8 Tips and Tricks to Help Get the Most out of SharePoint Online

The following are eight tips and tricks to help you get the most out of SharePoint Online:

Customize options

1. Customize the SharePoint Online experience.

• Change the look and feel of the SharePoint Online site to match any branding.
• Use different colors, fonts, and layouts to create a consistent and professional look on sites.
• Add a logo and images to the sites.

SharePoint Online Lists

2. Use Lists to manage data.

• Create lists to track information, such as tasks, contacts, and events.
• Add custom views to filter and sort data, and one can attach files to list items.
• Lists are a great way to keep track of important information and to collaborate.

SharePoint Online Document Libraries

3. Use Libraries to store and share documents.

• Create libraries to store and share documents, such as Word documents, Excel spreadsheets, and PowerPoint presentations.
• Add permissions to the libraries to control who can access and edit documents.
• Libraries are a great way to keep documents organized and accessible to a team.

SharePoint Online Workflows

4. Use Workflows to automate tasks.

• Create workflows to automate tasks, such as approving documents, sending notifications, and creating tasks.
• Use simple workflows using SharePoint Designer or use the Power Automate app to create complex workflows.
• Workflows can help to save time and improve efficiency.

SharePoint Online Pages

5. Use Pages to create dynamic content.

• Create pages to share news, promote events, and provide resources.
• Use web parts to add multimedia content, forms, and other interactive elements to the pages.
• Pages are a great way to communicate with a team and to share information with.

SharePoint Online Alerts

6. Use Alerts to stay informed.

• Create alerts to notify when new documents are added to a library, when tasks are assigned , or when changes are made to a page.
• Customize alerts to receive notifications by email or text message.
• Alerts can help stay up-to-date on important information.

SharePoint Online Mobile App

7. Use the SharePoint Mobile App to access sites from a mobile device.

• Use the SharePoint Mobile App to access SharePoint sites from an iPhone, iPad, or Android device.
• View and edit documents, manage tasks, and collaborate with others from a mobile device.
• The SharePoint Mobile App is a great way to stay connected to SharePoint sites.

SharePoint Online Search 

8. Use Search to find information quickly.

• Use the Search feature in SharePoint Online to find information quickly and easily.
• Search for documents, people, and events.
• Use filters and advanced search operators to narrow down search results.

3 Tips for Effective SharePoint Online Governance

The following are three tips for effective SharePoint Online governance:

• Regularly review and update the governance policies as the organization's needs change.
• Communicate the governance policies to all users and provide training on how to comply with them.
• Audit the SharePoint Online environment regularly to identify and address any potential compliance issues.

3 SharePoint Online Tips and Tricks with Graphics

The following are three SharePoint online tips and tricks with graphics:

1) Leverage the global navigation bar- 

The global navigation bar, located at the top of every SharePoint Online site, provides quick access to frequently used sites and resources within an organization.

Tips:

• Prioritize frequently used sites: Place the most commonly accessed sites towards the beginning of the navigation.
• Group sites logically: Organize sites into categories or departments to create a logical structure and improve discoverability.
• Utilize clear labels: Use clear and concise labels for each site entry to provide easy identification and avoid confusion.
• Maintain consistency: Ensure consistency in naming conventions and site labels across the navigation bar for a cohesive user experience.
2) Employ site navigation menus - 

Site navigation menus, located on the left-hand side of SharePoint Online sites, provide structured navigation within individual sites. By effectively organizing and designing site navigation menus, one can guide users through the site's content in a clear and intuitive manner.

Tips:

• Limit menu depth: Keep navigation menus shallow, ideally with no more than two levels, to avoid overwhelming users with too many options.
• Prioritize content: Place the most important content items towards the top of the navigation menu to ensure users easily find key information.
• Use descriptive labels: Employ clear and concise labels for each menu item to accurately represent the content it leads to.
• Consider mega menus: Utilize mega menus, which expand on click to reveal a wider range of options, for sites with extensive content structures.
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3) Utilize search refiners - Search refiners provide a dynamic way to filter search results based on metadata, allowing users to refine their search and quickly narrow down to the information they need.

Tips:

• Enable search refiners: Ensure search refiners are enabled for the SharePoint Online sites to provide this filtering functionality.
• Customize refiner panels: Configure refiner panels to display relevant metadata fields that align with the content of the sites.
• Position refiners strategically: Place refiner panels in a prominent location on the search results page to make them easily accessible.
• Educate users on refiners: Train users on how to utilize search refiners effectively to enhance their search experience and improve the findability of content.

3 SharePoint Online Tips and Tricks

Three SharePoint Online tips and tricks:

1. Leverage SharePoint Search

SharePoint Online's search capabilities are extensive and can help one quickly find the information they need. Here are some tips for using SharePoint Search effectively:

• Use natural language queries: Instead of typing in complex search terms, use natural language phrases that describe what one is looking for. Example: instead of searching for "finance budget," try "finance budget for Q3."
• Refine search with filters: If one is getting too many results, utilize filters to narrow down a search. One can filter by site, content type, date, etc.
• Use advanced search operators: If one needs to perform more complex searches, use advanced search operators. These operators allow one to search for specific content types, search within specific sites, etc. 

2. Create Custom Workflows

SharePoint Online's workflow capabilities allow one to automate business processes. Workflows can be utilized to approve documents, send reminders, etc. Here are some tips for creating custom workflows:

• Use Power Automate: This is a cloud-based workflow automation tool that one can use to create workflows that connect to other Microsoft 365 services, such as Power Apps and Azure Logic Apps.
• Use SharePoint Designer: The SharePoint Designer is a tool that one can use to create and design workflows. It's a drag-and-drop tool that makes it easy to create complex workflows.
• Use third-party tools: There are a number of third-party tools that one can use to create custom workflows for SharePoint Online. These tools provide more features than the built-in workflow tools.

3. Utilize the SharePoint Framework (SPFx)

This is a tool that one can use to create custom web parts and extensions for SharePoint Online. SPFx web parts are modern web parts that are built using HTML, CSS, and JavaScript. SPFx extensions are extensions that add functionality to SharePoint Online, such as custom actions and custom themes. Here are some tips for using SPFx:

• Use the SharePoint Framework Development Tools: The SharePoint Framework Development Tools are a set of tools which one can use to develop and deploy SPFx web parts and extensions.
• Use the SharePoint Framework Community: There is a large and active community of SPFx developers that can help with development projects.
• Use third-party SPFx tools: There are a number of third-party tools that one can utilize to develop and manage SPFx solutions.

3 SharePoint Online Governance Tips and Tricks

The following are three SharePoint Online governance tips and tricks:

1. Establish clear governance policies and procedures:

A strong foundation for effective SharePoint Online governance is needed to establish clear and comprehensive policies and procedures that outline the guidelines for content creation, management, and access. conventions, metadata usage, and versioning policies to maintain consistency and facilitate efficient content management.

2. Utilize governance tools and solutions:

Leveraging governance tools and solutions can help streamline and enhance governance processes. These tools can automate various tasks, enforce policies, and provide insights into the SharePoint environment.

3. Monitor and enforce governance policies:

Regularly monitor the SharePoint environment to ensure compliance with governance policies and identify any potential issues or deviations. Utilize reporting tools to track site creation, content usage, and permissions based changes.

4 Examples of SharePoint Online Action Tips and Tricks

The following are four SharePoint Online action tips and tricks:

• Use actions to automate document approval processes.
• Use actions to send notifications when tasks are assigned or completed.
• Use actions to create and update list items based on events.
• Use actions to integrate SharePoint with other applications.

8 Tips and Tricks for Using SharePoint Online Actions Effectively

The following are eight tips and tricks for using SharePoint Online actions effectively:

1. Identify opportunities for automation: Look for tasks that are repetitive, time-consuming, or error-prone. Such aspects are good for automation using SharePoint Online actions.
2. Start with simple actions: Begin by creating simple actions that automate basic tasks. As needed, you can create more complex actions.
3. Use triggers to initiate actions: Triggers are events that cause actions to run. For example, create an action that automatically sends an email to a manager when a new document is added to a library.
4. Use conditions to control action execution: Conditions allow one to specify when an action should run. For example, create an action that only approves documents that have been reviewed by two or more people.
5. Use multiple actions in a workflow: Workflows are a series of actions that are executed in sequence. One can use workflows to automate more complex processes.
6. Use the SharePoint Designer to create custom actions: If one needs  to automate a task that is not supported by the built-in actions, use the SharePoint Designer to create a custom action.
7. Test actions before deploying them: Make sure to test actions thoroughly before deploying them to production. This will help to ensure that they work as expected.
8. Monitor actions after deployment: Keep an eye on your actions after they have been deployed to production. This will help to identify any problems that may arise.

6 SharePoint Tips and Tricks for Using Web parts

The following are six tips and tricks related to using SharePoint web parts:

1. Use a variety of web parts to create visually appealing and informative pages.

2. Customize web parts to match branding and style.

3. Use web parts to display dynamic data.

4. Use web parts to create interactive pages.

5. Use web parts to embed content from other sources.

6. Use third-party web parts to extend SharePoint's functionality.

3 Additional Tips and Tricks for Using the SharePoint Divider Web Part

The following are three additional tips and tricks for using the SharePoint Online divider web part:

• Use dividers in conjunction with other web parts - Dividers can be used with other web parts, such as the Text web part and the Image Gallery web part, to create striking layouts.
• Use dividers to create custom tabs - Dividers create custom tabs on SharePoint pages. This can be useful for organizing large amounts of content into smaller, more manageable chunks.
• Use dividers to create a responsive layout - Dividers can be used to create a responsive layout for SharePoint pages. This means that the pages will look good and function on devices of all sizes.

5 Tips and Tricks for Using the SharePoint Divider Web Part

The following are five tips and tricks for using the SharePoint Online divider web part:

• Use dividers to break up the page and make it easier to read - Dividers can be used to separate different sections of a page, such as an introduction, body, and conclusion. Dividers can also be used to separate different types of content, such as text, images, and videos.

• Use dividers to create visual interest and appeal - Dividers can be used to add a touch of style and professionalism to SharePoint pages. One can use different colors, styles, and weights to create dividers that match the overall look and feel of a site.

• Use dividers to group related content together - Dividers can be used to group related content together, such as a list of upcoming events or a collection of related documents. This can help users to quickly find information they need.

• Use dividers to create a sense of order and hierarchy on your page - Dividers can be used to create a clear visual hierarchy on a page, which can help to understand the importance of different content sections.

• Use dividers to create a more balanced and aesthetically pleasing layout - Dividers can be used to create a more balanced and aesthetically pleasing layout on a page. For example, one can use a divider to center a title or to create a symmetrical layout for two columns of text.

3 Additional Tips and Tricks for the SharePoint Button Web Part

The following are three additional tips and tricks for the SharePoint button web part:

• Use buttons to create a navigation menu - add multiple buttons to a page and link them to different pages or sections of the site. This can help users to easily find the information they need.

• Use buttons to create a custom user interface for SharePoint lists and libraries - add buttons to list and library views to allow users to perform common actions, such as creating a new item, editing an existing item, or deleting an item.

• Use buttons to automate tasks - create buttons that trigger workflows or run custom scripts. This can help to save time and improve the efficiency of business processes.

5 Tips and Tricks for the SharePoint Button Webpart

The following are five tips and tricks for the SharePoint button webpart:

• Use clear and concise text - The button text should be clear and concise, and it should tell the user exactly what will happen when they click the button. For example, "Open document library" or "Start workflow."

• Use a strong call to action - The button color and style should stand out from the rest of the page. You can use icons to add visual interest and make the button more meaningful.

• Use the right size and placement - The button should be large enough to be easily visible, but it should not overwhelm the rest of the page. Consider placing the button in a prominent location on the page, such as above or below the fold.

• Use conditional formatting to display different buttons to different users - You can use conditional formatting to display different buttons to different users based on their permissions, group membership, or other criteria. This can be useful for creating personalized experiences.

• Use custom buttons to perform complex actions - If you need to perform a complex action when a user clicks a button, you can create a custom button using the SharePoint Framework (SPFx). SPFx buttons can be used to perform a variety of actions, such as updating a list item, sending an email, or calling a third-party API.

4 Additional Tips and Tricks for SharePoint Call to Action Web part

The following are four additional tips and tricks for the SharePoint call to action web part:

• Use the call to action web part to promote important content and announcements on SharePoint sites.

• Use the call to action web part to drive traffic to landing pages and other important pages on SharePoint sites.

• Use the call to action web part to encourage users to take a specific action, such as registering for an event, signing up for a newsletter, or downloading a white paper.

• Use the call to action web part to create a sense of attention to encourage users to act now.

5 Tips and Tricks for Using the SharePoint Call to Action Web Part

The following are five tips and tricks for using the SharePoint call to action web part:

• Use clear and concise text - The call to action text should be clear and concise. Some examples are Click here, Register now and Learn more.

• Use a strong call to action button - The button should be visually appealing and easy to click. One can utilize color and contrast to make the button stand out.

• Use the right alignment - The alignment of the call to action text and button can impact the effectiveness. Experiment with different alignment options to so as to know, what works best for an audience.

• Use images and videos - Images and videos can help to capture attention and make the call to action more engaging. Use high-quality images and videos that are relevant to the call to action.

• Test and refine your call to action - Test and refine the call to action to see what works best for the audience. Use different variations of the text, button, alignment, and images to see what results in the highest click-through rate.