A newer feature in SharePoint allows you the option to “Notify your team” after a new file is uploaded. Your upload process is the same, but then your “upload complete” dialog now has an additional option:
When you select “Notify your team” you’re presented with options like sharing with SharePoint groups, or just individuals manually entered.
When finished, click “Notify” and the intended recipients receive a link that only works for them when logged in.
If you attempt to share with someone not in your tenant, you will receive an error as you can only notify people with existing access.
For these external users, you can instead separately share via the usual “Share” dialog when a file is selected. Here you’ll also find a newer feature that allows for blocking downloads if the “Allow editing” box is unchecked. This would prevent people making edits offline and creating multiple versions in silos.
If you have hyperlinks in your excel files and need to save your file as a PDF, you’ve probably run into the error in which your hyperlinks in the PDF output are inactive.
To be able to maintain hyperlinks you will need Adobe Acrobat. If you don’t have it, please skip down to the bottom of this post to the “Don’t have Adobe Acrobat?” section.
If you do have Adobe, it’s quite simple unless you’re using the HYPERLINK() formula (see below). Just use the Acrobat add-in to save as Adobe PDF.
File –> Save as Adobe PDF –> Convert to PDF. You can also use the Acrobat tab in the ribbon and click “Create PDF”.
Using HYPERLINK() formula
If you’re using the hyperlink formula, as seen below, we’ll need to do some manipulation to our sheet first. Printing to PDF will require that your hyperlinks are properly written before conversion (http… or https…).
To get just the hyperlinks from our formula, we can copy values from Excel and paste into Word, then copy from Word and paste back into Excel (keeping source formatting).
Now when you save as Adobe PDF, your links will remain active:
Don’t have Adobe Acrobat?
Save the Excel Sheet as a web page and links will work. This isn’t ideal but in a pinch will save you some stress.
You want your surveys to be easy to complete because chances are they’re optional in the first place. If you’re using a likert rating question type, the look of the entire survey can get out of hand pretty quickly.
Just by adding alternating row shading and giving the options some more room to breathe, we zap the anxiety right out of the question and give the question a more polished look. Just two tiny changes make a big difference.
Click “Respond to Survey” to open the newform.aspx page
Add a web part
Under Media & Content choose either Content Editor or Script Editor (your preference)
Content Editor: Create a .css file in your Site Assets named something like form-alt-row-shading.css and reference its path in the web part’s properties. For the file’s content, copy and paste the script below.
Script Editor: Click “Edit Snippet” then copy and paste the script below directly into the dialog that appears
You could modify the css file further, adjusting the question itself, the option headers, etc. by using F12 and selecting each element to find its class label, then adding it to your css file with its modified styling within the brackets. But just these two adjustments alone give you options on a single line (not breaking lines) and easy visibility with alternating row options.
Before we start, if you’re just wanting to email all members of the group you can “select all” then choose “E-Mail Users” from the action menu when viewing the group membership within SharePoint. This opens an Outlook window with all the addresses pre-populated.
But, if you still need an excel sheet of membership for another purpose (perhaps to format a sign-in sheet, generate documents with mail merge, share the list with others, etc.) follow these steps:
With the group open in SharePoint, copy the URL and note the ID number at the end of the URL
Open a new excel workbook
From the “Data” tab, select “New Query” –> “From Other Sources” –> “From OData Feed“
Paste the group URL in the prompt but delete everything after the site address and replace with the following, replacing “6” with your group’s ID from step 1 /_api/Web/SiteGroups/GetByID(6)/Users
Click “Edit” once the group loads so we can choose which columns to keep/delete
Ctrl+click the column headers you want to keep
Right-click a header of a column you’re keeping and select “Remove Other Columns”
Close and Load
You should now see your group membership and email addresses (and any other fields you kept). Save this somewhere and, if updates are made in the future, just click “Refresh all” to bring in new members and remove old.
A recent project for my own champions spurred interest from others. I wanted stickers that read “SharePoint Champion” to share with my governance committee members who also happen to be my champions/advocates in the organization.
I don’t sell a lot of physical products on my site because managing inventory and shipping can become a job in itself. But I’m passionate about champions programs and helping people become empowered to advocate for improved productivity and everyday collaboration so I’m adding this limited edition sticker to my offerings. Once the 500 are gone, they’re gone.
So grab a handful, treat your champions to some computer-swag, and carry onward.
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SharePoint Champion Sticker
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Running a flow on every weekday or certain weekdays
Rather than using Flow’s recurrence trigger with a frequency of “days” combined with switch cases/conditions, you can actually just use the “Week” frequency time unit and select days from a drop-down with no further effort required.
For weekdays, just select Monday-Friday. Or if you just want MWF, you could do that as well.
A techie way to do it
The alternative is to initialize a variable such as
with a switch case to determine if today’s date is, in fact, between 0 (Sunday) and 7 (Saturday).
Compare today’s date with holiday calendar
So that being said, the limitation of using the “Week” frequency for weekdays might be if you want to prevent it from running on holidays when nobody is in the office even if it is, in fact, a Monday. In that case, you could add a condition that checks to see if @utcNow() matches items from a SharePoint list (holiday calendar?).
Initialize variable (integer) value 0
Get items from SP list (calendar)
You could add an ODATA filter in the Get items step to only filter to items with Start times greater than today
Apply to each –> IF utcNow()=SP item, THEN increment variable by 1, ELSE nothing
Use the expression builder to formatDateTime both dates to be sure they match when being compared
IF variable is greater than 0, do nothing (don’t run), else run the rest of the Flow
It doesn’t have to cost anything to improve your user experience and make links look more like, well, links. We’re accustomed to a modern navigation experience driven not just by underlined text anymore but by visual cues. We rely on iconography and buttons to get us more quickly from A to B.
So if you can’t (or don’t want to) install an icon library like Font Awesome, and if you’re not using a web part that has the built-in Office UI Fabric icons (such as the Quick Links web part), why not stick to the basics and use Unicode characters? While limited, you still have some great options for quick wins.
Note: These characters appear slightly different in different browsers or when used with pre-existing themes. For example, when writing this post they’re black-and-white, but when published, my styles are applied which give them color. They may also look different on a mobile device than they do on desktop.
Compart has a great listing of all the Unicode symbols you can search and filter. Here are a few examples I selected that could be useful:
☎ Directory ♻ Recycle vs Trash FAQ ♬ Fall Concert Details ☂ Inclement weather procedures ⛱ Vacation Requests ⛟ Track a Delivery ☃ Winter Sale
How to use Unicode characters on your site
To use Unicode characters, you can either:
Copy and paste the actual symbol -OR-
In your html, wrap the four-digit number in &#x and ; as follows
Here are many more icons, some of which might have purpose in your organization. You can also download this excel file for easier viewing/customizing.
I’m excited to share my first-ever email course with everyone. I enjoyed building the course and I’m confident there’s something new and exciting in it for everyone. And when you’re done, in the final email on the 7th day, you’ll receive a link to claim a Credly achievement credential for having completed the course.
OneNote 101: 7-day email course
This email course delivers a healthy serving of OneNote each day, for seven days. Topics include tags, Outlook, audio, files, version comparisons, and more (see below full listing).
Upon completion, subscribers receive a
Credly badge acknowledging their participation.
If someone searches in SharePoint for “Power BI,” chances are they aren’t looking for a document from 2016 that happens to mention the phrase “Power BI.”
Using out-of-the-box search reports you can come to understand what phrases are being searched (and abandoned) on your intranet, then improve search by promoting/suggesting results you think your users are actually seeking.
I’m going to use my “Power BI” example. If a user searches Power BI on my dev environment, they get these as the top three results. The first two are SharePoint link lists (like promoted links or otherwise) and the third is just a document about embedding Power BI reports. None take you
Let’s make it easier to get directly to our app.powerbi.com portal when searched on the intranet.
Go to central admin –> Manage service applications
Select “Search service application”
Select Query Rules from the left nav
Select “Local SharePoint Results” from the first dropdown
Click “New Query Rule”
Name the rule and enter semi-colon separated phrases you want to trigger our promoted result
Click “Add promoted result”
Complete the form, keeping in mind that the “Title” and “Description” are what will appear in results when searched. Click Save.
Click Save again. Changes are immediate, and your promoted result will appear FIRST in results with a checkmark icon to indicate it’s promoted/suggested
Test your search
Note: If you use SharePoint Online, your navigation to the query rules is a bit different but still starts in central admin. The rest of the steps are the same.
Run Power BI Desktop as administrator before opening the report.
Recently, when opening a report from Power BI Report Server that used a SQL database as a data source I received the following error.
An error happened while reading data from the provider: ‘Could not load file or assembly ‘System.EnterpriseServices, Version=184.108.40.206, Culture=neutral,PublicKeyToken=b03f5f7f11d50a3a’ or one of its dependencies. Either a required impersonation level was not provided, or the provided impersonation level is invalid. (Exception from HRESULT: 0X80070542)’
So I clicked “Edit Queries” to see what was going on and received almost the same error but referencing a specific table and getting me thinking about SQL specifically.
So I checked that table in the query editor and received yet again the same error.
Simple solution. It’s likely that your credentials and queries are just fine.
The solution for my particular issue here, and the meaning behind the “impersonation level” part of the error, is just that you need to run Power BI Desktop as administrator before accessing the report. After opening the report in Power BI Desktop being ran as an administrator, everything worked as expected.