{"id":4859,"date":"2025-02-10T19:37:01","date_gmt":"2025-02-10T19:37:01","guid":{"rendered":"https:\/\/ndz.hhz.mybluehost.me\/website_d8938f02\/5-quick-wins-to-make-sharepoint-more-user-friendly\/"},"modified":"2025-04-13T21:30:25","modified_gmt":"2025-04-13T10:30:25","slug":"5-quick-wins-to-make-sharepoint-more-user-friendly","status":"publish","type":"post","link":"https:\/\/simplysharepoint.com\/stagenew\/5-quick-wins-to-make-sharepoint-more-user-friendly\/","title":{"rendered":"5 Quick Wins to Make SharePoint More User-Friendly"},"content":{"rendered":"

When it comes to SharePoint, small changes can make a huge difference in making it easier to use<\/strong>. Over the years, I\u2019ve worked with many departments, helping them organise their sites<\/strong>\u00a0and improve usability.<\/p>\n

One of my favourite examples is a marketing team managing social media content<\/strong>. They needed a simple way<\/strong>\u00a0to access their files, track campaign deadlines, and automate reminders. Here are five quick wins<\/strong>\u00a0that completely transformed their SharePoint experience.<\/p>\n

1. Add a Homepage with Smart Quick Links<\/strong><\/h3>\n

Every great SharePoint site needs a homepage that makes sense<\/strong>. When I set up a new site for a team, I always recommend adding Quick Links<\/strong>\u00a0to help users find what they need fast.<\/p>\n

For this marketing team<\/strong>, we added Quick Links that:
\n\u2705 Navigated directly to key folders like Instagram, LinkedIn, and YouTube campaigns<\/strong>.
\n\u2705 Linked to a shared content calendar<\/strong>\u00a0so they could see what was scheduled.
\n\u2705 Used PnP Modern Search<\/strong>\u00a0to pull in all approved social media content.<\/p>\n

Tip:<\/strong>\u00a0Be even smarter! Instead of just linking to folders, link Quick Links to a SharePoint search result<\/strong>\u00a0filtered by tags like \u2018Approved\u2019 or \u2018Draft\u2019 to surface only the most relevant files.<\/p>\n

I always ask the team: \u201cIf you landed on this site for the first time, what would you want to see?\u201d<\/em>\u00a0That\u2019s how we create a homepage that works for them<\/strong>.<\/p>\n

2. Set Up a Customised View for Recently Modified Documents<\/strong><\/h3>\n

One of my must-have<\/strong>\u00a0SharePoint views is a simple one that shows all the documents you\u2019ve been working on<\/strong>. There\u2019s nothing worse than searching through folders to find that one file you edited yesterday<\/strong>.<\/p>\n

For the marketing team, I created a view with a filter<\/strong>:
\nModified by [Me]<\/strong>\u00a0\u2192 Shows only documents they\u2019ve updated.
\nSort by Modified Date (Newest First)<\/strong>\u00a0\u2192 So the most recent ones are at the top.<\/p>\n

Then, I took it one step further<\/strong>:
\nTip:<\/strong>\u00a0Instead of just having this view in the document library, I embedded it on the homepage<\/strong>\u00a0under the Quick Links. Now, when the team lands on their SharePoint site, they see:<\/p>\n

    \n
  • Quick Links<\/strong>\u00a0to their main folders.<\/li>\n
  • Their recently modified files<\/strong>\u00a0at a glance.<\/li>\n<\/ul>\n

    This saves so much time, especially for fast-moving teams working across multiple platforms!<\/p>\n

    3. Automate Workflows to Stay on Top of Content Changes<\/strong><\/h3>\n

    The best way to make SharePoint work for you<\/strong>\u00a0is to set up simple automations<\/strong>. For the marketing team, they needed an easy way to track content approvals<\/strong>.<\/p>\n

    Here\u2019s what I set up:
    \n\u2705 An automatic Teams notification<\/strong>\u00a0whenever a new file was uploaded to the \u2018Ready to Review\u2019 folder.
    \n\u2705 An email alert<\/strong>\u00a0sent to the campaign manager if a document in the \u2018Approved\u2019 folder was modified.<\/p>\n

    Tip:<\/strong>\u00a0You don\u2019t always need complex Power Automate flows\u2014sometimes, a simple SharePoint Alert<\/strong>\u00a0does the trick.<\/p>\n

    If you\u2019re managing a lot of content, set an alert on critical folders<\/strong>\u00a0so you never miss an update. It\u2019s a game-changer for collaboration and tracking changes<\/strong>.<\/p>\n

    4. Use SharePoint Search Smarter<\/strong><\/h3>\n

    SharePoint\u2019s search function is a powerhouse<\/strong>, but most people don\u2019t use it properly. Instead of clicking through folders, you can filter results to find exactly what you need<\/strong>.<\/p>\n

    For the marketing team, I set up custom search refiners<\/strong>\u00a0to help them find content instantly:
    \nRefine by Tag<\/strong>\u00a0\u2013 Filter posts by \u2018Instagram,\u2019 \u2018LinkedIn,\u2019 or \u2018Campaign Type.\u2019
    \nFilter by Approval Status<\/strong>\u00a0\u2013 Only see content that\u2019s marked as \u2018Approved.\u2019
    \nUse \u2018Created by [Me]\u2019<\/strong>\u00a0\u2013 Find only content you\u2019ve personally uploaded.<\/p>\n

    Example:<\/strong>\u00a0If a team member wants to find all Instagram posts scheduled for next week, they can just type \u2018Instagram Approved\u2019 and filter by date<\/strong>\u00a0instead of digging through folders.<\/p>\n

    It\u2019s a simple tweak<\/strong>\u00a0but saves so much time!<\/p>\n

    5. Customise SharePoint with JSON Formatting (Make Deadlines Stand Out!)<\/strong><\/h3>\n

    I love using JSON formatting<\/strong>\u00a0to make SharePoint lists more visually useful<\/strong>. For the marketing team, they had a content calendar in a SharePoint list<\/strong>, and I wanted to make deadline tracking super clear<\/strong>.<\/p>\n

    So, I set up conditional formatting<\/strong>:
    \nIf a post is due today or overdue<\/strong>, the row turns red<\/strong>.
    \nIf a post is due in 2 days<\/strong>, it turns orange<\/strong>.
    \nIf a post is more than 3 days away<\/strong>, it stays green<\/strong>.<\/p>\n

    Tip:<\/strong>\u00a0This works for any list\u2014content calendars, project deadlines, or even tracking social media engagement.<\/p>\n

    Now, whenever they open their SharePoint site, urgent posts stand out immediately<\/strong>. No more missed deadlines!<\/p>\n

    Final Thoughts<\/strong><\/h3>\n

    Small tweaks like these make a massive difference<\/strong>\u00a0in how teams use SharePoint. Whether it\u2019s quick links, custom views, automation, smarter search, or visual formatting<\/strong>, these quick wins help teams work faster and smarter<\/strong>.<\/p>\n<\/body>","protected":false},"excerpt":{"rendered":"

    When it comes to SharePoint, small changes can make a huge difference in making it easier to use. Over the […]<\/p>\n","protected":false},"author":1,"featured_media":4860,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"nf_dc_page":"","_coblocks_attr":"","_coblocks_dimensions":"","_coblocks_responsive_height":"","_coblocks_accordion_ie_support":"","pmpro_default_level":"","_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[450],"tags":[411],"class_list":["post-4859","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sharepoint-fundamentals","tag-sharepoint","pmpro-has-access"],"yoast_head":"\n5 Quick Wins to Make SharePoint More User-Friendly - Simply SharePoint<\/title>\n<meta name=\"description\" content=\"When it comes to SharePoint, small changes can make a huge difference in making it easier to use. 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