SharePoint Addiction: SharePoint Online

Showing posts with label SharePoint Online. Show all posts

Sunday, March 10, 2024

7 Aspects Part of Closing Out a SharePoint Project

The following are seven aspects in regard to closing out a SharePoint project:

1) The system per the project specifications is functioning as desired

2) Document lessons learned

3) Create if applicable a final report of the project

4) Archive any data if applicable

5) Capture and discuss lessons learned

6) Perform technical review for those whom will be maintaining project outputs

7) Formally close out project by satisfying success criteria

Tuesday, December 19, 2023

3 Commonly Utilized SharePoint Formulas

The following are three commonly used SharePoint formulas:

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")
SUM formula: This formula is utilized to add up the values in a column. Example: =SUM([Column1], [Column2])
DATEDIF formula: This formula is utilized to calculate the difference between two dates in days, months, or years. Example: =DATEDIF([Column1], [Column2], "d")

Saturday, December 16, 2023

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.

Thursday, December 7, 2023

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.

Monday, December 4, 2023

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.

Sunday, December 3, 2023

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.

Wednesday, November 29, 2023

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.

Wednesday, November 22, 2023

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.

Wednesday, September 27, 2023

3 Popular Topics for SharePoint Online

The following are three key and core popular topics of SharePoint Online:

Project management - SharePoint Online can be utilized to manage projects via tools for tracking tasks, deadlines, and progress. This can be done via using a simple out of the box list or custom list or integrating via MS Planner.
Social networking - SharePoint Online includes social networking features such as Microsoft Viva Connections. It also includes the ability to utilize via the out of the box people search integration with employees Delve profiles to have better employee communication and engagement.
Custom development - SharePoint Online can be utilized to develop custom applications and solutions. One can use SharePoint Online to extend the functionality to meet the specific needs of the organization. To do this the use of JSON (JavaScript Object Notation) or SPX (SharePoint Framework) maybe needed.

Sunday, September 24, 2023

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.

Thursday, August 24, 2023

5 Core Success Measurements for SharePoint

The following are the five-core success measurement for any SharePoint project:

1) On-time delivery - the SharePoint functionality was built and deployed on time.

2) Product quality - the SharePoint functionality has minimum bugs and errors.

3) Customer user/satisfaction - the SharePoint functionality is well received by the end users.

4) Business value - the SharePoint functionality provides high business value and cost savings.

5) Product scope (features and requirements) - the SharePoint aspects deployed are part of an on-going cycle of useful features based on needed requirements.

4 High-Level Planning Process SharePoint Aspects

The following are four high-level aspects to utilize as part of the planning process in SharePoint:

1) Have a detailed discovery process to find out what the end user wants

2) Have a segmentation funnel to give the end user what they want

3) Have the ability to watch traffic to see what is being utilized to allow for a better launch, grow, & scale of the created functionality

4) Have follow-up meeting to discuss any concerns to improve the process being built

Monday, August 14, 2023

4 Ways How to Use CoPilot in SharePoint Online

The following are four ways to use copilot with SharePoint Online:

Use CoPilot to help organize content. CoPilot can help one create hierarchies and use natural language to organize content in a way that makes sense for users.

Encourage users to enter metadata for their sites and content. This will help CoPilot understand content better and generate more accurate suggestions.

Manage multilingual content. If one has multilingual content in a SharePoint site, CoPilot can help translate it into different languages.

Specify authoritative pages. CoPilot can utilize authoritative pages to help generate more accurate suggestions. An authoritative page is a page that is considered to be a definitive source of information on a particular topic.

Tuesday, August 8, 2023

SharePoint Testing

SharePoint testing is an invaluable way to ensure quality as far as content, taxonomy, navigation, workflows, and the right level of security.

Key and core aspects to define are:

the purpose of the testing
who is doing the testing
where they are testing
what they are testing as far as

relevant sites
pages
links
application links
documents
permissions
policies and data protection requirements

Testing should include creating, reading, updating and deleting (CRUD) each aspect as desired.

Finally, using a simple SharePoint list to track issues found in testing is helpful and a good use of the technology.

Wednesday, July 12, 2023

Microsoft Services - Good to Know About

The following are Microsoft services that are good to know about:

Microsoft ERP which includes Dynamics 365.

Microsoft Cloud Applications which includes Microsoft 365 (M365), Azure Apps, PowerApps and SharePoint Online.

Microsoft Analytics which includes PowerBI and PowerApps.

Microsoft Azure Data Platform which includes Azure Data Lake.

Microsoft Azure Cloud Platform Services which includes Azure, Platform as a Service (PaaS), Infrastructure as a Service (IaaS) and Software as a Service (SaaS).

Microsoft Application Development Support which includes web, desktop, mobile app and devops.

Microsoft Migration and Integrations which includes cloud migration for Azure and Microsoft 365 (M365).