What is the best way (for a novice) to recreate email ‘alerts’ / notifications from ‘questions’ asked within a SharePoint online list, routed to the appropriate user by choice column? The user would then update the list with answers to the submitter’s question. I need to create views as well so the submitter can not see the internal back and forth with providing answers. I tried power automate using a switch but need the emails to link back to the list /questions that only apply to that team member (also thinking view here?)

Title: Power Automate flow finds SharePoint duplicates but won’t actually delete them

Post: I’m working with a SharePoint List that has over 1,000 duplicate records caused by a form submission issue. I built a Power Automate flow intended to: 1. Get all SharePoint list items 2. Identify duplicates based on a shared field/value 3. Keep one record 4. Delete the duplicates

The strange part is: • The flow runs successfully • It takes several minutes to complete • No errors appear • The duplicates are correctly identified • But NOTHING actually gets deleted from the SharePoint list

A few things I’ve already checked/tested: • Removed Top Count limitation after testing • Confirmed the Delete Item action is inside the correct Apply to Each • Verified the flow has SharePoint permissions • Tested with smaller batches first • Tried filtering arrays and comparing IDs • The run duration increased significantly after removing limits, so it seems like it’s processing something

What’s confusing me: • The flow history shows success • SharePoint list item count never changes • No failed actions appear • It almost seems like the delete action is being skipped silently

Potential factors: • Large list size • Nested Apply to Each logic • SharePoint throttling? • Using dynamic content incorrectly? • Deleting the wrong ID reference? • Flow concurrency issue?

Has anyone run into a situation where Power Automate appears to process duplicates correctly but the SharePoint Delete Item action never actually removes records?

Any ideas on: • Best structure for duplicate cleanup flows • Whether I should switch to an HTTP request instead • Safer mass-delete strategies for SharePoint lists this large • Common mistakes with duplicate deletion logic

Would appreciate any guidance before I rebuild this entire thing from scratch.

Hi r/sharepoint,

I'm setting up a SharePoint intranet for a multi-country company. The architecture I want:

- **Site A (Main Site)** = one central Documents library holding ALL files from all countries. Each file is tagged with a Country column (Philippines, Ghana, India, Indonesia, Global)

- **Site B (Country Site)"* = a separate SharePoint site that shows ONLY the country-tagged files from the Main library

**The requirement:**

- One library, one source of truth

- Country site users only see CC=Country files

- Any edit made from the Country site should update the same file in Main instantly (no copies, no sync)

- If a Global file is edited in Main, India users see the update immediately

**What I've tried:**

1. Document library web part — can't connect to a library on a different site

2. Updating the nav link to point to the filtered view URL — SharePoint keeps reverting it

3. Creating a redirect page — works but feels like an extra step

**Questions:**

1. Is there a native way to embed a cross-site filtered library view on a different site's homepage?

2. Is there a better architecture for this use case that I'm missing?

We're on Microsoft 365 Business Standard. I have SharePoint Admin access.

Any help appreciated — been going back and forth on this for a while!

We use SharePoint at my firm. I have Global Admin privileges.

SharePoint is synced to Window so that employees can access files through File Explorer instead of the browser. But recently we have been running into an issue where if an employee moves/deletes a folder (to clean it up), it re-appears in the old spot again. But when it re-appears, it is just the folder and the sub-folders. It does not have any files (excel, word, ppt, etc.). We tried to move things on the browser version and it still does the same thing. Has anyone experienced this?

Seems like a common problem. People who have solved this in the past usually did it by asking people to stop syncing for a while, making the file changes on the browser version of SharePoint and then re-sync everyone again. But I cannot do that since the company relies entirely on SharePoint and it will essentially stop whole company.

Does anyone know a solution?

Hi All,

We are transitioning our users from Box Drive over to OneDrive and SharePoint. Currently Box links are never set to expire. Going forward we would like to set OneDrive and SharePoint "Anyone" sharing links to expire after 365 days. Since the setting is currently set to nothing, what will happen with the existing anyone links in OneDrive and SharePoint if I set the expiration to 365 days. I want to ensure I do not break existing "Anyone" links out there.

I am planning to disable the ability for users to create SharePoint sites on their own through SharePoint, OneDrive, REST API, PnP commands, and Teams.

I understand this can be configured from the SharePoint Admin Center. For Teams, I am planning to disable Microsoft 365 Group creation by users through Entra ID → Groups → General.

I am also aware this change will prevent users from:
- Creating plans in Planner
- Creating groups from Outlook
- Creating communities in Viva Engage
- Creating certain legacy Power BI workspaces
- Creating some older Project for the Web workspaces

From my understanding, the impact on Power BI and Project for the Web should be minimal/negligible.

I had a couple of questions:

1. Does this approach sound correct from a governance and best-practice perspective?
   Our intention is to prevent general users from creating Microsoft 365 Groups. At this point, we are not planning to use a dedicated security group to allow limited users to create groups.

2. Do you have any recommendations or best practices for managing the creation process going forward for:
   - Planner plans
   - Outlook groups
   - Teams and channels

For example, would you recommend a request/approval process, delegated owners, automation, or another governance model?

So I have a list in SharePoint that I created in Microsoft List. When a user enters a list, the approver is emailed and Teams messaged. Once they approve in email, the details of the list disappear and it just says approved.

How best can I keep an audit trail of each approval to potentially show our auditors. E.g. I could extract the SharePoint list itself but I'm not sure that would be enough?

Interested in your experience/thoughts

I’m a PM and deployed a Teams site to streamline project comms. As the channel owner, I want to retain ownership of the site permissions, without them editing it.

Currently, the other teammates are members. After perusing the permissions, it appears if I restrict editing access to the site, members won’t be able to upload content to the site or channel.

What other strategies can I employ to maintain site control?

Hello; I'm a professional who works with several clients remotely. One of my clients recently requested I join a SharePoint to facilitate collaboration with fellow freelancers working on the same project. When I go to do so, I'm asked to agree to the following terms:

> By accepting, you allow this organization to: > * Receive your profile data > * Collect and log your activity > * Use your profile data and activity data

It's not specified what activity and profile data is collected and logged. On SharePoint alone? On 365 in general? On every Microsoft platform? I use Outlook for email, and I do have confidentiality arrangements with my other clients; I don't want a client to have access to my communications with other clients or general Outlook activity. What exactly is being shared here?

Thanks for any help.

I renamed one of my QMS SharePoint sites almost a week ago and now in the General and Quality Forms channels, the Shared tab either never loads or shows a message that files have been moved or deleted. It seems the URL may have changed or broken in some way.

Since you can't delete/re-add that tab, how can I reestablish this link? If I browse to the library through SharePoint everything is still there, it just seems that Teams can't load it for some reason. I've also tried completely resetting the (new) Teams desktop app.

I am looking to duplicate my finalised Teams-connected SharePoint environment for use as a template for all of my client/project sites.

Environment includes:
- Custom Document Library Structure
- Folders with Unique Permissions
- SharePoint Groups & Custom Permission Levels
- Navigation & Modern Pages
- Teams Integration/Landing Page
- KPI/dashboard Lists
- Power Automate Flows

While I understand the "enterprise" method for duplicating environments would most likely involve PnP Provisioning Templates, Graph API, Config Files, Power Platform Solutions etc... Before investing time in building that large machinery is there a simpler way to clone this type of environment?

Especially can i Clone/Provision this using PnP alone?
Is it possible to include Power Automate Flows in the Cloning Process without packaging it into a solution?
What would you use in Production for Repeated Client/Project Provisions?

I've created a list in say our Finance sharepoint url (using Microsoft Lists and Power Automate), but want to create the exact same one (or just move it) in say our Sales team's sharepoint. I created the list in the Finance sharepoint only to test it but can now deploy it in the Sales sharepoint

Is it possible to change the URL and achieve this?

Or do I have to create it from scratch?

Hi,

We are currently trying to send a SharePoint News post via email and encountering the following error:

“The contents of this page are too big to send in email.”

We performed testing to understand the limitation and observed the following:

• Full newsletter (~5.29 MB) → ❌ Error
• Pages 1–12 (~3.11 MB) → ❌ Error
• Pages 1–11 (~2.80 MB) → ✅ Works
• Slight increase (~2.90 MB) → ❌ Error again

✅ Based on testing:

• Practical threshold seems around ~2.7–2.8 MB
• Above this, email rendering fails

❓ Questions:

1. Is there a documented maximum size limit for SharePoint News email content?
2. Is the limit based on:
   • Total content size after rendering?
   • Image count/size?
3. Can this limit be configured or increased?
4. What are the recommended best practices for image-heavy newsletters?

✅ Current understanding:

• It appears that the limitation is due to HTML email rendering size rather than just file size

Any clarification or official guidance would be appreciated.

Thanks.

I'm looking to retire some old legacy discussion boards, but would like to maintain an offline record of sorts to reference if needed. Using typical backup solutions like Veeam, it doesn't seem to capture the list effectively where the messages reside. There doesn't seem be a native method to do this in Sharepoint Online that works.

Does anyone have tools to recommend which would reliably do it? Thanks for any pointers.

I am starting my companies file migration process from DropBox to SharePoint. Because it is not a large number of files/folders claude suggested I just download folders via zip files, extract then drag and drop folders into SharePoint. This is working easy enough. Except I notice that over these folders there are these three little lines above the file name. I am not sure what this means within SharePoint. When I dragged and drop a single document this did not happen. Claude and Chat do not seem to know, just alot of speculation. But the most concerning mention was that it could create a power automate issue which I want to avoid if that is true. Is this a syncing icon or something else? I appreciate if any one knows can tell me if this is a problem or just some kind of aesthetic marking.

Hi everyone!! I’m working with the PnP Modern Search Results + Filters web parts in SharePoint, and I ran into something confusing with document type filtering.

I recently added a Filters web part using the “Document Type” property, and I noticed that some Word files are categorized as “Word” while others are categorized as “Docx”. Because of that, they show up as separate filter values instead of being grouped together.

Does anyone know why SharePoint/PnP treats these as different file types? Is there a known reason behind this behavior? My first thought was that maybe documents edited/saved through the desktop Office app vs. Office on the web could affect the metadata somehow, but I’m not sure if that’s actually related.

Curious if anyone else has experienced this or found a clean way to normalize/filter them consistently. Thank you!!

Still searching for a solution, Have looked at and the main drawbacks:

OneDrive - Everyone says that Sync is kind of problematic and can be a resource hog

Browser access - can only open select files with Desktop apps

Netdrive - Horrid. No support, the documentation is terrible and doesn't seem to work

This is in a business environment with 20 workstations, so I really want something that is business class and reliable. I guess it kind of surprises me that everyone is moving to the cloud, yet there doesn't be any kind of consensus in how to access the files once they're in the cloud. Have I missed looking at a solution?

Looking for advice/recommendations on SharePoint Online file-level archiving solutions for a client.

Current challenge:

* Client urgently needs to reduce SharePoint Online storage usage to stay within M365 licensing/storage allowance.

* Requirement is specifically for reliable file-level archiving (not site-level only).

* They have already trialled Microsoft 365 Archive, but file-level archiving limitations/preview constraints are causing issues.

* Small IT team, so ideally looking for a solution where end users can self-restore/retrieve archived files without heavy admin involvement.

We’re exploring options that can support:

* File-level archival for SharePoint Online

* Long-term storage cost reduction

* Simple retrieval experience for users

* Governance/compliance friendliness

* Minimal operational overhead

Would appreciate insights from anyone who has implemented something similar:

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