UX writing & systems

SharePoint site policy

Clarity in labels, tooltips, and actions so admins make informed decisions.

Problem

Administrators of Microsoft 365 need to monitor and update site policies for all SharePoint sites to ensure compliance and governance. However, with 100s or 1000s of SharePoint sites to manage, admins struggle to find sites with incomplete or outdated policies. Incorrect policies can lead to compliance risks, especially with Copilot providing easier access to content on the sites.

The team creating a solution for this customer issue needed content design help providing a tool to create a comprehensive policy comparison report across all SharePoint sites.

Approach

First I established a clear framework for the policy comparison report. Then I identified key policy indicators, designed intuitive labels and tooltips, and streamlined report generation for administrators.

Content examples

Screenshot of the Policy recommendations report comparing SharePoint site policies. — The final report highlights differences in site policies across the organization so admins can take appropriate action.

Outcomes

After successful use by preview customers including Microsoft Digital, the team received positive feedback on the clarity and usability of the policy comparison report. Since September 2025, the report is generally available to all licensed customers and reviews are coming in. Mezba Uddin said, “[the report] frees you up to focus on applying the fixes, not finding the problems”.

Read the documentation.

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