Every company is dependent on file storage and document management, SharePoint is your trusty sidekick. In this article, we’ll unravel the art of file handling in SharePoint’s document libraries.
SharePoint vs. OneDrive
SharePoint is more than a file storage, it’s a information central, although this article will focus on the file handling.
Your other option for file handling in Microsoft 365 is OneDrive (for business) which is your personal files in your company. SharePoint on the other hand is shared information. Either in the form of Archives and Libraries or as a collaborative space within a team or group.
Important!
Do not use OneDrive for files that should be shared internally! If anyone in the company quit and their account is deleted, the data is lost. In addition, there is no central control data access!
5 Benefits of SharePoint Document Libraries
There are multiple benefits, specially compared to local file storage. From access and control, to versioning and collaboration. Not to forget the use of Meta data to tag documents to easily filter out relevant data.
Version History for every file
Every document and file you have in SharePoint has a version history, where you can look at previous document
The main benefit is that you need only one of each file, this is especially good for Policy and Processes in PDF format. When you save a new file over the previous you keep the same link to access it, and at the same time you can go back in the version story to look at previous versions. Read more at Microsoft Learn.
Realtime collaboration
You don’t have to send a document around from one person to the other, nor do you need to wait for someone to close a document so you can update your “vacation plan”. Now 10 people can frictionless work on the same document in real time, up to 99 can do it with the risk of performance issues.
The main benefit can’t be summarized in an easy way, but this is the key to modern work and collaboration!
Shareable links
Since the documents and folders are aksessible through a web browser, you can copy a link and send to anyone online. Although, only people who have access to the file can follow the link to the document. This is both a simple way of sharing information and still keeping it secure.
Swap between Folders and lists
This is an amazing way to organize large amounts of documents. You can build up your folder structure, add meta data to the files, and display them as a single list of all files. Using the meta data to sort and find relevant information.
Searchability
You can search for both file names as well as content, this includes text-based PDF files. A great way of finding the information you need without using complex file names.
My 5 cents on SharePoint Document libraries
This is a must have for any organization. It’s important to to understand Information vs Communication though, this is the key to utilize SharePoint as the source of knowledge and truth, and other apps like Microsoft Teams or Viva Engage (previously Yammer) to communicate it.
Every team you create has it’s own document library, so it’s implemented in everyday work for all Teams users. Mastering SharePoint will help your company finally get control of the massive amounts of documents that accumulate, structure it and let people find what they need.