50 SharePoint Online Interview Questions and Answers (2025) – Freshers to Expert Level

Are you preparing for a SharePoint Online interview? Whether you’re a fresher, an L2/L3 engineer, or an architect, this 50 SharePoint Online interview questions and answers guide will help you ace your interview in 2025.

Why SharePoint Online?
Microsoft SharePoint Online is a powerful cloud-based collaboration and document management system used by organizations worldwide. Professionals skilled in SharePoint development, administration, and security are in high demand.

What You’ll Learn in This Article

✅ 50+ SharePoint Online interview questions for all levels.
✅ Concept-based, multiple-choice, and scenario-based questions.
✅ Latest SharePoint Online features and real-world scenarios.

SharePoint Online Interview Questions and Answers for Freshers

1. What is SharePoint Online?

SharePoint Online is a cloud-based service from Microsoft that allows organizations to store, share, and collaborate on content. It is part of Microsoft 365.

Key features of SharePoint Online:

✅ Document Management – Store and organize documents with version control.
✅ Collaboration – Allows real-time co-authoring and teamwork.
✅ Lists & Libraries – Organize structured and unstructured data efficiently.
✅ Permissions & Security – Fine-grained access control and compliance.
✅ Integration – Works seamlessly with Microsoft 365 apps like Teams, OneDrive, Power Automate, and Power BI.
✅ Automation – Use Power Automate and workflows to automate processes.
✅ Customization – Develop custom solutions using Power Apps, SPFx (SharePoint Framework), and REST APIs.

2. What are the key differences between SharePoint Online and SharePoint On-Premises?

SharePoint Online is cloud-based, managed by Microsoft, and requires no server maintenance. SharePoint On-Premises is hosted locally and requires server administration.

Difference Between SharePoint Online & SharePoint On-Premises:

3. What is a document library in SharePoint Online?

A Document Library in SharePoint Online is a secure storage location where users can create, upload, organize, and manage files. It is one of the core components of SharePoint, designed for document collaboration and version control.

Key features of document libraries:

✅ File Storage & Organization – Stores multiple file types, including Word, Excel, PDFs, and images.
✅ Version History – Tracks changes and allows users to restore previous versions.
✅ Metadata & Columns – Adds custom columns (e.g., status, owner) for better organization.
✅ Permissions & Security – Controls access with SharePoint permissions and Microsoft 365 security policies.
✅ Co-Authoring – Allows multiple users to edit a document simultaneously.
✅ Integration – Works seamlessly with Microsoft Teams, OneDrive, Power Automate, and Power Apps.
✅ Automated Workflows – Triggers notifications, approvals, and tasks using Power Automate.
✅ Content Approval – Requires administrator approval before publishing documents.

4. What are SharePoint Online Lists?

A SharePoint Online List is a structured way to store, manage, and share data in a tabular format, similar to an Excel spreadsheet or database table. Lists help organizations track information such as tasks, contacts, inventory, and project details.

Key features of SharePoint Online Lists:

✅ Structured Data Storage – Store information in rows (items) and columns (fields).
✅ Custom Columns & Metadata – Add text, numbers, choice fields, dates, and lookup fields.
✅ Views & Filters – Create different views (grid, calendar, gallery) for better data visualization.
✅ Permissions & Security – Control who can view, edit, or delete list items.
✅ Integration with Microsoft 365 – Works with Power Apps, Power Automate, Teams, and Outlook.
✅ Automation & Workflows – Use Power Automate to trigger actions based on list updates.
✅ Versioning & Approval – Track changes and require approval before modifying critical data.

5. What is metadata in SharePoint Online?

Metadata in SharePoint Online refers to structured information (data about data) used to describe, categorize, and organize documents and list items. Instead of relying solely on folders, metadata helps users efficiently search, filter, and manage content.

6. What is Version History in SharePoint?

Version History in SharePoint is a feature that allows users to track and manage changes made to documents and list items over time. It helps maintain a record of edits, restores previous versions if needed, and provides accountability for changes.

Key Features of Version History:

✅Tracks Changes: Every time a document or list item is modified, SharePoint saves a new version.
✅Restores Previous Versions: Users can revert to an earlier version if needed.
✅View Changes: Users can compare different versions to see what has been modified.
✅Approval and Drafts: Works with content approval to manage published and draft versions.
✅Metadata History: Tracks changes in metadata, such as title, status, or custom fields.

Types of Versioning:

✅Major Versions (1.0, 2.0, etc.): Used in libraries, often for published content.
✅Minor Versions (1.1, 1.2, etc.): Requires enabling draft versions, typically for collaboration before finalizing.
✅Item Versioning in Lists: Allows tracking changes in list items.

7. What are SharePoint Online site collections?

A Site Collection in SharePoint Online is a logical grouping of sites that share common settings, permissions, and features. Each site collection has a top-level site and can contain multiple subsites beneath it.

Key Characteristics of Site Collections:

✅Isolation of Data & Permissions – Each site collection has its own separate security boundaries, content storage, and features.
✅Dedicated Storage & Quotas – Storage is allocated at the site collection level.
✅Independent Features & Configurations – Features like versioning, workflows, and retention policies can be configured at the site collection level.
✅Unique Site Collection Administrator – A designated admin manages settings for the entire site collection.
✅Separate Recycle Bins – Each site collection has its own primary and secondary recycle bins for data recovery.

8. What is the difference between a SharePoint site and a SharePoint subsite?

Difference Between a SharePoint Site and a SharePoint Subsite

9. What is the purpose of a Communication Site in SharePoint Online?

A Communication Site in SharePoint Online is designed for broadcasting information to a wide audience rather than for team collaboration. It is best suited for sharing news, reports, events, and other content with employees across an organization.

10. How does co-authoring work in SharePoint Online?

Co-authoring in SharePoint Online allows multiple users to simultaneously work on the same document in real time. It eliminates the need for multiple versions and email attachments, ensuring that everyone is working on the latest version of the document.

How Co-Authoring Works:

File Upload: The document is uploaded to a SharePoint Online document library or a Teams site.
File Format: Supported file types include Word, Excel, PowerPoint, and OneNote.
Access Permissions: Users must have edit permissions to co-author a document.
Real-Time Collaboration: Users open the document in the browser (Word Online, Excel Online, etc.) or desktop app.
Presence Indicators: SharePoint shows who is currently editing the document and highlights the specific section they are working on.
Automatic Saving: Changes are automatically saved and synced, preventing data loss.
Version History: SharePoint maintains a version history, allowing users to track changes and restore previous versions.

11. Which Microsoft 365 plan includes SharePoint Online?

SharePoint Online is included in several Microsoft 365 plans, catering to different business sizes and requirements. These plans are categorized as Business, Enterprise, and Standalone SharePoint Plans.

Key Differences Between SharePoint Online Plans:

12. What is the maximum file upload size in SharePoint Online?

The maximum file upload size in SharePoint Online is 250 GB per file. This limit applies to files uploaded to Document Libraries, OneDrive, Teams, and Lists.

Key Points About File Upload Size in SharePoint Online:

• ✅ The 250 GB limit applies to each individual file, not the entire library.
• ✅ File size limits are consistent across OneDrive, SharePoint, and Teams.
• ✅ The upload size limit applies to both browser and sync client uploads.
• ✅ When using Power Automate, Power Apps, or APIs, the file size limit may vary.
• ✅ ZIP files are also subject to the 250 GB limit.

13. Which of the following is NOT a feature of SharePoint Online?

A. Document Management
B. Workflow Automation
C. Social Media Posting
D. Content Approval

Answer: Social Media Posting

14. Which of the following is a valid SharePoint Online URL format?

A. https://companyname.sharepoint.com/sites/ProjectA
B. https://sharepoint.companyname.com/sites/ProjectA
C. https://www.sharepoint.com/companyname/sites/ProjectA
D. https://companyname.sp.com/sites/ProjectA

Answer: A. https://companyname.sharepoint.com/sites/ProjectA

15. What are the permission levels available in SharePoint Online?

In SharePoint Online, permission levels define the set of actions that users can perform on sites, libraries, lists, and other content. SharePoint includes several default permission levels, and administrators can also create custom levels as needed.

16. Scenario: A user wants to share a file but restrict editing. How can they do it?

SharePoint Online provides several options to share a file while restricting editing, allowing users to view-only access without making changes. Here’s how to do it:

✅ Method 1: Share a File with View-Only Access

1. Navigate to the Document Library:
   • Go to the document library where the file is stored.
2. Select the File:
   • Click on the file to be shared.
3. Click on the ‘Share’ Button:
   • This will open the sharing pane.
4. Modify Link Settings:
   • Click on the dropdown menu under “Anyone with the link can edit” (or similar wording).
   • Change the option to “View Only” or “Can View”.
   • Uncheck the “Allow editing” checkbox.
5. Apply Expiration Date and Password (Optional):
   • You can set an expiration date for the link or add a password for extra security.
6. Click Apply and Send the Link:
   • Copy the link or enter the recipient’s email address and click Send.

✅ Method 2: Using Advanced Permissions Settings

1. Go to the Document Library:
   • Locate the specific file.
2. Select the File and Click ‘Manage Access’:
   • Click the three dots (⋯) next to the file.
   • Select Manage Access.
3. Adjust Permissions:
   • Click the dropdown next to the user or group you want to restrict.
   • Change their permission to View Only.
4. Stop Inheriting Permissions (If Necessary):
   • If the file is inheriting permissions from the parent library, click Stop Inheriting Permissions and adjust settings as needed.

✅ Method 3: Share via OneDrive for Business (SharePoint Integrated)

1. Open the File in OneDrive:
   • If the file is synced to OneDrive, right-click on the file and select Share.
2. Choose ‘People You Specify Can View’ Option:
   • Select “People you specify can view” to restrict editing.
3. Uncheck ‘Allow Editing’:
   • Ensure that the “Allow editing” checkbox is unchecked.
4. Send the Link:
   • Copy the link or enter email addresses and send.

17. Scenario: A document is missing from a library. What troubleshooting steps should you take?

If a document is missing from a SharePoint or OneDrive library (common Microsoft 365 scenario), here are the troubleshooting steps you should follow:

Method 1: Search for the Document

• 1. Use the search bar in the library or site to search for the document by:
  • Full or partial name
  • Keywords from within the document (if known)
  • File type filter (e.g., .docx, .pdf)
• 2. Try global search from the SharePoint or Microsoft 365 home page if not found locally.

Method 2: Check Recent Activity

• Go to Site Contents → Recycle Bin to see if the document was accidentally deleted.
• If not found, check the Second-stage Recycle Bin (accessible by a site collection admin).

Method 3: Verify Permissions

• Ensure the user searching for the document has permission to view the file or folder.
• It may be hidden due to restricted permissions.

Method 4: Check Version History / Modified Date

• Review the library’s activity log or audit logs (if enabled in Microsoft Purview/Audit Center) to see if the file was:
  • Renamed
  • Moved to another folder or library
  • Modified by another user

Method 5: Use eDiscovery or Content Search

If the document still cannot be found:
Use Microsoft Purview → Content Search to search across the tenant. This is useful if the document was moved to another site or renamed.

18. Scenario: You need to create a task list that allows team members to track their assignments. What SharePoint feature can help?

Classic SharePoint: Create a Tasks List

• Go to your SharePoint site.
• Click the Settings gear icon (top right) > Add an app.
• Look for the app named Tasks (or “Project Tasks” for Gantt view support).
• Click Tasks, give it a name (e.g., “Team Assignments”), and click Create.
• Once created, go to the list and click “new task” to start adding tasks.

Modern SharePoint: Use Microsoft Planner (Recommended)

If you’re using a modern SharePoint team site (connected to a Microsoft 365 Group), you can integrate Microsoft Planner for a more interactive task management experience.

• Go to your modern SharePoint site.
• Click “New” > “Planner” (or click the “+ New Tab” if you’re using a Teams-integrated site).
• Choose Create a new plan or link an existing one.
• Once added, Planner appears as a web part or tab where you can:
  • Create buckets (task groups).
  • Assign tasks to team members.
  • Set due dates, checklists, labels, and attach files.
  • Use drag-and-drop Kanban boards to move tasks.

19. Scenario: You want a user to view a file but not download it. How can you achieve this?

To allow a user to view a file but not download it in SharePoint or OneDrive, you can use the “Block download” feature when sharing the file.

• Go to the SharePoint document library or OneDrive where the file is stored.
• Select the file > Click Share.
• In the Send link dialog:
  • Click the permissions dropdown (e.g., “People you specify can view”).
  • Choose “People you choose” or similar option.
  • Uncheck “Allow editing”.
  • Turn on “Block download” (only available for Office files like Word, Excel, PowerPoint).
• Enter the user’s email and send the link.

20. Scenario: A user deleted a file accidentally. How can you recover it?

🗑️ Option 1: Recover from SharePoint Recycle Bin (within 93 days)

• Go to the SharePoint site where the file was deleted.
• In the left-hand menu, click Recycle Bin (if not visible, go to Site Contents > Recycle Bin).
• Look for the deleted file in the list.
• Select the file > Click Restore.

🔄 Option 2: Second-Stage Recycle Bin (if not in first bin)

• If the file is not found in the main Recycle Bin, follow below steps:
  • Scroll to the bottom of the Recycle Bin page.
  • Click “Second-stage recycle bin”.
  • Search for the file and restore it.

⏳ Retention Period:

• SharePoint retains deleted items in the Recycle Bin for 93 days (combined for both stages).
• After that, the file is permanently deleted unless retention policies or backups are in place.

21. Scenario: You need to create an approval workflow for documents. What tool would you use?

You would use Power Automate (formerly Microsoft Flow) to create an approval workflow for documents in SharePoint.

• Go to your SharePoint document library.
• Click on Automate > Power Automate > Create a flow.
• Select “Request sign-off” or “Start an approval when a file is created or modified”.
• Customize the flow in Power Automate:
  • Choose your trigger (e.g., when file is created).
  • Add an “Start and wait for an approval” action.
  • Define approvers, message, and conditions.
• Save and test the flow.

22. Scenario: A team wants to store policies and procedures in SharePoint Online. What should they use?

For storing policies and procedures in SharePoint Online, the best approach is to use a Document Library.

• Document Libraries are designed for storing, managing, and sharing documents.
• You can create folders or metadata columns (e.g., Policy Type, Department, Effective Date) for better organization.
• Version history ensures you can track changes and maintain compliance.
• You can apply permissions, approval workflows, and retention policies.
• Users can search easily using SharePoint’s built-in search and filters.

23. Scenario: How can you add a custom column to a SharePoint List?

To add a custom column to a SharePoint List, you can do it in a few ways (Modern experience):

Steps via the Web UI:

1. Go to the SharePoint site and open the list.
2. On the command bar, select + Add column.
3. Choose the column type (e.g., Single line of text, Choice, Number, Date, Person, Yes/No, etc.).
4. Enter the name, settings, and additional options (like default value, required, etc.).
5. Click Save.

Alternative (List Settings):

1. Open the list → click the Settings gear → List settings.
2. Under Columns, select Create column.
3. Enter the column name, select type, configure settings.
4. Save.

Using PowerShell / PnP (Advanced):

For automation, you can also add custom columns with PnP PowerShell:

Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/yoursite"
Add-PnPField -List "YourListName" -DisplayName "CustomColumn" -InternalName "CustomColumn" -Type Text

Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/yoursite"
Add-PnPField -List "YourListName" -DisplayName "CustomColumn" -InternalName "CustomColumn" -Type Text

24. Scenario: A document keeps opening in read-only mode. What could be the cause?

A document may keep opening in read-only mode due to several reasons:

Possible Causes:

1. Permissions Issue – The user only has Read or View Only access to the document/library, not Edit.
2. Check-Out Enabled – The document is checked out to another user, so others can only open it read-only.
3. Required Metadata/Check-In – If the library requires metadata or check-in, the document may open read-only until it’s properly checked in.
4. Office Settings – The client app (Word, Excel, etc.) may be set to open files from the web in read-only by default.
5. Another User Lock – If someone else has the file open, it may force read-only mode to avoid conflicts.
6. IRM (Information Rights Management) – If enabled, policies might restrict editing and enforce read-only access.
7. Library Settings – The library might be configured with content approval or restrictions that prevent editing.

SharePoint Online Interview Questions and Answers for Intermediate Level

25. What is a SharePoint Hub Site?

A SharePoint Hub Site is a feature in SharePoint Online that lets you connect and organize related sites together under a common umbrella. A SharePoint Hub Site connects related sites together, providing a shared navigation, consistent branding, and aggregated content/search across associated sites.

Key Points:

• It provides a shared navigation bar across all associated sites.
• Offers consistent branding and theme for all connected sites.
• Allows search to work across all hub-associated sites, making content easier to find.
• Helps with organization by department, project, region, or function.
• Content like news, events, and activities can be rolled up and displayed centrally from all associated sites.

26. How does External Sharing work in SharePoint Online?

External sharing allows you to collaborate with people outside your organization (partners, vendors, clients) by giving them controlled access to sites, libraries, folders, or files.

External sharing in SharePoint Online lets you securely share sites, libraries, folders, or files with people outside your organization. It can be managed at tenant or site level, supports different link types (anyone, specific people, guests), and external users authenticate via Microsoft account or one-time passcode. Guest users are tracked in Azure AD, and admins can enforce permissions, expiration, and auditing.

How it Works:

1. Admin Control
   • Enabled/disabled at the tenant level in the Microsoft 365 Admin/SharePoint Admin Center.
   • Can be further restricted at the site level.
2. Sharing Options (when you click “Share” or “Copy Link”)
   • Anyone (Anonymous link): No sign-in required. Link can be forwarded.
   • People in your organization only: Internal users only.
   • Specific people (internal or external): Invitation sent to a specific email address (external users must verify via code or Microsoft account).
   • People with existing access: Doesn’t change permissions, just reuses what they already have.
3. Guest Access
   • External users authenticate using a Microsoft account or a one-time passcode sent to their email.
   • They are added as Guest users in Azure AD (visible in the M365 Admin Center).
4. Permissions
   • You can control if guests have view only, edit, or full site access.
   • Admins can also set link expiration, download blocking, or limited sharing permissions.
5. Auditing & Security
   • External sharing activity is logged in Microsoft Purview/Audit Logs.
   • Policies like Conditional Access, MFA, sensitivity labels, and DLP can be applied for extra security.

27. What are Managed Metadata Columns in SharePoint?

A Managed Metadata column is a special type of column in SharePoint that lets users tag content using terms from a centrally managed Term Store (taxonomy). This ensures consistent classification, improves search and navigation, and supports hierarchical, multilingual, and reusable metadata.

Key Points:

• Centralized management: Terms are defined and maintained in the Term Store within the SharePoint Admin Center.
• Consistency: Instead of free-text input, users pick from predefined terms (e.g., “HR,” “Finance,” “IT”).
• Hierarchy support: Terms can be nested (e.g., Region → Country → City).
• Synonyms & multilingual: Terms can have synonyms and translations.
• Search & filtering: Managed terms improve search refiners and make metadata-driven navigation possible.
• Reusability: Same term set can be applied across multiple site collections and libraries.

28. How does OneDrive for Business differ from SharePoint Online?

OneDrive for Business is personal cloud storage for individual users, best for storing and sharing personal work files. SharePoint Online is team- and organization-focused, designed for collaboration, structured content management, and intranet-style communication.

29. What are SharePoint Online site templates?

A site template in SharePoint Online is a predefined design that gives you a starting structure for creating a new site with specific features, layouts, and content types.

• Microsoft provides out-of-the-box templates (like Team Site, Communication Site) and industry-specific ones (e.g., HR, IT, Event, Training).
• Templates include pages, web parts, libraries, and lists configured for common business scenarios.
• You can also create custom site templates from an existing site design and reuse them across your tenant.
• Available templates evolve, and Microsoft keeps adding new ones through the SharePoint look book.
• They help ensure consistency, branding, and faster setup across teams and departments.

Common Types of Templates:

1. Team Site – Collaboration-focused, includes document libraries, lists, shared calendar, Planner integration.
2. Communication Site – For broad communication (e.g., HR updates, announcements, intranet).
3. Department/Function Templates – HR site, IT help desk, Training site, etc.
4. Custom Templates – Built by admins with site scripts/designs.

30. What is Content Approval in SharePoint Online?

Content Approval in SharePoint Online is a feature that requires items or documents in a list or library to be reviewed and approved before they become visible to all users. It helps enforce control and quality for published content.

Key Points:

• When enabled, newly added or modified items are in a Pending state.
• Only people with Approve Items permission (like site owners or approvers) can approve or reject.
• Until approved, items are usually visible only to the creator and approvers, not to all users.
• Once approved, items become visible to everyone with read access.
• Works with Versioning – you can require approval for major versions only.
• Often used for policies, procedures, news posts, or official documents that need review before publishing.

31. What is the significance of Site Features in SharePoint Online?

Site Features in SharePoint Online are optional modules that can be activated at the site level to enable additional functionality—such as publishing, metadata navigation, or document ID services—allowing site owners to tailor the site’s capabilities to business needs.

Key Points:

• They act like modular building blocks – enabling or disabling them changes what’s available in your site.
• Examples of site features:
  • Publishing features (for advanced publishing pages and workflows)
  • Metadata navigation and filtering
  • SharePoint Server Enterprise Site Collection features
  • Document ID service
• Some features are legacy (carried over from SharePoint Server) but still useful in certain scenarios.
• They allow admins/site owners to customize site behavior without custom coding.

32. How can you enforce Multi-Factor Authentication (MFA) in SharePoint Online?

Multi Factor Authentication in SharePoint Online is not enabled directly at the site level — it is enforced at the Microsoft 365 / Entra ID identity layer, since SharePoint uses Entra ID for authentication.

Ways to Enforce MFA:

1. Security Defaults (Basic method)
   • Enable Security Defaults in Entra ID (free).
   • Enforces MFA for all users in the tenant, including when they access SharePoint Online.
2. Conditional Access (Recommended, requires Entra ID Premium P1/P2)
   • Create a Conditional Access policy in Entra ID.
   • Target: Users/Groups → Cloud apps → SharePoint Online (and/or OneDrive).
   • Grant access only if MFA is satisfied.
   • Can refine with conditions (location, device compliance, risk level).
3. Per-User MFA (Legacy method, not recommended)
   • In Microsoft 365 Admin Center → Users → Multi-factor authentication.
   • Enable MFA per user.
   • Still works but lacks flexibility compared to Conditional Access.

33. How does Power Automate integrate with SharePoint Online?

Power Automate integrates with SharePoint Online by allowing you to automate workflows that interact with SharePoint lists, libraries, permissions, and content. Here are the key integration points:

1. Triggers Based on SharePoint Events

Power Automate provides built-in triggers for SharePoint actions, such as:

• When an item is created
• When an item is modified
• When a file is created in a folder
• When a file is deleted
• For selected item/file (manual trigger from SharePoint)

These triggers allow flows to start automatically based on activity in SharePoint.

2. Actions You Can Perform in SharePoint

Power Automate can perform many actions on SharePoint objects, including:

• Create / update / delete list items
• Check-in / check-out / approve documents
• Move or copy files
• Grant or remove permissions
• Get file metadata
• Upload files to libraries

This makes it ideal for content automation.

3. Approval Workflows

You can build automated approval processes using SharePoint documents, such as:

• Document approval before publishing
• Manager approval for list entries
• Multi-stage approvals

Approvals can write results back into SharePoint.

4. Automated Notifications

Using Power Automate, you can send notifications when:

• A document is modified
• An item requires approval
• A file is uploaded
• A list entry reaches a due date

Notifications can be via email, Teams, or mobile push.

5. Integration with Other Services

Power Automate connects SharePoint with more than 1,000+ connectors, for example:

• SharePoint → Outlook (send email)
• SharePoint → Teams (post message)
• SharePoint → Excel → SQL (sync data)
• SharePoint → Power BI (refresh reports)

This helps create cross-platform business processes.

6. Automating Governance & Compliance

With flows, you can automate:

• Document retention actions
• Archiving library content
• Tagging documents with metadata
• Moving documents after a certain time

Power Automate integrates with SharePoint Online by enabling automated workflows that trigger from SharePoint events, perform actions on SharePoint data, send notifications, manage approvals, and connect SharePoint with other applications.

34. What is the default storage limit per SharePoint Online site collection?

The default storage limit per SharePoint Online site collection is 25 TB per site collection.

SharePoint Online storage is pooled at the tenant level. Each individual site collection (including team sites & communication sites) can grow up to 25 TB. Your total tenant storage depends on your Microsoft 365 plan (base allocation + additional purchased storage).

35. Which service integrates best with SharePoint Online for reporting and analytics?

The service that integrates best with SharePoint Online for reporting and analytics is Power BI.

Power BI connects directly to SharePoint Lists and SharePoint document libraries. It allows creation of interactive dashboards and reports. Power BI reports can be embedded back into SharePoint pages using the Power BI web part. Power BI supports scheduled refreshes and real-time analytics.

36. What is the maximum supported file size in SharePoint Online?

The maximum supported file size for a single file in SharePoint Online is 250 Gigabytes (GB). You can upload any individual document (e.g. video, large file, etc.) up to 250 GB in size. For a file attached to a list item (not a document library), the limit is much smaller that is 250 MB.

SharePoint Online Interview Questions and Answers for Experts

37. A SharePoint Online site is loading slowly. How would you improve its performance?

When a SharePoint Online site loads slowly, performance tuning involves page design, content optimization, network factors, and platform configurations. Below are the most effective steps:

A SharePoint Online site may load slowly due to heavy pages, large lists, or network issues. To improve performance, first optimize the page by reducing unnecessary web parts, compressing large images, and avoiding heavy embedded content like Power BI or external scripts. Make sure lists and libraries use indexed columns, filtered views, and proper metadata to improve query performance. Remove or review any custom JavaScript or poorly designed SPFx components that may be slowing down the page. Simplify hub navigation and avoid too many unique permissions, as these increase processing time. Also ensure users have optimized network paths, ideally using split tunneling instead of routing Microsoft 365 traffic through a VPN. Finally, use tools such as the Page Diagnostics for SharePoint to identify slow elements and the SharePoint Health Dashboard to check for service-related issues.

38. Users need to create custom reports based on SharePoint Online data. What tool would you recommend?

If users need to build custom reports from SharePoint Online data, the tool I recommend is Power BI.

Why Power BI is the Best Fit

• Power BI can directly connect to SharePoint lists or libraries and pull data into reports.
  In many cases you can go from a SharePoint list to a report with just a few clicks — using “Integrate → Power BI → Visualize this list” — letting even non-developers get quick insights.
• It supports rich visualizations, filtering, aggregation, and interactivity — far beyond standard SharePoint list views.
• If needed, reports created in Power BI can be embedded directly back into SharePoint Online pages (via the Power BI web part) to make them easily accessible to users inside SharePoint.

Practical Approach

• Connect Power BI Desktop (or Power BI Service) to your SharePoint Online lists or libraries.Transform or model the data (if required), then build reports with charts, tables, filters, etc.
• Publish the report to Power BI service, and embed it into a SharePoint page so the data is visible to your team.

39. A user is getting a “locked for editing” error. How do you resolve this?

A “locked for editing” error usually occurs when a file is still checked out, opened by another user, or stuck in an active session. To resolve this, first check whether the file is checked out—if yes, ask the user who has it checked out to check it in or discard the checkout. If the document is open in someone’s desktop app, ask them to close it completely, including background autosave sessions.
If no one appears to be using it, the lock may be stuck due to an autosave, coauthoring, or sync conflict. In such cases, use “Open in Browser” → “File → Info” to see who is locking the file. If needed, a site owner or admin can force unlock it by opening the file details → More → Manage Access → Advanced and removing the user’s lock.
If OneDrive sync caused the lock, pausing the sync or ensuring the file is completely synced usually clears the issue. In rare scenarios, waiting 10–15 minutes clears temporary locks automatically as SharePoint releases stale editing sessions.

40. How can you enforce least-privilege access in SharePoint Online?

To enforce least-privilege access in SharePoint Online, you assign users only the permissions required for their tasks by relying on SharePoint groups (Visitors, Members, Owners) instead of assigning permissions directly to individuals. Maintain permission inheritance wherever possible and break inheritance only for specific, controlled scenarios. Use custom permission levels only when necessary, avoid granting Full Control or Edit broadly, and regularly review access using Access Review, Site Permissions, and Microsoft 365 audit logs. Leverage sensitivity labels, conditional access, and MFA to further restrict unnecessary access. Periodic access reviews combined with group-based permissions help ensure users maintain only the minimum rights they need to perform their work.

41. A document library needs to be synced across multiple devices. What should be used?

You should use the OneDrive Sync Client.

The OneDrive for Business sync client allows users to sync SharePoint Online document libraries to their Windows or macOS devices so files stay updated across multiple devices and can be accessed offline.

42. You need to restore a deleted SharePoint site. How can you do this?

You can restore a deleted SharePoint site from the SharePoint Admin Center.

When a site is deleted, it moves to the Deleted Sites section and stays there for 93 days. To restore it, go to: SharePoint Admin Center → Sites → Deleted Sites → Select the site → Restore.

This will bring back the site along with its content, permissions, and settings.

43. How do you migrate SharePoint On-Premises to SharePoint Online?

To migrate from SharePoint On-Premises to SharePoint Online, you typically use the SharePoint Migration Tool (SPMT) or a third-party migration tool such as ShareGate, Metalogix, or AvePoint for complex environments.

1. The process starts with assessing your on-premises environment—review site structure, content size, customizations, workflows, and permissions.
2. Next, prepare the destination in SharePoint Online by creating the necessary site collections, libraries, and permission models.
3. Run a pre-migration scan to identify unsupported customizations, large lists, InfoPath forms, or deprecated features.
4. Then use SPMT or your chosen tool to perform the migration, usually starting with a pilot migration, followed by incremental or full content migration.
5. After migration, validate content, test permissions, verify file integrity, and reconfigure workflows using Power Automate if necessary.
6. Finally, communicate changes to users and update links, navigation, and any retired on-premises components.

44. You need to track file access and edits for compliance purposes. What tool should you use?

You should use Microsoft Purview Audit Logs (formerly Security & Compliance Center Audit Logs).

The Purview Audit Logs allow you to track file access, edits, downloads, sharing activities, permission changes, and admin actions across SharePoint Online and OneDrive. This is the official compliance-grade tool used for monitoring and reporting user activity.

45. You need to integrate SharePoint Online with an external system. What approach should you take?

To integrate SharePoint Online with an external system, you should use Microsoft Graph API or SharePoint REST API combined with an Azure AD–registered application for secure OAuth 2.0 authentication. This allows the external system to read/write SharePoint data programmatically using delegated or application permissions.
For more advanced or UI-based integrations, you can use SharePoint Framework (SPFx) web parts, Power Automate connectors, or webhooks for event-driven communication. The key is to avoid legacy methods and rely on Graph + Azure AD for secure, modern integration.

46. How would you prevent oversharing of sensitive information in SharePoint Online?

To prevent oversharing, you should use a combination of governance, security labels, and automated controls. Start by enforcing least-privilege access through SharePoint groups and restricting external sharing at the site and tenant levels. Use Sensitivity Labels with encryption and access restrictions to control who can open or share sensitive documents, even if files leave SharePoint.
Implement Data Loss Prevention (DLP) policies in Microsoft Purview to automatically detect and block sharing of sensitive data such as financial information, personal data, or confidential business content. Enable Access Reviews, monitor sharing activity with audit logs, and use Conditional Access to enforce MFA or block risky locations. Finally, educate users through clear governance policies and enable Sharing Restrictions (e.g., “Only People in your organization”) on critical sites.

47. How do you implement governance in SharePoint Online?

Governance in SharePoint Online is implemented by defining clear policies for site creation, ownership, permissions, content lifecycle, and security. This includes establishing site provisioning processes, enforcing naming conventions, and using Microsoft 365 Groups governance to prevent uncontrolled site sprawl. Apply least-privilege permissions, limit external sharing, and use Sensitivity Labels, DLP policies, and Conditional Access to secure content. Standardize information architecture through metadata, content types, and templates to ensure consistency. Monitor usage with SharePoint Admin Center reports, run periodic access reviews, and enforce retention with Microsoft Purview compliance policies. Governance also requires user training, documentation, and ongoing auditing to ensure the environment remains controlled and compliant.

48. How do you structure large-scale SharePoint Online implementations?

For large-scale SharePoint Online implementations, structure your environment based on business needs, scalability, and governance:

1. Plan the Information Architecture (IA)
   • Organize content into site collections, hubs, libraries, and lists based on departments, projects, or functions.
   • Use hub sites to connect related sites, provide consistent navigation, branding, and aggregated content.
2. Define Site Templates & Standards
   • Use modern site templates for team collaboration, communication, and departmental needs.
   • Standardize metadata, content types, and document libraries for consistency.
3. Implement Governance & Permissions
   • Apply least-privilege access, avoid excessive unique permissions, and define site ownership.
   • Enforce external sharing policies, retention policies, and DLP for compliance.
4. Enable Automation & Workflows
   • Use Power Automate or SPFx extensions to automate repetitive tasks, approvals, and notifications.
5. Monitor, Maintain, and Optimize
   • Use SharePoint Admin Center reports, usage analytics, and access reviews to maintain structure.
   • Plan for content lifecycle management, archiving, and periodic cleanup.
6. User Adoption & Training
   • Provide training, documentation, and support to ensure consistent usage and adoption.

49. Which governance model is best for large enterprises using SharePoint Online?

For large enterprises, a centralized governance model with delegated site-level management is generally the most effective.

• Central IT Governance:
  • Defines global policies, compliance requirements, retention, security standards, and naming conventions.
  • Manages sensitive content, external sharing restrictions, and tenant-wide settings.
• Delegated Site-Level Governance:
  • Departmental or project site owners manage day-to-day permissions, content organization, and site-level approvals.
  • Ensures flexibility and faster response to business needs without compromising overall governance.
• Supporting Mechanisms:
  • Use Hub Sites to connect related sites and enforce consistent navigation and branding.
  • Implement standardized templates, metadata, and content types.
  • Apply least-privilege access, DLP policies, retention labels, and periodic access reviews.
  • Monitor usage through SharePoint Admin Center analytics and audit logs.

This hybrid governance model balances control and compliance at the enterprise level while allowing agility and ownership at the departmental level.

50. What tool is used to enforce compliance policies in SharePoint Online?

The primary tool used to enforce compliance policies in SharePoint Online is Microsoft Purview (formerly known as Microsoft 365 Compliance Center).

Key Points:

• Data Loss Prevention (DLP): Automatically detects and blocks sharing of sensitive information like PII, financial data, or confidential business content.
• Retention Policies & Labels: Ensure content is retained for required periods or deleted according to regulations.
• Sensitivity Labels: Apply encryption, access restrictions, and sharing controls to documents and sites.
• Audit Logs: Track user activities for compliance reporting and investigation.

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