Best Practices for SharePoint Document Management, Library, Folder Structure and Security

Microsoft SharePoint is one of the most powerful collaboration and content management platforms used by organizations worldwide. From enabling seamless teamwork to managing vast amounts of data, SharePoint offers robust tools for document management, sharing, and security. However, without proper configuration and management, SharePoint can quickly become overwhelming, leading to a chaotic file structure, security vulnerabilities, and reduced system performance.

In this article, we’ll walk you through SharePoint best practices to ensure your SharePoint environment is well-organized, secure, and optimized for your team’s needs. By implementing these strategies, you can avoid common pitfalls and unlock the full potential of SharePoint as a productivity-enhancing tool.

Here’s what you can expect to learn:

• Organizing libraries and documents: How to set up an intuitive structure for your SharePoint libraries and files to keep everything accessible and easy to navigate.
• Configuring security: Best practices for managing permissions to protect sensitive data and ensure the right people have access to the right information.
• Optimizing the file structure: Tips for creating a folder and document structure that enhances performance and scalability.
• Managing and optimizing SharePoint: Practical tips and tricks to get the most out of your SharePoint environment, from metadata usage to automation.

Follow our playbook below to create an efficient, air-tight system that simplifies doc processes, fosters team continuity, and realizes SharePoint’s full collaborative potential.

Understanding SharePoint

In this section, we’ll explore the fundamentals of SharePoint and why it’s a cornerstone of modern workplace collaboration. You’ll learn what SharePoint is, how it helps organizations manage documents, automate processes, and enhance teamwork. We’ll also discuss its integration with tools like Microsoft Teams and OneDrive, as well as its flexibility to run on-premises or in the cloud. By the end of this section, you’ll have a clear understanding of SharePoint’s core capabilities and its role in the Microsoft 365 ecosystem.

What is SharePoint?

SharePoint is Microsoft’s powerful collaboration and content management platform, designed to help organizations store, organize, manage, and share documents while fostering teamwork and streamlining business processes. Whether used for internal collaboration, project management, or creating company-wide portals, SharePoint is a versatile tool that enhances productivity and centralizes workflows.

At its core, SharePoint is built to provide a structured, efficient, and secure environment for teams to work together. Here’s a closer look at what makes SharePoint an indispensable tool for modern workplaces:

Centralized document management

One of SharePoint’s primary functions is to serve as a centralized platform for storing, organizing, and sharing documents. It allows teams to:

• Maintain all files in one location, reducing duplication and ensuring consistency.
• Collaborate on documents in real-time using built-in version control, so you never lose track of changes.
• Access files securely from anywhere, whether working in the office, remotely, or on the go.

By keeping everything in a single, well-organized space, SharePoint eliminates the chaos of scattered files across emails, desktops, and various storage platforms.

Automating business processes

SharePoint goes beyond document management with its ability to automate repetitive tasks and workflows. For example:

• Set up approval workflows for documents to ensure they are reviewed and finalized efficiently.
• Automate task assignments and notifications to keep projects moving forward.
• Use no-code solutions like Microsoft Power Automate, integrated with SharePoint, to build custom workflows tailored to your organization’s needs.

Automating these processes helps reduce manual workload, minimize errors, and ensure consistency across teams.

Project organization

SharePoint provides an excellent platform for organizing and managing projects. Teams can use it to:

• Create dedicated project sites where all resources, files, and tasks are centralized.
• Use task lists, calendars, and group discussions to keep everyone aligned on goals and deadlines.
• Track progress and easily share updates with stakeholders.

With SharePoint, project management becomes more organized and transparent, making it easier to meet deadlines and deliver results.

Corporate portals and intranets

SharePoint allows organizations to create customized corporate portals and intranet sites. These sites serve as hubs for internal communication, enabling businesses to:

• Share company news, updates, and announcements.
• Provide employees with quick access to policies, handbooks, and other essential resources.
• Foster a sense of community and collaboration through discussion boards and team spaces.

A well-designed SharePoint intranet can significantly improve communication and engagement across the organization.

👉Interested in exploring SharePoint’s robust features? Discover all that SharePoint has to offer as a productivity powerhouse and connectivity catalyst in our previous piece on the topic: SharePoint Overview: What It Is and How it Works

Seamless integration with Microsoft 365

SharePoint integrates effortlessly with other Microsoft tools, making it a key component of the Microsoft 365 ecosystem. This integration enhances its usability and widens its scope of applications:

• Microsoft Teams integration: SharePoint powers file sharing and document management within Microsoft Teams. Every team in Teams has a connected SharePoint site where files are stored, ensuring seamless collaboration across devices and platforms. Teams users can co-author documents, track changes, and access SharePoint libraries without switching applications.
• OneDrive connectivity: SharePoint is closely linked with OneDrive, Microsoft’s personal cloud storage service. This connection allows users to sync SharePoint files to their local devices and access them offline. It also ensures that individual files can be shared securely across teams. 

Deployment flexibility: On-Premises or cloud

One of SharePoint’s unique advantages is its flexibility in deployment. Organizations can choose the option that best suits their needs:

• On-Premises: For businesses with specific infrastructure or compliance requirements, SharePoint can be hosted entirely on their own servers.
• Cloud-based: Through Microsoft 365, SharePoint is available as a fully cloud-based service. This makes it scalable, accessible from anywhere, and easier to maintain without requiring on-site IT infrastructure.

Many organizations adopt a hybrid approach, combining on-premises capabilities with the flexibility of the cloud to meet their unique requirements.

How to make the best use of SharePoint?

To truly leverage the power of SharePoint, it’s crucial to approach its implementation and management with a well-thought-out strategy tailored to your organization’s goals. SharePoint is a highly versatile platform, but without proper planning and execution, its potential can go untapped. Here are four key areas to focus on to maximize its effectiveness and ensure it becomes a valuable tool for collaboration, document management, and productivity.

Structure and organization

One of the most important aspects of using SharePoint effectively is creating a well-organized structure for libraries, folders, and files. A poorly structured SharePoint environment can lead to lost files, inefficiencies, and frustration among users.

• Plan your libraries: Think of libraries as the foundation of your document management system. Organize them based on departments, projects, or functional areas to ensure logical grouping of files.
• Use metadata and tags: Instead of relying solely on folders, take advantage of metadata to categorize and search for files. Metadata allows users to filter and sort files dynamically, making it easier to locate documents without navigating through nested folders.
• Avoid overly deep folder structures: Deep folder hierarchies can be confusing and cumbersome to navigate. Strive for a balance between folders and metadata to keep your structure clean and easy to use.
• Define naming conventions: Establish clear naming conventions for files and folders to reduce duplication and make documents easier to identify at a glance.

A well-structured SharePoint environment ensures that users can quickly find what they need, reducing wasted time and improving productivity.

Security and permissions

SharePoint’s robust security features allow you to control access to information at various levels, from individual documents to entire sites. Properly configuring these settings is essential to protect sensitive data while enabling collaboration.

• Define user roles: Assign specific roles to users or groups, such as Owners, Members, and Visitors, based on their responsibilities. This ensures that only the right people have access to certain information.
• Use permissions levels wisely: SharePoint provides a range of permission levels, from full control to read-only access. Avoid granting excessive permissions to prevent accidental modifications or security breaches.
• Leverage sharePoint groups: Instead of managing permissions for individual users, use SharePoint groups to simplify administration and maintain consistency.
• Audit and monitor access: Regularly review who has access to what, and use SharePoint’s audit logs to monitor activity and identify any unauthorized access.

By carefully managing security and permissions, you can strike a balance between enabling collaboration and safeguarding sensitive information.

Automation

SharePoint’s integration with tools like Power Automate (formerly Microsoft Flow) and its built-in workflows allow you to automate repetitive tasks, saving time and reducing human error.

• Document approvals: Set up workflows to automate approval processes for documents, ensuring they are reviewed and finalized without delays.
• Notifications and alerts: Create automated notifications to keep team members informed of updates, such as when a document is modified or a task is completed.
• Custom workflows: Use Power Automate to design workflows that streamline processes like onboarding, leave requests, or project approvals.
• Integrate with other apps: Connect SharePoint with other Microsoft 365 tools (e.g., Teams, Outlook, or Planner) or third-party apps to create seamless and efficient workflows across platforms.

Automation not only boosts efficiency but also standardizes processes, ensuring consistency across teams and departments.

Training and adoption

Even the most well-configured SharePoint environment won’t be successful if your team doesn’t know how to use it effectively. Training and fostering adoption are critical to ensuring the platform becomes an integral part of your organization’s workflows.

• Provide role-based training: Tailor training sessions to different roles within your organization. For example, administrators need to understand permissions and customization, while end-users should focus on document management and collaboration tools.
• Highlight key features: Educate your team about features like version history, co-authoring, and search functionality to help them work more efficiently.
• Encourage usage of collaboration tools: Show how SharePoint integrates with tools like Teams and OneDrive, making it easier for users to adopt SharePoint as part of their daily workflow.
• Create support resources: Offer guides, videos, and FAQs to provide ongoing support and address common questions.
• Gather feedback: Regularly check in with users to understand their challenges and gather suggestions for improvement.

Investing in training and support ensures that your team fully understands SharePoint’s capabilities and uses it to its fullest potential.

In the next section, we’ll cover these best practices in greater detail to help guide your strategy and maximize success.

SharePoint Best Practices for Working with Document Libraries

Document libraries are one of the most powerful features of SharePoint, serving as the backbone for file storage and collaboration. In this section, we’ll explore what document libraries are, their benefits, and practical tips for organizing and managing them effectively. By following these best practices, you can create efficient, user-friendly libraries that make it easy for your team to find, manage, and collaborate on documents.

What is a document library?

A document library in SharePoint is a centralized location for storing, managing, and collaborating on shared files. It allows teams to upload, organize, and access files in a secure and structured environment. Document libraries are designed to facilitate collaboration by enabling multiple users to work on files simultaneously, track version history, and manage permissions easily.

Benefits of document libraries

Document libraries offer a range of features that go beyond simple file storage. Below, we’ll dive into the key benefits that make document libraries invaluable for teams and organizations:

• Centralized storage of data: Document libraries consolidate files into one accessible location, eliminating the chaos of scattered files across emails, desktops, or other storage systems.
• Collaboration on files: SharePoint supports real-time co-authoring, version control, and commenting, ensuring that teams can work together seamlessly without confusion over file versions.
• Easy access control: Permissions can be managed at the library, folder, or file level, ensuring sensitive information is protected while enabling collaboration where needed.

When to use a document library in SharePoint? 

As mentioned, SharePoint document libraries are the core component for managing files and fostering collaboration. Use a document library whenever you need a centralized, secure, and version-controlled repository for files that multiple users might need to access, modify, or co-author. Here are some specific scenarios where document libraries excel:

1. Project management and collaboration:

• Project documentation: Store project plans, requirements documents, meeting minutes, and other project-related files in a dedicated document library. This allows all team members to access the latest versions and collaborate effectively.
• Deliverables and reports: Manage project deliverables, reports, and presentations in a central location for easy access and review.
• Team collaboration workspaces: Create document libraries for specific teams or project groups to facilitate focused collaboration and information sharing.

2. Department-specific resources:

• Policies and procedures: Store and manage departmental policies, procedures, and guidelines in a document library to ensure consistent access and adherence.
• Templates and forms: Provide a central repository for templates, forms, and other reusable documents, promoting standardization and efficiency.
• Training materials: Share training materials, presentations, and videos within a document library for easy access by team members.

3. Company-wide information sharing:

• Company policies and handbooks: Make company-wide policies, handbooks, and other essential documents readily available to all employees.
• News and announcements: Share company news, announcements, and updates in a document library to keep everyone informed.
• Marketing and sales collateral: Provide a central repository for marketing and sales collateral, ensuring consistent branding and messaging.

4. Content management and archiving:

• Contract management: Store and manage contracts, agreements, and other legal documents in a secure and easily searchable document library.
• Records management: Utilize document libraries for long-term archiving and records management, ensuring compliance with regulatory requirements.

5. Knowledge management and collaboration:

• Knowledge base: Create a document library to serve as a central knowledge base, allowing employees to share best practices, lessons learned, and other valuable information.
• Research and development: Store research papers, reports, and other intellectual property in a secure and collaborative document library.

Beyond these examples, consider using a document library whenever:

• Version control is crucial: Track changes to documents and revert to previous versions if needed.
• Co-authoring is required: Enable multiple users to work on the same document simultaneously.
• Metadata is important: Categorize and classify documents using metadata to improve searchability and organization.
• Workflows are necessary: Automate document approval processes and other business workflows.
• Security and permissions are critical: Control access to sensitive information with granular permission settings.

By understanding these various use cases, you can effectively leverage SharePoint document libraries to improve collaboration, streamline document management, and enhance overall productivity within your organization.

 👉 What is the best practice for SharePoint document library permissions? The best practice for SharePoint document library permissions is to manage them at the library or site level rather than breaking inheritance for individual files or folders. Assign permissions to SharePoint groups rather than individual users to simplify management and ensure consistency. Use roles such as Owners, Members, and Visitors to control access, with Owners having full control, Members having edit rights, and Visitors having read-only access. Avoid excessive customization of permissions, as it can lead to confusion and make auditing difficult. Periodically review and update permissions to ensure users only have access to what they need, and remove access for those who no longer require it.

SharePoint document library best practices: Organization tips on document library management

An organized document library is critical for efficient file management and retrieval. Poor organization can lead to frustration, wasted time, and difficulty maintaining permissions. Here are some SharePoint best practices to keep your document libraries structured and easy to use:

1. Create flat folder structures

• Avoid creating deep folder hierarchies. Overly nested folders can make navigation difficult and introduce complexities with permission inheritance.
• Keep folder structures flat and simple, grouping files logically at the top level instead of burying them in multiple layers.

2. Use metadata instead of deep hierarchies

• Why tags are better than folders: Tags (metadata) are more flexible and powerful than folders because they allow files to exist in multiple categories without duplication. For example, instead of placing a file in a single nested folder, you can tag it with multiple keywords, such as “Marketing,” “2025 Campaign,” and “Reports.”
• Benefits of metadata: Metadata makes it easier to filter, sort, and search for files. Users can dynamically group files by tags or properties, providing a more robust way to organize and retrieve information.
• Automatic metadata tagging: If you’re uploading a large number of files, SharePoint supports automatic metadata tagging, which can save time and ensure consistency.

3. Create predictable and understandable names

• Use clear, consistent naming conventions for folders, files, sites, and pages. Predictable names make it easier for everyone to locate and identify documents.
• For example, use a format like ProjectName_Year_DocumentType (e.g., MarketingPlan_2025_FinalDraft.docx).
• Consistency is especially crucial for larger organizations, as it helps maintain clarity across departments and teams.

4. Customize views

• SharePoint allows you to create custom views to help users quickly find the files they need.
  • Public views: These are shared across all users and can be configured to display specific groups of files based on metadata or filters.
  • Personal views: Individual employees can create their own views to filter or sort files in a way that suits their workflow.
• Use features like sorting, filtering, and grouping to make files easier to manage. For example, you can create a view that shows only documents tagged as “Urgent” or “In Review.”

5. Optimize performance

• Large lists and libraries with too many items can slow down performance and make navigation challenging.
• To optimize performance:
  • Limit the number of items in a single folder or library. SharePoint performs best when each library has fewer than 5,000 items.
  • Use multiple libraries or apply metadata-based filters to manage large collections of documents.

 👉 What are some SharePoint document management best practices? SharePoint document management best practices include structuring document libraries with logical metadata and content types to ensure consistent organization and easy retrieval. Establishing clear naming conventions and enabling version control helps maintain document accuracy and track changes effectively. Using permissions strategically ensures that sensitive data remains secure while allowing collaboration. Encouraging the use of views and filters enhances the user experience by simplifying navigation and document discovery. Regularly reviewing and refining the setup based on user feedback ensures the system evolves to meet organizational needs.

What Is the Best Way to Structure SharePoint?: SharePoint Best Practices for Organizational Structure

A well-organized SharePoint structure is critical for ensuring that users can navigate, find, and manage content efficiently. Poor structuring can lead to clutter, confusion, and reduced productivity. In this section, we’ll cover best practices for designing your SharePoint information architecture and structuring files and folders to create a seamless user experience.

SharePoint information architecture

SharePoint Information Architecture (IA) defines how content, sites, and navigation are structured within the platform. The approach differs between SharePoint Online and SharePoint On-Premises, particularly in modern implementations.

SharePoint Online (flat architecture):

• Hub-spoke model: SharePoint Online promotes a flatter, hub-spoke architecture. Hub sites connect related sites (the “spokes”) to provide a unified navigation, branding, and search experience. This model enhances discoverability and cross-site collaboration.
• Simplified management: The hub-spoke model simplifies administration compared to deeply nested subsites. Managing navigation, branding, and permissions becomes more centralized.
• Scalability and flexibility: This flat architecture is inherently more scalable and flexible, adapting easily to organizational changes.
• Integration with Microsoft 365: SharePoint Online seamlessly integrates with other Microsoft 365 services like Teams, OneDrive, and Power Automate, further streamlining collaboration and workflows.

SharePoint On-Premises (hierarchical or flat architecture):

• Traditional hierarchical model: Older SharePoint On-Premises implementations often relied on a hierarchical site/subsite structure. While this model can still function, it’s less flexible and more challenging to manage, especially as the volume of content grows. Migration to newer versions or the cloud also becomes more complex.
• Modern flat architecture possible: Modern SharePoint On-Premises can also utilize the hub-spoke model, offering similar benefits to SharePoint Online. This is the recommended approach for new on-premises deployments or when upgrading older farms. However, migrating from a deeply nested hierarchy to a flat structure requires careful planning and execution.

Best practices for building SharePoint Online information architecture (applicable to modern On-Premises as well)

Building a successful SharePoint environment requires careful planning and adherence to best practices. These guidelines will help you create a sustainable and scalable solution.

1. Planning and governance:

• Content inventory and audit: Before structuring your SharePoint environment, conduct a thorough content inventory and audit. Understand what content you have, who owns it, and how it’s used.
• Governance plan: Establish a clear governance plan that outlines roles, responsibilities, and policies for content management, security, permissions, and site provisioning.
• Stakeholder engagement: Engage with key stakeholders across the organization to understand their needs and requirements.

2. Site structure and navigation:

• Plan site content and navigation: Design clear and concise navigation menus. Group related content into logical sections using descriptive headings. Avoid overwhelming users with too many links; prioritize clarity and focus. Consider using mega menus for complex navigation scenarios.
• Organize sites into hubs: Group related sites into hubs based on department, project, or function. This provides a unified navigation experience and allows for content roll-up and aggregation across associated sites.
• Minimize subsites (if possible): In modern SharePoint, subsites are generally discouraged in favor of the hub-spoke model. However, if subsites are necessary, use them sparingly and with a clear purpose.

3. Templates and consistency:

• Use site templates: Leverage site templates and site scripts to ensure consistency in design, layout, and functionality across all sites. This simplifies site provisioning and management.
• Standardize elements: Standardize elements like navigation, branding, web part configurations, and content types to maintain a uniform user experience.

4. Customization and branding:

• Tailor sites to team needs: Customize sites with relevant web parts, such as document libraries, lists, calendars, and news feeds, to meet the specific needs of each team or department.
• Branding and theming: Apply custom branding with themes, logos, and colors to align with your organization’s visual identity.

5. Search optimization:

• Metadata and keywords: Encourage the use of metadata and keywords to improve content discoverability through search.
• Managed metadata: Implement managed metadata for enterprise-wide consistency and improved search refinement.

6. Content lifecycle management:

• Retention policies: Define clear retention policies to manage the lifecycle of content, including archiving and deletion.

7. Ongoing maintenance and governance:

• Regular audits: Conduct regular audits of your SharePoint environment to ensure adherence to governance policies and identify areas for improvement.
• User feedback and training: Gather user feedback and provide ongoing training to ensure users are effectively utilizing the platform.

By following these best practices, you can create an intuitive, scalable, and user-friendly SharePoint architecture—whether online or on-premises—that aligns with your organization’s goals and empowers users to collaborate effectively. Remember that a well-planned IA is crucial for long-term success with SharePoint.

 👉 How to organize a SharePoint library? To organize a SharePoint library effectively, plan the structure based on how users search for and access information. Use columns and metadata to tag files with relevant details, such as project names or document types, allowing for easy filtering and sorting. Leverage views to display files in different ways, such as grouping by department, due dates, or categories, depending on user needs. Content types can also be used to standardize document templates and metadata across the library. Avoid creating overly complicated folder systems by prioritizing metadata and search capabilities. Regularly review and update the library to ensure it reflects current workflows and remains intuitive for users.

Sharepoint folder structure best practices: How do I structure files and folders in SharePoint?

The organization of files and folders within SharePoint directly impacts user productivity, content discoverability, and overall system efficiency. A well-defined structure minimizes clutter, reduces confusion, simplifies navigation, and ensures that information is readily accessible. Below are some of the best practices for structuring files and folders:

1. Plan for your content:

• Understand your needs: Before creating any folders, analyze how your teams work and how they access information. Consider the types of documents they create, how they collaborate, and what their information retrieval needs are.
• Content inventory and audit: Conduct a content inventory and audit to understand the existing content landscape. This helps identify patterns and informs your organizational strategy.

2. Organize by metadata, not deep folders:

• Minimize nested folders: Deep folder hierarchies are difficult to navigate and maintain. They also complicate permission management and can negatively impact performance.
• Leverage metadata: Use metadata (tags, columns) to categorize and classify files instead of relying on complex folder structures. For example, instead of /Projects/2025/Marketing/Reports, tag the file with Project: Marketing, Year: 2025, and Type: Report. This allows users to dynamically filter and find files based on multiple criteria.
• Managed metadata: For enterprise-wide consistency, use managed metadata. This creates a controlled vocabulary for tags, ensuring everyone uses the same terms.
• Content types: Content types combine metadata with templates and workflows to enforce consistency and streamline document creation.

3. Create logical top-level folders:

• Project, department, or document type: Organize top-level folders based on criteria relevant to your organization, such as project, department, or document type. Choose the approach that best aligns with your users’ mental models and workflows.
• Clear and concise naming: Use clear, concise, and consistent naming conventions for folders. Avoid special characters and spaces.

4. Content lifecycle management:

• Archive outdated documents: Regularly archive or delete outdated content to reduce clutter and improve performance. Establish clear archiving procedures and communicate them to users.
• Retention policies: Implement SharePoint retention policies to automate the archiving or deletion of outdated content based on predefined rules. This ensures compliance and reduces manual effort.

5. Templates and standardization:

• Folder and library templates: Create folder and library templates for recurring use cases, such as projects or processes. This ensures consistency and saves time. For example, a new project template could include predefined folders like 01_Planning, 02_Execution, and 03_Deliverables.
• Site templates and scripts: Use site templates and site scripts for consistent site provisioning and configuration.

6. Enhance discoverability:

• Labels (sensitivity and retention labels): Apply sensitivity and retention labels to files for classification, compliance, and records management purposes. Sensitivity labels protect sensitive information, while retention labels manage the lifecycle of content.
• Descriptive file names: Use descriptive file names that clearly indicate the content of the document. Follow consistent naming conventions.

7. Permissions and security:

• Principle of least privilege: Grant users only the necessary permissions to access and modify content. Utilize SharePoint groups for efficient permission management.
• Inheritance: Leverage permission inheritance to simplify security management. Break inheritance only when necessary and document the reasons for doing so.

8. Ongoing maintenance and review:

• Regular audits: Conduct periodic reviews of your file and folder structure to ensure it remains aligned with your organization’s needs.
• User feedback: Solicit user feedback to identify areas for improvement and address any challenges they are experiencing.

By implementing these best practices, you can create a well-organized, efficient, and user-friendly document management system within SharePoint, promoting findability, collaboration, and overall productivity. Remember that a well-structured information architecture is an ongoing process that requires regular review and refinement.

 👉 What is the best practice folder structure in SharePoint? The best practice for a folder structure in SharePoint is to keep it simple, intuitive, and focused on leveraging metadata rather than relying on deeply nested folders. Over-complicating your structure with multiple levels of folders can make navigation cumbersome and inefficient. Instead, use  

Best Practices for Document Management in SharePoint

Effective document management in SharePoint is key to maintaining a well-organized, secure, and accessible digital environment. In this section, we’ll explore the importance of proper document organization, how SharePoint’s built-in features can streamline document management, and specific recommendations for optimizing the way you handle documents.

The Importance of proper document organization in SharePoint

Effective document organization within SharePoint is paramount for ensuring easy access, robust security, streamlined collaboration, and overall platform usability. A well-structured document management system empowers users to quickly locate information, reduces the risk of data loss or breaches, and fosters a more efficient and productive work environment.

Benefits of proper document organization:

• Enhanced findability and retrieval: A logical and consistent organizational structure, combined with appropriate metadata tagging, enables users to quickly and easily find the documents they need. This reduces time wasted searching for information and improves overall productivity.
• Improved collaboration: Organized document libraries facilitate seamless collaboration by providing a central, accessible repository for shared files. Version control features minimize confusion and ensure everyone is working with the latest versions.
• Streamlined workflows: Well-defined folder structures and metadata tagging can be integrated with workflows to automate business processes, such as document approvals, reviews, and routing.
• Enhanced security and compliance: Proper organization, combined with appropriate permission settings and sensitivity labels, safeguards sensitive information and ensures compliance with regulatory requirements. Clear document lifecycles and retention policies further mitigate risk.
• Reduced storage costs: Organized libraries make it easier to identify and delete duplicate or obsolete files, optimizing storage space and potentially reducing costs.
• Simplified auditing and reporting: A well-structured environment simplifies auditing and reporting processes, making it easier to track document access, modifications, and compliance with policies.
• Improved user adoption and satisfaction: A user-friendly and intuitive document management system increases user adoption and satisfaction, maximizing the return on investment in SharePoint.
• Scalability and maintainability: A well-planned information architecture ensures the system remains scalable and maintainable as the volume of content grows.

Consequences of poor document organization:

• Wasted time and frustration: Users struggle to find the information they need, leading to frustration, lost productivity, and duplicated effort.
• Increased risk of errors: Difficulty locating the correct documents can lead to errors in decision-making and project execution.
• Security vulnerabilities: Poorly organized libraries can make it difficult to manage permissions effectively, increasing the risk of unauthorized access to sensitive information.
• Compliance issues: Lack of proper organization can hinder compliance with regulatory requirements for data retention and disposal.
• Difficulty in collaboration: Confusion over file versions and locations can impede collaboration and lead to inconsistencies in project deliverables.
• Increased storage costs: Duplicate files and outdated content consume valuable storage space, leading to unnecessary costs.
• Difficulties with knowledge transfer: When information is disorganized, it becomes challenging to share knowledge and best practices effectively.

 👉 What is the best way to organize files in SharePoint? The best way to organize files in SharePoint is by combining flat folder structures, metadata tagging, and custom views to create a streamlined and efficient system. Rather than relying solely on folder navigation, encourage your team to take advantage of SharePoint’s robust search capabilities, which make it easier to locate and manage files when metadata is properly used. This approach ensures that the file organization is both flexible and user-friendly.

SharePoint’s document management features

As discussed, SharePoint is much more than a simple storage platform. It offers advanced features to streamline document management. Here are some of SharePoint’s core document management capabilities:

• Version control: SharePoint automatically tracks document versions, allowing users to view, restore, and compare previous iterations. This feature is crucial for collaborative work, ensuring transparency, accountability, and the ability to revert to earlier versions if necessary. Major and minor versions can be tracked, providing granular control over the version history.
• Co-authoring: Multiple users can work on the same document simultaneously in real-time, eliminating the need for sending files back and forth and minimizing version control conflicts. This feature significantly enhances collaboration and streamlines the document creation process.
• Check-in/Check-out: This feature prevents conflicting edits by allowing only one user to modify a document at a time. Users “check out” a document to make changes and “check in” the updated version when finished.
• Content approval: SharePoint enables content approval workflows, ensuring that documents are reviewed and approved by designated individuals before being published or shared. This feature enforces quality control and maintains consistency.
• Metadata and content types: Metadata tagging and content types allow for consistent classification and categorization of documents, making them easier to find and manage. Metadata can be used for filtering, sorting, and searching, while content types combine metadata with templates and workflows.
• Document libraries and folders: SharePoint provides structured document libraries and folders for organizing files. While a flat structure with metadata is generally recommended, folders can still be useful for broad categorization.
• Search functionality: SharePoint’s robust search capabilities allow users to quickly locate documents based on keywords, metadata, or even content within the documents themselves.
• Retention policies and records management: SharePoint supports retention policies and records management features, enabling organizations to manage the lifecycle of their documents, including archiving and deletion based on predefined rules. This ensures compliance with regulatory requirements and optimizes storage space.
• Integration with Microsoft 365: SharePoint seamlessly integrates with other Microsoft 365 applications, such as Teams, OneDrive, and Outlook, facilitating streamlined workflows and enhanced collaboration.
• Security and permissions: SharePoint offers granular control over document access through permissions and security groups. This ensures that sensitive information is protected and only authorized users can view or modify specific documents.
• Workflow automation: SharePoint workflows automate business processes related to document management, such as approvals, reviews, and notifications. This reduces manual effort and improves efficiency.
• Mobile access: SharePoint content is accessible from mobile devices, allowing users to view, edit, and collaborate on documents from anywhere.

Beyond the Basics:

• Document sets: Group related documents together as a single unit, simplifying management and collaboration on complex projects.
• Templates: Create document templates to ensure consistency in formatting and content.
• eDiscovery and legal hold: SharePoint supports eDiscovery and legal hold capabilities, enabling organizations to preserve and manage documents for legal proceedings.

 👉 Can you use SharePoint as a document management system? Yes, SharePoint is an excellent document management system. Its combination of features, such as versioning, metadata tagging, permissions management, and integration with Microsoft 365 tools, makes it a powerful solution for organizing and managing documents. Whether you’re collaborating on files, archiving old content, or setting up approval workflows, SharePoint provides a robust framework for handling documents efficiently and securely.

Recommendations for document management in SharePoint

To maximize the benefits of SharePoint for document management, consider these key recommendations. While some of these practices overlap with earlier discussions on information architecture and file organization, they are further developed here to address specific document management considerations.

1. Leverage version control strategically:

• Enable versioning: Activate version control in your document libraries to maintain a comprehensive history of changes. This allows users to view, compare, and restore previous versions, ensuring data integrity and facilitating efficient revision management.
• Major and minor versions: Distinguish between major and minor versions to provide granular control over the version history. Major versions typically represent significant milestones, while minor versions track incremental changes.
• Version limits: Consider setting limits on the number of versions retained to optimize storage space. Establish clear policies for managing older versions.
• Content approval and versioning: Integrate version control with content approval workflows to ensure that only approved versions are published or shared.

2. Implement comprehensive content lifecycle management:

• Automatic archiving: Configure automatic archiving to move outdated or inactive documents to a separate archive location. This reduces clutter in active libraries and improves performance.
• Retention policies: Utilize SharePoint’s retention policies to automate the archiving or deletion of content based on predefined rules. This ensures compliance with organizational policies and legal requirements.
• Information management policies: For more advanced scenarios, consider using Information Management Policies to manage the entire lifecycle of content, including declaration, classification, retention, and disposition.

3. Enforce granular security and permissions:

• Principle of least privilege: Grant users only the necessary permissions to access and modify documents. This minimizes the risk of unauthorized access and data breaches.
• SharePoint groups: Utilize SharePoint groups to simplify permission management. Assign permissions to groups rather than individual users.
• Inheritance: Leverage permission inheritance to streamline security management. Break inheritance only when specific exceptions are required and document the reasons for doing so.
• Sensitivity labels: Apply sensitivity labels to classify documents based on their confidentiality level. This helps protect sensitive information and ensures compliance with data governance policies.

4. Structure content with metadata, not just folders:

• Minimize nested folders: Avoid deep folder hierarchies, which can be difficult to navigate and maintain.
• Metadata-driven organization: Use metadata (columns, tags) to categorize and classify documents. This enables dynamic filtering and searching, making it easier to find information.
• Managed metadata: Implement managed metadata for enterprise-wide consistency and improved search refinement.
• Content types: Utilize content types to combine metadata with templates and workflows, enforcing consistency and streamlining document creation.

 👉 What is the best practice for SharePoint folder? The best practice for using folders in SharePoint is to keep them shallow and combine them with metadata for better categorization. Deeply nested folders can cause difficulties in navigation and limit the effectiveness of SharePoint’s search capabilities. Use folders to group related files if users are accustomed to them, but avoid creating unnecessary subfolders. Instead, rely on metadata to tag files with additional details, making them easier to filter and search.  

5. Promote consistent practices:

• Templates: Create document templates to ensure consistency in formatting and content.
• Naming conventions: Establish clear naming conventions for documents and folders to improve organization and searchability.
• Training and documentation: Provide users with training and documentation on best practices for document management in SharePoint.

6. Integrate with other tools:

• Microsoft 365 integration: Leverage SharePoint’s seamless integration with other Microsoft 365 applications, such as Teams, OneDrive, and Outlook, to enhance collaboration and streamline workflows.
• Third-party integrations: Explore integrations with third-party document management or workflow automation tools to extend SharePoint’s capabilities.

7. Monitor and optimize:

• Usage analytics: Monitor usage patterns to understand how users are interacting with document libraries and identify areas for improvement.
• Regular audits: Conduct periodic audits to ensure compliance with policies and identify any organizational issues.
• Feedback and iteration: Gather feedback from users and continuously iterate on your document management strategy to optimize its effectiveness.

 👉What is the best way to share documents in SharePoint? The best way to share documents in SharePoint is by using permission-based access controls. Assign specific rights to users or groups, such as view-only or edit permissions, depending on their role. Avoid sharing files with broad or anonymous access, and use SharePoint’s external sharing settings to monitor and control the distribution of documents outside your organization.

External sharing in SharePoint

SharePoint provides granular control over external sharing, allowing organizations to collaborate with external users while safeguarding sensitive data. These controls can be configured at various levels, including organization-wide, site collection, site, and even individual item levels. Understanding these settings is crucial for balancing the need for collaboration with the imperative of data security.

 👉 Want to expand your knowledge of securely collaborating with external partners through SharePoint? We recommend reading our in-depth article on best practices for external sharing: Understanding External Sharing in SharePoint

Here are key aspects of external sharing:

• Levels of control:
  • Organization-level: Global settings define the overall external sharing boundaries for the entire tenant.
  • Site collection-level: Administrators can refine external sharing settings for specific site collections, allowing for variations based on the sensitivity of the data within each collection.
  • Site-level: Further refinement is possible at the individual site level, providing even more granular control.
  • Item-level: In some cases, sharing can be controlled at the individual document or list item level, offering the most precise control.
• Types of external sharing:
  • Anonymous sharing (anyone links): These links grant access to anyone who has the link, without requiring authentication. This option poses the highest security risk and should be used with extreme caution, or disabled entirely.
  • Specific people (guest links): These links grant access only to the individuals specifically invited. Recipients are typically required to authenticate with a Microsoft account or other supported identity provider.
  • Domain-restricted sharing: This option restricts sharing to users with email addresses within specific domains. This is useful for collaborating with partner organizations.
• Security enhancements:
  • Require sign-in: Always enforce sign-in requirements for external users to ensure proper authentication and accountability.
  • Limited permissions: Grant external users only the necessary permissions (view, edit, contribute) to minimize potential risks.
  • Expiration dates: Set expiration dates for external sharing links to automatically revoke access after a specified period.
  • Access requests: Implement access request workflows to control external access to sensitive content.
  • Multi-factor authentication (MFA): Enforce MFA for external users to add an extra layer of security.
• Data classification and sensitivity labels:
  • Classify data: Classify data based on its sensitivity level (e.g., public, internal, confidential).
  • Sensitivity labels: Apply sensitivity labels to documents and items to enforce specific sharing restrictions based on the classification.

SharePoint best practices for external sharing

Adopting best practices for external sharing in SharePoint ensures data security and minimizes risks associated with unauthorized access:

1. Least privilege principle: Always grant external users the minimum permissions necessary to fulfill their tasks. This reduces the risk of accidental or intentional misuse of data.
2. Regular reviews: Periodically review and update external sharing settings to ensure they align with your organization’s evolving business needs and security policies.
3. User training: Provide training to users on external sharing policies and best practices to prevent accidental data breaches and maintain compliance.
4. Monitoring and auditing: Regularly monitor external sharing activities and audit access logs to identify any potential security issues or unauthorized actions.
5. Conditional access policies: Implement conditional access policies to control external access based on specific factors such as user location, device type, or risk profile.

Considerations for Specific Scenarios

1. Highly sensitive data: For highly sensitive information, consider alternative collaboration methods that offer tighter control, such as secure document portals or specialized collaboration platforms.
2. Large-scale external collaboration: For scenarios involving large numbers of external users, utilize dedicated extranet sites or Microsoft 365 external collaboration features to manage access effectively and securely.

With the right protocols and technology safeguards in place, SharePoint external sharing fuels productivity without compromising critical information or systems. The key is developing a flexible governance approach focused on protecting users, data, and the wider organization.

SharePoint Security Best Practices

Security is a fundamental aspect of SharePoint, ensuring that sensitive information remains protected while enabling seamless collaboration. In this section, we’ll explore how SharePoint safeguards data and user privacy, the best practices for maintaining robust security, and how administrators can configure and monitor key security features.

How is security managed in SharePoint?  

SharePoint incorporates a variety of advanced features to keep your data secure and protect user privacy. These tools and settings are designed to safeguard sensitive information from unauthorized access and ensure compliance with organizational policies.

• Multi-factor authentication (MFA): SharePoint supports MFA, which adds an extra layer of security by requiring users to verify their identity through multiple methods, such as passwords and mobile authentication apps. This significantly reduces the risk of unauthorized access, even if a password is compromised.
  
• Data encryption: SharePoint encrypts data both in transit and at rest. Data in transit is protected through Secure Sockets Layer (SSL) or Transport Layer Security (TLS), while data at rest is encrypted using advanced encryption algorithms. This ensures that sensitive information remains secure at all times.
  
• Access control: SharePoint administrators can configure granular access permissions to control who can view, edit, or manage specific files, folders, and sites. This helps to ensure that confidential data is only accessible to authorized personnel.
  
• Data Protection Policies (DLP): SharePoint’s Data Loss Prevention (DLP) capabilities detect and prevent sensitive information, such as credit card numbers or personal identifiable information (PII), from being shared inappropriately.
  
• Antivirus protection and monitoring: Integrated antivirus protection scans uploaded files and system activity for potential threats. Monitoring tools also provide real-time insights to detect suspicious activity.
  
• Flexibility for confidential information: SharePoint offers customizable settings for handling confidential data, such as restricting sharing, disabling downloads, or applying watermarks to sensitive documents.

 👉 Is SharePoint safe for confidential information? SharePoint is a secure platform for storing and managing confidential information when its built-in security features are properly configured. By enabling MFA, encryption, access controls, and DLP policies, administrators can ensure SharePoint meets security requirements and protects sensitive data effectively.

How to ensure SharePoint is secure?: Best practices for maintaining security in SharePoint

To maintain a secure SharePoint environment, administrators must enable and configure its security features to meet their unique organizational needs. Below are key recommendations to optimize SharePoint’s security.

1. Access and permission management: Proper permission and access management is critical for securing data in SharePoint.

• SharePoint offers several permission levels. Each level has specific features and use cases, allowing administrators to grant appropriate access based on user roles and responsibilities. For example, “View Only” could be used for stakeholders who need to review content without making changes, while “Edit” is ideal for team members actively collaborating on documents.
• Permission inheritance: By default, permissions in SharePoint are inherited from parent sites or folders. Administrators can break inheritance at specific levels to set unique permissions for sensitive content.
• For confidential data, it’s essential to restrict access rights and adhere to the Principle of least privilege, granting users only the permissions they need to perform their tasks.
• Instead of assigning permissions to individual users, administrators should use group-level access. Built-in SharePoint groups such as Visitors, Members, and Owners simplify permission management and make tracking access easier.
• Regularly reviewing and updating access rights is essential. Outdated or irrelevant permissions should be removed to minimize security risks.

 👉 What is the best practice for SharePoint permissions? The best practice for SharePoint permissions is to use group-based access controls, adhere to the principle of least privilege, and conduct regular reviews to ensure permissions remain relevant and secure. To learn more about SharePoint permissions, please browse through our dedicated piece on the topic: Configuration & Management of SharePoint Permissions 

2. Monitoring and auditing events and actions: Auditing and monitoring activities in SharePoint are vital for identifying potential security threats and ensuring compliance.

• Enable user activity auditing to track who has accessed or modified sensitive data. This helps administrators detect unauthorized access or suspicious behavior.
• Use SharePoint’s monitoring tools to gain real-time insights into system activity. Suspicious events, such as multiple failed login attempts or unusual file downloads, should be flagged and investigated promptly.
• In SharePoint Server, site audits must be manually configured, while in SharePoint Online, auditing is enabled by default as part of the Microsoft 365 unified audit log.
  

3. Manage automatic sync: Configuring automatic sync settings is another critical security measure.

• Disable automatic sync for certain file types to prevent accidental uploads of sensitive or very large files that don’t belong in the cloud.
• Automatic syncing can also pose risks if ransomware exploits synced local files to access cloud storage and backups. Carefully manage sync settings to mitigate such vulnerabilities.
  

4. Regular updates and data backup: Keeping SharePoint up to date is essential to avoid security vulnerabilities associated with outdated software. 

• Regular updates ensure access to the latest security patches and features. 
• Additionally, regular data backups protect against data loss due to system failures, cyberattacks, or accidental deletions.

5. Data protection and retention policies: 

• SharePoint’s Data Loss Prevention (DLP) capabilities play a crucial role in preventing leaks of sensitive information. By setting up DLP policies, administrators can detect and block the sharing of confidential data.
• Retention policies are equally important for managing the lifecycle of information. Retention policies allow organizations to store data as long as necessary and delete outdated information automatically. This helps maintain compliance with legal or regulatory requirements, such as retaining employee records or removing old files no longer needed.

6. Use additional tools: SharePoint’s security can be enhanced further by integrating third-party tools such as VirtoSoftware SharePoint Online & On-Premise Apps/Web Parts. These tools simplify permissions management, automate processes, and improve overall security monitoring.

By instilling strong foundational protections supplemented by ongoing vigilance, SharePoint transforms into an ironclad system for managing information securely across an enterprise. Updates to access, policies, and configurations further fortify the platform over time.

SharePoint Search

Search functionality is a cornerstone of SharePoint, enabling users to quickly locate the information they need from vast amounts of data. While some of the practices have been extensively covered in earlier sections—such as organizing content and leveraging metadata—we’ll briefly revisit those here and expand on key points where necessary. Additionally, we’ll explore how to configure search settings effectively and the benefits of creating custom search centers tailored to your organization’s needs.

SharePoint best practices for configuring search

SharePoint’s search capabilities are only as effective as the way they’re configured. Proper setup ensures that users can quickly access relevant data without sifting through unnecessary or irrelevant results.

One of the first steps to optimizing search is streamlining your content structure. Organize data in document libraries with meaningful file and folder names to make it easier for SharePoint to index and for users to recognize content. As mentioned several times previously, avoid excessive nesting of folders, as deep hierarchies can complicate indexing and delay search results.

To configure search, you can use the built-in settings available in the SharePoint Admin Center. These settings allow you to decide which types of content are indexed and which libraries and lists should appear in search results. For example, sensitive data or irrelevant libraries can be excluded from indexing to ensure search results remain focused and secure.

Filters and sorting are also critical to improving search usability. Configuring filters enables users to refine their results quickly. For instance, you can add filters by document type, date modified, or author, allowing users to home in on what they’re looking for with minimal effort.

Use metadata to improve search results

Metadata is the backbone of an effective SharePoint search. By adding structured data to your documents, you provide context that improves the relevance and accuracy of search results.

To create metadata, add custom columns to your document libraries with fields such as Project, Department, Status, and Date. For key documents, consider making certain fields required to ensure that metadata is consistently populated. This practice not only improves search but also organizes your content in a way that makes it easier to manage.

Another way to standardize metadata is by using managed terms. Term sets allow you to create predefined keywords or tags for users to apply to documents. For instance, instead of manually entering tags such as “Marketing,” “Finance,” or “HR,” you can create a drop-down list with these terms. This approach reduces errors, ensures consistency, and makes search more effective.

When metadata is indexed, users can search directly by metadata fields. For example, if a user searches for “Project: Marketing,” SharePoint will return only results associated with the “Marketing” project. This level of specificity saves time and ensures users get the exact information they need.

Create custom search centers

A custom search center is a dedicated space in SharePoint designed to provide tailored search experiences for an organization. These search centers can include custom filters, categories, and search results, making it easier for users to find data relevant to their specific needs.

To create a custom search center, start by creating a new site or page in the Admin Center and dedicating it to search. Add search web parts, such as the Search Box and Search Results, which allow users to input queries and see results in real time. From there, you can customize the display of search results by specifying which metadata fields and filters to include.

For example, a custom search center for HR might include filters for document type (e.g., policy, procedure, form), department, and date modified, while a marketing search center might focus on project names, content categories, and authors.

The benefits of creating a custom search center are numerous. It speeds up data retrieval by narrowing down results to what users need most, while also offering a tailored experience for departments or teams. Custom search centers allow organizations to make the most of SharePoint’s search functionality by aligning it with their unique workflows and needs.

Improve the SharePoint Experience with Virto Apps

SharePoint’s functionality can be further enhanced with specialized apps and tools designed to meet specific organizational needs. VirtoSoftware offers a suite of Microsoft 365, SharePoint Online Apps, and On-Premises Web Parts that improve flexibility, streamline workflows, and enhance user experience. In this section, we will introduce VirtoSoftware’s flagship products, highlight their key features and use cases, and explain how they help you get the most out of SharePoint while adhering to Microsoft’s strict security and data protection standards.

VirtoSoftware apps and web parts

VirtoSoftware provides a range of apps and web parts designed to extend SharePoint’s capabilities. These tools help organizations create better structures, automate processes, and improve productivity. Below is an overview of VirtoSoftware’s most popular products and their key features.

Virto Calendar App

The Virto Calendar App simplifies scheduling by consolidating multiple calendars into one unified view. It overlays Exchange Online, SharePoint lists, and external calendars, providing a centralized platform for managing events and tasks.

Below are some of Virto Calendar’s key features and use cases:

• Unified calendar view: Overlay events from multiple sources, such as Exchange Online shared and personal calendars, SharePoint lists, meeting rooms, public folders, and even external calendars like Google Calendar using iCal links.
• Data sources:
  • Exchange Online Calendars: Combine shared and personal calendars for a complete view of schedules.
  • SharePoint lists: Use lists to display tasks or events in the calendar.
  • Microsoft Planner: Integrate tasks directly into the calendar.
  • Internet calendars (iCal Feeds): Overlay calendars from external platforms like Google Calendar.
• Customizable views: Effortlessly switch between day, week, month, or year views and group tasks by timescale.
• Color-coded events: Use color-coding to differentiate event categories and establish a clear, structured calendar.
• Mini Calendar: Incorporate a compact calendar for quick overviews of all events.

The Virto Calendar App is ideal for managing complex schedules, tracking resources like meeting rooms or equipment, and consolidating data into a single, user-friendly interface.

 👉 Download a free trial version of the app: for SharePoint Online | for SharePoint On-Premises

Virto Kanban Board App

The Virto Kanban Board App is a visual task management tool that brings agility to SharePoint and Microsoft Teams. It turns SharePoint lists into dynamic kanban boards for easy task tracking and collaboration.

Below are some of Virto Kanban Board’s key features and use cases:

• Visual task management: Represent tasks as cards organized into columns and swimlanes (e.g., by status or priority).
• Highly customizable: Tailor the board with swimlanes, color-coding, subtasks, and categorization to suit your workflow.
• Quick start: Use pre-configured templates to set up boards instantly.
• Collaboration tools: Assign roles, set permissions, and send notifications for efficient teamwork.
• Workflow optimization: Analyze task progress with filters, WIP limits, and flexible charts to identify bottlenecks and improve productivity.

This app is perfect for teams using agile methodologies, helping managers track task progress, delegate work, and optimize workflows.

 👉 Download a free trial version of the app: for SharePoint Online | for SharePoint On-Premises

Virto Multiple File Uploader App

The Virto Multiple File Uploader App simplifies document management in SharePoint Online and Microsoft 365 by allowing users to upload files and folder structures in bulk.

The app’s key features and use cases include:

• Bulk uploads: Upload multiple documents or entire folder structures directly to SharePoint libraries or as attachments to list items.
• Drag-and-drop interface: Simplify the uploading process with a user-friendly drag-and-drop feature.
• Metadata assignment: Assign custom metadata to files during upload for better categorization and searchability.
• Advanced settings: Define upload preferences, file type limitations, size restrictions, and overwrite protection.
• Cross-browser compatibility: Works seamlessly across various devices and platforms.

This app is particularly useful for organizations handling large volumes of documents, streamlining the upload and organization process significantly.

 👉 Download a free trial version of the app: for SharePoint Online | for SharePoint On-Premises

Virto Alerts & Reminder App

The Virto Alerts & Reminder App automates notifications in SharePoint Online and Microsoft 365, ensuring users are promptly informed of important changes or deadlines.

Here are some of the app’s key features:

• Automated alerts: Notify users of changes in SharePoint lists or M365 calendar events.
• Flexible scheduling: Configure date-based reminders with versatile scheduling options.
• Advanced customization: Use HTML-based templates to create visually appealing notifications with text styles, images, and links.
• Dynamic alert conditions: Define alert triggers based on specific SharePoint list changes or calendar updates.
• Targeted notifications: Send alerts to specific users or groups, ensuring the right people are informed.

This app is ideal for tracking deadlines, monitoring project updates, and automating organizational reminders.

 👉 Download a free trial version of the app: for SharePoint Online | for SharePoint On-Premises

VirtoSoftware security protocols

VirtoSoftware adheres to Microsoft’s stringent data protection standards, ensuring that all apps and web parts comply with industry best practices. With robust data encryption, access control, and audit logging, VirtoSoftware provides a secure environment for managing your SharePoint data. Microsoft Certifications further validate the company’s commitment to security and compliance.

 👉 Learn more about VirtoSoftware products, installation instructions, and use cases in the following resources:

• VirtoSoftware Website
• VirtoSoftware Products
• VirtoSoftware Scenarios & Use Cases
• VirtoSoftware Documentation & Learning Center

Conclusion on Best Practices for SharePoint 

In this article, we’ve explored the essential practices for optimizing SharePoint to improve work organization, document management, and data security. By implementing structured approaches, such as metadata use, streamlined content hierarchies, and advanced search configurations, SharePoint can become a highly efficient tool for collaboration and content discovery. Additionally, maintaining robust permission controls and leveraging features like version control ensures data remains secure while enabling seamless teamwork.

We also highlighted the potential of extending SharePoint’s capabilities through solutions like VirtoSoftware’s SharePoint On-Premise Web Parts & SharePoint Online Apps. These tools simplify library management, enhance customization, and allow businesses to tailor SharePoint environments to meet specific operational needs. Whether it’s integrating calendars, managing workflows, or optimizing document libraries, these tools can elevate your SharePoint experience and boost productivity.

Now is the perfect time to put these recommendations into action and unlock SharePoint’s full potential. Start by applying the strategies discussed to improve your team’s efficiency and make document management more intuitive and secure. Additionally, schedule a quick demo of the VirtoSoftware’s apps discussed or install a free trial to test their potential in action. 

For further insights and guidance, we encourage you to explore the official Microsoft resources and our collection of blog articles:

Official Microsoft resources:

• Best practices for organizing content search
• SharePoint Online best practices
• How to ”best practice” a document library
• Managing SharePoint Online security: A team effort
• Document management in SharePoint
• SharePoint document management
• Organize files in a library

VirtoSoftware’s blog articles:

• SharePoint vs Microsoft Teams
• SharePoint Team Site vs Communication Site  
• SharePoint On-Premises vs. SharePoint Online Explained
• Top 5 Shared Calendars for SharePoint Online in TEST_2025
• Exploring SharePoint Web Parts
• Sharepoint Permissions Explained
• What Is SharePoint
• SharePoint External Sharing