By ProServeIT on January 17, 2023

Best Practices for Managing your Documents in SharePoint & Teams

Are you struggling to manage your Microsoft SharePoint document management system? Are the emails piling up regarding lost documents from past presentations? You may think that all you need is a little bit of extra knowledge on how to use it; however, there is usually something more fundamental behind why this task can be so laborious. Find out what's causing the problem and make running your team much easier!


In this blog, you will find:  

πŸ“ What is Document management in SharePoint?

πŸ‘ 4 Best Practices for SharePoint document management system

πŸ’Ž Harnessing the Power of Collaboration with SharePoint & Teams Integration

😎 Ways to Use SharePoint for Your Organization: Intranet Portal, Document Management, Workflows and automation

⛷️ Ready to Start Your SharePoint Journey?

This blog will explore best practices for managing documents in SharePoint and how to use an integrated document management system for collaboration with SharePoint and Teams integration. Finally, you’ll get tips for using SharePoint as an intranet portal, for workflows and automation, and for document management.


Check out these blogs:

What is SharePoint (In Plain English)?

Getting Started with SharePoint - Easy Guide for Beginners

5 Types of SharePoint Workflows: Make Your Life Easier with Automation

How to Integrate Microsoft SharePoint & Salesforce? A Complete Guide!

What is Document Management in SharePoint?

The Document Management System (DMS) in SharePoint is a feature of the Microsoft Office Suite that allows teams to upload and share documents. In simple terms, SharePoint is a collaboration platform and content management system that enables organizations to store, manage, and share digital documents across multiple sites. It uses a centralized library of documents from which users can access the most up-to-date versions as needed.

4 Best Practices for SharePoint document management system

Most people are accustomed to accessing network drives from their File Explorer, but SharePoint is more powerful and offers more features. With SharePoint, you have access to a massive library of documents, the ability to create and manage workflows, and can easily collaborate with other users using Microsoft Teams.

πŸ—‚οΈ Create Document Libraries: Folders & subfolders

SharePoint enables you to create and access documents through Libraries, similar to folders. The document library is different from the traditional folder structure in that libraries can contain multiple subfolders, while still being accessible from one central location. This makes document management systems decentralized and enables real-time collaborative with other users.

πŸ” Customize your SharePoint Views

SharePoint has a unique feature called Views, which allows you to tailor the document library view according to specific criteria, such as document type, date created, and more. Views make it easy to find the documents you need quickly. Meanwhile, File Explorer has a basic search feature that only allows you to search for files by name.

πŸ›ŽοΈ Set your Notifications, Workflows & Alerts

SharePoint can set up notifications, workflows and alerts to ensure that users are kept up to date with the latest version of files. This is a great way to ensure everyone in your organization has access to the most recent version of any document they need. Meanwhile, File Explorer does not provide these capabilities β€” so if you are not regularly checking the version of a document, it can become outdated.

πŸ‘₯ Integrate SharePoint & Teams Collaboration

SharePoint and Microsoft Teams offer powerful collaboration capabilities that File Explorer cannot provide. You can easily add tags and comments or create discussions with your colleagues in the document library. This makes it easier for teams to collaborate and reach a consensus faster.


Harnessing the Power of Collaboration with SharePoint & Teams Integration

By integrating Teams and SharePoint, your organization can gain a competitive advantage by optimizing processes, improving communication, and enhancing productivity. Unlock the potential of increased collaboration and efficiency with this remarkable technology!

What is the difference between a Team Site and a Non-Team site?

When creating a new site, you can create either a Team Site or a Non-Team Site in SharePoint. A Team Site is an area of SharePoint integrated with Microsoft Teams and allows for easier collaboration between members. It also offers task management and document sharing, allowing for more efficient collaboration. A Non-Team Site is a more basic version of SharePoint, with fewer collaboration features, and is best suited for document storage and organization.

create a chat

Integrating Teams & SharePoint allows your organization to streamline processes, enhance communication, and improve productivity.

πŸ‘ Teams & SharePoint integration provides the flexibility your organization needs to succeed.

Microsoft Teams and SharePoint are highly customizable, so you can tailor them to fit your organization’s needs. You can create channels for different topics and departments, set permission levels for specific documents or folders, and manage access rights for internal users and external guests. Plus, you can choose from various collaboration tools that will help you work more efficiently with your team.

teams and sharepoint integration

πŸ“’ Teams & Sharepoint as a Decentralized Approach to Document Management

SharePoint Document management

Using Teams and SharePoint offers a decentralized approach to document management, which means that each user can access documents from a central repository, without having to manage multiple files on their computer or external hard drive. SharePoint allows for more efficient collaboration and streamlines document management processes.


πŸ›‘οΈ Teams & SharePoint enable Collaboration and Security

With SharePoint and Teams, you can easily collaborate with other users while maintaining the security of your documents. Access rights can be managed per-user so that only specific individuals can access sensitive files. This ensures that all confidential data is kept secure and only accessible by authorized personnel. Plus, activity logs help t you to track who has accessed or edited your documents, so that you can monitor for any potential security breaches.

Ways to Use SharePoint for Your Organization: Intranet Portal, Document Management, Workflow & Automation.

There are a variety of uses for SharePoint apart from managing documents in your organization. Here are some simple ways to use SharePoint to make your workflows more efficient and effective:

simple and easy to use sharepoint

πŸšͺ SharePoint as Intranet Portal

SharePoint can be used as an intranet portal for your organization. This allows you to share company information, such as news and announcements, with everyone in the organization. You can also use it to store documents and to manage access rights, so that only specific users have access to confidential files.

πŸ“„ SharePoint for Document management

SharePoint also offers powerful document management capabilities that allow you to store and organize large volumes of files. You can create different libraries or folders for different types of documents, as well as set up permission levels to control who can access certain files.

πŸ€– SharePoint for Workflows & Automation

SharePoint also offers the ability to create automated workflows and tasks. This allows you to streamline your processes and reduce manual work, freeing up time for more important tasks. You can also set up alerts to notify users when a task needs to be completed or when files have been updated.

Ready to Start Your SharePoint Journey?

If you're ready to take the next step and get started with SharePoint, contact us today. Our team of experts can help you design and implement a secure, efficient document management system that is tailored to your organization's specific needs. Working together, we can make sure your documents are safe and easily accessible for all users in the workplace.

Microsoft Funded Workshops

The Microsoft Funded Modern Workplace Workshops are designed to evaluate and identify opportunities within your environment. Visualize the potential of your organization and develop a customized plan to transform it.

🀝🏻 Hybrid Meetings & Rooms: Define your business priorities and the scenarios that drive hybrid work.

πŸ‘¨β€πŸ”§ Enable Frontline: Work through various frontline worker challenges and pain points to identify top prioritized scenarios for their frontline workforce.

✨ Modernize Communications: Experience the vision for Microsoft Teams Phone and advanced communication scenarios

Modern Workplace Discovery & Assessment

If you'd like to deploy Teams quickly and securely without wasting resources, start with the 3-day Modern Workplace Discovery & Assessment Workshop. This three-day workshop leaves you with a concrete deployment plan, timelines, and next actions.  

modern workplace assessment

Customize your SharePoint Document Library

Unlock the potential of your business with one-day discovery and envisioning sessions. Our team will produce high-level recommendations and an implementation roadmap to help you reach success quickly, along with budget estimates for recommended solutions. We also include a group session training program designed to ensure site owners are confident in adoption - all with 10 people or less! Rest assured that our project management services will keep everything on track, so progress is never stalled. Deliverables from the workshop include:

πŸ“œ Landing page with company branding

πŸ“š Set up of 1 document library

πŸ§‘β€πŸ€β€πŸ§‘ Add trial users and top-level permissions

πŸ’Ύ Determine appropriate data set for migration

πŸ‘¨β€πŸ’» Perform data migration and cutover

πŸ™Œ Provide post-development support day after cutover

πŸ’‘ Knowledge transfer to your team

We hope this blog has been helpful in showing you simple ways to use SharePoint for your organization. As SOLUTION PARTNERS, ProServeIT specializes in designing innovative solutions tailored to the unique needs of our clients. If you have any questions or need assistance with implementing SharePoint in your workplace, don't hesitate to contact us, and we'll be happy to help. Thank you for reading!

Contact us at to get started! 

Content from: ProServeIT Academy 2022 Modern Work3  by Tony Caporaletti

Edited by: Betty Quon & Hyun-Jin Im

Published by ProServeIT January 17, 2023