Unlock Productivity with SharePoint: Must-Know Features for Your Team
Discover how Microsoft SharePoint goes beyond basic document storage to unlock greater team productivity. From task management to real-time collaboration and automated workflows, today’s blog explores some of the lesser-known features that streamline work and save time.
)
Microsoft SharePoint has long been a pillar of the modern digital workspace, providing a secure platform to store company documents, collaborate with colleagues, and streamline daily tasks. Its customisable nature means it can cater to the unique needs of any organisation. However, many organisations only scratch the surface of what SharePoint can do. Beyond basic document storage, SharePoint offers a range of lesser-known, powerful features that can help your team unlock greater productivity.
Metadata Navigation & Customised Search
SharePoint’s metadata navigation allows users to locate documents based on tags, categories and keywords. Rather than scrolling through endless lists of documents, users can set up navigation panels to filter documents by different criteria, such as by department or project type, helping you find exactly what you need with ease. This saves
Task Management with SharePoint Lists
SharePoint Lists are a simple yet powerful way to manage tasks and milestones. Users can create lists to track projects, assign tasks, set deadlines and monitor progress – all in one place. This ensures that all team members stay on top of tasks and can see how other team members are performing. SharePoint Lists can also integrate with Power Automate to set up reminders to help make sure deadlines are met.
Co-authoring & Real-Time Collaboration
With co-authoring, multiple team members can edit documents at the same time. This facilitates real-time collaboration regardless of physical location and eliminates the need for back-and-forth email threads. This functionality is available across Word documents, Excel spreadsheets, PowerPoint presentations and much more. Real-time collaboration speeds up decision-making and enhances teamwork and helps speed up project timelines.
Document Versioning
Document versioning functionality helps team members keep track of changes to documents and access previous versions if needed. This feature is especially helpful for teams that frequently revise documents as it enables users to view document history, compare changes or even revert to older versions. This functionality helps support seamless collaboration and prevent data loss or conflicting edits.
Content Approval Workflows
SharePoint’s built-in record approval functionality is vital for maintaining content quality and compliance, especially when dealing with sensitive information. This feature ensures that content is reviewed and approved before it is published or accessed by a wider audience. This feature adds an extra layer of control over your document lifecycle, promoting accountability and consistency.
External Sharing & Permissions Management
For some organisations, collaboration on files or documents is not confined to internal colleagues. SharePoint’s external sharing options allow users to securely share files and collaborate with clients, vendors or partners. Flexible permission settings ensure you can control what external users can view or edit, balancing accessibility with security.
Seamless Integration with Microsoft Teams & Power Automate
Enhance productivity even further with Microsoft Teams and Power Automate integrations. Access SharePoint files directly within Teams, where you can discuss, collaborate and co-edit files in real-time. Harness Power Automate to streamline routine tasks such as approvals, notifications and data entry with smart workflows. These integrations reduce manual effort, deliver time-savings and foster smoother collaboration across your organisation.
SharePoint offers much more than document storage or company intranets, it is a robust platform designed to streamline tasks and empower your team. Interested in exploring how these features can boost productivity in your workplace? Get in touch to speak to one of our specialists today and unlock the full potential of SharePoint for your organisation.
)
)
)