SharePoint Document Management Best Practices (2022)

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(Video) Modern Document Management with Microsoft SharePoint

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(Video) 📚 How to use SharePoint Document Library - Beginners Tutorial

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(Video) Microsoft SharePoint | Document Libraries - 7 Pro Tips

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<div class='gf_browser_chrome gform_wrapper gform_legacy_markup_wrapper' id='gform_wrapper_53' > <div class='gform_heading'> <h3 class="gform_title">Subscriber - Downloadables - Azure IoT 11-Scenarios</h3> <span class='gform_description'></span> </div><form method='post' enctype='multipart/form-data' id='gform_53' action='/sharepoint-document-management-best-practices/' ><div class='gf_invisible ginput_recaptchav3' data-sitekey='6LeGGqIgAAAAACeaWDr0LrEXPuk3w3j9nILrHaSZ' data-tabindex='0'><input id="input_e797c443553b5588c22cee2a4956736d" class="gfield_recaptcha_response" type="hidden" name="input_e797c443553b5588c22cee2a4956736d" value=""/></div> <div class='gform_body gform-body'><ul id='gform_fields_53' class='gform_fields top_label form_sublabel_below description_below'><li id="field_53_7" class="gfield gfield--width-full gform_hidden field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_53_7"><div class='ginput_container ginput_container_text'><input name='input_7' id='input_53_7' type='hidden' class='gform_hidden' aria-invalid="false" value='https://www.epcgroup.net/sharepoint-document-management-best-practices/' /></div></li><li id="field_53_4" class="gfield gfield_html gfield_html_formatted gfield_no_follows_desc field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_53_4"> <div class="description_data"> <p class="dp_one">Subscribe to our newsletter and get this downloadable content <strong> for free<strong>.</p> </div></li><li id="field_53_8" class="gfield gfield--width-full gfield_contains_required field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_53_8"><label class='gfield_label' for='input_53_8' >Full Name<span class="gfield_required"><span class="gfield_required gfield_required_asterisk">*</span></span></label><div class='ginput_container ginput_container_text'><input name='input_8' id='input_53_8' type='text' value='' class='large' placeholder='Full Name*' aria-required="true" aria-invalid="false" /> </div></li><li id="field_53_2" class="gfield gfield_contains_required field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_53_2"><label class='gfield_label' for='input_53_2' >Email Address<span class="gfield_required"><span class="gfield_required gfield_required_asterisk">*</span></span></label><div class='ginput_container ginput_container_email'> <input name='input_2' id='input_53_2' type='text' value='' class='medium' placeholder='Enter Your Valid Email Address*' aria-required="true" aria-invalid="false" aria-describedby="gfield_description_53_2" /> </div><div class='gfield_description' id='gfield_description_53_2'>Please enter your correct email address. You will receive an email to download the PDF.</div></li><li id="field_53_5" class="gfield gfield_html gfield_html_formatted field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_53_5"><div class="note_description"><p><i><strong>NOTE: </strong>We will never send you spam or pass on your email address to any third party. You may choose to opt-out at any time.</i></p></div></li></ul></div> <div class='gform_footer top_label'> <input type='submit' id='gform_submit_button_53' class='gform_button button' value='Subscribe &amp; Download' onclick='if(window["gf_submitting_53"]){return false;} window["gf_submitting_53"]=true; ' onkeypress='if( event.keyCode == 13 ){ if(window["gf_submitting_53"]){return false;} window["gf_submitting_53"]=true; jQuery("#gform_53").trigger("submit",[true]); }' /> <input type='hidden' class='gform_hidden' name='is_submit_53' value='1' /> <input type='hidden' class='gform_hidden' name='gform_submit' value='53' /> <input type='hidden' class='gform_hidden' name='gform_unique_id' value='' /> <input type='hidden' class='gform_hidden' name='state_53' value='WyJbXSIsIjEwNTJhNGVmMWMyNzI3YTJmMjdiZTA1NjU4ZDMzYzY3Il0=' /> <input type='hidden' class='gform_hidden' name='gform_target_page_number_53' id='gform_target_page_number_53' value='0' /> <input type='hidden' class='gform_hidden' name='gform_source_page_number_53' id='gform_source_page_number_53' value='1' /> <input type='hidden' name='gform_field_values' value='' /> </div> <p style="display: none !important;"><label>&#916;<textarea name="ak_hp_textarea" cols="45" rows="8" maxlength="100"></textarea></label><input type="hidden" id="ak_js_4" name="ak_js" value="247"/><script>document.getElementById( "ak_js_4" ).setAttribute( "value", ( new Date() ).getTime() );</script></p></form> </div>

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<div class='gf_browser_chrome gform_wrapper gform_legacy_markup_wrapper' id='gform_wrapper_52' > <div class='gform_heading'> <h3 class="gform_title">Subscriber - Downloadables - Top 10 tips of successfully migrate to Microsoft teams</h3> <span class='gform_description'></span> </div><form method='post' enctype='multipart/form-data' id='gform_52' action='/sharepoint-document-management-best-practices/' ><div class='gf_invisible ginput_recaptchav3' data-sitekey='6LeGGqIgAAAAACeaWDr0LrEXPuk3w3j9nILrHaSZ' data-tabindex='0'><input id="input_269100219d024f790908b77bdced741a" class="gfield_recaptcha_response" type="hidden" name="input_269100219d024f790908b77bdced741a" value=""/></div> <div class='gform_body gform-body'><ul id='gform_fields_52' class='gform_fields top_label form_sublabel_below description_below'><li id="field_52_7" class="gfield gfield--width-full gform_hidden field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_52_7"><div class='ginput_container ginput_container_text'><input name='input_7' id='input_52_7' type='hidden' class='gform_hidden' aria-invalid="false" value='https://www.epcgroup.net/sharepoint-document-management-best-practices/' /></div></li><li id="field_52_4" class="gfield gfield_html gfield_html_formatted gfield_no_follows_desc field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_52_4"> <div class="description_data"> <p class="dp_one">Subscribe to our newsletter and get this downloadable content <strong> for free<strong>.</p> </div></li><li id="field_52_8" class="gfield gfield--width-full gfield_contains_required field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_52_8"><label class='gfield_label' for='input_52_8' >Full Name<span class="gfield_required"><span class="gfield_required gfield_required_asterisk">*</span></span></label><div class='ginput_container ginput_container_text'><input name='input_8' id='input_52_8' type='text' value='' class='large' placeholder='Full Name*' aria-required="true" aria-invalid="false" /> </div></li><li id="field_52_2" class="gfield gfield_contains_required field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_52_2"><label class='gfield_label' for='input_52_2' >Email Address<span class="gfield_required"><span class="gfield_required gfield_required_asterisk">*</span></span></label><div class='ginput_container ginput_container_email'> <input name='input_2' id='input_52_2' type='text' value='' class='medium' placeholder='Enter Your Valid Email Address*' aria-required="true" aria-invalid="false" aria-describedby="gfield_description_52_2" /> </div><div class='gfield_description' id='gfield_description_52_2'>Please enter your correct email address. You will receive an email to download the PDF.</div></li><li id="field_52_5" class="gfield gfield_html gfield_html_formatted field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_52_5"><div class="note_description"><p><i><strong>NOTE: </strong>We will never send you spam or pass on your email address to any third party. You may choose to opt-out at any time.</i></p></div></li></ul></div> <div class='gform_footer top_label'> <input type='submit' id='gform_submit_button_52' class='gform_button button' value='Subscribe &amp; Download' onclick='if(window["gf_submitting_52"]){return false;} window["gf_submitting_52"]=true; ' onkeypress='if( event.keyCode == 13 ){ if(window["gf_submitting_52"]){return false;} window["gf_submitting_52"]=true; jQuery("#gform_52").trigger("submit",[true]); }' /> <input type='hidden' class='gform_hidden' name='is_submit_52' value='1' /> <input type='hidden' class='gform_hidden' name='gform_submit' value='52' /> <input type='hidden' class='gform_hidden' name='gform_unique_id' value='' /> <input type='hidden' class='gform_hidden' name='state_52' value='WyJbXSIsIjEwNTJhNGVmMWMyNzI3YTJmMjdiZTA1NjU4ZDMzYzY3Il0=' /> <input type='hidden' class='gform_hidden' name='gform_target_page_number_52' id='gform_target_page_number_52' value='0' /> <input type='hidden' class='gform_hidden' name='gform_source_page_number_52' id='gform_source_page_number_52' value='1' /> <input type='hidden' name='gform_field_values' value='' /> </div> <p style="display: none !important;"><label>&#916;<textarea name="ak_hp_textarea" cols="45" rows="8" maxlength="100"></textarea></label><input type="hidden" id="ak_js_5" name="ak_js" value="94"/><script>document.getElementById( "ak_js_5" ).setAttribute( "value", ( new Date() ).getTime() );</script></p></form> </div>

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<div class='gf_browser_chrome gform_wrapper gform_legacy_markup_wrapper' id='gform_wrapper_51' > <div class='gform_heading'> <h3 class="gform_title">Subscriber - Downloadables - Azure Sentinel Use Cases</h3> <span class='gform_description'></span> </div><form method='post' enctype='multipart/form-data' id='gform_51' action='/sharepoint-document-management-best-practices/' ><div class='gf_invisible ginput_recaptchav3' data-sitekey='6LeGGqIgAAAAACeaWDr0LrEXPuk3w3j9nILrHaSZ' data-tabindex='0'><input id="input_89589fe2d3178f5fd614d1bb49b4f165" class="gfield_recaptcha_response" type="hidden" name="input_89589fe2d3178f5fd614d1bb49b4f165" value=""/></div> <div class='gform_body gform-body'><ul id='gform_fields_51' class='gform_fields top_label form_sublabel_below description_below'><li id="field_51_7" class="gfield gfield--width-full gform_hidden field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_51_7"><div class='ginput_container ginput_container_text'><input name='input_7' id='input_51_7' type='hidden' class='gform_hidden' aria-invalid="false" value='https://www.epcgroup.net/sharepoint-document-management-best-practices/' /></div></li><li id="field_51_4" class="gfield gfield_html gfield_html_formatted gfield_no_follows_desc field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_51_4"> <div class="description_data"> <p class="dp_one">Subscribe to our newsletter and get this downloadable content <strong> for free<strong>.</p> </div></li><li id="field_51_8" class="gfield gfield--width-full gfield_contains_required field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_51_8"><label class='gfield_label' for='input_51_8' >Full Name<span class="gfield_required"><span class="gfield_required gfield_required_asterisk">*</span></span></label><div class='ginput_container ginput_container_text'><input name='input_8' id='input_51_8' type='text' value='' class='large' placeholder='Full Name*' aria-required="true" aria-invalid="false" /> </div></li><li id="field_51_2" class="gfield gfield_contains_required field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_51_2"><label class='gfield_label' for='input_51_2' >Email Address<span class="gfield_required"><span class="gfield_required gfield_required_asterisk">*</span></span></label><div class='ginput_container ginput_container_email'> <input name='input_2' id='input_51_2' type='text' value='' class='medium' placeholder='Enter Your Valid Email Address*' aria-required="true" aria-invalid="false" aria-describedby="gfield_description_51_2" /> </div><div class='gfield_description' id='gfield_description_51_2'>Please enter your correct email address. You will receive an email to download the PDF.</div></li><li id="field_51_5" class="gfield gfield_html gfield_html_formatted field_sublabel_below field_description_below gfield_visibility_visible" data-js-reload="field_51_5"><div class="note_description"><p><i><strong>NOTE: </strong>We will never send you spam or pass on your email address to any third party. You may choose to opt-out at any time.</i></p></div></li></ul></div> <div class='gform_footer top_label'> <input type='submit' id='gform_submit_button_51' class='gform_button button' value='Subscribe &amp; Download' onclick='if(window["gf_submitting_51"]){return false;} window["gf_submitting_51"]=true; ' onkeypress='if( event.keyCode == 13 ){ if(window["gf_submitting_51"]){return false;} window["gf_submitting_51"]=true; jQuery("#gform_51").trigger("submit",[true]); }' /> <input type='hidden' class='gform_hidden' name='is_submit_51' value='1' /> <input type='hidden' class='gform_hidden' name='gform_submit' value='51' /> <input type='hidden' class='gform_hidden' name='gform_unique_id' value='' /> <input type='hidden' class='gform_hidden' name='state_51' value='WyJbXSIsIjEwNTJhNGVmMWMyNzI3YTJmMjdiZTA1NjU4ZDMzYzY3Il0=' /> <input type='hidden' class='gform_hidden' name='gform_target_page_number_51' id='gform_target_page_number_51' value='0' /> <input type='hidden' class='gform_hidden' name='gform_source_page_number_51' id='gform_source_page_number_51' value='1' /> <input type='hidden' name='gform_field_values' value='' /> </div> <p style="display: none !important;"><label>&#916;<textarea name="ak_hp_textarea" cols="45" rows="8" maxlength="100"></textarea></label><input type="hidden" id="ak_js_6" name="ak_js" value="52"/><script>document.getElementById( "ak_js_6" ).setAttribute( "value", ( new Date() ).getTime() );</script></p></form> </div>

(Video) Microsoft Teams – Thinking of Best practice for Document management

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(Video) Document Management Best Practices | Sharepoint | Security

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FAQs

Can you use SharePoint as a document management system? ›

Document management with SharePoint lets users manage common document types, such as Word, Excel, PowerPoint, OneNote, and create folders to save and manage those documents in customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics ...

What is the best way to organize SharePoint? ›

Follow these best practices:
  1. Use metadata to tag and find your documents.
  2. Whenever possible, centralize and reuse.
  3. Design a site architecture that accounts for the 5,000 list view threshold.
  4. Don't use SharePoint to replace your relational database.
  5. Assign permissions to groups—never to users directly.
25 Jan 2022

What is top best practice for document management? ›

Some of the greatest document management best practices are to set up a document management strategy, manage documents in a single location, keep only the documents you need, use a filing cabinet, and consistently naming of documents.

What should you not use SharePoint for? ›

10 Reasons Not To Use Folders in SharePoint
  • 1 Cost. There are so many things that SharePoint can do beyond file storage. ...
  • 2 Poor Usability. ...
  • 3 Document Visibility. ...
  • 4 Document Duplication Woes. ...
  • 5 Data Integrity. ...
  • 6 URL Issues. ...
  • 7 Navigation. ...
  • 8 Can't Sort or Filter.
13 Oct 2017

Is SharePoint good for Records Management? ›

SharePoint Server includes features that can help organizations implement integrated records management systems and processes.

Does Microsoft have a document management system? ›

Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.

Can I use SharePoint to store documents? ›

For example, you can use a document library on a site in SharePoint to store all files related to a specific project or a specific client. Adding files or moving files between folders is as easy as dragging and dropping them from one location to another.

Is Microsoft Teams a document management system? ›

With Microsoft Teams integration with Dynamics 365, you can use document management with Microsoft Teams. It allows a user to co-author documents and automatically sync documents to customer engagement apps using SharePoint. For each tenant, there is a single SharePoint instance.

Videos

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2. Best Practices for Smarter Doc Management
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3. Managing Controlled Documents with SharePoint Online
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4. Webinar Wednesday - Best Practices in PM Documentation Using SharePoint
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5. Next Level SharePoint Document Management
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6. SharePoint Document Management
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