Most people think SharePoint automation is something only IT or developers can handle, but that’s not the case. There are plenty of small, no-code tricks that everyday users can apply to make their libraries more organised, efficient and far easier to manage. The truth is, most end users don’t even know these features exist, yet they can save time, reduce frustration and make a real difference in how a team works with documents. Below, I’ll share a few simple automations you can set up yourself to bring order to your SharePoint libraries without needing a tech background.
1. Use Content Type Defaults to Pre-Tag Files
If your team is always forgetting to tag documents, you can set default metadata for a library, content type or folder.
- Example: Every document uploaded to the “Policies” library is automatically tagged as Policy under Document Type.
- Why it matters: Less manual work and more consistency in search results.
1) Library → Settings (⚙) → Library settings.
2) Under Content types, choose the type (e.g., “Document”).
3) Select Column default value settings.
4) Set defaults (e.g., Document Type = Policy).
5) Save — new files inherit your defaults.
2. Set Up Alerts for Changes
SharePoint’s built-in Alert Me feature is the simplest automation of all but most end users don’t use them or know that they are there. They are a simple way of keeping on top of when new documents are added or changed.
- Use it to get notified when a document is updated, added, or deleted.
- Example: HR can set an alert on the “Policies” library so they know instantly when a new draft policy is uploaded.
- Why it matters: You don’t have to keep checking libraries—SharePoint tells you what’s new.
1) Open the library (or item).
2) Choose … (More) → Alert Me → Set alert on this library.
3) Select recipients and delivery (email; Teams via connectors in some orgs).
4) Choose frequency (immediately / daily / weekly).
5) Save — you’ll be notified automatically.
3. Create Rules in Document Libraries
In modern document libraries, you can add simple rules to automate actions. You start with one of the four templates then go from there. They are incredibly easy to set up.
- Example: “When a file is created, send an email to HR.”
- These rules are set up right inside the library settings—no Power Automate needed.
- Why it matters: It’s a quick win for team communication.
1) Open the library.
2) Top menu: Automate → Create a rule.
3) Pick a trigger (created / modified / renamed / deleted).
4) Add an action (send an email to person/group).
5) Save — the rule runs on future events.
4. Use Views to Automate Organisation
Okay, technically views aren’t automation in the “workflow” sense, but they do automate how information is displayed. There are many ways that you can simplify the use of your document library and find information easily by setting up different views. Below is a great example but check out my post on views where I take you through the 5 views I always set up when creating a new document library.
- Example: A view that automatically shows only “Active Projects” or files “Created in the last 30 days.”
- Why it matters: Less manual filtering, faster access to the information you need.
1) Open the view selector (e.g., “All Documents”).
2) Click Create new view and pick a type (List, Gallery, Calendar, etc.).
3) Set filters/sort/group (e.g., Status = Active).
4) Choose visible columns and order.
5) Name & save (optionally set as default).
5. Build Simple Flows with Power Automate
For slightly more advanced (but still no-code) automation, Power Automate is your best friend.
- Example: When a file is uploaded, automatically copy it to another library, or send a Teams message to a group.
- Templates make this easy—think “plug and play.”
- Why it matters: You can link SharePoint to Outlook, Teams, and even third-party apps for smoother workflows.
1) Library → Automate → Power Automate → Create a flow.
2) Pick a template (e.g., “Notify me when a file is created”).
3) Click Continue and confirm connections (SharePoint, Outlook, Teams, etc.).
4) Adjust parameters (site, library, recipients/channel).
5) Save — the flow listens and runs automatically.
Final Thoughts
You don’t need to be a developer to make SharePoint work harder for you. These simple automations save time, improve consistency and reduce the chaos of manual processes. Start with alerts or content type defaults and when you’re ready, dip into Power Automate to see how far you can go.
👉 What’s the first task in your workplace that you’d love to automate in SharePoint?
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