SharePoint is a great tool for storing files, working with your team, and keeping everything organized in one place. But to really make it work for you, it helps to follow a few best practices. Here’s a simple guide to help you use SharePoint more effectively.
1. Using SharePoint, the Smart Way
– Know what you’re using it for: Are you sharing documents, managing a project, or just storing files? Knowing your goal helps you use the right features.
– Pick the right kind of site: Use a *Team Site* for working with your group, and a *Communication Site* for sharing news or updates with a wider audience.
– Use built-in tools: SharePoint has helpful features like version history (to see changes to a file), alerts (to get notified when something changes), and workflows (to automate tasks).
2. Keeping Things Organized
– Keep it simple: Instead of creating lots of folders inside folders, try using tags (metadata) to label your files. This makes them easier to find later.
– Name things clearly: Use names that make sense for your files and folders so others can find what they need quickly.
– Use views: You can create custom views to sort and filter files in ways that make sense for your team.
3. Staying Secure
– Only give access to who needs it: Don’t give everyone full control. Use SharePoint’s permission settings to manage who can view, edit, or share files.
– Be careful with sensitive info: If you’re working with confidential data, use labels and policies to protect it.
– **Check who’s doing what**: SharePoint lets you see who accessed or changed a file, which helps keep things transparent and secure.
4. Working Better Together
– Edit files together: You and your teammates can work on the same document at the same time. No more emailing versions back and forth!
– Use it with Teams: SharePoint works great with Microsoft Teams. You can share files in Teams, and they’ll be stored in SharePoint automatically.
– Help each other out: If someone’s new to SharePoint, show them the ropes. And if you’re not sure how something works, don’t be afraid to ask or look for help.
Check out SharePoint training at https://support.microsoft.com/en-us/office/sharepoint-video-training-cb8ef501-84db-4427-ac77-ec2009fb8e23
SharePoint is a powerful tool, but it works best when everyone uses it the right way. Keep things organized, stay secure, and work together—and you’ll get a lot more done with a lot less stress.
To learn more about SharePoint check out our blog about SharePoint capabilities check out these Ten Microsoft SharePoint capabilities you may not be using – IT Support for Small Businesses in Atlanta