5 Must-Know SharePoint Best Practices (Part 3): Empowering Users with Effective Lists and Libraries
Tags: sharepoint
Published: 2024-05-31 06:30:00

Welcome back, SharePoint enthusiasts! In our first two issues of this series, we tackled the art of optimizing lists and libraries within SharePoint Online, [5 Must-Know SharePoint Best Practices (Part 1): Fine-Tuning Lists, Libraries, & Files for Efficiency](https://intranetfromthetrenches.substack.com/p/5-must-know-sharepoint-list-and-library-tips-1) and [5 Must-Know SharePoint Best Practices (Part 2): Empowering Users with Effective Lists and Libraries](https://intranetfromthetrenches.substack.com/p/5-must-know-sharepoint-list-and-library-tips-2).

Do you ever feel like your SharePoint lists and libraries could be even more user-friendly and efficient? Perhaps you worry about information getting lost, colleagues struggling to find what they need, or your carefully crafted structures feeling clunky.

![5 Must-Know SharePoint Best Practices (Part 3) Empowering Users with Effective Lists and Libraries](https://substackcdn.com/image/fetch/w_1456,c_limit,f_webp,q_auto:good,fl_progressive:steep/https%3A%2F%2Fsubstack-post-media.s3.amazonaws.com%2Fpublic%2Fimages%2F6502aff1-1381-4f5a-9554-c917c7426f04_640x480.png)

This article is your guide to unlocking the full potential of SharePoint lists and libraries! We'll explore 5 valuable tips and tricks that will transform you into a SharePoint pro. By following these simple steps, you'll create:

- **Smoother workflows:** Streamline collaboration and empower your team to work together seamlessly.
- **Enhanced organization:** Keep your information meticulously organized and easily accessible to everyone.
- **Reduced confusion:** Eliminate ambiguity and ensure everyone is on the same page.
- **Increased efficiency:** Save time and effort with streamlined processes and clear communication.
- **Peace of mind:** Rest assured knowing your documents are well-protected with robust version history and recovery options.

Ready to create user-friendly lists and libraries that empower your team? Let's dive in!


## Tip #1: Keep Your Lists Streamlined: Disabling Attachments

Imagine you're working on a project list in SharePoint. You create a list item with all the important details, but then someone attaches a separate Word document with the same information. Now there are two places to look for updates: the list item itself and the attached document. This can be confusing and time-consuming for your team.

Here's how disabling attachments in your list helps:

- **Focus on the list item:** Lists are designed to hold specific details within each item. Uploading information directly into the list item keeps everything organized and centralized.
- **No more duplicates:** Disabling attachments eliminates the possibility of duplicate files with similar information being scattered throughout the list.
- **Clarity for everyone:** By keeping all project details within the list item, everyone has a clear picture of the latest information, reducing confusion and wasted time searching for updates.

This simple step promotes a streamlined and organized experience for your team, ensuring everyone has easy access to the most up-to-date information within the list itself.


## Tip #2: Avoid Edit Chaos: Using Check Out for Smooth Collaboration

Picture this: you're working on a crucial document with your team in a SharePoint library. Suddenly, someone else edits the same document at the same time. This can lead to conflicting changes, overwritten information, and lost work – a frustrating experience for everyone.

Here's how the "check out" functionality in SharePoint libraries comes to the rescue:

- **Exclusive Access:** When you check out a document, it essentially locks it for editing by others. This ensures you have sole control to make changes, reducing the risk of conflicts and accidental overwrites.
- **No More Confusion:** By checking out a document, you eliminate confusion about who's working on it and prevent edits from happening simultaneously.
- **Seamless Workflow:** Once you've finished your edits, simply "check in" the document. This makes the updated version available to everyone, keeping the workflow smooth and ensuring everyone has access to the latest revision.

Using "check out" promotes a more organized and collaborative experience for your team. It minimizes the risk of editing mishaps and keeps everyone on the same page when working on important documents in SharePoint libraries.


## Tip #3: Version History: Your Savior from Duplicate File Mayhem

Have you ever encountered a chaotic mess of files with nearly identical names? This often happens when multiple people edit the same document and save it with slightly different titles. It's confusing, makes tracking the latest version difficult, and can lead to wasted time searching for the correct file.

Here's where version history in SharePoint libraries becomes your hero:

- **No More Duplicate Nightmares:** Say goodbye to the struggle of finding the right file among a bunch of look-alikes. Version history automatically tracks every change made to a document, eliminating the need for duplicate files with different names.
- **Time Travel for Documents:** Imagine needing to access a previous version of the document. Version history allows you to easily rewind and see how the document evolved over time. Need to revert to a previous edit? No problem – you can restore it with a single click.
- **Team Transparency:** Version history fosters transparency within your team. Everyone can see the edits made to a document, promoting better collaboration and understanding of how the document reached its current state.

By embracing version history, you can keep your documents organized, eliminate confusion, and ensure everyone on your team has access to the most up-to-date version – no more duplicate file chaos!


## Tip #4: Simplify Your Version History: Focus on Major Milestones

Version history is a powerful tool, but sometimes it can become cluttered with minor edits. SharePoint offers two types of versions:

- **Major Versions:** These act like milestones, capturing significant changes to a document, such as adding new sections or finalizing edits.
- **Minor Versions:** These track every single save, even minor adjustments. While detailed, this can lead to a long and overwhelming history.

Here's a tip for a cleaner and more manageable version history: configure your library to only track major versions. This way, you capture the key revisions without getting bogged down by every minor edit.

Think of it like this: major versions are like checkpoints along the document's journey. You can easily revert to a previous major version if needed, while still maintaining a clear and concise history that focuses on the important changes. This keeps your version history focused and easier to navigate for everyone.


## Tip #5: Relax, You've Got Options – Recovering Older Versions

We've all been there: you accidentally delete a crucial document or need to access an older version. But fear not! SharePoint offers multiple ways to recover your files:

- **Baseline Savior (Version 0.x):** Whenever you upload a document, SharePoint automatically creates a baseline version (version 0.x). This acts like a safety net, allowing you to restore the document to its original state, even before any edits were made.
- **Recycle Bin Rescue:** Just like your computer, SharePoint has a Recycle Bin. Deleted documents are stored here for a configurable period, giving you a second chance to retrieve them if you have accidental deletion remorse.
- **Manage Unchecked Files (For Admins):** If you're a library administrator, you have an extra tool in your arsenal – "Manage files which have no checked in version." This allows you to review and potentially restore files that haven't been formally checked in yet, perhaps uploads waiting for approval.

Breathe easy! With SharePoint's version history, including the baseline version, combined with the Recycle Bin and the "Manage files which have no checked in version" option for admins, you have multiple options for recovering lost documents. You can restore the file to its original state, access a previous major version, or potentially retrieve unapproved uploads. This comprehensive safety net ensures your important documents are always protected.


## Conclusion

In this article, we've explored 5 powerful tips to transform your approach to SharePoint lists and libraries. By implementing these strategies, you'll create a more user-friendly and efficient experience for yourself and your team.

Here's a quick recap of the benefits you'll gain:

- **Reduced clutter and confusion:** Disabling attachments and leveraging version history keep information organized and eliminate duplicate files.
- **Enhanced collaboration:** The "check out" functionality ensures smooth document editing and prevents accidental overwrites.
- **Clarity and peace of mind:** A focus on major versions within version history simplifies tracking changes, while baseline versions offer an additional safety net for document recovery.

By following these tips, you'll be well on your way to becoming a SharePoint pro! You'll create well-structured lists and libraries that promote seamless collaboration, efficient workflows, and clear communication for your entire team.

So, the next time you create a list or library in SharePoint, remember these valuable insights. You'll be amazed at how these simple changes can significantly improve the way your team works with information!


## References

- *Colored pencils white board by Jess Bailey from Unsplash: [https://unsplash.com/es/fotos/lapices-de-colores-variados-Bg14l3hSAsA](https://unsplash.com/es/fotos/lapices-de-colores-variados-Bg14l3hSAsA)*
- *5 Must-Know SharePoint Best Practices (Part 1): Fine-Tuning Lists, Libraries, & Files for Efficiency: [https://intranetfromthetrenches.substack.com/p/5-must-know-sharepoint-list-and-library-tips-1](https://intranetfromthetrenches.substack.com/p/5-must-know-sharepoint-list-and-library-tips-1)*
- *5 Must-Know SharePoint Best Practices (Part 2): Fine-Tuning Lists, Libraries, & Files for Efficiency: [https://intranetfromthetrenches.substack.com/p/5-must-know-sharepoint-list-and-library-tips-2](https://intranetfromthetrenches.substack.com/p/5-must-know-sharepoint-list-and-library-tips-2)*