Time-Saving SharePoint Shortcuts

SharePoint, the go-to collaboration and document management platform, is a valuable and versatile tool for businesses big and small. Whether you’re a seasoned SharePoint pro or just getting started with SharePoint Online, knowing the right shortcuts can significantly enhance your productivity and improve the user experience. So, grab your digital pen and let’s explore ten time-saving SharePoint shortcuts that every user should know! 

SharePoint 101 

Before we dive into the shortcuts, let’s have a quick overview of SharePoint and SharePoint Online. It’s like a magical toolbox that lets teams collaborate, store, and share documents and information through various types of sites such as team sites, communication sites, and hub sites. These sites serve as valuable platforms for content management, enabling efficient sharing and organisation of files, news articles, and blog posts.

1. One-Click Access to Recent Files

Searching through lists for recently accessed files can be a drag, but SharePoint saves the day with the “Recent” shortcut. It’s like having a memory lane of your most recently opened documents within your SharePoint document library, so you can jump back into your work without wasting time on navigation. This feature also enhances user engagement and encourages consistent file naming for quick access. 

2. Pinning Important Documents

Ever find yourself returning to the same files again and again? Pin them to the top of your document library on your SharePoint team site! Just click on the ellipsis next to the file name and select “Pin to top.” Voilà! Those critical files are just a click away, and no more repetitive searches. This feature is especially helpful for content owners and team site owners who want to ensure quick access to important content.

A screenshot of a sharepoint shortcut showing how to pin to top
3. Instant File Previews

Preview files without opening them fully? Yes, please! SharePoint and SharePoint Online lets you do just that. Hover your cursor over a document in your SharePoint document library, and bam! A sneak peek appears, showing you the contents. This content planning tool saves time by allowing users to assess the document’s relevance without opening it fully. You can also utilise collapsible sections for improved content organisation within your documents. 

4. The Power of Quick Edit

Time to be the hero of efficiency! “Quick Edit” mode lets you edit multiple list items or news articles at once within your SharePoint document library, almost like you’re using a spreadsheet. Edit metadata, make bulk changes, and reorganise content in a flash. This is an excellent way to maintain consistent file sharing settings and file versions across your organisation. 

5. Uploading Multiple Files at Once

Uploading files one by one? Ain’t nobody got time for that! With SharePoint and SharePoint Online, select the files you want to upload, drag and drop them into the library, and let the magic happen. Multiple uploads made easy! This feature supports automated workflows and is a common workflow option for content owners looking to upload multiple blog posts or news articles. 

6. Real-Time Co-Authoring

Collaboration made cooler! SharePoint Online’s real-time co-authoring feature allows multiple team members, even those who are inexperienced users, to work on the same document simultaneously. Watch as changes happen in real-time, and feel the teamwork flow! This is an excellent way to encourage user adoption and engagement while maintaining consistent file versions. 

7. Version History for Easy Rollbacks

We all make mistakes, and SharePoint understands. Its version history feature lets you view previous versions of a document or list item and roll back to a specific one if needed. Say goodbye to panicking over lost work! This is a helpful tool for content owners and platform administrators who want to ensure content accuracy.

A screenshot of a sharepoint shortcut showing how to access version history
A screenshot of a sharepoint shortcut showing how to view version history
8. Setting Alerts for Updates 

Stay in the know with SharePoint alerts! Set up alerts on specific documents, blog posts, or news articles, and you’ll receive email notifications to your nominated email address whenever updates happen. No more constant checking, and hello to staying informed effortlessly. This is especially handy for keeping track of upcoming events or news articles that require special access or advanced site permissions. 

a screenshot of sharepoint shortcuts showing how to set up an alert
9. Customising Views for Efficiency

Make SharePoint your happy place! Customise views in lists and libraries to fit your preferences and utilise consistent navigation menus for easy access to different types of content. Create filtered views, so you see only what matters most, and leverage the search bar with advanced search capabilities to quickly find files, news articles, and blog posts. Additionally, SharePoint’s integration with Office 365 enables you to open and edit documents in Word, Excel, or PowerPoint directly from SharePoint or SharePoint Online, reducing the need for constant switching between platforms. 

a screenshot of sharepoint shortcuts dropdown create a new view
10. Integrating with Microsoft Office

It’s a match made in heaven! SharePoint and Microsoft Office 365 go together like peanut butter and jelly. Open and edit documents in Word, Excel, or PowerPoint directly from SharePoint Online, and save changes seamlessly. This integration streamlines the content creation process, making it easier for content owners to collaborate and create valuable resources for the entire organisation. 

Get the inside scoop on SharePoint shortcuts with Propelle 

SharePoint is the superhero of collaboration and document management, serving as a platform for content management and team collaboration across a wide range of tasks and content types. And you can enhance your collaboration and document management even further with Propelle’s expertise. Whether you’re venturing into SharePoint or SharePoint Online, immersing yourself in Office 365, or exploring the Microsoft suite, our team is committed to streamlining your experience. We customise solutions for businesses of all sizes, ensuring a smooth transition and effective utilisation of these powerful tools. 

Navigating these platforms can be daunting, but with Propelle, you’re never alone. Our Microsoft specialists offer personalised support, guiding you towards seamless integration and enhanced productivity. Let us empower your business to thrive in the digital era. Contact Propelle today to embark on a journey of growth and efficiency. 

FAQs About SharePoint Tricks and Productivity Tips 

What is SharePoint and how does it benefit businesses? 

SharePoint is a versatile content management platform that serves as a valuable tool for businesses. It enables efficient collaboration, document sharing, and organisation through various types of sites, such as team sites and communication sites. SharePoint Online, part of the Office 365 suite, enhances user experience and provides features like advanced site permissions, consistent navigation, and robust search capabilities, making it an essential platform for content management and user engagement within the entire organisation. 

How can I quickly access my recently opened files in SharePoint or SP Online? 

SharePoint offers a “Recent” shortcut that provides one-click access to your most recently opened documents, blog posts, and news articles. This feature eliminates the need to navigate through linked folders and directories from Office 365 or in your SharePoint document library, promoting quick access and user adoption. 

Can you explain how to pin important documents in SharePoint? 

To pin important documents, blog posts, or news articles to the top of your SharePoint document library on your Team Site or Hub Site, click on the ellipsis next to the file name and select “Pin to top.” This action ensures that critical content remains easily accessible, enhancing user experience and content planning. 

Is there a way to preview files without fully opening them in SharePoint? 

Yes, SharePoint offers the “Instant File Previews” feature, allowing users to hover over a document, blog post, or news article in the document library to get a quick preview of its contents. This feature enhances content engagement and assists with content organisation. 

How does the “Quick Edit” mode in SharePoint enhance productivity? 

The “Quick Edit” mode in SharePoint and SharePoint Online enables users to edit multiple list items, documents, blog posts, or news articles simultaneously within the document library. This mode supports efficient content management, including metadata updates and consistent file naming, and is particularly useful for content owners and platform administrators. 

What is real-time co-authoring in SharePoint and how does it work? 

Real-time co-authoring in SharePoint allows multiple team members, including inexperienced users, to collaborate on the same document, blog post, or news article simultaneously. Changes are visible in real time, promoting efficient teamwork, user engagement, and content accuracy. 

What are the different types of workflows available in SharePoint, and how do they enhance document management? 

SharePoint offers a variety of workflows to streamline document management processes. These workflows include the basic approval workflow, automated workflows, common workflow options, and custom workflows. 

  • The basic approval workflow is a built-in workflow that allows users to submit documents, blog posts, or news articles for approval. It simplifies the review and approval process, ensuring content accuracy and compliance. 
  • Automated workflows are a powerful tool in SharePoint that can be customised to automate repetitive tasks. These workflows can help manage content creation, document routing, and notification processes, enhancing efficiency and reducing manual intervention. 
  • SharePoint provides common workflow options that cover tasks like collecting feedback, tracking changes, and managing content publishing. These options are designed to address common document management needs without the need for extensive customisation. 
  • For more complex scenarios, organisations can create custom workflows tailored to their specific processes. Custom workflows provide a high degree of flexibility, allowing businesses to map out unique document management workflows that align with their operational needs.