Essential Content Management Tips for SharePoint Online

August 22, 2020 in Azure, how to
Tips for SharePoint Online

SharePoint online is being used today by many organizations as their CMS. Notwithstanding, many people are still having a lot of challenges in utilizing it properly. Many users find it challenging to find needed files on time, and many keep a lot of unwanted junk to others’ frustration. Such might be frustrating. But the share point online has many benefits, and it will be useful if you take advantage of its numerous features. But to enjoy these benefits, you must be able to manage your content effectively. Here are some essential tips for SharePoint Online

Share Only What is Useful 

Remember the reason you are migrating the file to share point in the first place. If others don’t need it, don’t share it. You don’t have to migrate every version of your file, save your colleagues from junk and migrate only the latest version. And also ensure that you migrate only the documents that are needed, not everything in your file. Even, when you share files, think about others tampering with your content. 

 If others don’t have anything to do with the document than read it, make it read-only. In that case, even when they share it with any other person, your original version will remain intact. And remember to keep a copy of your file on your computer after migrating it SharePoint online.  

Create Different structures for Your Files 

To have a proper arrangement of your files, group them according to their content or users they are to serve. Create a different library for different types of data. The library may be based on the document’s contents, functions of the document, or uses. 

With that organization, you can set different security levels for each library. Make sure that you label each document correctly so that it will be easy for your users to search for what they are looking for. 

Check the Indexing Configuration 

SharePoint online has automatic indexing for up to 20,000 files, but that is if you are using modern lists and libraries. If you are using a third-party migration tool, your files may not be automatically indexed to the standard 20,000 files. 

You, therefore, need to set the indexing first before migrating your files. In such a situation, it is good first to test run if indexing is appropriately set up before loading the files. If it is fine, but if not, you may have to configure it first. 

If you have more than 20,000 items, you may have to consider long-term auto-indexing. You also need to configure archiving tools on your system to help manage your file correctly and manage and optimize your content. 

Take Charge of Your Retention Policy 

There is a limit to the number of versions of a document you can keep in share point libraries. By default, this limit is 100. But you can review this and set your preference. Setting this limit is to address the storage concerns, but if you have reasons to retain your documents, take charge.  

You can review your setting so that your document remains intact or automatically deleted after a specific time. With that, the unwanted document will take up your space, and at the same time, relevant documents will not be deleted. 

If you correctly follow these tips, you won’t have difficulty with your content with these tips for SharePoint Online, and you can enjoy all its benefits. 

What You Must Know About Sharing Share Point Files or Folders In Office 365

September 9, 2019 in Cultivate, how to

Files and folders shared on a SharePoint site are readily available for everyone who has permissions to the site. At times, you may need to share specific files and folders with people who are not given access to the site. While sharing the files and folders, you can decide whether they can just view them or edit them. Here are how you can share files and folders in SharePoint and some other useful information related to it.

What You Must Know About Sharing Share Point Files or Folders In Office 365

Sharing a file or folder

Use these steps to share files or folders in SharePoint.

  • Select the file or folder to share and click on Share.
  • If you wish to change the type of link, click on the drop-down list. This will open the Details pane and here you can change who will access the link and if people can edit the item you wish to share. You can decide for whom this link will work. The different options to do this depend on admin settings.

Anyone

This option lets you provide access to anyone receiving the link whether they get it directly from you or being forwarded by others. This can include people outside your organization too.

People in your organization

This kind of access provides access to every member of your organization irrespective of how they receive the link.

Specific people

This option can let only the specified people access the file or folder. If people forward the share invitation with others, only those who already have access to the given item can use the link.

  • Allow editing is turned on by default. If you want to give only viewing permission to people, you must uncheck the box. Click on Apply when you have finished.
  • Enter the names of people you wish to share with and include a message if you want.
  • When the link is ready to send, click on Send.

Get a link to a file or folder which can be copied

There is an alternative way of sharing files or folders. In this way, you can copy and paste in a text message or on a website. Those who share these links can also forward the links to others. Here are the steps to do this.

  • Click on Copy link on SharePoint. This copies the link directly to the clipboard.
  • Click on the drop-down list to alter the type of link. When the Details pane opens, you can choose who will access or change the link and if people can also edit the file or folder you are sharing with them.

Anyone

This option lets you provide access to anyone receiving the link whether they get it directly from you or being forwarded by others. This can include people outside your organization too.

People in your organization

This kind of access provides access to every member of your organization irrespective of how they receive the link.

Specific people

This option can let only the specified people access the file or folder. If people forward the share invitation with others, only those who already have access to the given item can use the link.

Allow editing is turned on by default. If you want to give only viewing permission to people, you must uncheck the box. Click on Apply when you have finished.

Ten Things You Can Do with SharePoint, Right Now

July 18, 2019 in Cultivate, how to

Many businesses depend on SharePoint to develop websites. For instance, it is possible to create a site from SharePoint Homepage in Office 365. Also, you can benefit from a SharePoint team site when you develop an Office 365 group in Outlook Online or Office 365. While being on SharePoint server, you can either create a team or many other kinds of sites.

Ten Things You Can Do with SharePoint, Right Now

While used on any one of the common web browsers, these sites can as well be used as a secure place to store, organize, distribute and access information from multiple devices. Here are ten things you can do with SharePoint right now that makes this platform all the more interesting.

  1. You can upload your files directly on to your SharePoint document library in order to access them anytime from anywhere. Doing this is as simple as dragging files from a location in your computer into your document library. While using Microsoft edge, you can upload files or folders. In SharePoint online, you can use the ‘upload’ command.
  2. You can open a document in the document library. When you click to open the document, you wish to work on, it will open in Office Online.
  3. You can choose to work with others on the same document at the same time. You need to go to the document library and click to open the document you wish to work on. On the top right of the document, you will find the number of people working on it.
  4. Sharing documents is easier on SharePoint. To do this, you just have to select the documents you wish to share and click the ellipses. It will open the menu on which you must click on ‘Share’.
  5. You can also share sites on SharePoint. This is possible only when you have sharing permissions from the site owner. To share sites, click SharePoint or sites, choose the sites you wish to share and then click on ‘Share’.
  6. Creating a team site. While using Office 365, it is easy to create a team site from the SharePoint Homepage. This feature will help create an Office 365 group. When you create an Office 365 group in Outlook People, you will get a team in SharePoint Online automatically. Once you have site owner permissions on SharePoint server 2016 or 2013, you just have to click on ‘Sites’ and then click ‘+ new site’ or just ‘+ new’.
  7. You can add a list or library to your team site in SharePoint Online. To do this, you need to click on ‘+ New’ from within a site and then choose ‘List’ or ‘Library’ from the list.
  8. Retaining the previous version of the document while editing and making changes in it is now possible with SharePoint. Just right-click on the document link in a library and then click on ‘Version History’. Sometimes, you will have to scroll the menu to choose the version you want. For SharePoint server versions, just click on the ellipses found next to the file and then on the ellipses in the dialog for landing on the menu. Alternatively, you can also select the document and click on ‘Version History’ on the ‘Files’ tab.
  9. Searching for something is easier with SharePoint. You just have to type a search keyword into the ‘Search’ box and click on the ‘Search’ icon.
  10. It is easy to share information with your entire office group. In Office 365, SharePoint Online, or SharePoint Server 2016, you just have to click on the app launcher and then click on the Yammer or Newsfeed tile. After that, you can just type in your message and click ‘Post’.