Top 5 Best Practices for Using SharePoint Views

The following are five top best practices for SharePoint views:

1. Create views: Make views public and use filter/sort/group functions to display what one wants. Views can also help manage space on a page.
2. Plan for SharePoint Document Management: Analyze existing documents, determine document types and properties. Additionally, create a flexible and easily extendable content type structure. Also, choose where and how to store documents in SharePoint, create fields, sites, libraries and lists. Finally, plan for permissions, define and automate SharePoint document naming, SharePoint document automation, optimize views and libraries.
3. Avoid creating too many folders inside libraries: This aspect is much better for the speed and searchability if views were created instead.
4. Use filters and styles to organize and show information: Views enable one to utilize filters and styles to organize and show the information already available in lists and libraries.
5. Utilize SharePoint List/Library View features and capabilities: One should know how to show/hide columns, change the sort order, create multiple views, and how to add column choices to the modern user interface filters pane.

Top 5 Best Practices for Document Management in SharePoint

The following are five best practices for document management in SharePoint:

1. Utilize metadata to tag documents, rather than recreating network drive folders. This allows for more efficient organization and retrieval of documents.
2. Utilize content types for dynamic meta tagging. This allows one to set dynamic properties/meta tags depending on the document uploaded.
3. Utilize alerts for a document library or list to be notified if files or items in the library or list have been deleted or changed by someone else.
4. Utilize version control/check-out features. By default this functionality is not turned on by default but can be in order to help protect accidental edits of documents.
5. Utilize the creation of views to display what is applicable and needed. Views can also be utilized to help manage space on a page.

What is SharePoint?

SharePoint is a web-based collaborative platform which integrates with Microsoft Office. It is utilized by many organizations to create websites and manage documents. 

It is both scalable, interactive, elicits collaboration as well as is a document management interface for housing and working on documents, etc.

Top 5 Ways to Sell SharePoint

The following are the top five ways to sell SharePoint.

1. Understand the benefits: When launching a large-scale project for the entire company, one will need to be able to speak to the benefits from every angle. With SharePoint this includes cost factors and functionality such as document management, security and collaboration features.
2. Collaboration: SharePoint provides a more collaborative content sharing location for users to have access to the right information to do their jobs more efficiently. This means quicker response time to customers and faster production from project teams.
3. Cloud-managed solution: SharePoint Online is a cloud-managed service which means less maintenance for the in-house technical department. It also means that accessing services from anywhere be it desktop or mobile is easier.
4. MS Teams: With MS Teams, users can have chat functionality, sites for collaboration with coworkers, and MS Teams meetings for virtual video calls.
5. Marketing: Use the SharePoint instance to become more efficient and have sales teams spend more time selling.

5 Aspects for SharePoint to Improve Execution in the Workplace

The following are five core aspects for using SharePoint to improve execution in the workplace:

Collaboration, Communication and Outreach: SharePoint usage will have data that is transparent and trustworthy. This allows an organization to embrace skillful communications and be fully accountable for the output.

Information Technology: SharePoint usage allows a company to use tools efficiently and effectively.

Metrics: SharePoint can be utilized to include alignment and accuracy in data reconciliation efforts, compare "apples-to-apples" and establish trust in data.

Organizational and Process Optimization: SharePoint data can help identify and analyze constraints to determine where delays occur in processes. SharePoint can then be utilized to optimize workloads and shed non-essential work, assume risk where necessary and focus on key constraint areas.

Prioritization: SharePoint allows for when resource constrained, for prioritization of efforts to achieve alignment roadmap objectives.

Top 4 SharePoint Permissions to Grant

The following are the top 4 SharePoint permissions to grant to users:

1. Full Control: Permission which grants full control over the site, including the ability to manage permissions, create subsites, and edit pages.
2. Design: Permission which grants view, add, update, delete, approve, as well as the ability to customize lists, libraries, and pages.
3. Edit: Permission which grants add, edit, and delete lists. Additionally allows for the ability to view, add, update, and delete list items and documents.
4. Contribute: Permission which grants view, add, update, as well as the ability to delete list items and documents.

Useful Sites for SharePoint Documentation

The following are some useful sites for SharePoint documentation:

Official SharePoint documentation:

https://learn.microsoft.com/en-us/sharepoint/

SharePoint help and learning:

https://support.microsoft.com/en-us/sharepoint

Official MS Teams documentation:

https://learn.microsoft.com/en-us/microsoftteams/

MS Teams help and learning:

https://support.microsoft.com/en-us/teams

Power Automate documentation:

https://learn.microsoft.com/en-us/power-platform/

Power Automate help and support:

https://powerautomate.microsoft.com/en-us/support/

Top 4 Custom Views in SharePoint Online

The following are the top four custom views in SharePoint Online:

1. Grouped View: This view allows one to group items in the way preferred. One can choose up to 2 columns and group information by those properties. If used in a document library, the Group By feature is a good way to mimic a folder experience.
2. Default View: This view allows one to decide what view should be shown when one opens a library or list.
3. Landing Page: This view allows one to see all the views when they click on the library link.
4. Totals: This view allows one to calculate a column.

Top 5 Ways to Search in SharePoint

The following are the top 5 ways to search in SharePoint:

1. Site Search Box: This is the search box one can find in the top of a SharePoint site. It is utilized to search the current site and all subsites underneath it.
2. Document Library Search Box: This search box allows one to search for the content just in the particular list or library. This provides some targeted search results, since the scope of the search is only limited to that of one list or library.
3. SharePoint Home: This is a modern or intelligent search which relies on Office Graph (machine learning). It tracks  activities, recently accessed files, connections, and interactions with colleagues and presents one with corresponding results.
4. Office 365 Home: This is a way to perform global searches.
5. 10 search commands: SharePoint has some specific search commands which can be utilized to complement the search keyword. Example: content: , body: , etc where after each command one types in what they are looking for.

Top 3 Web parts for SharePoint Images

The following are the top three web parts that can be utilized in SharePoint:

1. Image web part: Allows one to insert an image on the page, either from the site, computer, or from the web. One can crop, resize, and replace an existing image. One can also add a caption, a link to go to when the user clicks on the image, and enable Text over image (which overlays additional text on the image).
2. Image Gallery web part: A way to display a collection of images rather than a single image. One can add a title for the collection at the top of the web part. Additionally, one can select images with the file picker or drag them onto the web part.
3. Bing Maps web part: Used to display a map on a page. One can enter an address or location (or a well-known name of a place) and a map of that place will appear.

3 Tips for Using SharePoint Online for Scrum

The following are three tips for using SharePoint Online for Scrum:

1. Create a site collection to hold one Scrum site per project. In the site include all the documents, schedules team member and list based information.
2. Use task prioritization techniques such as MoSCoW, Kano model, etc. to prioritize tasks in the product backlog. Posted Excel documents or simple information from lists can be used for backlog tasks and show proper status and priority.
3. Leverage SharePoint’s metrics tracking and automated testing features. Use the document libraries and lists to add all of the proper stories for the project to the site. Information needed for a story such as points, estimated time, developer, tester, story tasks, test cases, etc. For metrics, use web parts such as the chart webpart for burn-down charts, velocity, points per iteration, etc.

3 Examples of Calculated Columns in SharePoint

The following are three examples of calculated columns in SharePoint:

1. Conditional formulas: These formulas can be utilized to evaluate a condition and return a value based on the result. For example, one can use the IF function to check if a value in one column is greater than another column and return a specific value if the condition is true. One can also use the AND and OR functions to evaluate multiple conditions.
2. Date and time formulas: These formulas can be utilized to calculate the difference between two dates or times, extract specific parts of a date or time, or perform other operations. For example, one can use the DATEDIF function to calculate the number of days between two dates.
3. Mathematical formulas: These formulas can be utilized to perform mathematical operations on values in other columns. For example, one can use the SUM function to add up the values in two or more columns, or use the ROUND function to round a number to a specific number of decimal places.

3 Commonly Utilized SharePoint Formulas

The following are three commonly used SharePoint formulas:

1. IF formula: This formula is utilized to check whether a condition is met or not. It returns one value if the condition is true and another value if the condition is false. Example: =IF([Column1]>[Column2], "Yes", "No")
2. SUM formula: This formula is utilized to add up the values in a column. Example: =SUM([Column1], [Column2])
3. DATEDIF formula: This formula is utilized to calculate the difference between two dates in days, months, or years. Example: =DATEDIF([Column1], [Column2], "d")

Top 3 Ways to Access SharePoint

The following are the top 3 ways to access SharePoint:

1. SharePoint Site: One can access documents via the web interface by going directly to a SharePoint site.
2. Microsoft Teams: One can access via a collaboration method via Microsoft Teams. One can access the document library via the Files Tab in a MS Team channel.
3. Windows Explorer (via OneDrive sync): One can access documents just by synchronizing them to/from a computer via OneDrive sync. This will allow one to access your documents in a very familiar interface (via Windows Explorer).

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.

5 Benefits of Using SharePoint

The following are five benefits of using SharePoint:

• Collaboration: SharePoint provides a variety of tools for collaboration, such as lists, libraries, and calendars. These aspects make it easy for teams to work together on projects and share information.
• Document management: SharePoint provides a central location to store and manage documents. These aspects make it easy for users to find the documents they need and to keep track of changes.
• Workflow automation: SharePoint can be used to automate workflows, such as approval processes and document routing. These aspects can help to save time and improve efficiency.
• Scalability: SharePoint is a scalable platform that can be used to support organizations of all sizes.
• Security: SharePoint provides a variety of security features to protect data. These aspects make it a good choice for organizations that need to protect their sensitive information.

Brief List of 6 Key Features in SharePoint On-Premise Over the Years

The following are six key features that have been added to SharePoint on-premise over the years:

• 2003: SharePoint 2003 introduced support for wikis, blogs, and web content management.
• 2007: SharePoint 2007 introduced support for enterprise social networking, document libraries, and workflows.
• 2010: SharePoint 2010 introduced support for mobile devices, cloud storage, and business intelligence.
• 2013: SharePoint 2013 introduced support for hybrid deployments, social features, and search.
• 2016: SharePoint 2016 introduced support for Office 365 integration, hybrid deployments, and security features.
• 2019: SharePoint 2019 introduced support for modern UI, artificial intelligence, and compliance.

Quick Timeline of SharePoint

The following is a brief timeline of SharePoint:

SharePoint was first released in 2001 as a collaboration platform for Microsoft Office. It was originally known as Office Server but was rebranded as SharePoint in 2003.

Here is a brief timeline of SharePoint history:

• 2001: SharePoint 2001 is released.
• 2003: SharePoint Portal Server 2003 is released.
• 2007: SharePoint Server 2007 is released.
• 2010: SharePoint Server 2010 is released.
• 2011: SharePoint Online is released.
• 2013: SharePoint Server 2013 is released.
• 2016: SharePoint Server 2016 is released.
• 2019: SharePoint Server 2019 is released.

5 Tips for Creative Effective SharePoint Websites

The following are five tips for creating effective SharePoint websites:

• Plan the website carefully before you start building it. This will help to organize content and create a user-friendly experience.
• Use a consistent design throughout the website. This will help to create a professional and polished look.
• Use high-quality images and videos to make the website more visually appealing.
• Make sure your website is mobile-friendly. More and more people are using mobile devices to access the internet, so it is important to make sure that the website looks good and functions well on mobile devices.
• Test the website thoroughly before launching it. Make sure that all of the links work and content is accurate.

3 Types of SharePoint Websites

The following are three types of SharePoint websites:

• Intranets: websites that are used to share information and resources within an organization. They can be used to create a variety of different types of content, such as news articles, employee directories, and project sites.
• Extranets: websites that are used to share information and resources with external partners or customers. They can be used to create a variety of different types of content, such as product catalogs, support tickets, and customer portals.
• Public websites: websites that are accessible to anyone on the internet. They can be used to create a variety of different types of content, such as company websites, product websites, and personal websites.

3 Core Tips for Using Metadata Effectively in SharePoint Online

The following are three core tips for using metadata effectively in SharePoint Online:

• Use metadata to create custom views: One can use metadata to create custom views of lists and libraries. This can help one to see the information that is most relevant.
• Use metadata to create alerts: One can use metadata to create alerts that notify when new content is added to sites that matches criteria.
• Use metadata to create reports: One can use metadata to create reports that track the usage of content.

3 Metadata SharePoint Online Tips and Tricks

The following are 3 SharePoint Online tips and tricks related to metadata:

1. Use managed metadata to create a consistent taxonomy - Managed metadata is a way to create a consistent and controlled vocabulary for SharePoint Online sites. This can help to improve the findability of content and make it easier for users to locate the information they need.

Here are some of the benefits of using managed metadata:

• Improved findability: Managed metadata can help to improve the findability of content by ensuring that all of the content is tagged with consistent and relevant terms.
• Increased consistency: Managed metadata can help to increase the consistency of content by ensuring that all of the users are using the same terms to describe the same content.
• Reduced duplication: Managed metadata can help to reduce duplication by ensuring that multiple terms for the same concept are not being created.

2. Use enterprise keywords to tag content - 

Enterprise keywords are a type of metadata that you one use to tag content with additional keywords that are not included in managed metadata terms. This can further improve the findability of content.

3. Use search refiners to filter your search results - Search refiners are a way to filter  search results by metadata. This can help narrow down search results and find the information one needs more quickly.

3 SharePoint Online Tips and Tricks for Navigation

The following are three SharePoint Online tips and tricks for navigation:

1. Leverage the global navigation bar - 

Provides quick access to frequently used sites and resources.

Tips:

• Prioritize frequently used sites: Place the most commonly accessed sites towards the beginning of the navigation bar to facilitate quick access.
• 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 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, 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.

3. Utilize search refiners - 

Search refiners provide a dynamic way to filter search results based on metadata, allowing one to refine their search and quickly narrow down to the information they need. By enabling and configuring search refiners, one can enhance the search experience and improve the findability of content.

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 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.