Manage My Site settings for SharePoint Online

This article shows SharePoint Online Administrators how to update and manage settings for My Sites by using the SharePoint Online Administration Center. My Site settings include:

  • General settings, such as search scopes and language options
  • Allowing or preventing user activities in newsfeeds
  • Managing links to confidential information on My Site

 Note    You must have Office 365 administrator permissions for using the SharePoint Online Administration Center to perform the tasks in this article.

What do you want to do?


Update My Site settings

My Site web sites are personal sites that provide users in your organization with a rich set of social networking and document management features. These features include a Newsfeed site where site users can interact, a OneDrive for Business site for storing and sharing business documents, photos, and other media files, and a Sites page for saving useful web sites, and a profile page where users can introduce themselves to others in their organization.

The My Site settings are configured during initial creation of your SharePoint Online site so that individual users can create personal sites and use all of admin center to change the settings, based on the needs of your organization. You can then review or update them.

To verify or update My Site settings:

  1. Click Admin > SharePoint in the header, and then on the SharePoint admin center page, click user profiles.
  2. Under My Site Settings, click Setup My Sites.
  3. Do one or more of the following, based on the needs of your organization:
  • To redefine the Search Center that is used when a user searches from the My Site profile page, in the Preferred Search Center section, in the Preferred Search Center box, enter the URL of the Search Center. For example, http://sitename/SearchCenter/Pages/.
  • To change the default search scope for finding people and for finding documents, in the Preferred Search Settings section, select a search scope for finding people and for finding documents.
  • To enable users to select the language of their My Site, in the Language Options section, select Allow users to choose the language of their personal site.
  • To change which users can read personal sites, in the Read Permission Level section, enter the accounts for which you want to grant Read permission on personal sites.

     Note    By default, this setting includes all authenticated users, but you can select a more focused group of users if that’s required.

  • To enable or disable Newsfeed activities, in the Newsfeed section, select or clear the Enable activities in My Site newsfeeds check box. For more information about this setting, see Disable or enable Newsfeed activities. This setting is enabled by default.
  • To change the security trimming options for activity feeds, ratings, tags, and notes, in the Security Trimming Options section, select Check only specified links for permission, and then specify the URL hierarchies that you want to be checked for permission, or select Show all links for permission.

    Security   The default setting in SharePoint Online is Check all links for permission to help protect confidential information from being shared too broadly. Before you change these settings, ensure that the settings you choose will not compromise the security of your information. For more information about these settings, see Manage whether links to confidential information appear on all My Sites in this article.

  • To define the email address that will appear in notifications sent from My Site, in the Email notifications section, enter a sender’s email address in the String to be used as sender’s email address box, for example jsmith@contoso.com, and then click OK.
  • To assign a secondary My Site owner, in the My Site Cleanup section, enter the user account for the person you would like to assign as the secondary My Site owner. The secondary My Site owner is used when a user is removed from the directory service and then the automated clean-up job schedules their My Site for deletion. Ordinarily, the user’s My Site owner would be that person’s manager. If the user has no manager, the secondary My Site owner becomes the owner of the My Site. The secondary My Site owner could be you or another administrator to whom you want to delegate this responsibility. This setting is most useful for organizations that do not have managers, such as schools. We recommend defining a secondary My Site owner for all sites, as a backup to the manager.

     Note    To delete the My Site owner, make sure the ‘Enable access delegation’ setting is selected.

  • To make My Site information public, in the Privacy Settings section, select Make My Sites Public. For security, My Site information is private by default, with options that allow individual site owners to select what information they want to share. For example, a site owner might not want to share personal contact information but may want to share social activities, such as whom they’re following. Privacy Settings affect people’s profile information and Newsfeed activities.

 Note    The My Site Host, Personal Site Location, and Site Naming Format sections are dimmed because these settings are preconfigured for you in SharePoint Online and cannot be changed.

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Disable or enable Newsfeed activities

My Site activities, are enabled in the Newsfeed by default in SharePoint Online so that people in your organization can share their activities and use social features, such as following people and documents, that support collaboration. Newsfeed activities include when someone posts a message to the feed, or when someone starts following another person, document, or site. These activities appear in the person’s Newsfeed and in the Newsfeed of anyone who follows that person. However, you can disable Newsfeed activities if your organization chooses not to promote these capabilities. If someone has disabled Newsfeed activities and your organization later decides to enable them, you can reverse the setting by selecting a single check box.

To disable or enable Newsfeed activities:

  1. Click Admin > SharePoint in the header, and then on the SharePoint admin center page, click user profiles.
  2. Under My Site Settings, click Setup My Sites.
  3. In the Newsfeed section, select or clear the Enable activities in My Site newsfeeds check box.
  4. Click OK.

For more information on social and tagging settings, see Manage personal and social features.

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Add or delete a trusted My Site host location

SharePoint Online administrators can add links to trusted My Site host locations when they want to give users My Site access on multiple User Profile Service applications. In most cases, links to trusted My Site host locations are targeted to individual users or groups of users based on an identified business need. The links can be maintained and changed over time as business and user needs change. For example, you might need to create links to trusted My Site host locations if you have some users on SharePoint Online and other users on an on-premises deployment of SharePoint Server (also known as a hybrid environment).

A SharePoint Online administrator can delete a link to a trusted My Site host location when the users targeted by the link no longer require access to My Site Web sites in multiple locations.

To add a trusted My Site host location:

  1. Click Admin > SharePoint in the header, and then on the SharePoint admin center page, click user profiles.
  2. Under My Site Settings, click Configure Trusted Host Locations.
  3. Click New Link to add a trusted My Site host location.
  4. Enter the URL of the trusted personal site location in the URL box.
  5. In the Description box, enter a description for the trusted personal site location.
  6. In the Target Audiences box, either type the user names or group names in the corresponding box or click Browse to select audiences by browsing and then click OK.

     Note    If you do not specify target audiences, all users will be redirected to the trusted My Site host location.

To delete a trusted My Site host location.

  1. Click Admin > SharePoint in the header, and then on the SharePoint admin center page, click user profiles.
  2. Under My Site Settings, click Configure Trusted Host Locations.
  3. Select the box next to the trusted My Site host location that you want to delete and then click Delete Link to delete that trusted My Site host location.

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Manage links to confidential information on My Site

By default, SharePoint Online checks My Site user permissions before displaying links in their newsfeeds or elsewhere on their My Sites. This process is also known as security trimming because it prevents people without sufficient permission from seeing confidential information, keeping it from being broadly shared. For example, links to a management-level five-year plan would not appear in the newsfeeds of users without management permissions.

You can update security trimming settings based on the needs of your organization. You may want to limit security trimming to specific sites, for example. Or, you can turn off security trimming.

Security   Before you change the security trimming settings, ensure that the settings you choose will not compromise the information security.

To manage whether links to confidential information appear on everyone’s My Site:

  1. Click Admin > SharePoint in the header, and then on the SharePoint admin center page, click user profiles.
  2. Under My Site Settings, click Setup My Sites.
  3. In the Security Trimming Options section, do one of the following:
  • To hide links to content that viewers don’t have permission to view, select Check all links for permission. This is the default setting.
  • To limit security trimming to specific link sites, select Check only specified links for permission, and then specify the URL hierarchies that you want to be checked for permission or specify the URL hierarchies for which you want links to appear regardless of user permissions.
  • To turn off security trimming and show all links for all sites, regardless of the permissions of the user, select Show all links regardless of permission.
  1. Click OK.

 Note    New content doesn’t appear immediately in newsfeeds, ratings, tags, and notes, especially if security trimming options are set to check user permissions before allowing links. This is because security trimming depends on the Search service in SharePoint, which crawls content and then determines which users have permission to view it. As a result, new content does not appear in newsfeeds and elsewhere until the Search service has had time to complete its crawling and security trimming tasks.

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Add or delete favorite links in Office client applications

When a user saves a document from an Office client application, such as Microsoft Word, for the first time, the Save As dialog box appears. The Save As dialog box has Favorite Links, which displays shortcuts to locations where a user might want to save a file. You can add a link to the list of favorite links by publishing a link to Office client applications. When you add a link, you also specify a target audience of users who will see the link. Use this procedure to publish a link to Office client applications. For example, you might want to add a link to a SharePoint document repository so that certain users can easily save Office client files in the document repository.

 Note    These favorite links will be visible only within Microsoft Office 2010 client applications.

To add a favorite link in Office client applications:

  1. Click Admin > SharePoint in the header, and then on the SharePoint admin center page, click user profiles.
  2. Under My Site Settings, click Publish Links to Office Client Applications.
  3. Click New Link.
  4. In the URL box, type the URL of the location where users will be able to publish links.
  5. In the Description box, type a brief name for this location. This is the name that will appear in the Favorite Links section of the Save As dialog box.
  6. In the Type box, select the type of location that this link represents. For example, if the target location is a SharePoint document library, select Document Library.
  7. Optionally, in the Target Audiences box, either type the name of the user or group to add, or use the address book to find a user or group to add. Separate multiple user names or group names with a semicolon (;). You may also type All site users to select all users.
  8. Click OK. The new link is displayed in the list of links on the Published links to Office client applications page.

To delete a favorite link in Office client applications:

 Tip    Use this procedure to delete a link to Office client applications. For example, you might want to delete a link to a SharePoint document repository when it is no longer needed.

  1. Click Admin > SharePoint in the header, and then on the SharePoint admin center page, click user profiles.
  2. Under My Site Settings, click Publish Links to Office Client Applications.
  3. Select the check box to next to the link that you want to delete, and then click Delete Link.

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Manage promoted sites

The Office 365 nav bar includes a link to Sites , for all users with a SharePoint Online subscription. This page lists sites that users are following, as well as suggested sites. It also lists promoted sites—a good way to bring attention to a site. By default, the Public site and Team site are promoted sites. As the Office 365 global admin, you can choose to add and delete these promoted sites. .

To add or delete promoted links in Office 365 user profile pages:

  1. Choose Admin > SharePoint.
  2. Choose user profiles .
  3. Under My Site Settings, choose Manage promoted sites.
  • To add a link to the list, choose New Link. Enter the URL, Title, and optional information, such as description or image, and then click OK.
  • To edit an existing link, choose the Edit icon next to the URL address. Change any properties and then choose OK when you’re done.

 Tip    Public site and team site are the default promoted sites for all users.

  • To delete a link from the list on user profile pages, select the URL that you want to delete and then click Delete Link.

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Applies to:
SharePoint admin center, SharePoint Online Enterprise (E1), SharePoint Online Enterprise (E3 & E4), SharePoint Online Midsized Business, SharePoint Online operated by 21Vianet - Enterprise (E1 & E2), SharePoint Online operated by 21Vianet - Enterprise (E3 & E4), SharePoint Online operated by 21Vianet - Midsized Business, SharePoint operated by 21Vianet - admin center