Tag Archives: Site Collections

How to see exactly who has viewed your documents in SharePoint – SharePoint Viewers feature

Have you ever wanted to see exactly who has viewed a document and when? In this guide, Tony demonstrates the SharePoint Viewers feature, which allows you to see who has viewed your documents in SharePoint.  




By default, when you hover over a document in SharePoint, it shows how many people have viewed the file. But, it doesn’t show you who those people are.

Example of hovering over a document in SharePoint to see view count

However, if you change the settings for your SharePoint site, you can easily see who has accessed your files.

This feature is handy for organisations who have policy documents or other important documents stored in SharePoint, as you can see who has opened and viewed the file.

You need to be a Site Collection Administrator or ask your IT Administrator to turn on this feature.  

  1. Go to Settings (the cog in the right-hand corner) and select Site information. Go to Site Settings in SharePoint to turn on SharePoint Viewers feature
  2. Select View all site settings.
  3. Open Manage site features.Go to Manage Site Features to turn on SharePoint Viewers feature
  4. Scroll down the list of site features and look for the SharePoint Viewers feature.
  5. Select Activate to turn on the SharePoint Viewers feature. This is then turned on for all the files in your selected SharePoint site.Scroll down the list of site features and look for the SharePoint Viewers feature.

Here’s an example of a policy library in SharePoint where the SharePoint Viewers feature is activated.  

As you can see, when you hover over the document, you can see exactly who has viewed the document and when they viewed it.  

An example of a policy library in SharePoint where the SharePoint Viewers feature is activated.

If you click through on X Views, you can see a timeline of when people have viewed the document and compare unique views with the total number of views.

Viewer graph in SharePoint

ESPC: SharePoint Team Sites and Microsoft Teams Working Together

The future role of SharePoint with the advent of Teams has been on my mind for over a year now. Teams is built on top of SharePoint but is an application rather than a website. Teams has chat and collaboration, but SharePoint has news and is interconnected with related sites through Hub sites in sometimes a more intuitive interface. Teams is gaining more user adoption with its modern way of creating an efficient workplace. The governance and admin controls are on their way for Teams too. Which should you use? Do you have to make a choice?

As a SharePoint and Teams provider, it has been hard to determine if Teams was there to replace SharePoint or that it would work side-by-side with SharePoint. My initial thoughts were that SharePoint would be the organisation intranet (communication sites), a place to go for company-wide communication and resources. Microsoft Teams or SharePoint Team sites were great for small-medium team collaboration.

At the European SharePoint, Office 365 and Azure conference 2018 in Copenhagen, Jeff Teper (Corporate Vice President – Office 365) explained the vision for SharePoint and Teams.

Jeff Teper Corporate Vice President - Office 365

The vision Microsoft have is that SharePoint Team sites and MS Teams live side-by-side. In fact, they should be the same collaboration areas but accessed through different mediums. Eventually everything in SharePoint should be surfaced in Teams. Recently Microsoft have released an option to create a Microsoft Team from a SharePoint Team site, this even adds a cool link to open the Team.

The release of SharePoint Framework (SPFx) web parts for Teams supports moving towards this goal, surfacing the same functionality for both platforms (just in a different shell). It also works the other way around, Microsoft Team SharePoint Team sites (the site behind the Team!), can be added to SharePoint Hub sites just like any other SharePoint site so news and events can be aggregated. When planning site architecture, we can now imagine that whatever site or team is planned in either SharePoint or Teams, both could be accessed with either application.

There are still going to be instances where one is preferred over the other. In some scenarios, Office 365 groups with owners and members might not be the preferred access model for SharePoint intranet sites but there is a valid option for these sites – modern communication sites. Microsoft mentioned that they will be closing the gap on differences between communication and team sites and that one day you should be able to convert one to another. This again would help organisations on a long journey moving to a modern team-based flat structure.

More exciting updates to come….