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How to Organize and Preserve Microsoft Sway Newsletter Links

Aamir Naveed Akram Oct 12, 2026 869 views

Question details

The user needs a method to consolidate and maintain links to previous company newsletters created in Microsoft Sway so that employees can easily access the archive.

Product: Microsoft Sway
Device & OS: not provided
Scenario: Aggregating past company newsletters into a single, accessible hub for employees.
Observed behavior: Microsoft Sway does not automatically aggregate or archive links to previous newsletters, requiring users to manually establish and maintain a centralized directory.

Before you start

Before building your archive, verify the sharing permissions on your Sway newsletters to ensure they are set to 'Those in your organization with the link' so employees can access them without requesting permission.

Solution 1Recommended

Create a Centralized Link Directory

Manually copy your Sway sharing links and store them in a centralized location like a spreadsheet, SharePoint list, or company portal.

Since Microsoft Sway does not feature an automatic archiving tool for past newsletters, the most reliable method for preserving access is to manually construct a directory. Using a spreadsheet or a shared intranet page allows you to categorize newsletters by date or department.

Copy the sharing link

Open the Microsoft Sway newsletter you want to archive. Click the 'Share' button in the top right corner and copy the provided link.

Open a central tracking document

Launch a shared workbook (like Excel or WPS Spreadsheet) or navigate to your company's SharePoint list.

Log the newsletter details

Paste the copied Sway link into the document alongside relevant metadata, such as the publication date, newsletter title, and author.

Share the directory

Provide your team with view access to this central directory so they can click and read any past newsletter on demand.

Link Longevity: Microsoft Sway links do not expire automatically unless the original author resets the sharing settings.

Solution 2

Manage Deleted Sways and Retention

Understand Sway's deletion limitations to prevent permanent loss of your archived newsletters.

Seamless Document Management

Create a Centralized Newsletter Tracker with WPS Spreadsheet

Instead of relying on a scattered web portal, you can easily organize and preserve all your Microsoft Sway newsletter links by creating a secure, offline-accessible tracker using WPS Spreadsheet.

1. Launch WPS Spreadsheet: Open WPS Office and create a new blank spreadsheet to act as your central newsletter archive.
2. Set up directory columns: Create clear column headers such as 'Issue Date', 'Newsletter Title', 'Sway Link', and 'Target Audience'.
3. Insert Sway links: Paste the sharing URLs from Microsoft Sway into your spreadsheet. Right-click the cell and select 'Hyperlink' to make the link clickable.
4. Save and distribute: Save your file in .xlsx format and upload it to your company's shared drive or distribute it directly to your team members.

Fully compatible with Microsoft Excel (.xlsx), ensuring seamless sharing of your newsletter directory with the entire company.Easily organize links by publication date or department using powerful built-in sorting and filtering features.Completely free and lightweight, making it highly accessible for any employee's device without requiring an expensive subscription.

microsoft office alternative - wps office

Frequently Asked Questions

Do Microsoft Sway sharing links expire over time?

No, Sway links do not expire automatically. They remain active permanently unless the creator manually resets the link or changes the sharing permissions in the Sway settings.

Can Microsoft Sway automatically generate an archive of past newsletters?

Automatic link aggregation and archiving are not currently available in Sway. You must manually copy and store the links in a centralized location, such as a SharePoint list or a spreadsheet.

What happens to the link if a Sway newsletter is accidentally deleted?

If a Sway is deleted, the sharing link will stop working. The deleted Sway is moved to the Recycle Bin, where it can be restored within 30 days. After 30 days, it is permanently deleted and may require contacting Microsoft Support for recovery.

How do I ensure only company employees can view the archived Sway links?

When generating the sharing link in Sway, select the option 'Those in your organization with the link'. This guarantees that anyone attempting to open the newsletter from your archive must be signed in with a valid company account.

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