Technology Advisor Blog

Picture this: Your business has assigned you a new license that includes sharing documents with one another, the platform being used that you may be unfamiliar with is SharePoint.
For those new to the full-time workforce or even those that have been using the same applications for years, you may ask yourself; “I know of SharePoint, but I don’t know how to fully explain it to someone else. What is it?” This blog will be a perfect starting point for you and even have some fun tips n’ tricks thrown in you may not have known about! As someone new to the Cybersecurity Industry and a beginner, turning novice, with Microsoft, I learned something new. When I learn something new, my intent is to pass along information I believe will be informative and helpful for other individuals.

Introduction-Basics

To start off, what exactly is SharePoint? SharePoint is a web application; part of Microsoft 365 Suite launched in 2001. The web application is used for building a controlled network open to communications within your team to share, manage files and important documents. There are a variety of ways you can approach SharePoint, such as sharing, uploading files, collaborating with your team or organization, creating a custom team site, various communications, creating smooth workflow operations, custom keyboard navigation shortcuts, and so much more for discovering content. At Ekaru, our team specializes in helping you navigate through Microsoft applications with clear and concise information to apply and digest. Let’s take a look at the key components for a general understanding!

Starting SharePoint-Key Feature Components:

Sites: The landing page of a website, or in this case your home team page to meet up and communicate.
Document Libraries: The ground-zero to store and manage all files
Lists: Location for various spreadsheets to manage your team’s data. Such as inventory, tasks, contacts, project management, etc.
Pages: Content pages sharing information, embed videos, documents and more. I like to call this one the airdrop but for Microsoft.
Web Parts: Building blocks of pages
Permissions: The control room where you can apply who has access or restrictions to documents.
Integration: As SharePoint is part of a larger licensing application, SharePoint works seamlessly with Microsoft apps like Word, Excel, Teams, PowerPoint, and more.

Now that the basics are covered, lets transition to merging documents outside of Microsoft for teams to implement and utilize effectively.

Source: https://support.microsoft.com/en-us/office/get-started-with-sharepoint-909ec2f0-05c8-4e92-8ad3-3f8b0b6cf261

Tips to Merge Outside Documents Into SharePoint

Picture this: Yes, you can work with multiple people. Your team members who specialize in doing market research are taking their CRM findings and merging a newer list with an existing older list. You can work on a document with others simultaneously.

To work with others simultaneously, you can head to your document library, click on the desired document your team wants to work on, then click green share button located on the top right corner of the application, and choose ‘People with Access” or “Specific People” then send the invite to initiate share.

Tips for working on the documents as a team, to ensure concise communications and less clutter, consider the following:

1. To notify a team member of specific tasks inside the document, use @mentions.
2. To provide suggestions for others, use comments that provide insight for a solution instead of doing their work.
3. Edit in SharePoint and avoid downloading, reuploading documents. This is to stay up to date on the most recent file collaboration.
4. Communicate and double check with one another on file names, to avoid confusion and the clearest way you can quickly identify.

SharePoint is great for getting rid of messy email chains and outdated files, everything is in one place and updated in real time.

Key Shortcuts in Navigating Through Documents for a Quicker Streamline in Workflow

1. Keyboard: The following can be for general use and navigating through documents quickly. To fix mistakes in an efficient time is both problem solving and rewarding:

2. Navigation: When you first use SharePoint and locate a specific document you have access to, here are ways to efficiently find what you’re looking for:

These are just some of the MANY that Microsoft provides and makes navigating through SharePoint intuitive and streamlining your business operations.

Ekaru and Microsoft-Microsoft Small Business Specialist certification.

Understandably, technology is developing at an accelerating rate. The accelerating rate is not always sustainable, especially if you’re not familiar with platforms’ applications. This can lead to a skills gap or slower workflows that will draw some setbacks if they are not addressed accordingly. Our Ekaru team is here to help and encourage learning new skills that will help you every step of the way. That way you and your team have the knowledge to respond promptly if a scenario were to arise.
Ekaru is a Microsoft Certified Partner, providing exceptional network infrastructure solutions and extensive knowledge on Microsoft applications and services. A Microsoft Certified Partner focuses serving small to medium sized businesses (known as SMBs) undergoing meeting all comprehensive requirements and optimizing their use of Microsoft products/services with tailored advice and support.
We are well equipped to navigate you through Microsoft product and other IT related needs. While offering solutions based on your team’s budget to utilize and implement. We are dedicated to keeping you up to date on cybersecurity awareness and all essential Microsoft products.
We understand learning the loops and obstacles using the services can be challenging all at once, we provide you with the essentials of what you need to know, and we can cover the rest.

Are you and your team looking for ways to make the most out of your Microsoft licensing applications like SharePoint or just how you can bring your team closer to your business goals? Give us a call today to chat with us about your tailored needs at 978-692-4200 or email us at info@ekaru.com.