XcomPC

Collaborate, Share, Succeed

Your One-Stop Source for Business Technology News & Information

If you’re a business or organization and feel like you spend endless hours trying to understand all the available technology, then you’re in the right place. Learn about current file sharing and collaboration technologies like Microsoft SharePoint and the cutting-edge cloud computing.

Home / Microsoft SharePoint Tools / 7 Tips to Effectively Use Microsoft SharePoint for Your Business

7 Tips to Effectively Use Microsoft SharePoint for Your Business

November 11, 2021 By XcomPC editor

microsoft sharepoint tips

If you’re new to SharePoint, it’s a part of the Microsoft 365 family. It allows you to professionally manage documents and content. SharePoint is user-friendly enough, but whether you’re an end-user or an administrator, it’s best to have a working knowledge of the best practices for SharePoint.

Here are 7 tips for using SharePoint effectively.

  1. Copy lists and libraries quickly

It can take hours to make a list or library complete with adding all the required metadata and creating views. One thing you should know about SharePoint is that you can copy the list from any site on SharePoint if you have or know the proper access. This will save you time when you create new projects.

  1. Be consistent with file names

Given the nature of SharePoint and how it’s used to manage documents, you’ll be storing numerous documents when you use SharePoint. For this reason, you’ll need to ensure that you’re consistent in your file names.

Using consistent file names is important because some search results contain obscure file names. This can result in you wasting time opening multiple files to find the one you’re looking for.

  1. Know when to use site types

With SharePoint, you have 2 site template options: team site and communication site. Communication site is used for making announcements to your teammates. The ideal time to use communication sites is when you have more readers than you have contributors. Team sites are best when you have a small group of individuals working together and you have numerous contributors.

  1. Learn to restore data you’ve lost from the library

Accidently deleting data is awful—everyone’s done it once or twice. When you delete crucial data, however, your whole team can suffer. Luckily, data in SharePoint can be retrieved if deleted; you just need to know how to do it.

Your first task is to create a policy for data restoration in SharePoint and properly apply it. This restoration process will restore any data you lose during a certain timeframe. This will, however, mean you lose any changes made after your restoration process is set.

  1. Personalize your view

SharePoint also allows users to personalize their view within the program. This customization option allows users to toggle on the filters and management tools they use most frequently. What’s more, every member within a team can make their own personalized view that only they can access. Additionally, teammates that have similar requirements can use a public view to collaborate.

  1. Restrict library permissions

Allowing everyone to access the data library in SharePoint is a data security nightmare. To make things more secure, you should restrict access to the library to only those who really need it. For example, data that only HR needs access to should be restricted to only HR.

  1. Use the lock feature to secure documents

Security is important to SharePoint. For this reason, it doesn’t rely on just IT infrastructure admin to ensure data security. End-users have the option to lock their documents to keep any unauthorized users from changing shared files and other documents.

Filed Under: Microsoft SharePoint Tools

Navigation

  • Knowledge Center

Categories

  • AV Solutions
  • Business Technology Solutions
  • Cloud Computing
  • Cloud Storage & Sharing
  • Enterprise Mobility
  • IoT
  • Microsoft SharePoint Tools
  • Mobile App Development
  • Social media
  • Software for Industry

Latest from Xcom

  • Six Top Cloud Service Providers
  • Why Empowering your SharePoint Developer is Critical
  • 5 Tips for Simplifying E-mail Marketing with Salesforce.com
  • Top 10 Online Features of Microsoft SharePoint
  • The Five Components of Microsoft Cloud Computing and How They Can Save Your Business Money

Technology Services

  • Atlanta SEO & Marketing
  • Microsoft Community
  • 2014 Colud Computing Vendors

Blogroll

  • ZDNet
  • Wired
  • cNet
  • Gizmodo
  • The Verge

RSS Technology News

  • What's Next for Netanyahu's Judicial Reform March 30, 2023
  • It's Destructive and Unfair to Tax 'Unrealized Capital Gains' March 30, 2023
  • The Heroes of the Nashville School Shooting March 29, 2023
  • A Liberal Judicial Awakening? March 29, 2023
  • Columbia Law Students Are Upset March 29, 2023
  • Biden Meddles in Israeli Politics March 29, 2023

RSS All About PC

  • India Personal Computer Market Detailed Analysis Based - Newstrail.com March 30, 2023
  • Asus ROG Zephyrus M16 vs. Lenovo Legion Pro 7i: which is best? - Digital Trends March 30, 2023
  • Supply shortages threaten U.S. infrastructure and war efforts - Reuters March 30, 2023
  • Are agencies doing enough to enforce Section 889? - Washington Technology March 30, 2023
  • Wednesday Sector Leaders: Music & Electronics Stores, Computers - Nasdaq March 30, 2023
  • San Jose police union executive charged with distributing opioids - KTVU March 30, 2023

RSS Today’s Software

  • F-35 upgrades slip to 2024, drawing lawmaker's ire - Defense News March 31, 2023
  • Miami Heat to play in the Kaseya Center under naming-rights deal up for a county vote March 31, 2023
  • Software Bug Lets You Overclock AMD's 5800X3D to Death In Seconds | Tom's Hardware March 31, 2023
  • Bitcoin Code Review - Scam or Legitimate Trading Software - Crypto News March 31, 2023
  • Lockheed F-35 jet's crucial software upgrade may take another year | Mint March 31, 2023
  • iOS 16.4: What's New on Your iPhone - CNET March 31, 2023

© 2023 XcomPC. All rights reserved.