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10/31/2026

Every Microsoft 365 tenant has an “Everyone except external users” group. It’s handy, because one click shares a site with the whole company.

It’s also an easy way to overshare. 😬 One careless addition and content meant for a few people is visible to everyone internal. Public Teams and Microsoft 365 Groups add it automatically too, so some sites are exposed before anyone shares anything.

In this blog article, I show how to find them with the “Sites and files shared via special SharePoint groups” report in SharePoint Advanced Management:

🔎 Where to run it: SharePoint admin center > Reports > Data access governance. Pick the “Everyone except external users” report and click Run Report.

⏳ Expect to wait: it runs in the background and can take 24 hours or more. Go get a coffee, or sleep on it.

🔑 Global Admin isn’t enough: you need the SharePoint Advanced Administrator role and a SAM license. You can also only run it about once every 30 days.

🧹 Fixing what you find: remove the group from site permissions, switch public teams to private, and use Site-Level Access Restriction on sensitive sites like HR, Finance, and Legal.

Read more: https://sharepointmaven.com/expose-oversharing-with-everyone-except-external-users-group/

10/28/2026

Did you know Microsoft Planner Premium has a dedicated Sprint View for organizing Agile and Scrum projects? 👀

Instead of using regular buckets to represent sprints, you can create sprints with their own start and end dates, then assign tasks to them.

Here’s how it works:

➡️ Open Board view and group by Sprint.
➡️ Create your sprints, name them, and set their dates.
➡️ Drag tasks from the Backlog into a sprint—or update the sprint assignment directly on a task card.

Tasks without a sprint assignment stay in the Backlog, making it easy to see which work hasn’t been assigned to a sprint yet.

One detail to remember: assigning a task to a sprint does NOT automatically change its start or due date. You still need to manage task dates separately.

This feature requires a Planner Premium license; it isn’t included in basic Planner.

See more here: https://sharepointmaven.com/how-sprints-work-in-microsoft-planner-premium/

10/27/2026

Make your Microsoft Teams meetings easier to follow. 💬

Live captions display what’s being said on screen, helping improve accessibility and engagement.

To turn them on:

1️⃣ Open the three-dot menu during your meeting.
2️⃣ Select Language and speech → Show live captions.
3️⃣ Open the captions gear icon → Language settings to check the spoken language.

See more here: https://sharepointmaven.com/how-to-enable-live-captions-in-microsoft-teams-to-improve-engagement-and-accessibility/

10/23/2026

Want to show an email address on every employee card in a SharePoint People web part?

The email only appears automatically when a person’s job title is blank in the employee directory, so it may show for some people and not others.

To add it yourself, edit the page and change the People web part layout to Medium Card. Select + Add a profile link, click the empty space on the card, and enter the email address as a mailto. The address will then appear as a clickable link on the person’s card.

Read more here: https://sharepointmaven.com/how-to-add-an-email-address-to-a-people-web-part/

10/21/2026

In this episode, I explain how to create an intake form for file uploads in SharePoint – a simple way to collect documents along with the metadata you actually need. I walk through how to set it up, why required fields finally work here, and the limitations you need to know before you roll it out.

Listen here: https://sharepointmaven.com/podcast/stop-chasing-missing-metadata-build-a-file-upload-intake-form-in-sharepoint-podcast/

10/19/2026

A Kanban board lets you view work as cards moving through stages such as To Do, In Progress, and Done. In Microsoft 365, you can build one in four ways:

𝗣𝗹𝗮𝗻𝗻𝗲𝗿 lets you create plans, assign tasks, manage task details, and add the plan to Teams or SharePoint.

𝗠𝗶𝗰𝗿𝗼𝘀𝗼𝗳𝘁 𝗟𝗶𝘀𝘁𝘀 has a Board View that displays list items as cards. The blog notes that this is more of another way to view list items than a tool for managing tasks.

𝗟𝗼𝗼𝗽 has a Kanban Board component for organizing work visually.

𝗟𝗼𝗼𝗽 𝗧𝗮𝘀𝗸 𝗟𝗶𝘀𝘁𝘀 can switch to Kanban view, and their tasks can sync with Planner and To Do.

The right option depends on how you want to organize and manage your work. Read the full post for more details: https://sharepointmaven.com/4-ways-to-create-kanban-boards-in-microsoft-365/

10/15/2026

Looking for a quick way to see who reports to whom in your organization? Org Explorer shows your company’s reporting structure, using employee and hierarchy information from Microsoft Entra ID.

You can open Org Explorer in either Outlook or Teams. In Outlook, select the Org Explorer icon in the app bar. In Teams, search for Org Explorer in the Teams Apps list and open it. The views are nearly the same, though the Search box appears in a different place.

Org Explorer’s layout can’t be changed, and the information it displays comes from Entra ID. To update your own profile details, select View profile above your name, then choose Update your profile.

Read more: https://sharepointmaven.com/org-explorer-in-outlook-and-teams/

10/13/2026

Need to explain SharePoint metadata to employees? Keep it simple and show how it helps them find and organize documents.

Start with what metadata is: extra information about a document, such as its type, department, or client name. Then show how to add it and use it to sort, filter, and find information faster.

A few clear examples can make metadata easier to understand and use. Watch the reel for five ways to explain it to your team.

10/12/2026

SharePoint navigation links can be translated so people see them in their preferred language. The same process works for both site navigation and hub navigation.

Start by enabling multiple languages on your site and adding the alternate languages you need. Then select Edit Navigation, open the three dot menu beside each link or label, and choose Translations. Enter the translation for each enabled language, select OK, confirm your changes, and save the navigation.

Once saved, the translated link or label appears according to the language set in the signed in user's account.

Read more here: https://sharepointmaven.com/how-to-enable-language-translation-for-navigation-links-in-sharepoint/

10/10/2026

In this episode, I walk through the 8 core pillars of a successful SharePoint information architecture – flat architecture, site types, the number of sites and libraries, metadata versus folders, hub sites, search and Copilot, and security.

I explain why each decision matters and what happens when you get it wrong.

Listen here: https://sharepointmaven.com/podcast/stop-building-sharepoint-blindly-the-8-pillars-of-a-solid-information-architecture-podcast/

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