7 SharePoint Embedded Tips for Developers and Admins

If you're working with SharePoint Embedded, there are a few things you’ll want to keep in mind to get the most out of it. In this article, I’m sharing 7 tips that every developer and admin should know.

These tips cover topics from basic concepts to practical advice on how to organize your data, manage costs, and handle containers. No matter if you're new to SharePoint Embedded or aiming to optimize your current setup, these tips will help you use it more efficiently.

So, let’s dive into the tips and see how you can make the most of this powerful tool!

Tip 1 - Cloud-only architecture

SharePoint Embedded is designed as a cloud-only solution, meaning it works exclusively in cloud environments. There is no on-premises option.

Verify that your infrastructure supports cloud-based integrations. Applications using SharePoint Embedded must connect via APIs to access data stored in the cloud.

Tip 2 - API-only functionality

SharePoint Embedded operates entirely through APIs, making it a developer-focused solution. There is no user interface for manual management.

When using SharePoint Embedded:

• Tasks such as creating containers, uploading files, or applying metadata must be executed via API calls. Ensure your development team is familiar with the SharePoint Embedded API documentation.
• Use the API to automate repetitive tasks, improving efficiency and reducing errors.

This API-only approach provides flexibility and control but requires careful planning and programming to implement effectively.

Tip 3 - Applications are Entra Id applications

In a SharePoint Embedded architecture, applications refer to Entra ID applications. These are essential for controlling access and managing actions within the system.

Key point to remember:

• All applications interacting with SharePoint Embedded must be registered in Entra ID. This ensures secure authentication and authorization.

Proper registration and configuration of Entra ID applications are critical for seamless integration and secure operation in SharePoint Embedded.

Tip 4 - Manage Costs in Azure

Costs for SharePoint Embedded are managed directly in your Azure environment, so careful monitoring is essential to control expenses.

Key considerations:

• Keep a close eye on your Azure billing dashboard to monitor charges related to SharePoint Embedded usage.
• Costs can increase based on:
  • The size of your containers.
  • The number of requests made to the Microsoft Graph API.
  • The amount of data retrieved through these requests.

Regularly review these factors to optimize your usage and prevent unexpected expenses. Planning your container management and API calls efficiently can help reduce costs.

Tip 5 - Leverage Metadata and Custom Properties

Metadata and custom properties are powerful tools for organizing and managing content in SharePoint Embedded.

Here’s how to make the most of them:

• Adding metadata to files improves organization and enhances searchability, making it easier to locate specific content.
• Custom properties allow you to tailor containers to fit customer requirements or architecture needs, enabling smarter and more efficient organization.

Tip 6 - Track Removed Containers

When containers are removed in SharePoint Embedded, they are not gone entirely but move to the Deleted Containers collection.

Remember to:

• Removed containers are stored in the Deleted Containers collection. This allows you to track and manage them if needed.
• The total number of containers for a type includes both active containers and deleted containers. Keep this in mind when monitoring container limits.

Proper tracking of removed containers helps maintain clarity in your container usage and ensures you stay within allowable limits.

Tip 7 - Understand Trial Container

Trial containers in SharePoint Embedded have specific limitations and timelines. Managing them effectively is key to avoiding disruptions:

• You can create up to five trial containers.
• Trial containers expire after 30 days. Convert important containers to non-trial status before the deadline to avoid data loss.

By understanding these rules, you can plan container usage efficiently and ensure continuity in your workflows.

Conclusion

SharePoint Embedded is a robust, API-driven solution designed for cloud-based content management. By following these tips, you can maximize its potential:

1. Embrace the cloud-only architecture for scalability and compatibility.
2. Leverage its API-only functionality to programmatically manage operations.
3. Properly register Entra ID applications to control access and activities securely.
4. Monitor and manage costs in Azure to optimize usage and prevent unnecessary expenses.
5. Use metadata and custom properties to organize files and containers effectively.
6. Track removed containers to maintain clarity on usage and limits.
7. Understand trial container restrictions to avoid losing valuable data or exceeding limits.

Hope these tips help you streamlining your deployment, and achieving better control over your SharePoint Embedded environment.

References

• Gray Stones by Deniz Altindas on Unsplahs: https://images.unsplash.com/photo-1444312645910-ffa973656eba?q=80&w=3387&auto=format&fit=crop&ixlib=rb-4.0.3&ixid=M3wxMjA3fDB8MHxwaG90by1wYWdlfHx8fGVufDB8fHx8fA%3D%3D