Simple Setup Tips to Save Time, Reduce Clutter and Boost Productivity
Feeling swamped by scattered documents and messy folders? SharePoint can be your new best friend. Whether you’re just getting started or want to clean up your digital workspace, these five quick wins will help you hit the ground running—no jargon, just results.
1. Move Your Files into SharePoint
If your documents are living on your desktop, email threads, or hidden in personal folders, it’s time to make the move. SharePoint gives you one central place for all your work files—secure, searchable and accessible from anywhere.
Why it’s a win:
- Access your files across devices
- Share links instead of bulky attachments
- Keep a single source of truth
Quick Tip: Open your SharePoint library and drag-and-drop multiple files straight into it. Easy.
2. Organise with Folders or Metadata
Once your files are in, get them organised. You’ve got two easy options:
- Folders – familiar and fast
- Metadata – tag files with columns like “Project Name” or “Document Type”
Start simple: Add columns like Document Type (e.g., Form, Policy) or Team Name to make searching easier later on.
3. Pin What You Use Most
Save time by pinning your most-used libraries and pages. Instead of hunting around each time, add them to your favourites or Quick Access area.
Quick Tip: In the library or SharePoint homepage, click the star icon to add it to your “Followed sites” or pin to the navigation.
4. Track Activity with the “Recent” Tab
Alerts are a thing of the past. These days, SharePoint tracks what’s been changed and viewed—automatically.
How to use it:
- Use the “Recent” tab in the left-hand panel or homepage to quickly jump back into files
- Check the “Modified” column or Version History for changes
- Use the Activity feed on modern pages to see what’s new
Quick Tip: Teach your team to rely on “Recent” and “Modified” views—it keeps everyone in the loop without inbox overload.
5. Use Search Like a Pro
SharePoint’s search bar is powerful—when you know how to use it. Instead of digging through folders, just type a few words and filter the results.
Search smarter:
- Filter by file type, modified date, or author
- Search from the site homepage or the document library for better context
- Use the Search this site dropdown to stay within a specific team or project
Bonus Win: Collaborate in Real Time
No more emailing versions back and forth. SharePoint lets you edit Word, Excel, or PowerPoint docs with others at the same time—right in the browser or inside Teams.
Quick Tip: Just click Open in Browser and start co-authoring. Everyone sees updates instantly.
Final Thoughts
These quick wins are just the start—but they’re powerful. Move your files in, get organised, and start using SharePoint the way it was meant to be used: as a productivity tool, not just a dumping ground. You don’t have to do it all at once. Start here and build as you go.
