5 tips to leverage SharePoint for end users

In this article, I share five tips to leverage SharePoint in your daily work activities:

Update an image on multiple pages with one click

You can change an image on multiple pages on a website with one upload. On your computer, save the image with the same name as the current image on SharePoint. For example, if the name of the current image is events_poster in the SharePoint library, give the same name to the image on your computer before the upload. Then, upload the image to SharePoint and confirm that you want to override the current image. Voilà! The image is updated on all pages on the site. That saves you time from updating the new image link on every single page.

Show documents from a library on a web page with metadata

In SharePoint, it is possible to show only relevant documents on a page from a document library with metadata. On the document library, create columns for all relevant metadata. That library will be added as a web part on the page. Then, edit the web part view to show only certain documents based on specific metadata. For a page that shows only meeting documents for the year 2019, edit the web part view to show only items when the column year is equal to 2019. New documents added to the library that are tagged year 2019 will automatically display on that page.

Find the number of documents in a library

It can be important to know how many files are in a document library for various reasons such as an internal audit. Five documents are easy to count at a glance. What about 267 documents? That would take a long time to count and let’s not talk about human error. In modify view, go to Totals and choose a column by which to count the files.

Notify colleagues of new tasks

Do you want to notify your colleagues of new tasks to take actions on? SharePoint Task list is the solution. An email is sent to the people in the assigned to column with all information about the task. This works better than emails as all updates about a task can be found in one location. Great news, Task list can also be exported to Excel.

Receive alerts for changes on website, list or library

I wouldn’t want to remind myself every day to check a website for updates. This would be burdensome. Thankfully with SharePoint, it is possible to set alerts on pages, document libraries or lists to receive emails notifications of any changes. Alerts can also be set for single item in a list or library.

Thanks for reading.