SharePoint Training: Why Most Teams Only Use 10% of It (And What to Fix First)

SharePoint can do much more than store files. It can help teams organise information, control access, find documents and manage simple processes. Yet many organisations use only a small fraction of what is available.

The “10%” in this article’s title is illustrative, not a researched statistic. The practical point is that teams often have useful SharePoint features already available but have not set them up around the way people work.

You don’t need to redesign everything at once. Start with the fixes that make everyday tasks easier: organising documents, checking access, improving findability and choosing the right kind of site.

1. Make Document Libraries Easier to Use

A document library is a shared place to store and manage files. It can support version history, columns, views and sharing. Folders can help people browse, but deep folder structures can make it harder to know where a document belongs.

A useful starting point is to organise around the work, not just the department. For example, a policy library might include columns for policy type, owner and review date. People can then filter or sort the same library in different ways, rather than relying on a long chain of folders.

Metadata does not mean “never use folders”. A few clear folders may suit familiar filing habits or separate distinct areas of work. The aim is to avoid a maze that is difficult to maintain.

Try this first:

• Group documents by their purpose and audience.
• Use a small number of clear folders where they help people browse.
• Add only useful columns, such as document type, owner or review date.
• Create views that answer common questions, such as “current policies” or “documents due for review”.
• Use meaningful file names that describe the content.

Microsoft’s overview of document libraries explains how they can store and organise files. Its guidance on managed metadata covers how consistent labels can help people classify and find information.

2. Check Version History Before Files Go Missing

When a document changes, people may save a new copy with a revised file name: “final”, “final updated” and “final latest”. That makes it harder to tell which file is current.

SharePoint version history can help teams review earlier versions and restore one when needed. It can also show who changed a file and when. Check the versioning settings for the relevant library, and make sure staff know how to view or restore an earlier version.

Try this first:

• Check version history settings for key libraries.
• Agree which document types need a clear review or approval process.
• Show staff how to find previous versions and restore one if appropriate.
• Avoid relying on file names alone to record every change.

Microsoft explains the available options in its version history overview. Version history is useful, but it should not replace any separate backup, records-management or approval arrangements your organisation requires.

3. Make Permissions and Sharing Easier to Manage

When someone shares a file, the link settings matter. A link intended for a colleague may be accessible to a wider group than expected if the wrong option is selected. Access can also become difficult to review when permissions are added separately to many files and folders.

Start by asking who needs access and what they need to do: view, edit or manage content. Use the appropriate groups for the site and check who has access to sensitive material. For files shared externally, follow your organisation’s policy and confirm the intended recipients and link type.

Try this first:

• Review site owners and members, and remove access that is no longer needed.
• Use the least access people need to do their work.
• Check the link type before sharing a file or folder.
• Keep sensitive information in a suitably controlled location.
• Avoid creating one-off permissions on lots of individual documents unless there is a clear reason.

SharePoint permissions can be inherited from a site or library, but they can also be changed at lower levels. Microsoft’s guide to sharing and permissions in the modern SharePoint experience explains site roles and sharing links. If permissions are complicated or unclear, ask your Microsoft 365 administrator to review them before making broad changes.

4. Improve Search by Improving What You Store

Search is only helpful when people can recognise the right result. Generic file names, inconsistent labels and duplicate copies make that harder. So does navigation that reflects how a site was built rather than what users need to do.

Use names that describe a document’s subject. Add metadata where it helps people filter results, and give important pages clear, familiar labels. Also review old or duplicate content: keeping everything indefinitely can leave people unsure which item is current.

Try this first:

• Ask colleagues to search for documents they regularly need.
• Note the terms they use and compare them with file names and metadata.
• Make important navigation labels specific and easy to scan.
• Archive or remove outdated copies in line with your records policy.
• Test the improved structure with the people who use it.

Microsoft’s guidance on information architecture in SharePoint recommends designing navigation around users’ needs and testing whether people can find what they need.

5. Use Lists for Simple, Structured Processes

A SharePoint list can hold structured information in columns, with views to help people sort and filter it. That makes lists useful for straightforward processes such as tracking equipment requests, recording actions or maintaining a basic register.

Before building one, be clear about the process it supports. Decide who can add or edit items, which fields are required and what people need to see. If the process needs complex approvals, sensitive data controls or extensive automation, involve your Microsoft 365 administrator and assess the right tool for the job.

Try this first:

• Pick a small process currently managed in a shared spreadsheet or email chain.
• Define the information that needs to be recorded.
• Create a view for the people who need to act on the items.
• Check permissions and ownership before rolling it out.

A well-planned list can be a helpful building block. It does not automatically replace a dedicated business system.

6. Choose the Right Site for the Job

SharePoint offers different site types for different needs. A team site is designed for people working together on shared tasks or projects. A communication site is generally suited to sharing news and information with a wider audience, with a smaller group creating or maintaining content.

Choosing the right type makes it easier to plan access, navigation and ownership from the start. Think about who will publish content, who will use it and whether people need to collaborate or mainly read updates.

A Practical SharePoint Training Checklist

Before adding more features, review the basics:

• Documents: Are files organised in a way staff understand?
• Metadata: Are useful labels and views in place?
• Version history: Do key libraries have suitable settings?
• Permissions: Can you explain who has access and why?
• Search: Can staff find commonly used content?
• Lists: Is there a simple process that would benefit from structured tracking?
• Sites: Does each site suit its audience and purpose?

Focus on one area at a time. Small improvements, made with the people who use the site, are more likely to become part of everyday work.

Build Confidence with SharePoint Training

SharePoint works best when people understand how your organisation has set it up and what good practice looks like in their role. Practical training can help teams organise documents, use libraries and lists, share content appropriately and find information more confidently.

Right Track Training offers live online SharePoint and Microsoft 365 training, with sessions shaped around your team’s needs and real working environment. Visit our Software Skills page to explore the options, or contact us for a no-obligation conversation about your training requirements.