Document Lifecycle

Steps

1. Save the file to your working location (your OneDrive for personal drafts, or a Team/SharePoint library for team drafts).
2. Use a clear filename that signals status (Draft, Working, For Review) rather than creating random 'final' versions.
3. Turn on AutoSave and keep the file in the same location while you work.
4. Share a link if someone needs to review it, instead of emailing the file.
5. When it is ready, move or publish the final version to the agreed 'Final' location.

Steps

1. Open the SharePoint library that stores your approved templates.
2. Select the template (or choose New and pick the template type, if configured).
3. Create the document and fill in the required sections first (title, owner, date, version).
4. Save it back to the correct library and add any required metadata.
5. Share a link for review rather than emailing attachments.

Steps

1. In the SharePoint library, select the file and choose More options (three dots).
2. Select Check out (if the library supports it).
3. Open and edit the file as required.
4. Communicate to your team that the file is checked out if needed.
5. Check the file back in when you are done so others can access the latest version.

Steps

1. Open the library and select the checked-out file.
2. Choose Check in and add a short comment describing what changed.
3. Confirm the correct version type if prompted (minor or major).
4. Let the next reviewer or owner know the file is ready.
5. Verify the latest version opens correctly for other users.

Steps

1. Enable versioning in the library (major versions, and minor if needed).
2. Set content approval on the library so items require approval.
3. Define who can approve (Owners, Approvers group).
4. Train authors to submit for approval rather than publishing directly.
5. Use an approval workflow if you need multiple approvers or audit steps.

Steps

1. Open the document from the SharePoint library (do not download a copy).
2. Review the content and check required metadata (owner, review date, classification).
3. Use the Approve or Reject option (or the workflow task) and add a short comment.
4. If rejected, assign clear actions (what to fix and by when).
5. After approval, confirm the document is visible to the intended audience.

Steps

1. Confirm the document is approved (and the latest version is correct).
2. Update the document status or metadata to Final (and publish a major version if used).
3. Move the file to the agreed Final library or folder if your process separates Draft and Final.
4. Update links or navigation so users can find the final version.
5. Notify the audience with the link to the final document.

Steps

1. Open the file in SharePoint (or OneDrive) and open Version History.
2. Identify the version you want to restore by date, author, and comments.
3. Open the version to confirm it is the right one.
4. Restore that version (or save a copy if you only need parts).
5. Let your team know a rollback occurred if it affects active work.

Steps

1. In the SharePoint library, select the file and open Version History.
2. Review the list of versions, dates, and authors.
3. Open a specific version to inspect content.
4. Use comments or metadata to understand why the change happened.
5. Export or record key version details if you need an audit trail.

Steps

1. Confirm the library has versioning enabled and understand your retention needs.
2. Open Version History for the file.
3. Delete specific older versions if permitted (or use admin/library settings to manage).
4. Keep key milestone versions (approved, published) before deleting.
5. Consider setting version limits to prevent the issue recurring.

Steps

1. Go to Library settings and open Versioning settings.
2. Choose how many major versions to keep (and minor versions if used).
3. Save the settings and test on a non-critical library first if possible.
4. Communicate the change to document owners and authors.
5. Review storage and version behaviour after a few weeks.

Steps

1. Open the document in Word, Excel, or PowerPoint.
2. Choose Export or Save As and select PDF.
3. Confirm the correct options (pages, quality, include markup if required).
4. Save the PDF back to the SharePoint library in the correct location.
5. Share the PDF link with viewers.

Steps

1. Open the file in the desktop app (Word, Excel, PowerPoint).
2. Go to File, Info and choose Protect Document (or Encrypt with Password).
3. Set a strong password and store it securely according to your policy.
4. Save the file back to SharePoint (do not email the protected file unless required).
5. Share access instructions with approved recipients.

Steps

1. Open the document in the desktop app.
2. Use the Mark as Final feature (if available) or set the document status to Final.
3. Save the file back to SharePoint and publish a major version if used.
4. Share the link to the final version with your audience.
5. Keep edits controlled by creating a new draft version for future updates.

Steps

1. Open the file in the desktop app.
2. Insert a watermark or use built-in sensitivity labels if available in your tenant.
3. Choose wording that matches your policy (Draft, Confidential, Internal).
4. Save back to SharePoint and confirm the watermark displays correctly.
5. Update the document metadata to match the classification.

Steps

1. In Word, turn on Track Changes before editing (especially for controlled docs).
2. Make edits and add comments where clarification is needed.
3. Use Review tools to accept or reject changes during review.
4. Save back to SharePoint so version history captures each milestone.
5. Publish or approve the final version once changes are accepted.

Steps

1. Add or confirm a Review Date or Expiry Date column in the library.
2. Set the date for the document and ensure the owner is recorded.
3. Create a reminder process (Power Automate or alerts) for upcoming expiry.
4. At expiry, either update and re-approve the document or move it to archive.
5. Communicate to users where to find the current version.

Steps

1. Define what qualifies as 'archive' for your organisation.
2. Move documents to an Archive library or apply an Archive label.
3. Lock down permissions to prevent editing in the archive location.
4. Keep metadata like owner, last active date, and reason for archive.
5. Update navigation so users do not accidentally use archived content.

Steps

1. Confirm the document is not under retention or legal hold.
2. Delete the file from the library.
3. Empty the recycle bin (site recycle bin and second-stage if required and permitted).
4. Record the deletion decision if governance requires it.
5. Verify the file is no longer accessible or discoverable.

Steps

1. Open the SharePoint site Recycle Bin.
2. Locate the deleted file (use search or sort by date).
3. Select the file and choose Restore.
4. Confirm it reappears in the original library/folder.
5. If not found, check the second-stage recycle bin or ask an admin.

Steps

1. Identify the content type and required retention period (policy, contract, record).
2. Work with your admin/compliance team to configure a retention label or policy.
3. Apply the label to the library, folder, or specific documents as appropriate.
4. Test with sample content to confirm retention behaviour.
5. Document the process so owners know how retention is applied.

Steps

1. Choose your approach: built-in content approval or a Power Automate workflow.
2. Define the approver(s) and any required metadata (owner, review date).
3. Build or enable the workflow and test it with a sample document.
4. Train authors on how to submit for approval and what happens next.
5. Monitor workflow outcomes and adjust steps if approvals stall.

Steps

1. Open the library and choose Alert me (or use Power Automate for more control).
2. Set the alert frequency and what changes trigger it (all changes or specific).
3. Choose recipients (yourself, owners group, stakeholders).
4. Test by making a small change and confirming notifications arrive.
5. Review alerts periodically to avoid notification overload.

Steps

1. Open both versions of the document (from version history or separate files).
2. Use Compare (Word) or a similar compare feature where available.
3. Review differences and decide whether to keep, merge, or roll back changes.
4. Save the reconciled version back to SharePoint as the latest version.
5. Add a check-in comment describing the outcome.

Steps

1. Collect the versions that need to be merged and identify the source of truth.
2. Use Track Changes and Compare (Word) to bring changes together.
3. Resolve conflicts section by section (do not accept everything automatically).
4. Save the merged document as the latest version in SharePoint.
5. Notify contributors that the merged version is now the source of truth.

Steps

1. Create a new document library on the site (Site contents, New, Document library).
2. Name it clearly and set a description that explains what belongs there.
3. Configure versioning, permissions, and (if needed) approvals.
4. Add required metadata columns (owner, document type, review date).
5. Create views to help users find content quickly.

Steps

1. Enable retention or use a retention label if your organisation supports it.
2. Restrict delete permissions for members in critical libraries.
3. Use versioning so deletions and overwrites can be recovered.
4. Consider enabling content approval for controlled libraries.
5. Test recovery (version restore, recycle bin) so you trust the setup.

Steps

1. Prepare files with clear names and (if possible) consistent folder structure.
2. Open the target SharePoint library in the browser.
3. Drag and drop files or use Upload for folders (if supported).
4. Wait for upload to complete and resolve any errors.
5. Add metadata in bulk using grid view or quick edit where available.

Steps

1. Open the SharePoint library and select multiple files.
2. Choose Download to download a zip file.
3. Extract and store the files securely on your device.
4. Make your edits and track what changed if required.
5. Upload changes back carefully and avoid overwriting newer versions.

Steps

1. Confirm the target library exists and is configured (permissions, versioning, metadata).
2. Select the document(s) in the source library.
3. Use Move to (or Copy to) and choose the destination.
4. Verify links and metadata after the move.
5. Let users know where the new source of truth is located.