Feeling overwhelmed with work documents scattered everywhere? SharePoint can be your secret weapon for staying organised and productive. If you’re new to SharePoint, don’t worry—I’ve got you covered with five simple steps to get started and see results right away.
1. Move Your Documents into SharePoint
The first step to getting organised is moving your documents into SharePoint. Forget saving files to your desktop, email attachments, or personal folders—SharePoint offers centralised storage that allows you to:
- Search for documents instantly.
- Share links instead of bulky email attachments.
- Access files on any device, anywhere.
Quick Tip: Use the drag-and-drop feature to move multiple files into SharePoint libraries quickly.
2. Organise with Folders or Metadata
Once your documents are in SharePoint, the next win is to organise them effectively. You can either:
- Use folders: A familiar method for those used to file explorer.
- Use metadata: This is even more powerful—metadata allows you to tag files with details like project name, department, or document type, making them easier to find.
Quick Tip: Start simple! Create columns for “Document Type” (e.g., Policy, Template, Form) or “Project Name.”
3. Pin Frequently Used Libraries and Files
Tired of searching for the same folders or files repeatedly? SharePoint lets you pin important libraries or documents to your Quick Access bar or “Favorites.”
Quick Tip: In the document library, click the star icon to add it to your frequent sites list. It saves so much time!
4. Set Alerts for Important Updates
Want to know when something changes? SharePoint allows you to set up alerts on libraries, folders, or files. Whether it’s a new version of a document or updates to a library, you’ll get an email notification.
Quick Tip: Right-click on a file or library, select “Alert Me,” and customize how you want to be notified.
5. Use SharePoint Search Like a Pro
One of SharePoint’s greatest strengths is its powerful search functionality. Instead of clicking through folders, type keywords into the search bar to find documents, conversations, or even people.
Quick Tip: Use filters like “Modified Date” or “File Type” to refine your search results quickly.
Bonus: Collaborate in Real Time
Once you’ve got the basics down, explore SharePoint’s real-time collaboration features. Open files directly in Teams or co-author Word documents with colleagues, so you’re all on the same page—literally
Wrapping Up
These five quick wins can help you take control of your work documents and feel more organised from day one. Start small, implement these basics, and watch how SharePoint can transform your productivity.
