Microsoft SharePoint is a powerful collaboration and document management platform used by millions of users worldwide. Despite its popularity, many organizations are only scratching the surface of what SharePoint can do. In this blog post, we’ll reveal ten shocking secrets about Microsoft SharePoint that will help you unlock its full potential and supercharge your team’s productivity.
1. Integrate with Microsoft Teams for Seamless Collaboration
Did you know that SharePoint integrates seamlessly with Microsoft Teams, creating a powerful collaboration environment? By integrating SharePoint with Teams, you can access and share documents, collaborate on projects, and have discussions in one centralized platform. This integration allows your team to work more efficiently, streamlining communication and reducing the need for multiple tools.
2. Build Custom Workflows with Power Automate
One of SharePoint’s best-kept secrets is its ability to automate processes using Power Automate (Formerly Microsoft Flow). With Power Automate, you can create custom workflows that automate repetitive tasks, such as sending approval emails, updating document statuses, and more. This powerful feature can save your team time and effort, freeing them up to focus on more important tasks.
3. Use Metadata to Organize and Find Documents Faster
SharePoint’s robust metadata capabilities enable you to tag documents and other content with relevant information, making it easier to organize and search for items. By leveraging metadata, you can create dynamic views and filters that help users find the information they need quickly and efficiently. This secret feature can significantly improve your team’s productivity and ensure they always have access to the right information.
4. Create Custom Forms with Power Apps
With Power Apps, you can create custom forms for SharePoint that extend its functionality and streamline data entry. Custom forms allow you to capture specific data and tailor the user experience to your organization’s needs. This secret feature can not only improve the quality of data captured but also increase user adoption and satisfaction with SharePoint.
5. Utilize Document Sets for Better Project Management
Document Sets are a hidden gem in SharePoint that can revolutionize your project management processes. A Document Set is a special type of folder that allows you to group related documents together, track metadata for the entire set, and apply workflows to the group. By Using Document Sets, you can create a more structured and efficient way of managing projects and related documents.
6. Use SharePoint Search to Uncover Valuable Insights
SharePoint Search is a powerful tool that enables users to find relevant information quickly. However, many users are not aware of its advanced capabilities, such as refining search results, searching within specific columns or metadata, and using search operators to narrow down results. By Mastering SharePoint Search, you can uncover valuable insights and help your team work more efficiently.
7. Leverage Version Control for Improved Document Management
SharePoint’s Version Control feature allows you to track changes to documents and restore previous versions when needed. This often-overlooked feature can save your team time and headaches by providing a clear history of changes and preventing accidental overwrites. By implementing version control, you can improve document management and collaboration within your organization.
8. Take Advantage of SharePoint’s Mobile App
Microsoft SharePoint’s mobile app lets users access documents, sites, and other content from their smartphones or tablets. The app provides a streamlined experience, making it easy for users to stay connected and productive while on the go. By leveraging the mobile app, you can ensure that your team has access to the information they need, no matter where they are.
9. Utilize Content Approval for Greater Control
Content Approval is a hidden feature in SharePoint that allows you to require approval before documents or other content become visible to other users. This feature can help you maintain control over your organization’s information and ensure that only accurate and approved content is accessible. By Implementing Content Approval, you can reduce the risk of misinformation spreading and maintain a higher level of quality control in your SharePoint environment.
10. Maximize Security with Sensitivity Labels and Data Loss Prevention
SharePoint’s sensitivity labels and data loss prevention (DLP) features help you keep sensitive information secure and ensure compliance with industry regulations. Sensitivity labels allow you to classify and protect documents based on their content, while DLP policies help prevent the accidental sharing of sensitive information. By leveraging these powerful security features, you can protect your organization’s valuable data and maintain compliance with regulations.
Microsoft SharePoint is a feature-rich platform that can revolutionize your organization’s collaboration, document management, and productivity. By uncovering these ten shocking secrets, you can unlock SharePoint’s full potential and empower your team to work more efficiently and effectively.
Don’t let these hidden features go to waste. Start exploring and implementing these SharePoint secrets today, and watch your organization’s productivity soar to new heights. Remember, knowledge is power, and in this case, knowing the secrets of SharePoint can be a game-changer for your business.