| 1 | | | You cannot have unique views or columns in subfolders; it will filter to all other subfolders and to the parent folder on the Quick Launch. It is also easy to delete the whole document library instead of just the sub-folder. Custom columns contribute to better search. and allow for great filtering of content. | Intermediate | Document Libraries | Version Agnostic | Best Practice |
| 5 | | | If you upload multiple documents to a library with custom columns (metadata), they will be uploaded as Checked Out and other users will not be able to see them. Upload the documents, then edit the library in datasheet view to bulk edit the tags. Then go to Site Actions - Site Settings - Manage Content and Structure. Select all the documents, Actions – Check In. To avoid bulk Check Outs, upload the documents first, then add custom columns. Edit in Datasheet view to bulk add the column data. | Intermediate | Document Libraries | 2007 Standard | Trick |
| 7 | | | You can’t move folders in Manage Content and Structure, you need to create the folders in the right place first then just move the documents over. The workaround is to move document libraries using Open with Windows Explorer, but be real careful when you do this. If you drop the mouse in the wrong place, it'll take a month to find your docs again, there is no undo. | Intermediate | Document Libraries | 2007 Standard | Trick |
| 11 | | | The default view showing all items displays 100 items per page. That number must not be increased to more than 2000 or you will experience performance issues. Lists are meant to be used as a presentation layer, not a data warehouse. (The default limit in SharePoint 2010 is 30, very irritating, change it back to 100). | Intermediate | Lists | 2007 Standard | Best Practice |
| 13 | | | You can only import spreadsheets if you have Office 2007 or 2010. If you have Office 2003, just create a custom list with columns the same as the column headings in your spreadsheet. Then open the list in datasheet view and copy and paste the info in from Excel. Make sure the format used in Excel is the same as the format in your custom list otherwise your information won't display properly. Imported spreadsheet lists don’t automatically display on the Quick Launch, you need to activate that in the settings under Title, Description and Navigation afterwards. Do some basic formatting and organisation in Excel before you import it, it will save you lots of work. Make sure the first column can uniquely identify the records as it will replace the Title field. | Intermediate | Lists | Version Agnostic | Tip |
| 14 | | | Lookup fields only work with “single line of text”. You can't lookup a mutliple lines of text, number, date, currency field, etc.
| Intermediate | Lists | Version Agnostic | Trick |
| 15 | | | To bypass the Title Field – go to the Library Settings – Advanced Settings – Allow for Content Types – Yes. Click on Item, then on Title. Choose the Hidden option. Go to the list view and unselect Title. If you get an error renaming the Title field, it’s because you are giving it a name that already exists in the default columns. Bypass this by typing in Names instead of Name for example.
| Intermediate | Document Libraries | Version Agnostic | Tip |
| 16 | | | You can’t do grouping on a checkboxed fields. They must be either radio buttons or dropdowns. | Intermediate | Lists | Version Agnostic | Trick |
| 17 | | | These fields will always display a value if the field is compulsory. It will only display as blank if it is not a required field. | Intermediate | Lists | Version Agnostic | Tip |
| 18 | | | To create a view where the users only see items in a list where their name is mentioned, enter a value of [me] in the Filter section in the Modify List View. Or go to Settings - List Settings - Advanced Settings and change read / edit settings to Only Their Own. | Intermediate | Lists | Version Agnostic | Tip |
| 19 | | | Go into Settings - List Settings - Advanced Settings. Change the Item-Level Permissions to "Only their own" in the edit section.
| Intermediate | Lists | Version Agnostic | Tip |
| 20 | | | Column ordering for list items is disabled when Allow for Management of Content Types isn enabled. You need to re-order columns in the Content Type section instead. Otherwise deactive the content types, re-order, then re-activate. | Intermediate | Lists | Version Agnostic | Trick |
| 22 | | | Links are also lists. To manually re-order the links you need to first modify they properties. Modify the view of all the links and go to the Sort section. There is an option for "allow users to order items in this view". Make it yes. Then go back into your list and click on the Actions menu item to re-order the links. | Intermediate | Lists | 2007 All | Tip |
| 32 | | | Make sure pictures are saved in Picture Libraries (or Site Assets for 2010) on the site they are needed on. If you don't and the URL's change, or users don't have rights to the source site, they will see a red X where the picture is supposed to be. | Intermediate | General | Version Agnostic | Trick |
| 36 | | | Keep your AD details up to date. Those details are pulled into SharePoint and populate your My Site with default information. | Intermediate | General | Version Agnostic | Tip |
| 37 | | | Get used to filling in the Document Properties on Word, Excel and PowerPoint from today, (in Office 2007 it's the Office Button - Prepare - Properties). This will help to make it second nature so you can get used to filling in metadata on SharePoint - you’ll be doing a lot of that. | Intermediate | Office Integration | Version Agnostic | Best Practice |
| 40 | | | Slide libraries are not available to Office 2003 users. If you're using that option to compile new presentations, remember to save them as 2003 versions if you have team members with older Office versions. | Intermediate | Document Libraries | 2007 All | Trick |
| 41 | | | You can only create a view with MS Access if you have MS Access installed on your laptop. | Intermediate | General | Version Agnostic | Tip |
| 42 | | | Add all the internal and external links your team will need, then make your team site your Internet Explorer home page. That way no matter where you navigate, if you get ‘lost’, clicking on Home will always bring you back to a central starting point. | Intermediate | Planning | Version Agnostic | Tip |
| 43 | | | Have an instruction page "How to Use This Site" for example. Explain what to load where, and how you have set up the groups. | Intermediate | User Adoption | Version Agnostic | Best Practice |
| 46 | | | Start small - don’t overwhelm your users. Take one spreadsheet, one report at a time and convert it to something cool and user-friendly on SharePoint. | Intermediate | User Adoption | Version Agnostic | Best Practice |
| 47 | | | Don’t even use the word SharePoint if it's too scary for users. As far as business users are concerned, it’s just IT throwing yet another technology at them. Use words like Leave Management System, Contracts Management System, Competitor Analysis Tool instead. | Intermediate | User Adoption | Version Agnostic | Tip |
| 48 | | | Communicate!!! Send weekly emails to your user base and give them tips and tricks, (take one out of this list every week if you like). | Intermediate | User Adoption | Version Agnostic | Best Practice |
| 49 | | | Lead by example. Don’t teach best practices then email documents around. Email links to documents instead. | Intermediate | User Adoption | Version Agnostic | Best Practice |
| 51 | | | Use the Content Editor Web Part (CEWP) to put make your site pretty. You can insert images and hyperlinks. | Intermediate | Site Design | 2007 All | Tip |
| 53 | | | To change the default Image Web Part , go to Site Actions – Edit Page – and modify the webpart. Make sure you have copied the shortcut from an image in your Picture Library first, then past the URL into the field provided. You can’t resize the image in the Image Web Part. You can delete the web part and insert the CEWP instead, there you can resize images (and add hyperlinks to pictures). Much better web part to use. | Intermediate | Site Design | 2007 All | Trick |
| 56 | | | Last research showed that hyperlinks are the most used features on sites, followed by buttons then back buttons. | Intermediate | Site Design | Version Agnostic | Tip |
| 64 | | | Take background and font colours into consideration. Don’t make them the same or similar colours or they will be impossible to read. Also take colour blind users into consideration, red text on blue backgrounds are a problem (and also terrible). Hyperlinks don’t work on dark green backgrounds either, impossible to see. Blind users need special settings on all items built into a site, ask your IT dept about these. | Intermediate | Site Design | Version Agnostic | Tip |
| 66 | | | The power of wikis comes with properly built navigation. When embedding pages, make sure you have links to the index page as well the landing page of the site. New users may not understand how to navigate around SharePoint yet. Put all the navigation links in the same place and make them look the same. Use the same formatting / look and feel across all pages in the same wiki. Different wiki’s can have different look and feels, but the pages inside them must all be the same. The wiki-speak brackets only work in wikis, nowhere else. [[ ]] | Intermediate | Wikis | Version Agnostic | Best Practice |
| 67 | | | You can only use the [[home|...]] option to go back one level. If you want to link to different pages, insert hyperlinks. You can’t display a wiki on the landing page of your site. You need to display text in a CEWP. Alternatively create a Wiki Site. You can’t add a hyperlink to an image in a wiki, only in a CEWP. | Intermediate | Wikis | 2007 All | Trick |