Here’s a SharePoint Online Premium Admin-Focused Cheat Sheet designed for quick reference. It’s organized by feature area with actions admins can take.
- Storage & File Management
| Feature | Admin Actions |
| Large files (up to 250 GB) | Configure libraries to accept large uploads; educate users on optimal file formats. |
| Increased site storage (up to 25 TB/site) | Monitor storage usage; adjust quotas per site collection; archive old content if needed. |
| Versioning | Enable major/minor versioning; set retention limits for versions. |
- Search & Discovery
| Feature | Admin Actions |
| Managed search schema | Map metadata to search properties; customize refiners and results. |
| Custom search verticals | Create search experiences for departments or projects. |
| Promoted search results | Highlight key documents/pages for easier access. |
- Compliance & Governance
| Feature | Admin Actions |
| Retention policies | Apply site or library-level policies; configure automatic deletion or retention. |
| Data Loss Prevention (DLP) | Set rules to detect sensitive info (PII, financials, etc.); block or warn users. |
| eDiscovery & Legal Hold | Create and manage eDiscovery cases; place content on hold for legal/regulatory purposes. |
- Site & Content Management
| Feature | Admin Actions |
| Hub sites | Connect related sites for unified navigation, branding, and search. |
| Managed metadata | Define term sets and site columns; enforce tagging consistency. |
| Content approval | Enable workflow for publishing control; track pending approvals. |
- Sharing & Collaboration
| Feature | Admin Actions |
| External sharing | Configure per-site sharing policies; allow specific or anonymous access. |
| Co-authoring | Ensure document libraries are enabled for real-time collaboration. |
| Permissions | Set unique permissions per library, folder, or document; use groups to simplify management. |
- Analytics & Insights
| Feature | Admin Actions |
| Site analytics | Review usage reports to monitor engagement and activity. |
| Integration with Power BI | Embed dashboards for visual insights; track content and collaboration metrics. |
- Customization & Automation
| Feature | Admin Actions |
| SPFx web parts & modern pages | Deploy custom web parts for team-specific functionality. |
| Power Automate workflows | Automate approvals, notifications, and content management processes. |
| Power Apps integration | Build forms and apps connected to SharePoint lists and libraries. |
- Security & Identity
| Feature | Admin Actions |
| Role-based permissions | Assign appropriate permissions to users and groups; audit access regularly. |
| Microsoft 365 Groups integration | Sync SharePoint sites with groups for membership management. |
| Conditional Access & MFA | Enforce device, location, and risk-based policies to secure access. |
Tips for Admin Efficiency
- Use Hub Sites to simplify navigation and governance across related sites.
- Automate repetitive tasks with Power Automate for approvals and notifications.
- Regularly audit site usage, storage, and permissions to maintain compliance.
- Leverage DLP and retention policies to protect sensitive data.
- Educate users on co-authoring and metadata usage to improve collaboration and searchability.