This guide will share how to use SharePoint effectively with Tips, Tricks & Examples.

What is Microsoft SharePoint?

An intranet and document collaboration system for organizations to create, store, manage, and share information within their organization, making life easier!

What is the difference between SharePoint Online vs SharePoint?

SharePoint offers two options:

1.  SharePoint Server, which you can install onto your own servers and virtual machines. It's ideal for closed network systems that are cloud adverse.

2. SharePoint Online, a cloud-based version included in Microsoft 365 (previously Office 365). With SharePoint Online, Microsoft takes care of everything in the cloud including automatic updates, easy access, and reduced infrastructure management!

Learn more about setting up Information Architecture with a tool like SharePoint in our guide.

Types of SharePoint Content (Sites, Pages, Web Parts)

While there are many types of content, for the sake of this guide we’ll focus on Sites, Pages, and web parts.

What are SharePoint Sites?

A site (aka Site Collection) is a secured object in the SharePoint environment. This is where business areas can collaborate, store files, and work together on projects.

Team Site

A team site is a private site used to collaborate with teams. They can connect to Microsoft Teams but it’s not a requirement. Learn how SharePoint helps organizations get the most out of Microsoft Teams.

Communication Site

A communication site is typically more open and allows you to share information with multiple viewers. Ideally, there will be a small group of people managing this site, but sharing it with a larger audience. Think of your company’s intranet home “page” or a department landing “page” so all employees can access the various resources.

Example of a Project Communication SharePoint Site

Create and Set Up a SharePoint Site

1. If you’re a SharePoint Administrator navigate to the SharePoint Admin center select Active Sites then + Create.
   (If you’re not an admin and your organization has “self-service site creation” enabled, go to the SharePoint Start page and click on + Create Site).
2. Select if it will be a Communication Site or a Team Site. 
   
3. Enter the Site name, group owner (if a team site), and select the default language.
   Tip: Communication sites do not have a Microsoft 365 Group associated with them. This means there is no email address for the group/site.
4. Under Advanced settings, you can select the site’s privacy, set the time zone, and add a description
   Fun fact: Description is one of the top 3 weighted fields for Microsoft search. Use the description to make the site more searchable AND findable!
5. Select Next and add members
6. Enter the owners and members. Click Finish. 

   

Site Templates 

After building the site, apply a template to save time! 

Orchestry’s library of pre-built SharePoint templates has many business-first templates with zero coding and costly customizing. These would be selected during the site provisioning process.

What are SharePoint Pages?

Pages are like digital bulletin boards that let you share news, documents, pictures, and videos with your team. They are the surfaces that display your site content.  Pages help make communication easy and fun!

Learn more about how you can drive SharePoint adoption with pages here.

How to Create a Page

1. To create a page, head to your desired SharePoint site, click on + New
2. From the drop-down, select Pages.
3. Then click New pick a or start with a blank page.  
4. From there, add your content using the built-in editor.
5. Click Publish!

Pro Tip – You can turn it into a page template for future use in that Pages library!

What is a SharePoint List?

Lists are like smart little data organizers! Think of spreadsheets with even more capabilities! They help keep track of contacts, tasks, issues, and more. Plus, it’s super convenient to share them with your team.

How to Create Lists

1. To create a list, head to your desired SharePoint site, click on + New
2. Select the list style you want or import an Excel spreadsheet
3. Once created you can adjust permissions from your list you can integrate it with other Microsoft 365 tools!

What is a Web Part in SharePoint?

Web parts are how we add functionality to SharePoint pages and allow them to look and do amazing things! Some examples are displaying news feeds and embedding videos.

How to add Web Parts

1. Navigate to the page you want to add a web part to.
2. Select Edit.
3. On the page, move your mouse around until you see the + with a line, and select the +.
4. From there, you'll see a pop-up of the different web parts you can add.
5. Select the web part desired and add it in!
   
   
   Example of Sharepoint web parts

Best Practices for SharePoint Online

Plan Your Structure: Take some time to plan your site structure. Use site templates to save time when creating new sites and ensure consistency. Orchestry’s rich templating feature can help with this!

Remember: the Microsoft 365 world is flat. Create new sites for related content that needs different permissions. Use Hub Sites to join related sites together.

Organize with Lists and Document Libraries: Embrace the power of lists and libraries to keep your data organized and accessible. Learn more about Lists & Libraries here.

Customize Pages with Web Parts: Make your pages shine by leveraging web part functionality. These nifty tools allow you to customize your pages with calendars, news feeds, and more, enhancing collaboration and productivity. You can even roll up content from other sites, as permissions allow.

Leverage OneDrive for Business: Take advantage of OneDrive for Business to store and access your personal files securely in the cloud. It seamlessly integrates making file sharing and management a breeze. Pro-tip – OneDrive for one person. If working with a team or group – use a SharePoint site.

Leverage Microsoft 365 Management Software: With a Microsoft 365 Management Software, like Orchestry, you can automate the creation and control of SharePoint plus provide usage reports.   This can save IT admins over 10 hours of work monthly while still providing control and insights!

Snag our Buyers Guide to compare the different Microsoft 365 management software on the market!

How to Use SharePoint Effectively

Now that we've covered some best practices, let's delve into them. Whether you're a new or a seasoned user, these tips will help you use SharePoint effectively!

Master Site Creation: Creating sites is a breeze! Whether it's a SharePoint team site or a communication site, you can set one up in no time. We recommend using templates to save time!

Discover Hub Sites: Get familiar with hub sites—they are the glue that connects related sites. By using hub sites, you create a structure that adapts to your changing needs.

Embrace Microsoft 365 Integration: SharePoint plays well with other Microsoft 365 apps. Combine it with Teams, Planner, Power BI, and more for an unbeatable collaboration experience.

Top SharePoint Tips for Productivity

Create Custom Views: Did you know you can create custom views for your lists and libraries?

Customize the way you see your data to fit your specific needs. It's a small change that can make a big difference in your workflow.

Metadata not only makes your content more searchable and findable, but it also removes the necessity for deeply nested and frustrating folder structures. Remember, the M365 world is flat. Metadata keeps it organized.

Master Document Versioning: Document versioning allows content managers to track changes and revisions. This feature ensures that you have a history of document edits and can always revert to previous versions if needed.

Versioning is on and will save 500 major versions by default. Navigate to Library Settings > Versioning Settings to change that number and/or also turn on the tracking of minor (drafts) versions.

Example of SharePoint Versioning

Utilize Alerts and Notifications: Stay in the loop by setting up alerts and notifications. It's a great way to stay informed and respond promptly. Each list and library allows you to set up personal alerts for either the whole list/library or specific items.

SharePoint LookBook and Examples

SharePoint Page Example

SharePoint Page Example for Announcements

SharePoint Site Example

Example of an Orchestry SharePoint Site Template for onboarding

Orchestry SharePoint Template Example

Example of Orchestry UX for setting up sites, channels, and projects.

Best Ways to Use SharePoint for Business

Wondering how to leverage SharePoint for your business? We've got you covered:

Build Teams Connected Team Sites: By connecting team sites to Microsoft Teams you can take collaboration to the next level. It's perfect for document collaboration, organized real-time discussions, and task management!   

Develop Intranet Sites: Customize your intranet to reflect your brand, while keeping employees informed through an internal communication platform.

Streamline Workflows: Use automated workflows and simplify repetitive tasks, such as approval processes or document routing.

See how Orchestry helps with SharePoint automation!

Create Project Portals: Need a central hub for your projects? SharePoint offers project portals where you can store project-related documents, calendars, and updates, ensuring everyone stays on the same page.

Conclusion

Congratulations! You are now ready to conquer SharePoint like a pro!

So, go ahead and unlock the full potential of SharePoint for your business. Whether you're sharing documents, customizing pages with web parts, or tapping into unique permissions, SharePoint has got your back.

The Full Power of SharePoint with Orchestry

Most organizations are not using SharePoint to its full potential. Orchestry makes SharePoint simple. To see what Orchestry can do, view the feature sheet!