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✇Ganesh Sanap Blogs

Create an Organization Assets Library in SharePoint Online

In the dynamic world of business collaboration, organizing and sharing digital assets efficiently is a key factor for success. SharePoint Online provides a robust solution for managing organizational assets through the creation of an “Organization Assets Library.” In this blog post, we’ll explore what an Organization Assets Library is and provide a step-by-step guide on how to create organization asset libraries in SharePoint Online.

What is an Organization Assets Library in SharePoint?

An organization assets library in SharePoint is a centralized repository for storing and managing digital assets like images such as company branding photos & logos and office templates like word, excel & PowerPoint documents that are commonly used across the organization. It provides a structured way to organize, access, and share these assets, ensuring consistency in branding (logos, style guides, templates) and seamless collaboration.

Types of Organization Assets Library

You can create two types of Organization Assets libraries in SharePoint Online:

  • Organization Asset Library for Images (ImageDocumentLibrary): Document library for images like branding images, company logos, etc. These images will be available under “Your organization” option when user opens the file picker while adding images in SharePoint web parts and pages.
  • Organization Asset Library for Office Templates (OfficeTemplateLibrary): Document library for office templates like word, excel and PowerPoint. These templates will be available when user creates a new office document from Office Apps. Follow this article for creating office templates.

How to Create an Organization Assets Library in SharePoint Online?

Step 1: Create a SharePoint Online site

You can use an existing site or create a new site for storing organization assets. The site can be of any type (communication site or team site). However, I will recommend you to create a new/blank communication site for hosting organization asset libraries. Follow this guide for creating a new SharePoint site: Create a site in SharePoint.

Step 2: Grant permissions on SharePoint Online site

Grant following permissions on the newly created SharePoint communication site:

  1. Owners: Add users who should be able to upload files to asset libraries as well as manage permissions of the site.
  2. Members: Add users who should be able to upload files to asset libraries.
  3. Visitors: Add Everyone except external users group so that all users in tenant can see assets.
Step 3: Create Document libraries and upload assets

Create new document libraries to store the organization assets by following this guide: Create a document library in SharePoint. After creating document libraries, upload the images or office templates to your document libraries.

Step 4: Register Document library as organization asset library

First of all, download the latest version of SharePoint Online Management Shell. Then you can run SharePoint Online PowerShell script like below from SharePoint Online Management Shell to register a document library as an organization asset library for images (you can use $orgAssetType = "OfficeTemplateLibrary" for office templates asset library):

# URL of SharePoint document library
$libraryUrl = "https://contoso.sharepoint.com/sites/OrgAssets/Images"

# Type of Organization asset library - ImageDocumentLibrary or OfficeTemplateLibrary
$orgAssetType = "ImageDocumentLibrary"

# SharePoint online admin center URL
$adminCenterUrl = Read-Host -Prompt "Enter your SharePoint admin center site URL (e.g https://contoso-admin.sharepoint.com/)"

# Connect to SharePoint online admin center
Connect-SPOService -Url $adminCenterUrl

# Register document library as an organization asset library
Add-SPOOrgAssetsLibrary -LibraryURL $libraryUrl -OrgAssetType $orgAssetType

# Disconnect SharePoint online connection
Disconnect-SPOService

You’ll be prompted to enable a content delivery network (CDN) while adding an organization asset library, type Y (Yes) or A (Yes to All) and press Enter.

If you get an error – Add-SPOOrgAssetsLibrary : This library is not on the site that contains other organization asset libraries while running above PowerShell script, that means some other organization asset libraries are already available in your Microsoft 365 SharePoint tenant. In that case, try this:

1. Firstly, check if you have any existing organization asset libraries in your Microsoft 365 tenant using this command:

Get-SPOOrgAssetsLibrary

2. Create a new document library on same SharePoint site where your existing organization asset libraries are created.

3. Run PowerShell script given in step 4 to register the newly created document library as an organization asset library.

Notes

  1. You can create up to 30 organization asset libraries for a single tenant / organization.
  2. All organization asset libraries must be on the same SharePoint site.
  3. Only document libraries (not folders) can be set as organization asset libraries.
  4. It may take up to 24 hours for the organization assets library to appear in the desktop office apps.
  5. Users need at least read permissions on the SharePoint root site for the organization assets library to appear in the desktop office apps.

How to Remove an Organization Assets Library from SharePoint Online?

If you want to remove/unregister an existing organization asset library from your SharePoint tenant, you can use below SharePoint Online PowerShell script:

# URL of SharePoint document library
$libraryUrl = "https://contoso.sharepoint.com/sites/OrgAssets/Images"

# SharePoint online admin center URL
$adminCenterUrl = Read-Host -Prompt "Enter your SharePoint admin center site URL (e.g https://contoso-admin.sharepoint.com/)"

# Connect to SharePoint online admin center
Connect-SPOService -Url $adminCenterUrl

# Remove/unregister an organization asset library in SharePoint tenant
Remove-SPOOrgAssetsLibrary -LibraryUrl $libraryUrl

# Disconnect SharePoint online connection
Disconnect-SPOService

In conclusion, implementing an organization assets library in SharePoint Online can significantly enhance the management and utilization of essential resources within your organization. By centralizing assets, maintaining consistency, and enabling seamless collaboration, SharePoint empowers teams to work more efficiently and effectively.

Learn more

✇Ganesh Sanap Blogs

Enable or Disable the Social Bar (Like, Views, Save for later) for individual SharePoint sites

In my previous blog, we saw how to enable or disable the Social Bar (Like, Views, Save for later) in SharePoint Online at tenant level using SharePoint Online PowerShell, PnP PowerShell and CLI for Microsoft 365. In this blog we will explore how to enable or disable the Social Bar for individual SharePoint online site collections.

You can use any one of the approaches given below for enabling or disabling the Social Bar (Like, No. of Comments, Views, Save for later) for individual SharePoint online sites.

Using SharePoint Online PowerShell

Use below SharePoint Online PowerShell script to enable or disable the social bar from site pages for specific SharePoint online modern experience site:

# SharePoint online admin center URL
$adminCenterUrl = Read-Host -Prompt "Enter your SharePoint online admin center URL (e.g https://contoso-admin.sharepoint.com/)"

# Connect to SharePoint online admin center
Connect-SPOService -Url $adminCenterUrl

# SharePoint online site URL
$siteUrl = Read-Host -Prompt "Enter your SharePoint site URL (e.g https://contoso.sharepoint.com/sites/work)"

# Disable the social bar from SharePoint online site pages
Set-SPOSite -Identity $siteUrl -SocialBarOnSitePagesDisabled $true

# Enable the social bar on SharePoint online site pages
Set-SPOSite -Identity $siteUrl -SocialBarOnSitePagesDisabled $false

# Disconnect SharePoint online connection
Disconnect-SPOService

Using PnP PowerShell

You can use below PnP PowerShell script to show or hide the social bar from SharePoint online modern experience site pages for individual SharePoint site:

# SharePoint online site URL
$siteUrl = Read-Host -Prompt "Enter your SharePoint site URL (e.g https://contoso.sharepoint.com/sites/work)"

# Connect to SharePoint online site
Connect-PnPOnline -Url $siteUrl -Interactive

# Hide the social bar from SharePoint online modern site pages
Set-PnPSite -SocialBarOnSitePagesDisabled $true

# Show the social bar on SharePoint online modern site pages
Set-PnPSite -SocialBarOnSitePagesDisabled $false

# Disconnect SharePoint online connection
Disconnect-PnPOnline

Using CLI for Microsoft 365

Use below CLI for Microsoft script to show or hide the social bar from SharePoint online modern experience site pages for individual SharePoint site:

# SharePoint online site URL
$siteUrl = Read-Host -Prompt "Enter your SharePoint site URL (e.g https://contoso.sharepoint.com/sites/work)"

# Connect to SharePoint online tenant
$m365Status = m365 status
if ($m365Status -match "Logged Out") {
    m365 login
}

# Hide the social bar from SharePoint online modern site pages
m365 spo site set --url $siteUrl --socialBarOnSitePagesDisabled true

# Show the social bar on SharePoint online modern site pages
m365 spo site set --url $siteUrl --socialBarOnSitePagesDisabled false

# Disconnect SharePoint online connection
m365 logout

Conclusion

By using the PowerShell scripts given in this blog post, you can enable or disable social bar features from SharePoint online modern site pages for specific SharePoint online sites.

Learn more

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