SharePoint: How do you get the most out of it?

Remote working is a great solution for businesses. SharePoint has some great features to support this.

 

Services like SharePoint have become vital for work operations. But are users truly getting the most out of the features of the software?

 

As a Microsoft Partner who specialises in managed IT support, Office 365 is a great option for many of our clients. As it provides a suite of business applications and can be used inside and outside of private networks.

 

However, SharePoint has a lot more features which can radically improve day to day tasks.

 

Here’s a quick rundown of some great features we’ve told customers about:

 

Workflows

If you’re in an organization that has different levels of authority, and frequent processes that require sign off – workflows is perfect for you.

 

 

Workflows is a pre-programmed application that will streamline and automate a wide variety of business operations. This can be from collecting signatures, feedback or approvals for a document. Workflows can also be used to track the current status of a procedure.

 

Its goal is to save you time and effort, bringing consistency to tasks that are executed on a day to day basis. Even designing the process like a flowchart, making it easy to use:

 

Knowing that SharePoint integrates with the Office 365 suite, it becomes even easier to attach files and assign recipients through Outlook. There are even hundreds of templates you can start from, giving you the ability to customize the steps or add extra ones in.

 

To learn more about the specifics of how to start a Workflow, visit Microsoft page here.

 

Integration with teams

 

Another great application that is linked to SharePoint is Microsoft teams. Teams is an application designed to link organizations through instant messaging and group creation for departments or teams.

 

However, if you already use an Instant messaging service like Skype for Business or Slack – why should you convert to teams?

 

One answer: SharePoint and Teams are a match made in heaven.

 

 

Folders that already exist on your SharePoint site sync perfectly to groups and channels set up in teams. This means that content can be viewed, uploaded and accessed within SharePoint or Teams.

 

For example, let’s say you edit a document and want input from another employee. Instead of saving the file and either emailing it to a colleague or attaching it to an instant message. You can drop the file with an instant message and see the changes live. It’s quicker, smoother and you will save time going back and forth.

 

Aside from this, the document autosaves and provides a history of version changes, saving you the task of manually saving and backing up.

 

Change the look, make it yours!

 

Although your SharePoint is for business purposes, it’s important to adjust the look and feel of your software.

 

Making your SharePoint branded will encourage more trust when employees are using it. Naturally, there is always a bedding in process when migrating users from storing documents locally on their machines.

 

After uploading your company logo and selecting your brand colors, you are then free to structure your SharePoint with different departments, groups, and folders.

 

Sync to your machine!

 

Finally, one of the biggest features is having the ability to sync your files straight to your desktop.

Another Microsoft product OneDrive gives you the ability to do this. Giving you the ability to always be connected with continuous syncing of documents, folders, and groups.

Other than this, it also gives you extra backup in being able to use documents offline – simply resyncing when you are able to reconnect to an internet network.

 

Next steps?

If after reading this you think SharePoint would be a good solution for your business. Then please get in contact with us on 02920 887 362 or send us an email at info@excellence-it.co.uk

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