Best Practices: Creating and Managing SharePoint Online Sites

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Introduction of Creating and Managing SharePoint Online Sites 

In the digital age, SharePoint Online is the go-to platform for seamless collaboration and information management. This article explores the basics of creating and managing SharePoint Sites best practice, providing insights into its significance and the best practices to harness its full potential. Learn how SharePoint empowers organizations for efficient teamwork and document management. 


SharePoint Do’s 

To succeed in SharePoint, prioritize essential actions. First and foremost, understand its capabilities and constraints. Additionally, optimize metadata and content types, and plan your information architecture thoughtfully. 


Do understand SharePoint weaknesses 

Understanding SharePoint’s weaknesses is pivotal for effective utilization. Nevertheless, it’s not a roadblock; it’s a steppingstone. Transitioning from these limitations, organizations can innovate and tailor strategies to bolster SharePoint’s performance. By acknowledging vulnerabilities, they pave the way for a stronger, more resilient digital workplace, maximizing collaboration and content management. SharePoint’s journey is about evolution, not restriction. 


Do understand SharePoint technical limitations 

Comprehending SharePoint’s technical limitations is paramount. However, these constraints are not insurmountable hurdles but opportunities for innovation. By transitioning from these limitations, organizations can adapt and tailor strategies to enhance SharePoint’s technical performance. Acknowledging these boundaries is the first step towards an agile, more efficient digital workspace, optimizing collaboration and content management. SharePoint Sites best practice potential is harnessed by adapting, not by limitations. 


Consider the use of metadata and content types in SharePoint 

When it comes to SharePoint Sites best practice, considering the use of metadata and content types is a game-changer. Transitioning to a metadata-driven approach offers a structured way to organize and find information. By implementing these tools effectively, you’re shifting towards a more efficient and user-friendly SharePoint experience. So, embrace the power of metadata and content types for streamlined content management.  


Spend some planning when building proper Information Architecture in SharePoint 

Allocating time for planning when constructing a robust Information Architecture in SharePoint is indispensable. Transitioning from hasty setups to thoughtful planning ensures a cohesive and user-friendly digital environment. By dedicating this effort upfront, organizations create a foundation that eases navigation, enhances content management, and leads to a more efficient SharePoint experience, saving time and frustration in the long run. 


SharePoint Don’ts 

To succeed with SharePoint, it’s vital to steer clear of some common pitfalls. Transitioning away from these “don’ts” is key. Avoid using SharePoint merely as a file share; unlock its full potential. Also, don’t overlook the synergy with other Microsoft 365 applications. These shifts will elevate your SharePoint experience.  


Don’t use SharePoint as a file share 

Steer clear of using SharePoint as a mere file share – it’s more than a digital storage cabinet. Transitioning from this practice can transform your digital workspace into a dynamic collaborative hub. Embrace SharePoint’s full potential by leveraging its powerful tools for teamwork, data management, and document collaboration. This shift will lead to a more organized and efficient work environment that boosts productivity. 


Don’t ignore the other applications within Microsoft 365 

Neglecting the array of applications within Microsoft 365 is a missed opportunity. Transitioning from this oversight enables you to harness the full suite’s capabilities. By integrating SharePoint with other tools like Teams, OneDrive, and Outlook, you create a holistic digital ecosystem. This integration streamlines communication, collaboration, and document management, enhancing overall efficiency. So, don’t underestimate the power of Microsoft 365’s interconnected applications. 


Document Management Best Practices 

Document Management Best Practices is crucial. These practices, when adopted, streamline your organization’s workflow and enhance data security. By managing documents effectively with proper version control, access permissions, and metadata tagging, you ensure that your digital workspace is organized, secure, and easily navigable, improving productivity and collaboration. 


Using Tags to Find Your Documents Easily 

Document management system involves embracing the power of metadata tagging. By using tags to categorize and find documents easily, you’re streamlining your digital workspace. This approach allows for precise searches and simplified document retrieval, saving valuable time and improving collaboration. So, don’t underestimate the impact of this small shift in your document management practices. 


Document Library Best Practices 

Shifting towards Document Library Best Practices can significantly enhance your digital workspace. Transitioning from cluttered repositories to well-structured libraries offers easy navigation and efficient content management. Employ folder structures, document versioning, and access controls to maintain an organized and secure database. These transitions result in smoother collaboration and more productive workflow, ultimately optimizing your document management in SharePoint. 


Permissions Best Practices 

Opting for Permissions Best Practices is a key shift in SharePoint management. Transitioning from overly permissive settings to a granular approach is vital. By assigning permissions based on roles and responsibilities, you ensure data security and privacy. This transition fosters a collaborative yet secure environment, granting the right access to the right people. Embracing these practices simplifies user management and safeguards your SharePoint data effectively. 


Site Structure Best Practices 

Transitioning to Site Structure Best Practices can revolutionize your SharePoint experience. Moving from haphazard arrangements to a coherent structure offers clear navigation and ease of use. Categorize sites logically, implement naming conventions, and create a hierarchy that mirrors your organization’s needs. This transition simplifies content management, encourages collaboration, and ensures that your digital workspace is efficient and user-friendly. 


Secure Documents Using Lock Feature 

Embracing the Lock Feature for document security in SharePoint is a critical transition. Shifting from relying solely on permissions to employing this additional layer of protection safeguards your sensitive data effectively. With the Lock Feature, you prevent accidental edits and deletions, ensuring data integrity. This transition offers peace of mind, especially for confidential documents, and adds an extra level of security to your digital workspace. 


Learn to Restore Lost Library Data 

Adopting the skill to restore lost library data in SharePoint is a valuable transition. Shifting from panic to preparedness, having a data recovery plan is crucial. In the event of accidental deletions or data loss, this practice enables you to retrieve vital information. Embracing data recovery ensures that your SharePoint library remains resilient, and your organization can bounce back from data mishaps with ease. 


Use Hub Sites to Categorize Team Sites 

Utilizing Hub Sites for categorizing team sites in SharePoint is a transformative transition. Moving from isolated silos to a connected ecosystem enhances content organization. Hub Sites allow you to aggregate related sites, simplifying content discovery. This transition fosters seamless collaboration and knowledge sharing across your organization. By employing Hub Sites, you create a cohesive digital workspace, streamlining information access and collaboration for improved productivity. 


5 Tips for Creating Delightful SharePoint Pages 

Prioritize responsive design, clear navigation, consistent branding, interactive content, and user feedback. 


Elevate Your SharePoint Pages: 5 Tips for Delightful Design 

Crafting engaging SharePoint pages is key to enhancing user experience.  These tips transform your SharePoint pages into user-friendly, visually appealing spaces for effective collaboration and information sharing. 


Engaging Content 

Transition from mundane to engaging content by using images, videos, and interactive elements. 

Responsive Design 

Move from rigid layouts to responsive ones, ensuring seamless viewing on various devices. 

Clear Navigation 

Transition from cluttered pages to clear navigation, making it easy for users to find what they need. 

Consistent Branding 

Shift towards uniform branding to maintain a professional and cohesive look. 

User Feedback 

Embrace user feedback, transitioning from a static page to an evolving, user-centric one. 





Q1. What is SharePoint Online? 

: – SharePoint Online is a cloud-based collaboration platform and part of the Microsoft 365 suite. It facilitates document management, team collaboration, and information sharing. Users can create sites, store and organize files, and collaborate in real-time. It offers easy access from anywhere with an internet connection, making it a powerful tool for modern workplaces. 


Q2. What is SharePoint structure? 

: – SharePoint’s structure encompasses a hierarchy of components, starting with SharePoint sites at the top level. Within sites, you have subsites, lists, libraries, and pages. Sites are used to organize content, subsites provide further segmentation, lists store data, libraries manage documents, and pages display information. This structured approach enhances content management and collaboration. 


Q3. What are SharePoint sites? 

: – SharePoint sites are the foundational units within the SharePoint platform. They serve as dedicated web spaces for teams, projects, or departments. Each site can be customized to suit its specific purpose, allowing users to collaborate, store documents, and manage content efficiently within its confines. SharePoint sites are essential for organized and effective teamwork. 


Q4. What are SharePoint pages? 

: – SharePoint pages are web-based content displays within SharePoint sites. They serve as a canvas for creating and presenting information, similar to a web page. SharePoint pages are versatile, allowing users to add text, images, videos, and interactive elements. They are crucial for presenting content and data in an organized and user-friendly manner, enhancing communication and collaboration. 


Q5. What are SharePoint lists? 

: – SharePoint lists are structured databases for storing and organizing information. They resemble tables and are used to manage data in tabular format. Users can create, edit, and interact with list items, making it a versatile tool for various applications, from simple tasks like to-do lists to more complex processes like issue tracking and inventory management. SharePoint lists enhance data management and collaboration. 


Q6. What are SharePoint libraries? 

: – SharePoint libraries are repositories for storing and managing documents and files. They provide a structured way to organize and access information, offering features like version control, metadata, and access permissions. SharePoint libraries are essential for secure and efficient document management, making it easy to collaborate on and share files within an organization. 


Q7. What are SharePoint hub sites? 

: – SharePoint hub sites are central sites that connect and categorize related team or project sites. They act as organizing hubs, providing unified navigation and consistent branding. Hub sites simplify content aggregation and discovery, making it easier for users to access and collaborate across associated SharePoint sites, ultimately enhancing the overall user experience. 



Conclusion: – 

In conclusion, mastering the art of creating and managing SharePoint Online Sites is pivotal in today’s digital landscape. By adhering to best practices, understanding both the strengths and limitations of SharePoint, leveraging metadata, and investing in a thoughtful information architecture, organizations can unlock the platform’s full potential. Embracing the “do’s” while avoiding the “don’ts” creates a secure, efficient, and collaborative digital workspace. Furthermore, by adopting document management, permissions, and site structure best practices, businesses can streamline operations and improve productivity. 

Enhancing SharePoint with features like tags, the Lock feature, and hub sites further refines the user experience, ensuring documents are easily accessible, secure, and well-organized. Additionally, following the five tips for delightful SharePoint pages results in visually appealing, responsive, and engaging content, fostering an environment that encourages effective collaboration and information sharing.