Are you a business owner or manager? Are you searching for ways to improve collaboration between your employees? Do you wish to streamline your work and increase your efficiency and productivity?
Then you need to start using technologies like Microsoft SharePoint.
SharePoint is a browser-based/cloud-based platform that allows people to collaborate. It also lets you create internal websites and store documents you collaborated on. You can also integrate with different Microsoft applications.
But how can you use it more effectively as a beginner? Continue reading below as we give you some beginner tips for using SharePoint.
- Start with Templates
What does SharePoint do exactly? Let’s start this list of tips for using Sharepoint by defining what it is and how it works.
As we mentioned earlier, the platform allows you to do several things. But one of the first things you need to learn as a beginner is creating site templates.
This involves customizing your internal company websites by using different kinds of features. Some of these features include the use of workflows, lists, logos, and branding.
Creating site templates is crucial since it will save you a lot of time in making multiple sites for different departments. You can simply save settings and use it as a mother template for all your sites. This is possible since the template already contains the basic structure your sites need.
Since you are still a beginner, learn how to use SharePoint by playing with it. Practice creating templates and explore the features that come with them. Learn about content, libraries, lists, and documents.
Thereafter, make sure to share the site templates. Head on to SharePoint’s solutions gallery and log in. From there, you can share your templates with specific users.
- Become a Collaborator
We also mentioned earlier that SharePoint is a perfect platform for collaboration. With this collaborating feature, you can create Excel spreadsheets or Word documents and edit them in real-time with other collaborators.
The SharePoint platform allows you to track where other collaborators are in terms of editing the files. If they apply any changes to the document, you will see these edits instantly. On the flip side, they will also see the changes that you make on the files.
- Use the Default Apps
Another valuable tip for beginners is to learn how to use the built-in apps of SharePoint early on. There are several default apps that come with the platform. But for starters, there are three that you should learn to master early.
The first one is the “Contacts” app. This app allows you to create a list of people that you can sync up with your Microsoft Outlook account.
To do this, you add a contact on the list that you synced in your Outlook account. Thereafter, that contact automatically becomes part of your SharePoint site. The same thing happens if you add the contact to your SharePoint.
It will also reflect on your Outlook account automatically.
Another important app is the “Custom list in Datasheet view.” This lets you create a list of items in a view that is akin to that of Excel’s. Because you now have a similar view, updating and editing the details of the items become easier and in a real-time fashion.
Last but not least is the “Calendar” app. Here, you can create a master calendar featuring 10 calendars that you can overlay.
To create a master calendar, go to the main SharePoint website, and pick the option for making a new calendar. You may also opt for an existing calendar. If you choose to make a new one, hit the “Site Actions” tab.
Thereafter, go to the “Calendar” tab and select “Calendars Overlay.” Hit “New Calendar” then fill up the necessary information.
- Learn to Customize
Even if you are only a beginner, you need to learn how to customize your SharePoint platform. SharePoint comes with lots of preprogrammed items.
Sometimes, pre-programmed equates to boring. Sometimes, they mean not being user-friendly. Customization makes the entire user experience more fluid and interesting.
Begin by customizing your views. This is helpful especially if you want to place more information on your projects. A good example is adding a drop-down menu.
With this menu, you can easily see the person who is currently working on the project. To edit and manage your views, go to the toolbar, and select “All documents.” From there, choose “manage views.”
Moreover, go to “display choices” to pick from checkboxes, radio buttons, or drop-down menu.
- Master Custom Alerts
You also need to learn how to set up and remove customer alerts. Select “Alert Me” from the toolbar. This prompts SharePoint to send you notifications of any changes on the sites.
If you wish to remove an alert, go to “Manage My Alerts.” Find the alert that you wish to disable and uncheck the box beside it.
- Create RSS Feeds
If you have external content, you can add an RSS feed to it. Click the RSS logo and subscribe to the feed. Thereafter, copy the link shortcut then hit “edit” on the page you want to work on.
Click “insert” then hit the “web part.” Next, click the “RSS Viewer” then choose “add.” Opening the RSS tool panel and pasting the RSS URL in the “RSS Feed URL” field.
Hit “OK” to complete the process.
- Learn How to Add Files
Since SharePoint is available in the cloud, you can add your files to your account using your laptop or computer. Use the platform’s drag-and-drop feature to upload the documents.
In case you wish to add a full folder, use the Microsoft Edge browser and access the SharePoint Online platform from there.
- Get Busy with the Columns
To manage complex data sets, streamline them using the SharePoint columns. The columns will help you categorize your data by assigning specific criteria. You can do this across all the sites that you manage under SharePoint.
You can assign a column specifically for your invoices. You can streamline the files by client name and location.
- Create SharePoint Views
Last but not least, learn to set up SharePoint views. This will help you organize your built-in application display. This way, you can sort and discard information that is of no use to you.
Going Beyond Tips for Using Sharepoint
By following these tips for using Sharepoint, you can collaborate faster with your employees and workmates. You can also increase your efficiency and accomplish more. But learning how to use SharePoint is only one of the many things you need to cover.
Learn more about other apps and platforms by checking our other articles, today.