SharePoint is one of those platforms that businesses rely on every day, but most people barely scratch the surface of what it can do. You’ve probably used it to share documents or collaborate with your team, but have you ever thought about the features hidden in plain sight? There are so many untapped gems in SharePoint that can make your life easier and boost your productivity.
1. Version History: Your Document’s Time Machine
Have you ever worked on a document only to realize that you’ve accidentally deleted something important? Or maybe someone else has edited it and you’re left wondering what changed? Version History is one of those SharePoint features that is a lifesaver.
Every time a document is saved, SharePoint quietly keeps a record of every single version. You can scroll back through the different versions of a document, compare them, and even restore a previous version if necessary. It’s like having a personal backup system that you don’t even need to think about.
Imagine how useful this could be when collaborating on complex projects with your team. No more worries about losing content or wondering who made what changes. It’s all right there for you to access.
2. Check-in/Check-out for Controlled Editing
SharePoint’s check-in and check-out feature is perfect if you’re working on a document that several people need to edit. It allows you to “check out” a document, preventing others from making changes until you’re done. Once you’re finished, you “check in” the document, letting others know it’s available for editing.
This helps keep everyone on the same page—literally—and stops multiple versions of the same file from flying around. It also avoids that frustrating moment when you overwrite someone else’s work by mistake.
3. Metadata Navigation: Find Files Without Searching
If you’ve ever felt frustrated trying to dig through folders to find a document, SharePoint’s metadata navigation could be your new best friend. Instead of using traditional folder structures, this feature allows you to organize and search for files based on metadata, which is essentially information about the file, such as the author, date created, or even custom tags you’ve set.
For example, if you need to find all marketing reports from 2023, you can filter documents based on those specific tags. You no longer have to waste time rifling through endless folders.
4. SharePoint Alerts: Stay Updated Instantly
How often do you wonder if a colleague has updated a document or when a specific task has been completed? SharePoint’s alert system allows you to stay updated on changes in real time. Whether it’s a document, folder, or even an entire site, you can set up alerts to notify you of any updates or changes.
You get to control how and when you receive these alerts—via email or even SMS. So, if you’re waiting for something important to be updated, SharePoint can give you the heads up, saving you from having to check manually.
5. Co-Authoring: Real-Time Collaboration
Gone are the days of waiting for someone to finish editing a document before you can make your changes. SharePoint’s co-authoring feature allows multiple users to work on the same document at the same time. It’s as close to real-time collaboration as you can get, and it works especially well for Word, Excel, and PowerPoint documents.
You can see changes happening live, and there’s no need to merge different versions. This is a huge time-saver, particularly for teams that need to collaborate across different locations.
6. Site Templates: Build Sites in Minutes
Setting up a new SharePoint site can seem like a daunting task, but it doesn’t have to be. SharePoint offers a variety of pre-built site templates that allow you to get started quickly. Whether you’re building a team site, a document management system, or an event site, you can choose from the available templates and customize them to meet your specific needs.
This feature is a game changer if you’re working with limited time and resources. Instead of starting from scratch, you can hit the ground running with a site that’s ready to go in minutes.
7. Audience Targeting: Personalize Content Delivery
Did you know that you can personalize the content displayed to different users or groups in SharePoint? Audience Targeting allows you to tailor content based on user profiles, making sure that the right people see the right information.
This feature is especially useful for larger organizations where different departments or teams might need access to specific content. It helps keep your SharePoint sites clean and relevant to the people who use them, without bombarding everyone with irrelevant information.
8. Workflow Automation: Streamline Your Tasks
Why manually approve documents or assign tasks when SharePoint can do it for you? With its built-in workflow automation tools, you can set up automated workflows that handle everything from document approvals to task assignments.
For instance, you could set up a workflow that routes a document to different team members for approval in a specific order, sending reminders to those who haven’t yet approved it. This not only saves time but also ensures consistency across processes.
9. External Sharing: Collaborate Outside Your Organisation
Need to collaborate with external stakeholders or clients? SharePoint allows for secure external sharing, giving you control over what documents and data can be accessed outside of your organisation. You can set permissions, expiration dates, and even require passwords for shared content.
This feature is perfect for businesses that work with clients, freelancers, or partners, enabling seamless and secure collaboration.
10. PowerApps Integration: Build Custom Apps
Finally, for those who want to take things a step further, SharePoint’s integration with PowerApps allows you to build custom applications directly within the platform. You don’t need to be a developer to create these apps either. The drag-and-drop interface makes it easy for anyone to create solutions that streamline workflows, capture data, and automate repetitive tasks.
This is ideal if you want to create custom forms, manage projects, or build dashboards—all tailored specifically to your business needs.
Now that you’re aware of these hidden SharePoint features, it’s time to unlock their potential and start taking full advantage of what SharePoint has to offer. Which of these features do you think will have the biggest impact on your workflow? It’s always a good idea to explore the tools you’re already using—you might just find a few hidden gems.
