called many things, whether persistent, permanent or durable, but they all mean the same thing:

Your document links will be unbreakable when changing file names or moving files because the links created for sharing/linking refer to the document by an ID instead of its common name.

But for this to work you must activate a site collection feature available only on SharePoint 2016 or later, or SharePoint Online/O365.

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Before activating Document ID Service feature:

https://sharepointlibrarian.sharepoint.com/:w:/r/Shared%20Documents/TV%20Guide.docx?d=w5996b48071d14dc9a5fa6f01c4e763b1&csf=1&e=nBtnVp

After activating Document ID Service feature:

https://sharepointlibrarian.sharepoint.com/_layouts/15/DocIdRedir.aspx?ID=H6C7DWJ6MW7Q-1797567310-12

Why and when you should be using relative links in SharePoint

Consider either of these scenarios:

Re-branding/Restructuring/Renaming

  • Your organization and its departments are re-structuring and changing names
  • Your IT department and content strategists decide on a new naming convention that affects your site names and URLs to access those sites OR you’re changing from http to https
  • You have hundreds (thousands?) of documents, links, content queries and script references across your sites that refer to the old URLs and are now broken

Copying Sites/Structures or Creating Templates

  • You need to create a team site template that contains default content and page designs
  • You create the template with script references, page and promoted links that are absolute
  • You have to update all of those links (some perhaps buried deep in your layouts folder) to the new site location URL unless those links are meant to call back to a different site.

Keep in mind that if a user doesn’t have access to the site or subsite library where referenced scripts are held, those scripts won’t run for that user no matter what. This can affect the look, feel, and function of the site which causes confusion and confidence issues when they call and you say “Looks fine to me!” and they have a different experience

Many of these issues and “cleanup tasks” can be avoided (for the most part) by using relative URLs instead of absolute URLs.

The “New item” menu in modern SharePoint document libraries now allows adding templates

I happily stumbled across an update to modern document libraries I hadn’t noticed before. The modern document library “new item” menu now includes an option to “Edit New Menu” which pulls up this pane in-context: And also includes the ability to upload a new template directly from the menu, rather than through content type settings.…

Change a SharePoint subsite name and URL

Sometimes “Marketing” becomes “Communication” or you’ve changed a site URL naming convention so that instead of “sharepoint.mycompany.com/marketing” you’ll be shortening all department sites to something like “sharepoint.mycompany.com/mark”. Follow these steps to change the name and URL for a SharePoint subsite.

Note: If you’re trying to change the URL for a top-level site (site collection level), you’ll need to change the URL as an administrator using PowerShell.

How to give SharePoint link lists a professional look out-of-the-box using the icon library

In the modern SharePoint experience, you can clean up ordinary link lists with very little effort, thanks to SharePoint’s icon library.

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Whether you need a Teams icon (teams), dog (fangbody), tooth (teeth) or football (football), you can search for icons and use those for adding visual cues and iconography to your sites. Here’s how you can implement this on your page(s):

Speaking at SharePoint Saturday Cincinnati this Saturday | Oct 27, 2018

Follow @spscincinnati I’ll be speaking this Saturday at SPS Cinci (#SPSCinci2018). I’ll be presenting my brand new, magical session on content management, archiving and retention for the third time this year. Don’t miss it! SharePoint wizardry for content management, archiving & retention Are your muggles muddying up your servers and site storage with duplicate files,…