10 things you didn’t know you could do with Microsoft SharePoint

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For many, SharePoint is a platform with limited functionality. But this is not the case. You can do a lot of things on this platform, some of which you may not have known until now.

In this article, we are going to unveil such features of SharePoint that will surely amaze your colleagues.

1. Processing of invoices

An image showing a sample invoice

If your organization works with third-party customers, generating and processing invoices is a critical part of your work process. Most organizations depend on external tools for invoice management. However, Sharepoint users can perform most of the steps from its native platform.

You can use Microsoft Forms to collect billing data and import it into SharePoint. Creating an invoice and performing its income analysis is also possible simultaneously on SharePoint.

Related: Google Forms vs. Microsoft Forms: Which One Should You Use?

These processes require the participation of fewer people. Therefore, there is less risk of error when entering data. Plus, the inclusion of automated steps speeds up invoicing. You can also easily inquire about the progress of the process.

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2. Use during integration

Recruiting and integrating new people into a business is a tedious task. Everything should be in place to ensure a positive experience for the new team member.

By integrating Microsoft Forms and Power Automate with SharePoint, you can accumulate all information in one place and create a workflow for all departments. After having configured the integration and the workflow, the HR manager only has to monitor each step.

Using SharePoint in the onboarding process offers a win-win situation for new hires and HR executives. While the new hire can start immediately with whatever is available, recruiters will have to put less effort into onboarding.

3. Manage inventories

Inventory management is a hectic process as it involves an array of tasks and sub-tasks such as supply scheduling, cost tracking, and maintenance. Additionally, task dependencies can make the process long and complex.

If you use SharePoint, you can integrate it with Power Automate, Microsoft Lists, and Microsoft Teams for seamless administration of your inventory. It will allow you to manage all processes including product listing, operation planning, data visualization from a single platform.

In addition to reducing the time it takes to manage assets, these integrations dramatically eliminate the risk of errors and duplicate data entry.

4. Share documents with anyone

If you are working with a customer or supplier, sharing files with people outside your team is a must-have part of your work process. Using SharePoint, you can easily share files or documents with others. The authorization functions ensure that you have implemented the necessary security measures.

Depending on the type of security you want, you can allow people to view or edit the document. You can also control who can access the file with the correct type of permission.

SharePoint allows you to create file and folder templates with different permissions. This saves you the trouble of manually configuring permissions for each new file or folder that you create.

5. Create a Wiki site

An illustration of the knowledge base functionality of SharePoint

With the ever increasing volume of information, organizations need to have their Wiki site. These sites can store and manage all kinds of information, such as knowledge articles, general service information, article information, and business discussions.

You might not know that in SharePoint you can get an item named Wiki Site. It can handle all of an organization’s Wiki requirements that a generic Wikipedia cannot.

Using the SharePoint Wiki is also easy. Add content and share after getting approval from administration. You can also use the SharePoint list to sort and convert the data in an Excel file and use it in other formats in the Wiki.

6. Integration with Microsoft Teams

While Microsoft Teams is the ultimate tool for collaboration, its integration with SharePoint will take your team’s efficiency to the next level. This integration will be particularly useful for organizations where employees need to manage multiple projects simultaneously.

SharePoint and Teams will together offer robust functionality by centralizing information. Collaboration and communication between colleagues will also take place, while respecting compliance.

Related: The Best Ways to Manage Your Team in Microsoft Teams

7. Use as an advanced content editor

An image illustrating various CMS features of SharePoint

Since SharePoint is a document management platform, it comes with advanced content editing features. But did you know that you don’t have to use web design tools like SharePoint Designer or DreamWeaver to edit a document?

Using a content editor web part, you can make the necessary changes to a page. Some of the features highlighted are adding formatted text, images, tables, and hyperlinks to a page. Plus, you can do all of this without even opening the document in the advanced editor.

8. Synchronize the schedule of team members

Many SharePoint users are unaware that the platform offers a shared calendar. Anyone on the SharePoint team can add, edit, and view their upcoming programs and events. In fact, you can also set different groups in this calendar and add events accordingly later.

Besides regular calendar features, this calendar supports assigning distinct colors for each type of event like meetings, webinars, holidays. So you can easily find an event in a calendar.

9. Automate tasks

An illustration of task automation

Work automation helps people focus on crucial tasks. As this process automates ordinary and mundane tasks, the productivity of a team increases dramatically. Using SharePoint Workflows, you can automate your work processes to a great extent.

In SharePoint, you have five pre-programmed workflows: Collect Feedback, Approve, Post Approval, Collect Signature, and Tri-State Workflow. Each of the workflows reduces the time and manpower required for a project.

Moreover, the platform also gives you the possibility to develop tailor-made workflows according to your business needs.

10. Keep the old version of a document

Version management is an essential part of document management, especially if the document is part of a collaborative project involving multiple editors. Typically, authorized editors can make changes to a document at any time.

SharePoint displays the latest version of a document with all recent changes to anyone who can access it. However, this is not all. It also saves all versions since the creation of this file in the Version history. Anyone can access the version history to see who made what changes to the document.

Surprise everyone with unfamiliar SharePoint features

SharePoint is not just for managing online documents. You can use it for various other purposes. Here you have discovered some uncommon features of this platform.

While many of these may surprise you, all of these SharePoint features will allow you to perform tasks without changing tools.


An image showing the computer and the SharePoint logo

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