SharePoint can be a powerful tool to boost collaboration and streamline processes in organization. But you need a strategic approach to use it effectively. Here are some key Do's and Don'ts that can help you streamline your SharePoint experience.

You can transform SharePoint into a effective tool to boosts your team's productivity by following these tips. The key is to understand your needs, leverage the features, and keep things organized. If you need assistance, our experienced SharePoint consultants can help you to effectively use SharePoint.

What is SharePoint?

SharePoint is a web-based collaboration/content management platform from Microsoft. It enables organizations to store, manage, and share documents/information. It’s part of the Microsoft 365 suite and integrates seamlessly with other essential office tools. SharePoint can be used to create websites, document libraries, manage workflows and more. You can do all that while keeping data secure and accessible across teams.

What is SharePoint Online and SharePoint On premises?

SharePoint Online is a cloud-based service. It allows users to access and collaborate on documents from anywhere with an internet connection.

SharePoint On-Premises refers to the version of SharePoint installed on your own servers. It provides more control over customization. But requires more IT management and resources.

Visit SharePoint On Premise vs online to know more about each versions of SharePoint.

What are SharePoint sites?

SharePoint sites are essentially websites that are hosted on the SharePoint platform. It helps you to store and share content, collaborate on documents, and manage workflows. SharePoint sites are flexible and can be tailored to fit your needs. If has wide range of functions, from internal communications to project management and document storage.

How to create sites in SharePoint?

Go to the SharePoint admin center.
Click on "Sites."
Click on "Create site."
Choose a template for your site.
Choose between a Team Site (for internal collaboration) or a Communication Site (for broadcasting information).
Provide a name and description for your site.
Click on "Create."
Customize it by adding web parts like document libraries, lists, and news feeds.

Team site

Team sites are used for project collaboration,
Team members can upload documents, assign tasks, and track progress.

Communication Site

It can be used for company-wide announcements.
Share important updates and resources.

Understanding SharePoint Lists

SharePoint Lists are a way to organize data in a structured format like a spreadsheet.
Enables you to manage contacts, tasks, or inventory in a central location.
Each list can have custom columns, filters, and views.

A company can create a SharePoint list to store customer information, including name, contact details, purchase history, and support tickets. This list can be used to track customer interactions and improve customer service.

Understanding SharePoint Libraries

A SharePoint Library is a place to store and manage documents.
You can store various types like Word documents, PDFs, and spreadsheets.
It comes with features like version control, metadata, and co-authoring.

A company can create a SharePoint library to store all its important documents. It ensures that documents are easily accessible and well-organized.

Understanding SharePoint Columns

SharePoint columns are used to define the structure of lists and libraries.
Columns can be customized to include data like text, dates, numbers, or dropdowns.

In a document library, you can use columns to categorize files by department, project, or status. Adding a "Department" column helps users quickly filter documents by the relevant team.

SharePoint Integration with Microsoft 365 Tools

One of the major strengths of SharePoint is its integration with the Microsoft 365 suite. It works seamlessly with the following apps.

Microsoft Teams

Enables users to collaborate on documents and access SharePoint files directly within Teams channels.

Outlook

You can attach files from SharePoint libraries to emails and save email attachments directly to SharePoint for easy access.

OneDrive

Sync SharePoint with OneDrive to provide easy file storage and sharing capabilities. Integrating with OneDrive allows offline access to SharePoint files.

Power Automate

Create automated workflows between SharePoint and other apps. You can automate routine tasks like sending notifications, updating files, or managing approvals.

Power Apps

Build custom apps that leverage SharePoint data without writing code. Power Apps allows users to create mobile-friendly apps for managing business processes.

Power BI

Users can connect SharePoint lists or libraries to create visual reports and dashboards. It offers data insights that can help with decision-making.

How to use SharePoint - Do’s & don’ts

Understand Your Needs

Identify your organization’s specific requirements to configure SharePoint effectively. This ensures the platform meets your needs.

Plan Your Structure

Create a logical hierarchy for sites, libraries, and lists. Use consistent naming conventions and metadata to streamline content management.

Leverage Built-in Features

Utilize SharePoint's templates and built-in features, such as team sites, document libraries, and workflows, to enhance productivity.

Embrace Metadata and Tags

Use metadata and tags instead of relying solely on folders. This improves content categorization and searchability, making it easier to find documents.

Train Your Team

Provide comprehensive training and resources to ensure your team understands how to use SharePoint’s features and best practices effectively.

Implement Permissions and Security

Set appropriate permissions to protect sensitive information and ensure users have the correct access levels. Regularly review and update permissions.

Integrate Microsoft 365 Apps

Integrate SharePoint with Microsoft 365 apps like Teams, OneDrive, and Outlook to enhance collaboration and streamline workflows.

Invest in Front End

Ensure your SharePoint site is user-friendly and visually appealing. A well-designed front end improves user engagement and adoption.

Don’t Overcomplicate Your Structure

Keep your structure simple and intuitive. Overly complex hierarchies can confuse users and hinder navigation and content retrieval.

Don’t Ignore User Feedback

Listen to user feedback and be willing to make adjustments. Addressing user concerns improves the overall experience.

Don’t Forget About Mobile Users

Optimize your SharePoint sites for mobile devices. A mobile-friendly design ensures users can access SharePoint effectively on the go.

Don’t Neglect Governance Policies

Implement and adhere to governance policies to maintain consistency and control within your SharePoint environment.

Don’t Underestimate Scalability

Plan for scalability to accommodate future growth. Ensure your SharePoint structure and resources can expand as your needs evolve.

Don’t Rely Solely on Email for Communication

Utilize SharePoint’s communication tools to reduce email dependency and improve internal communication.

Don’t Skip Documentation

Document your SharePoint setup, including site structures and permissions. This is crucial for training, troubleshooting, and maintaining consistency.

Don’t Forget About Regular Backups

Implement a regular backup strategy to prevent data loss. Test backups periodically to ensure they work as expected.

How to use SharePoint effectively - do’s and don’ts