Enhance Microsoft 365 With Our Sharepoint Tips and Tricks
SharePoint is becoming an increasingly central tool businesses use to operate in the modern world. This platform makes it easier to manage projects, share documents, and augment critical processes. However, many company owners don’t realize that SharePoint also has powerful features that further enhance its value to an organization. Take a look at our SharePoint project tips to help you maximize its potential.
SharePoint Tips for Files and Documents
Creating and sharing documents across employees and departments is one of the biggest SharePoint features. Here’s how to enhance processes.
Manage Document Version History
To err is human. Thankfully, SharePoint offers document version history features that enable employees to reduce mistakes by reverting files to a previous state. Enabling this setting is easy; just verify that the create major versions option is selected. From there, you can customize the number of major versions saved throughout the project.
Restoring a document’s previous state is also easy in SharePoint. The version history is accessed by taking the following steps:
- Find the file in the document library.
- Access the menu by clicking the three dots next to the file name.
- Select version history from the menu
- Browse the modified dates and determine which version you want to restore
- Click the arrow icon to restore the document to its previous state.
SharePoint’s version history also allows you to see which employees have created and modified documents.
Share Files and Folders
One of the most significant advantages of SharePoint is its simplification of file sharing—a critical element, especially when managing remote workers. Each file has a share icon that allows you to send items to other employees quickly. This action opens a menu of options that enable you to do the following:
- Select which employees or groups have access
- Determine whether they have editing capabilities
- Set an access expiration date or block downloads
- Establish a password to prevent unwanted access
SharePoint also allows users to remove access and view all shared items with external users.
Collaborate in Real Time
Efficient collaboration is the key to scaling a business and maximizing productivity. One of the biggest benefits of SharePoint is it allows real-time collaboration. Users can edit Excel spreadsheets, word documents, and PowerPoint presentations simultaneously while eliminating file version mixups. Leveraging SharePoint also enables employees to tag other coworkers to alert them and suggestions or changes.
Enhance Organization With Folders
Utilizing folders in SharePoint is an excellent way to organize your files. This platform takes it a step further and allows users to see all documents in a flat view while eliminating the folder structure. Simply create a new file view and select no folders to take advantage of this feature.
Use the Recycling Bin
Accidentally deleting files is something everyone has done. Thankfully, SharePoint has a built-in recycling bin that stores deleted documents and features an easy restoration process. Also, SharePoint has a second-stage bin that enables users with admin access to access items deleted from the recycling bin. This provides added peace of mind that you’ll be able to find and recover lost documents. Remember that deleted files have a 90-day shelf life in both bins, which are then deleted forever.
SharePoint Search Tips and Tricks
Looking for a specific document but can’t remember where it’s located? Thankfully, SharePoint offers search options that make it easier to find critical files. Here are some tips for maximizing the search experience:
SharePoint’s search engine isn’t quite as advanced as Google’s, meaning a search for ‘sales’ won’t include return results for ‘presales’ or other related terms. However, inserting an asterisk at the end of your search term enables SharePoint to find documents that include parts of the keyword.
Filters can be your best friend when searching for specific files. SharePoint’s Document Center allows users to customize their search. With this feature, they can search by date, creator, and even application.
Take Advantage of Special Operators
Adding parameters can help enhance search results. SharePoint lets you attach special operators to keywords for enhanced search optimization. Using words like ‘and’ or ‘not’ can help narrow your search results.
Need help leveraging the benefits of SharePoint? Contact SBT Partners today to schedule your free consultation. Our team will offer SharePoint Tips to maximize its advantages!
Let SBT Partners Maximize Your SharePoint Project Experience
SharePoint is an excellent resource that enables businesses to enhance teamwork and maximize connectivity. However, integrating the platform into an environment takes time and requires expert knowledge to maximize the benefits. As Charlotte’s leading IT service provider, SBT Partners works with our clients to make sure they’re leveraging SharePoint to its full potential. Our expert team helps with the following:
The SBT Partners team believes in providing the highest service levels to our clients and offers implementation services that streamline the SharePoint migration process. Our experts provide valuable insights to help merge SharePoint with other applications. We also offer ongoing support to help you reach your long-term goals.
Our experts have years of experience working with SharePoint and leverage that knowledge to build a customized workflow that suits your needs. We perform a Modern Workplace Assessment that inspects your existing infrastructure before developing SharePoint design strategies.
Integrate Business Technology
We believe technology should enhance business processes, not make them more complicated. Our team understands that each company has different daily operations approaches and works with clients to integrate SharePoint and other applications into their environment seamlessly.
SBT Partners: Providing End-to-End IT Solutions for Charlotte Businesses
SBT Partners understands the challenges many small-to-medium-sized businesses face when managing their tech environment. That’s why we work with clients to build a comprehensive IT roadmap that provides an outline for the future and eliminates preventable issues. From cybersecurity solutions that protect your network infrastructure to cloud services that streamline migrations, our expert team takes pride in helping companies adapt to the modern workforce.
Contact us today for a free consultation and see how our SharePoint services modernize your business.