When it comes to SharePoint, collaboration is at its core, and yet I often see users missing out on some of its most powerful tools. From co-authoring to approval flows, these features can transform how your team works together. Here are five SharePoint collaboration features you need to be using—trust me, they’ll make your life so much easier!
1. Co-Authoring in Real-Time
SharePoint has come a long way and nowhere is that clearer than in co-authoring. I can still remember the days when you had to check documents in and out to work on them, and the chaos that often caused. One of the most common urgent calls I’d get from clients was: “Blah blah has it checked out, and I can’t work on it!” It’s no surprise that many people hated SharePoint back then—it was frustrating!
Thankfully, those days are gone. Now, multiple people can edit the same document at the same time, whether it’s Word, Excel, or PowerPoint. Changes are reflected in real-time, so there’s no waiting around for someone to finish their edits. This one feature alone has made collaboration so much smoother for teams, and it’s something I encourage everyone to embrace.
2. Version History
I remember when losing documents was an everyday problem—an absolute nightmare! Now, with SharePoint’s version history, that’s a thing of the past. What I see with many of my clients, though, is that they’re not utilising this feature to its full potential.
Version history allows you to track changes, revert to earlier versions, and even control the publishing of documents. My advice? Use minor and major versioning to keep drafts separate from published documents, and teach your staff how to use it properly. You can even turn on the version column in your library’s view so everyone can see the version they’re working on at a glance. When configured right, version history can be the backbone of a well-oiled document management system.
3. Comments and @Mentions
I’ll admit, I used to find comments and @mentions a bit annoying. They’d pop up and interrupt my flow, and I’d ignore them half the time. But I’ve done a full 180 on this—they’re now one of my favourite features!
If someone mentions me in a comment, I know I won’t forget to follow up on it. They act like little reminders of the work I need to do. Plus, it’s a great way to keep feedback and discussions tied directly to the document or list item, instead of getting lost in emails. If you’re not already using comments and @mentions, you’re missing out on a simple but effective way to improve communication.
4. Alerts and Notifications
Here’s a feature I don’t see enough teams taking advantage of: alerts and notifications. They’re brilliant for keeping on top of changes in a document library or list. Whether it’s a new file upload, an edit, or a status change, alerts let you know the moment it happens.
I often tell clients: “You don’t need to sit there refreshing your SharePoint library, waiting for someone to update something—just set an alert!” It’s such a simple way to stay informed and collaborate effectively. Alerts alone can eliminate the delays and confusion that sometimes plague teams.
5. Approval Flows
Approval flows are one of the easiest ways to streamline document reviews in SharePoint. Need a policy signed off by management or a proposal approved by your team? From your library, you can send a document around for approval in just a few clicks.
I’ve seen clients use this to completely transform their approval processes. No more messy email chains or lost approvals—everything is tracked, automated, and seamless. If you’re not already using approval flows, you’re missing out on a massive collaboration win.
Conclusion
These five SharePoint collaboration features—co-authoring, version history, comments and @mentions, alerts, and approval flows—are game changers when it comes to working as a team. They’ve made a huge difference in my work with clients, and I’ve seen firsthand how they can transform workflows.
If you’re not already using these features, now’s the time to start. SharePoint’s collaboration tools are designed to make your life easier, so take advantage of them and see the difference they can make for you and your team.
Unlocking SharePoint’s Potential
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