Skip links

How to use SharePoint effectively for document management

SharePoint is an excellent tool for document management. SharePoint can be used to increase productivity, store documents in one place and facilitate team collaboration. SharePoint also offers customisable functions that can be adapted to the needs of an organisation.

Organisation of documents with SharePoint

Organise your documents, use metadata for easy searching, set up workflows to streamline the approval process and use versioning to ensure everyone has the latest version of a document.

Integration of SharePoint with other tools

Integrate SharePoint with other apps such as Office Suite and CRM systems for a smooth workflow and data consistency.

Pro tipCreate governance policies to manage the creation, sharing and maintenance of documents. This helps you stay compliant and reduce the risk of data breaches or unauthorised access.

So forget the organisation! Embrace the chaos of document management with SharePoint.

First steps with SharePoint for document management

To get started with SharePoint in document management, you need to understand SharePoint document libraries and how to create them. Once you have created the libraries, you can upload documents and start organising and managing them within SharePoint. In addition, understanding versioning in SharePoint document libraries can help you track changes to your documents over time.

Understanding SharePoint document libraries

Say goodbye to document chaos! SharePoint document libraries are the answer to essential document management. They provide a central place to store, organise and share documents with team members who use SharePoint online - making it easy to access and manage document permissions.

The libraries have components that make them special, such as metadata, version control, document sets, alerts and workflows. Metadata provides the files with attributes such as author or department - which makes it easier to find documents later. Version control records all changes to a document, prevents data loss and redundancy and ensures accuracy in a constantly changing environment.

So don't worry about it! Creating document libraries in SharePoint is not a bad experience.

Creation of document libraries in SharePoint

Create document libraries in SharePoint quickly and easily!

1. first navigate to the website.
2. then select "Settings" in the top right-hand corner.
3 Next, select "Website content" in the drop-down list.
4. then click on "New document library" and name it.
5 Finally, customise settings such as permissions, version history and metadata.

Remember that each library supports different file formats such as Word documents, Excel spreadsheets, PDFs and PowerPoint presentations. This way, all your data is stored in one place and clutter is reduced. In addition, you can create multiple libraries based on projects and tasks. This encourages collaboration so that everyone can work together and stay up to date.

Say goodbye to lost documents and hello to the SharePoint document library bliss!

Upload documents to SharePoint document libraries

Today, SharePoint is a must for document management in every organisation. It has never been easier to manage your documents with SharePoint. Here you will find instructions for uploading files to SharePoint document libraries:

1. click on the 'Upload' button at the top left of your SharePoint site.
2. a pop-up window appears. Select the desired document(s) from your device and click on 'Open'.
3. once the file(s) are uploaded, add additional details such as title, description and other metadata to the library.

Giving each document a unique title and metadata such as author name and creation date makes the organisation easier to find and more efficient.

A colleague at XYZ company had a data leak when an important document was accidentally deleted during upload. Fortunately, they had backed up their data on SharePoint and were able to restore it easily. So always back up your data before you delete anything!

Think of SharePoint as your personal Marie Kondo; instead of asking if an item is enjoyable, it asks if it's worth keeping for your document management needs.

Organisation and management of documents in SharePoint

SharePoint is great for document management. It's not always easy, but SharePoint has a great solution. Here's how to organise and manage your documents:

1. create a page structure: use the SharePoint hierarchy on each page, with departments, teams and individuals.
2. organise libraries: Create libraries for different purposes such as contracts or receipts. Create folders within these libraries to categorise files.
3. implement metadata: Add information about files, such as authorship, creation date and project name.
4. use views: Use views to group files by creation date or type.

Customise the search results page (SRP) and refine queries with query rules and facets. Tag documents sensibly to stay organised. Versioning makes document management more complicated.

Version control in SharePoint document libraries

Versioning in SharePoint document libraries is essential. It enables the tracking of document changes and team collaboration. It also gives content editors the ability to revert to previous versions when needed - keeping the workflow smooth and reducing errors. SharePoint's versioning system lets users with different access rights view, edit or delete documents. They also know who has made changes and when.

Let's take a closer look at versioning. The author can check out a file, make changes and check it back in as a new version. SharePoint adds a unique identifier to each change. Comments are also tracked and attached to each entry for context.

In addition, the librarian can configure user access and control to retrieve different versions of files from any path or time period. Folder hierarchies can also be set up to avoid accidental confusion.

Pro tipSharePoint makes collaboration as easy as accidentally replying to a company-wide email chain!

Collaboration with SharePoint for document management

To collaborate efficiently in SharePoint for document management with the document sharing, shared authorship, team document management and permissions subsections, you need to understand how to use its collaboration features. These tools are designed to make collaborating on documents easier and more productive. In the following subsections, we'll take a closer look at these tools and how to best use them to improve your collaborative document management experience.

Share documents in SharePoint

When working with others on a document, it's important to have a reliable platform. SharePoint is one such application that is great for document collaboration and sharing.

By uploading files to SharePoint and granting access, it's easy to share documents with colleagues. You can even send links to specific files instead of using other methods or attaching them to emails. This makes it easier to share large files.

SharePoint's version function saves every change that is made to a document. It also saves every edit so that it is possible to revert to older versions.

Organising documents into categories with metadata tags is also possible with SharePoint. This makes it much easier to find and access materials.

Collaboration with SharePoint not only helps with document management, but also reduces inconsistencies as everyone is working on the same file. In addition, you always stay up to date with the latest developments.

Shared authorship in SharePoint allows everyone to express their opinion - even if you only asked for one!

Shared authorship in SharePoint

Shared authorship in SharePoint? That's the key to document management! It allows several people to work on the same document at the same time. It allows employees to see edits in real time. In addition, version tracking enables easy access to previous versions of the document.

SharePoint offers features not found in other apps. You can chat in the document and leave comments while you collaborate. And multiple people can contribute, reducing individual workload and speeding up workflow.

Pro tipUse Office Web Apps for real-time co-authoring without the need for a desktop application. No more endless email chains! Document management with SharePoint makes teamwork a breeze.

Use of SharePoint for team document management

Document management is key to the success of any organisation. SharePoint makes team document management easier by storing all files in a secure location that is accessible to those who are authorised to do so. Users can create, edit, view and share documents while tracking all changes and activities.

SharePoint also enables teams to collaborate on documents in real time, with features such as version control, shared authorship and Office web apps for online editing. In addition, with cloud-based services such as SharePoint Online or OneDrive for Business, files can still be shared even when team members are not together in person.

It is important to remember that the use of metadata and naming conventions can help users to find and search for documents quickly. In addition, setting up document flow rules through disposition approval workflows helps to keep data compliant.

Pro tipIntegrate SharePoint with Microsoft Teams for smoother team collaboration by creating channels with corresponding SharePoint document libraries. Now let's talk about setting permissions in SharePoint document libraries!

Defining authorisations in SharePoint document libraries

When managing documents in SharePoint, it is important to give the right permissions for each library. Here are three steps to help you do this:

1. go to the document library settings. Select "Authorisations for this document library".
2. decide whether you want a new group or an existing one. Then add users and define their authorisation levels (e.g. read, contribute).
3. check and save your changes.

The settings for inheritance are important as they can influence who has access to certain documents within a library.

Remember that defining authorisations is not a one-off task. You should review and adjust them regularly, especially if there are personnel changes in your organisation.

A company failed to correctly set permissions on a SharePoint site, which meant that confidential HR files were accessible to all employees. This mistake caused legal problems and was costly for the company. To avoid this, take the time to set up and maintain appropriate permissions for your SharePoint document libraries.

Searching and retrieving documents in SharePoint is like finding a needle in a haystack - easy!

Search and retrieve documents in SharePoint

To search and retrieve documents efficiently in SharePoint, approach the problem by understanding SharePoint's search capabilities and utilising metadata. Expand your search options with advanced search options to further improve document retrieval. In this section, you will learn how to optimise SharePoint's document management capabilities with our sub-sections - Understanding SharePoint search capabilities, Improving document search in SharePoint by using metadata and Advanced search options in SharePoint.

Understanding the SharePoint search functions

Searching and retrieving documents in SharePoint can be overwhelming. It's important to know how the search works, what filters are available and how to use them effectively.

The SharePoint search supports various file formats such as Word, Excel, PowerPoint, PDFs, etc. You can find what you need with keywords or complex queries that use properties and operators. It uses metadata with filters such as author, date modified, size, etc.

You can refine your queries with Boolean operators such as AND/OR/NOT. You can also create Managed Properties to sort results. You can take your search even further with advanced search techniques such as customising query rules.

Machine learning algorithms understand the intent and context of the document, making exploratory searches easier. Automated tagging tools such as content processing correctly classify data and make compliance submissions easier.

Earlier versions of SharePoint were not intuitive to use, so Microsoft reworked them. They improved the standard HTML tags for accessibility, metadata management and supportability.

Understanding SharePoint's search features can save you time spent searching through lots of files. So explore the features and become more productive! Sorting metadata is worthwhile if you can quickly find that one document.

Improving the document search in SharePoint through the use of metadata

SharePoint offers much more than just basic document storage. By integrating customised workflows and user-defined apps, you can increase efficiency and improve the user experience.

Advanced tips for optimised document management:

Automation of workflowsUse SharePoint to automate recurring tasks such as approval processes and status updates. This reduces manual intervention and speeds up processes.

Integration with Power AutomateBy connecting SharePoint with Power Automate, you can create complex workflows that exchange data between different platforms such as Microsoft Teams and Outlook.

Use of SharePoint add-insExtend the functionality of SharePoint with add-ins designed specifically for your business needs, e.g. for enhanced security features or advanced analytics tools.

Training and further educationOrganise regular training for your employees to ensure that all team members can use the tools effectively. This promotes acceptance and optimises the use of SharePoint functions.

Regular review and adjustment of governanceDocument management is dynamic; adjust your policies and access rights regularly to ensure security and compliance.

By implementing these strategies, you can ensure that your organisation takes full advantage of SharePoint and takes your document management to the next level.

Leave a comment

  1. Hello I have a question about SharePoint I have been working with it for a short time Can I also make sure that everything is always well secured not that something goes wrong How can I do this best Thank you already

    1. If you use SharePoint Online, your data is stored in the Microsoft cloud and is backed up. What you probably mean is the access rights to the files. Always make sure that you use secure passwords for logging in. Feel free to contact us if you also need support for setting up roles and authorisations. VG

  2. Hey I have a question about the article How to use SharePoint correctly for document management Are there any disadvantages? because sometimes not everything works the way you think it should?

  3. Hi interesting article but I wonder if you can use SharePoint with older versions of the programme, how does it look like Can my company update it without further ado?