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threesixfivedgtl · 9 months

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Top 10 Microsoft SharePoint 365 Tips and Tricks 2023!

SharePoint Online is a great tool for creating intranets, document management and integrating your Microsoft 365 apps. Like everything though, Microsoft SharePoint tips and tricks are needed if you want to get setup quickly. To build a professional intranet or DMS you will need the help of a SharePoint developer. However, there are tasks that can be handled in-house and handy SharePoint tips and tricks to help you manage SharePoint. That’s why we have put together this list of useful SharePoint 365 tips and tricks to help you out.

SharePoint 365 Tips and Tricks 1: Understand the SharePoint Site Architecture

The first and most important thing to understand with SharePoint, is the architecture. It can be quite confusing to newbie’s how everything fits together with the other Microsoft 365 applications.

Overview

At a high-level, SharePoint works with a cascading structure. SharePoint sites are the top-level containers that house all content for a specific area (e.g a department like HR). These sites can contain subsites, document libraries, lists, web parts and pages.

Subsites – are used to house subsets of data for specific areas.

Document libraries – are used to store the sites documents.

Lists – are used to store data (like an online Excel spreadsheet). An example of a list could be a HR list of employee information.

Web parts – widgets that are used for functionality that can be embedded into a page.

Pages – are used to display content and information from lists and libraries.

Flat Structure vs Subsites

In the modern world of SharePoint, we have two possible ways of structuring SharePoint sites. Flat structure (recommended) and using subsites. Back in the old days of SharePoint, people used lots of subsites, sometimes going multiple levels deep. This caused SharePoint admins a nightmare to manage, as content was not easy to move and resulted in confusing navigation. So, flat structures were introduced. Creating all sites as ‘top-level’ sites and using hubsites to group them together (I will explain hubsites a bit later).

This is one of our favourite SharePoint 365 tips and tricks. People can often slip up by not knowing the recommended approach and it can be hard to rectify once you go down this path.

SharePoint 365 Tips and Tricks 2: Team site vs Communication site

Second on our list of Microsoft SharePoint tips and tricks, is the difference between SharePoint sites. In previous versions of SharePoint there were many site templates to choose from. Now in SharePoint 365 we just have two main ones. Team sites and communications sites.

When creating a SharePoint site, we can use the team site template. They are mainly used for collaboration within a specific team, for a closed group, or limited amount of people. For example, if you work in the HR team and want a place to store and collaborate on documents for your team, this template should be chosen. Team sites, can be ‘group connected’, which bundles a SharePoint site together with other Microsoft 365 tools, like Teams, Outlook and OneNote. Or you can build a standalone Team site.

These site templates are generally used for information that will be displayed either company-wide, or to a large audience. The are most often used for intranets, to showcase information or display content in a more visually friendly way.

SharePoint 365 Tips and Tricks 3: Understanding integration between SharePoint and Teams

Understanding how SharePoint works with Microsoft Teams is very important in the modern workplace. This can sometimes be overlooked as an important tip, when describing how SharePoint works.

Teams is now a key part of many workplaces. It is used to chat with colleagues, video conferencing and collaborating on document within groups or ‘Teams’. When it comes to document collaboration, what most people aren’t aware of is that Teams is not much more than a user interface for SharePoint. When you create a new ‘team’ in Teams, this creates a new SharePoint site in the backend. All the documents you add and share within your team is stored in the SharePoint document library. For each channel you create within your team, this creates a new folder in your SharePoint document library. Which is used to categorise the content.

Lists vs Libraries

A very simple one of our Microsoft SharePoint tips and tricks to explain, but also something a lot of SharePoint newbies might not understand. What is the difference between a SharePoint list and a document library? Essentially, lists store content and libraries store files. Lists act like Excel or a database, to store and manage data. That data can then be used to develop apps, or create dashboards and reports to visualise and manage the data. Document libraries are purely containers for your document and folder structure, similar to working in file explorer on your laptop.

Using metadata to categorise your content

When setting up a new SharePoint library or list, you need to think about what metadata will be used, based on what it will be used for and structure it accordingly. If you ask any SharePoint developer for SharePoint 365 tips and tricks, this will come up, as it is a very important aspect of SharePoint.

For document libraries, there are two main ways of structuring content. Using a metadata structure, or a folder structure.

Metadata structure – the document or data is tagged with metadata, that is used to categorise the content. The metadata is filtered or searched to find the file you are looking for. For example you could have a date column and a department column and you could filter each column by the month and department you need to bring up all relevant documents. This structure is generally used for large libraries that need to be organised by multiple categorisations.

Folder structure – works just like your Windows file explorer, you use folders and subfolders to store files and organise them.

Microsoft SharePoint Tips and Tricks 6: Hub sites, home site and root site

As you start to get into the more advanced options within SharePoint, you will surely come across these three terms for sites, that seem quite similar. Let us break down what each one means.

Hub sites – as mentioned in ‘SharePoint 365 tips and tricks 1’, sites are often arranged in a ‘flat structure’ instead of using subsites to organise your content. However, the downside to this is you can end up with hundreds of rouge sites, not properly associated to similar sites. This is where hub sites come in. These are sites that are used to associate similar sites, to represent a structure.

Home site – this is generally set on the SharePoint site that is used for your intranet home page. This site tells users that this is the entry for your SharePoint intranet.

Root site – this is the default site that is created when setting up SharePoint, it cannot be deleted and is the site that is displayed under yourcomanyname.sharepoint.com

Microsoft SharePoint Tips and Tricks 7: Turbo Charging SharePoint with the Power Platform

SharePoint comes as part of the Microsoft 365 suite of products, so it integrates really well with the tools available in M365. However, there are three other Microsoft tools that can really super charge the Microsoft SharePoint functionality.

Power Automate – used for creating workflows within SharePoint and other Microsoft products. These workflows can be used to process data stored in SharePoint lists and libraries, to create anything from document approvals to complex business flows.

Power Apps – used to create mobile, desktop and tablet apps, that can be used as a custom user interface to display data from SharePoint lists and libraries.

Power BI – used to display your data into user friendly reporting dashboards to properly visualise data in graphs and charts.

Microsoft SharePoint Tips and Tricks 8: Permission structure and file sharing

SharePoint permissions can be a hard concept to grasp, as the permissions can get very granular and detailed. In short, access can be set at any level in SharePoint and cascades down from granting access to a SharePoint site, right down to granting access on individual files and folders.

Understanding your Branding Limitations

Back in previous versions of SharePoint, design and branding options were almost unlimited. You could use custom code to completely tailor your SharePoint page designs into anything you wanted. Although this is still possible in SharePoint online, one of our Microsoft SharePoint tips and tricks is not use this option. In modern SharePoint, Microsoft do not recommend doing so and there are very strict branding guidelines that should be followed. This is to avoid security risks and governance nightmares. Companies should now use SharePoint themes and templates to apply branding.

Uitilise Co-authoring

Although technically co-authoring is a feature of the Microsoft Office tools. It is a great SharePoint 365 tip, as it can be used to its full potential within SharePoint. Co-authoring provides the ability for multiple team members to collaborate on files together at the same time. Making changes in real time and even starting chats within the document.

Getting a grasp on managing SharePoint yourself is important for all SharePoint users. However, sometimes you do need a SharePoint expert to help out with tasks.

To get a quote for professional SharePoint consulting, click below.

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perfectiongeeks · 1 year

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What is SharePoint Syntex? 6 SharePoint Syntex Use Cases

SharePoint Syntex offers a range of powerful features that enable organizations to automate content processing, enhance information management, and improve productivity within SharePoint. Let's explore some of the key features of SharePoint Syntex:

Content Understanding: SharePoint Syntex utilizes AI-powered models to understand and extract valuable information from unstructured content. It can analyze documents, images, and audio files to identify entities, key phrases, and relationships. This feature enables organizations to gain insights from their content and make informed decisions based on the extracted knowledge.

Document Understanding Models: SharePoint Syntex provides pre-built and trainable document understanding models. These models can be customized to match the specific needs and terminology of an organization. They can automatically classify documents, extract specific information, and apply metadata tags based on the content. The ability to train models empowers organizations to tailor SharePoint Syntex to their unique business requirements.

Form Processing:SharePoint Syntex simplifies the extraction of data from forms, whether they are physical or digital. It can automatically capture data fields, validate inputs, and store the extracted information in SharePoint lists or other systems. This feature reduces manual data entry, minimises errors, and accelerates data processing workflows.

Integration with Power Automate:SharePoint Syntex seamlessly integrates with Power Automate (formerly Microsoft Flow). This integration enables the creation of powerful workflows and automation scenarios. For example, when a document is classified or a form is processed, SharePoint Syntex can trigger actions such as sending notifications, updating databases, or initiating approval processes, streamlining business operations.

Managed Metadata and Taxonomy:SharePoint Syntex enhances information management by leveraging managed metadata and taxonomy capabilities. It can automatically apply metadata tags to documents based on their content, ensuring consistency and improving searchability. This feature enables organisations to establish a structured and organised information architecture, facilitating efficient content management and discovery.

Information Extraction and Classification:SharePoint Syntex can extract information from structured and unstructured documents. It can identify key entities, extract data fields, and classify documents based on their content. This feature streamlines document processing, reduces manual effort, and enables faster search and retrieval of information.

Data Loss Prevention (DLP) and Compliance:SharePoint Syntex supports data loss prevention and compliance efforts. It can automatically detect sensitive information, such as personally identifiable information (PII) or financial data, within documents. SharePoint Syntex can enforce information governance policies by applying retention labels, ensuring compliance with regulations, and protecting sensitive data.

Search and Discovery:SharePoint Syntex improves search and discovery within SharePoint. By automatically applying metadata tags and extracting valuable information, it enhances search results and enables users to find relevant content more efficiently. This feature improves the overall user experience and productivity within SharePoint environments.

Customization and Extensibility: SharePoint Syntex provides customization options to tailor the solution to specific organizational needs. It offers a flexible framework that allows organizations to build their own AI models, train them using their data, and integrate them into SharePoint Syntex. This customization and extensibility enable organizations to address unique business requirements and achieve greater value from SharePoint Syntex.

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sapphiresoftware · 1 year

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Top Microsoft Power Applications limitations to know

Read this blog - Top Microsoft Power Applications limitations to know!! Also, check out microsoft sharepoint development & powerapps services.

#Microsoft Power Applications #sharepoint development services #hire sharepoint developers

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mpriyadharshini · 1 year

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SharePoint Development

SharePoint is a business software that allows users to create and share content on a secure server. It is a popular choice for companies that need a document and collaboration management solution. In this role, you can use your IT skills to develop web-based apps and websites that utilize the functionality of this product.

The average salary for a SharePoint Development is $87,000 per year. The demand for this job is expected to increase as companies use this platform more and more. To be successful in this role, you need to have excellent communication and organizational skills. You will also need to know how to troubleshoot any problems that may arise during the development process. You must be able to work efficiently with others so that you can complete the project on time and to your client's specifications.

A Microsoft-certified SharePoint development can help your business save time and money by designing and developing custom solutions to help you achieve your goals. This career is a great option for those who enjoy programming and working with technology-based applications.

Microsoft offers a variety of training courses to help you become a SharePoint Development. The company also has a certification program to help you gain recognition for your skills and experience in this field.

Having a bachelor's degree in computer science or other related fields is important for aspiring SharePoint developers. Most employers will also require you to have a certain amount of experience in software development.

Earning a Microsoft certification is another way to show employers that you have the expertise to develop custom solutions for them. This can be a valuable addition to your resume and can increase your chances of getting hired.

You should also ensure that your code is clean and organized. This can be done by implementing a three-tiered architecture that separates business logic, data access, and UI logic. This can help you create more testable code, as well as reduce your overall dependency on SharePoint and other outside sources.

For SharePoint Framework customizations, you can use a JavaScript-based model for building your solutions. Using this model, you can create a customized application that runs on SharePoint and provides an interface to the backend database. This can include lists, pages, Web Parts, workflows, and other components.

The add-in model is an extremely powerful and flexible method for deploying your SharePoint solutions. This approach allows you to leverage the features of SharePoint Framework while also removing any server-side code. It can also provide a powerful way to isolate your business and UI logic in a separate code base that is logically and physically separated from the rest of the code.

#sharepoint services #SharePoint Application #SharePoint Development #SharePoint #Microsoft SharePoint

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