SharePoint Governance Tips & Tricks
SharePoint is the best choice for organizations that need access to an advanced collaborative environment for authoring, editing, and sharing documents. It can be used for a variety of use-cases and is highly configurable — file hosting, networking, and custom web applications are just a few of the ways that it can be used.
There are many SharePoint capabilities available to users. By learning how to use SharePoint, users can reduce administrative overhead. This gives users access to a centralized location for designing, developing, and configuring web apps and other services.
Here are some advanced SharePoint tips and tricks that users can use to take advantage of all of SharePoint Online’s advanced features.
SharePoint Guidelines and Rules
Most organizations establish document governance or procedures for working with and sharing their important documents and files. With advanced SharePoint features, you’ll have the solutions to meet governance challenges.
Upload Files to SharePoint Online
SharePoint offers a file hosting service that can be used to upload files to the Cloud and share them with others. Organizations that want to unlock the potential of their data can use these virtual document libraries for simplified storage, editing, and management.
Start by creating a new file in your SharePoint document library. Then, select Upload at the top of the page and decide who to share it with. Uploaded files will be accessible by authorized users logged in from any compatible device. SharePoint’s simple and out-of-the-box permission management ensures documents are only shared with contributors who need access.
Use Consistent Naming Conventions
Organizations can create their own naming conventions when uploading files to SharePoint. However, it’s important to create consistent names that will be easy to organize as the database grows.
Document libraries should have short, easy-to-remember names that clearly define what they’re for. Don’t use any special characters, and make sure to separate words with either underscores or dashes.
Follow Common Tagging Guidelines
Metadata is an excellent way for users to organize and search through datasets. Like names, tagging should adhere to specific guidelines for the sake of consistency. When tagging in SharePoint, users can easily assign keywords to specific content.
To tag a library, navigate to it in SharePoint and click Quick Edit in the top ribbon. This will open the site. Here, you can edit the information in a spreadsheet, allowing you to tag specific folders.
SharePoint File Management Tips
File management is a core part of SharePoint, and users can keep track of many common document types. Whether you need to manage Word, Excel, or PowerPoint, SharePoint capabilities leverage Microsoft’s document management system to give you access to a range of features. File sharing, version backup, and more are simplified with SharePoint.
To upload a file to be managed by SharePoint, simply drag and drop them into SharePoint itself.
SharePoint Collaboration Tips
SharePoint is a perfect solution for teams that need to collaborate within a digital environment. Users can take advantage of SharePoint’s cloud-based architecture to remotely collaborate with peers and other stakeholders.
Commenting, notifications/alerts, real-time collaboration, and the availability of offline documents make collaboration on SharePoint essential for organizations that need a real-time collaboration solution.
SharePoint site columns are templates that represent lists of data. These can be used to deliver consistent layouts across multiple sites. With SharePoint site columns, you can filter, edit, and create groups of data for display on a particular page or web app.
To create a site column in SharePoint, go to your form and select Tools, then Form Options. Click on Property Promotion to add, remove, or modify your fields.
SharePoint has many features that users can access to build custom deployments that fit their specific needs. Choosing from flat view, dark mode, and a variety of custom themes allows you to make SharePoint reflect your organization’s identity. Beyond the theme, users can customize the site headers and footers, logos, and navigation options.
SharePoint apps and pages can be easily managed with SharePoint. While accessing your site, select the Settings option and choose Change the Look. If you decide you don’t like your apps, you can discard your changes. Simply click the Cancel option while in editing mode to revert to the previous settings.
Get the Most Out of Your SharePoint Experience with hubley
SharePoint has many useful options that businesses can leverage for better document, site, and application management. However, the number of options available can make deployments challenging if you aren’t prepared. Luckily, hubley is here to make sure you understand how to use advanced SharePoint features to their fullest potential.
hubley was built by intranet experts to deliver the latest news, events, and alerts to your business. We provide corporate communications, human resources, employee engagement, and team collaboration services so you can improve productivity across your organization. Our platform was made to meet the needs of your team.
Find out how hubley can improve your digital workspace. Request a demo today!