Manage Viva Engage community resources
Applies To
As a community admin, you can manage resources within a community including files and links.
Mark a community file as official
As a community admin, you can make a file official and delete files under your community’s Files page. Official files must be stored on Engage cloud storage (not SharePoint).
By making a file official, you improve its rank in search results and let others know this is the authorized version of the document. It also locks down the content so that only admins (community or network) and the owner of the document can edit the content. Official content appears with a yellow star on the Files page.
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In the community header, select Files. You're redirected to the community in Engage on the Web.
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Select a file to open it.
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To lock changes, select Mark Official and Lock Changes. If you need to remove the official status of a file, select the file and select Remove Mark.
Delete a file
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Select Files, and then navigate to a file in Engage on the web to open it.
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Select the More actions button.
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Select Delete.
Pin resources to your community’s home page
On the right side of any community, there is a Pinned section that contains important links. Any community member can also add or delete a pinned resource.
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On the home page of the community, in the Pinned section, click the Plus sign.
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Enter a link to attach.
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Enter a title for the link and select OK. The link will appear at the bottom of the Pinned section.
Manage Microsoft 365 resources
Each Microsoft 365 connected Viva Engage community comes with Microsoft 365 resources. Access these resources on your community’s landing page in a section on the right.
: If this section doesn’t appear for a specific community, it means the community is not a Microsoft 365 connected group. Only public communities and listed private communities can be connected.
SharePoint document library
A SharePoint document library provides a central place for your community to save and store files.
If your organization stores its Viva Engage files in SharePoint, files you store in Viva Engage are automatically saved there.
SharePoint site
A SharePoint site is a central repository for information, links, and content for your community.
OneNote
Create and edit a shared OneNote notebook for the community for gathering ideas, research, and information.
Planner
Microsoft Planner can assign and manage project tasks among community members. The first person in the community to open Planner creates the plan, and then anyone in the community can edit it. For more information, see Microsoft Planner help.
Enable or Disable the Community Resources Module and Files Tab
Changes can be made at any time without affecting existing data. This flexibility allows admins to adjust the community experience based on the current needs and relevance of these features
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Navigate to the community page you want to customize.
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On the community page, locate the three-dot menu icon in the top-right corner.
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Click on the three-dot menu and select Settings from the dropdown.
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Scroll down to locate the visibility toggles for Community resources and Enable Files tab. By default, both features are turned on and visible to community members.
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To disable either feature, switch off the corresponding toggle.
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To enable either feature again, switch the toggle back on.
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Ensure any settings are saved if prompted (may vary by system).
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