It is an online collaborative tool that businesses use for storing, sharing, and managing data. Microsoft SharePoint Online is a cloud and web-based collaborative tool. Companies use SharePoint online as
- company portal
- document management tool
- data storage portal
- information source/knowledge base SharePoint has a huge document library that acts as a knowledge base and stores all files and data. It allows the users to edit those files, archive them, retrieve older versions, and store them as needed. It offers an information portal for all documents and data management.
SharePoint Online has different functionalities that help each team member or stakeholder collaborate and manage documentation as they desire. It includes functionalities that assist with:
- news publishing
- blogs and articles storage and publishing
It also integrates seamlessly with different Microsoft apps, tools, and platforms.
Best practices and tricks of SharePoint online for beginners
Running a successful SharePoint online platform could be tricky for first-time users. Organizations and users need to know the following practices and tricks to run SharePoint successfully. You will mess up without proper knowledge of industry practices and tricks.
1. Keep an eye for searchable and non-searchable content
Most users encounter this problem when they are searching for files and documents. At times they search for a file but end up finding other irrelevant files except for the one they were initially looking for. So, users must know what file/document/data is searchable and what is not.
If you have access and permission for a certain document, SharePoint will automatically redirect you to your desired file. It does not matter where you are on the SharePoint site.
Your search will redirect you to your file by matching the keyword you type with the file name. It can also match the document’s title, any tags, metadata, and even the content inside your document.
2. Tag your documents
Tagging your document makes it easily recognizable and findable in a plethora of files and content. Always tag your documents to find them without the hassle and get specific and accurate search results. It is similar to how Netflix categorizes each movie and show by its genre or release date. So, in case you don’t find your searched item, you can browse through the tag you assigned. Tags and categories make the document search easy and less time-consuming.
3. Use a Group Calendar
Group calendars are a very crucial part of maximizing the productivity of an organization. These scheduling tools help set the deadlines and projects into focus. To schedule meetings and ensure deadlines for projects are met, using a group calendar could be beneficial. It helps to streamline meetings and standups.
You can customize the calendar for the entire organization or according to your department’s needs. Everyone included in those meetings will see the shared calendar, schedule their tasks around those hours, and meet their respective project deadlines. Group calendars are a hassle-free tool for scheduling calls and meetings without needing to send emails back and forth.
4. Customize your SharePoint online
When you are working on a platform or new tool, it is necessary to give some personal touches to it. The platform should feel like your organization instead of any random tool available online. Customize SharePoint Online gives it a pleasant and more familiar touch. You can brand it according to your organization.
Add your logo, tagline, signature colors, vision statement, company pictures, or anything you like. Customize it with your desired branding elements to attract other employees, so they don’t deem it boring. You can create your company-customized templates for each new page. Each employee can have their usernames and pictures pasted on the calendar for meetings. The options are infinite. Just put your creative touch to it and see the interest of employees increasing. Customization and consistency in design pay off when the employees feel more valued and special.
Apart from these tricks and practices, numerous other tips help you run a successful SharePoint online. You can enable alerts and notifications for important deadlines and changes you make in the documents. You can set high priority to files. You can add different filters for your convenience and much more. SharePoint enables you to explore an open field where you get to toss and play around with files and documents according to your convenience, creativity, and interest.