SharePoint

Have a lot of documents in your document libraries? Even if you have a large number of documents, management is easy if you properly organize those documents. In this article, I’ll share a few best practices I know when it comes to SharePoint document management. Let’s get started. Document management best practices in SharePoint To make the necessary changes to implement the practices below, you will need at least administrator access. 1. Tag documents with metadata Do you heavily use folders in your document library? Well, it makes sense since we’re all used to creating folders on our Windows machines. […]

Need to make someone a site collection administrator? There are at least three ways you can achieve this — all are relatively easy, with one being an arms reach only if you’re in SharePoint. In this guide, I’ll teach you how to make someone a site collection administrator step-by-step in three ways. Let’s get started. What does a SharePoint site collection administrator do? Every time you create a new site collection, there are three basic permission groups that the system creates: Site owners have full control over the site collection, including creating and configuring libraries, lists, and subsites. Site collection administrators are

Do you need to set up specific permissions on each item on a list? The good news is, it’s quite easy to do. In fact, you may have already seen the option or the setting that will allow you to do so. In this article, I will show you how to enable and configure item-level permissions in a SharePoint list. Let’s get started. What are permission levels in SharePoint? Consider the following cases: This is where item-level permissions come in. Permission levels basically pertain to how much access a user has to each item on a list (aka what they

Have you considered adding an FAQ portion to one of your sites in SharePoint? Fortunately, there is a hidden option that will allow you to create a collapsible FAQ page in SharePoint Online. In this article, I’ll show you how to easily create an faq page on SharePoint sites and answer relevant questions about it. Let’s get started. Why create an FAQ section or page on your SharePoint site? The term FAQ stands for “frequently asked questions”. It’s basically a list of questions people ask about a product or service. Think of it as an easy way to automatically answer

Ever wondered why metadata isn’t as popular as it used to be? Well, there are a few reasons why. Most of these reasons revolve around the fact that SharePoint is modernizing for the better. In this article, I’ll answer the question of whether or not metadata still matters today in SharePoint Online. Let’s get started. Why metadata has poor adoption today There may be more reasons why — but the ones below are the reasons I can think of on top of my head on why metadata has poor adoption today. 1. Improved SharePoint search SharePoint now uses a powerful search engine

What are the best ways to manage tasks in SharePoint Online? In the past, using the built-in task app was enough. Unfortunately, this might not be the experience especially now that we have the modern experience. In this article, I will suggest three of my favorite methods for managing tasks in SharePoint Online that don’t include the old task app. Let’s get started. For simple tasks: Use Microsoft Planner Microsoft Planner is definitely one of the best task management options in Microsoft. It’s simple enough for simple tasks while robust enough if you need more functionality. It’s basically a checklist

Did you know that you can assign an ID to a document in a site collection? Well, it’s a feature that has existed for a long time. But you need to activate it in order to use it on your site collection. In this article, I’ll show you how to use the document ID feature in SharePoint so you can track your documents easily. Let’s get started. What is the document ID feature all about? From its name, the document ID feature basically assigns IDs to documents in a site collection in SharePoint. Through the ID, you can effortlessly search

Wishing each item in a list or a library has an ID? Well, it turns out that you don’t need to create a custom list and implement an ID system all by yourself — there’s already one that exists. In this article, I’ll show you how you can add a SharePoint list item ID column to your list (or document library) quite easily. Let’s get started. Do lists in SharePoint include an item ID? Yes, every time you add an item to a list or document library in SharePoint, the system automatically creates a unique ID for each item. Basically: The first

Thinking of using SharePoint for matters related to financial services and projects? SharePoint is a powerful tool that can be used for finance and administration. It can help manage finances, control projects, and improve communication. In this guide, we will go over how to use SharePoint for finance and administration and whether or not it’s the right solution for this industry. Let’s get started. Introduction to SharePoint for Finance and Administration First, SharePoint is a web-based collaboration platform for creating intranets and allows users to share and manage documents, data, and information. You can buy a license for it included

Do you feel bothered about the checkout/check-in process in SharePoint? I have some clients asking about the feature and whether or not it’s a good idea to implement it throughout their sites. In this article, I’ll explain whether or not you have to check out a document in SharePoint Online and if there’s a better way. Let’s get started. What does checking out a document mean? The checking in and checking out feature in SharePoint is the opposite of the co-authoring feature since this one gives you a control feature. Here is how this feature works: This is a great idea for