SharePoint Online is a powerful collaboration platform, but users may encounter various issues related to permissions, performance, access, synchronization, and workflows. This guide provides step-by-step troubleshooting methods for common SharePoint Online problems.
1. SharePoint Online Access Issues
Problem: Users Cannot Access a SharePoint Site
Possible Causes:
- Incorrect permissions
- External sharing restrictions
- Microsoft 365 service outage
Troubleshooting Steps:
Verify user permissions:
- Go to Site Settings → Site Permissions.
- Ensure the user is a member of the correct group.
Check external sharing settings:
- Go to Microsoft 365 Admin Center → SharePoint Admin Center.
- Click Policies → Sharing and ensure external sharing is enabled.
Verify Microsoft 365 Service Health:
- Visit Microsoft 365 Service Status to check for outages.
2. SharePoint Online Performance Issues
Problem: SharePoint Site Loads Slowly
Possible Causes:
- Large lists/libraries exceeding 5000-item threshold
- Excessive web parts on pages
- Poor internet connection
Troubleshooting Steps:
Optimize large lists:
- Use indexed columns and filtered views to reduce data load.
- Enable Content Query Web Part for efficient data retrieval.
Reduce web parts on pages:
- Remove unused web parts, scripts, and widgets.
- Use modern pages instead of classic pages for better performance.
Check internet speed & browser issues:
- Use Microsoft Edge or Google Chrome.
- Clear browser cache and disable extensions.
3. SharePoint Document Management Issues
Problem: Users Cannot Upload or Edit Documents
Possible Causes:
- File size limit exceeded
- Check-out required before editing
- Insufficient permissions
Troubleshooting Steps:
Verify file size limits:
- SharePoint supports files up to 250 GB, but browser uploads may fail for large files.
- Use OneDrive Sync Client for large uploads.
Check document library settings:
- Go to Library Settings → Versioning Settings.
- Disable “Require check-out” if users face issues editing files.
Confirm user permissions:
- Ensure users have “Edit” or “Contribute” permissions in the document library.
4. SharePoint Sync Issues with OneDrive
Problem: OneDrive Fails to Sync SharePoint Files
Possible Causes:
- Sync app not updated
- Path length too long (max 400 characters)
- Corrupted cache
Troubleshooting Steps:
Update OneDrive:
- Click OneDrive icon → Help & Settings → Check for updates.
Shorten file path length:
- Rename files/folders to reduce path length below 400 characters.
Reset OneDrive Sync:
- Open OneDrive Settings → Click Unlink this PC.
- Re-sign in and resync SharePoint files.
5. SharePoint Online Search Issues
Problem: Files or Sites Do Not Appear in Search Results
Possible Causes:
- Search index delay
- Permissions restrict access
- Metadata not properly configured
Troubleshooting Steps:
Wait for indexing:
- SharePoint may take 15 minutes to several hours to update search results.
Check search permissions:
- Go to Site Settings → Search and offline availability.
- Ensure “Allow this site to appear in search results” is enabled.
Use managed metadata for better search:
- Tag documents with consistent metadata for easier retrieval.
6. SharePoint Workflow & Power Automate Issues
Problem: SharePoint Workflow Fails to Run
Possible Causes:
- Workflow suspended due to authentication issues
- Power Automate flow not triggered correctly
Troubleshooting Steps:
Check workflow history:
- Go to Workflow Settings → Workflow History List.
- Look for error messages related to execution failures.
Verify Power Automate connections:
- Open Power Automate → Check Connections.
- Reauthenticate services if any connections show errors.
Ensure proper trigger conditions:
- Check if the workflow is triggering based on correct conditions.
7. SharePoint Permissions Issues
Problem: Users Have Incorrect Permissions
Possible Causes:
- Inherited permissions overriding direct assignments
- User added to incorrect group
Troubleshooting Steps:
Check site permissions:
- Go to Site Settings → Site Permissions.
- Click “Check Permissions” to see user access level.
Break or restore inheritance:
- Open Library Settings → Permissions for this document library.
- If permissions are broken, reset them to inherit from the parent site.
8. SharePoint External Sharing Issues
Problem: External Users Cannot Access Shared Files
Possible Causes:
- External sharing disabled at the tenant or site level
- Incorrect sharing settings
Troubleshooting Steps:
Enable external sharing:
- Go to SharePoint Admin Center → Policies → Sharing.
- Ensure external sharing is set to “Anyone” or “Existing Guests”.
Resend the sharing link:
- External users may need Microsoft accounts to access shared files.
Check expiration settings:
- Ensure file sharing links have not expired.
9. SharePoint Online Storage Issues
Problem: SharePoint Site Storage Full
Possible Causes:
- SharePoint Online has a storage limit (1 TB + 10 GB per user).
- Large files or excessive versioning history consuming space.
Troubleshooting Steps:
Check available storage:
- Go to SharePoint Admin Center → Sites → Storage Metrics.
Delete old versions:
- Go to Library Settings → Versioning Settings.
- Reduce the number of stored document versions.
Purchase additional storage:
- If needed, buy extra storage from the Microsoft 365 Admin Center.
10. SharePoint Mobile App Issues
Problem: SharePoint Mobile App Not Working
Possible Causes:
- Outdated app version
- Network connectivity issues
Troubleshooting Steps:
Update the app:
- Ensure you’re using the latest version from the App Store or Google Play.
Clear app cache:
- Go to Settings → Apps → SharePoint → Clear Cache.
Test on another network:
- Try switching from Wi-Fi to mobile data or vice versa.