Top 3 Features and Best Practices Related to SharePoint Online

The following are the top three features and best practices related to SharePoint Online:

1. Cloud-Based Flexibility: SharePoint Online operates in the cloud, providing flexibility and accessibility. It allows one to collaborate, store files, and manage content from anywhere.
2. Content Management: SharePoint Online offers robust content management capabilities. One can organize documents, create libraries, and set permissions to control access.
3. Collaboration and AI: Leverage SharePoint for team based collaboration, document co-authoring, and integrating AI features within Microsoft 365.

SharePoint Online Best Practices for 2024

The following are some key SharePoint Online best practices for 2024: 

• New Section Backgrounds in Pages and News:
• Authors can add images or gradient color backgrounds to page sections.
• One can customize SharePoint pages and news by configuring section layouts with custom images or gradient colors.
• One can use accessibility aspects by adjusting focal points, fill mode, overlay, and opacity settings.
• Answers in Viva within Microsoft Search:
• Answers content appears in Viva Engage search and Microsoft Search results.
• If one doesn’t find the information needed, they can post the question into Answers.
• One can obtain an interactive email digest with relevant questions.
• SharePoint Security Best Practices:
• One can create and maintain security best practices as needed in SharePoint Online.
• Protect data, manage permissions, and follow security guidelines.

SharePoint Online Best Practices and Considerations

The following are some key SharePoint Online best practices and considerations: 

1. Requirements Gathering:
• User Journeys and Use Cases: Document how the organization currently collaborates. Understand where people store files, how they share information, and existing collaboration processes. Map these tasks to SharePoint and OneDrive capabilities.
• Migration Needs: Account for content migration while keeping productivity working. Plan how to move existing files and content to Microsoft 365.
• Legal and Compliance Involvement: Engage legal and compliance groups to ensure compliance during the transition.
• Stakeholder Agreement: Secure buy-in from proper stakeholders, including business-focused leaders and IT leadership.
2. Core SharePoint and OneDrive Use Cases:
• Content Management: Utilize SharePoint to store, organize, share, and access information securely.
• Document Libraries: Create document libraries to manage files, with version control and metadata.
• Lists: Utilize lists for tracking data, such as tasks, issues, or inventory.
• Communication Sites: Build intranet portals, news sites, and team sites as needed for the intended collaboration.
• Search and Discovery: Utilize search capabilities to find information quickly.
• Security and Permissions: Account for and plan access controls and permissions for users and groups.
• Integration with Microsoft 365 Apps: Leverage integration with other Microsoft 365 services such as Teams, Outlook, and Power Platform.
3. Hardware and Software Requirements:
• SharePoint Online users,should have the recommended hardware specifications which include:
• Processor: 1.6 GHz or faster, 2-core (2.0 GHz or greater recommended).
• RAM: At least 4 GB.
• Disk Space: 4 GB free.
• Screen Resolution: 1280 x 768

6 Best Practices for SharePoint Online

The following are six best practices for SharePoint Online:

Branding - In both the classic and modern SharePoint Online experiences, several default themes and site designs can be utilized.

Information Architecture and Hub Sites - With a modern SharePoint Online experience, every site is a site collection which can be associated with a hub. The hub is essentially a like collection of sites which share navigation, branding, and other elements.

Modern Experience - In SharePoint Online, the modern experience is flexible and easier to create beautiful, dynamic sites and pages that are mobile-ready.

Navigation - In SharePoint Online, effective navigation helps users find what they need quickly. Such principles should be followed for both classic and modern based sites and page navigation.

Performance - The modern experience in SharePoint Online is designed to be easy, compelling, flexible and responsive which thus lends itself to better performance. 

Permissions and Sharing - SharePoint Online has an easy interface as far as a way to permission and share sites to those individuals who need to see and utilize information.

3 Core Best Practices for SharePoint

The following are three core and key best practices for SharePoint:

1. Use the SharePoint Online version which is a cloud-based version that is more scalable and easier to manage than the on-premises SharePoint.
2. Use a SharePoint consultant to help plan your SharePoint environment, implement best practices, and train your end users.
3. Research and stay up-to-date with the latest SharePoint news and releases, so that one has the latest changes to make the most of SharePoint.