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.