How to Use SharePoint Correctly (and Avoid the Chaos Everyone Complains About)
Let’s be honest: SharePoint has a reputation problem.
Some people love it. Others say things like, “I can never find anything,” or “Why are there five versions of this file?”
The truth is, SharePoint usually isn’t the problem — how it’s used is.
When set up and used correctly, SharePoint can be a powerful hub for collaboration, document management, and team communication. When used incorrectly, it turns into a digital junk drawer.
Here’s how to use SharePoint the right way.
Understand What SharePoint Is
(and Isn’t)
Before anything else, it’s important to reset expectations.
SharePoint is:
A centralized place to store and organize team documents
A collaboration platform tightly connected to Microsoft Teams
A structured system with permissions, versioning, and organization built in
SharePoint is not:
A shared drive where everything gets dumped
A place for files with no ownership or rules
A tool you can “figure out later” without consequences
If you treat SharePoint like a traditional file server, you’ll recreate the same mess — just in the cloud.
Know What Belongs in SharePoint
(and What Doesn’t)
SharePoint works best when it’s used for the right types of files.
SharePoint is great for:
Microsoft Office files (Word, Excel, PowerPoint)
PDFs
Flat image files (JPG, PNG)
SharePoint is not ideal for:
Large, complex files like CAD or Adobe Creative Suite projects
Accounting or database-style files such as QuickBooks
Files that require constant local read/write access
Trying to force everything into SharePoint often leads to performance issues, sync errors, and frustrated users. Part of using SharePoint correctly is knowing when not to use it.
Use Sites Intentionally
(Not One Giant Site)
A common mistake is creating one massive SharePoint site for the entire organization.
Instead:
Create separate sites for departments, teams, or major initiatives
Give each site a clear purpose (Marketing, Finance, HR, Client Projects, etc.)
Assign site owners responsible for organization and permissions
Think of SharePoint sites like rooms in a house — not everything belongs in the living room.
Design Folder Structures Before Uploading Files
Folders aren’t evil — unplanned folders are.
Best practices:
Keep folder structures shallow (avoid going seven layers deep)
Organize by function, not by person
Use clear, consistent naming conventions
Bad example:
Mary > Stuff > Final > Actually Final > New Final v3
Better example:
Campaigns > 2026 Webinars > AI Coaching > Assets
If you’re constantly clicking through folders to find things, your structure needs work.
Use Version History
(Stop Making File Copies)
One of SharePoint’s biggest strengths is built-in version control — yet it’s often ignored.
Instead of:
Proposal_Final.docx
Proposal_Final_FINAL.docx
Proposal_FINAL_USE_THIS_ONE.docx
Do this:
Keep one file
Let SharePoint track versions automatically
Restore older versions when needed
This single change can eliminate most file confusion overnight.
Be Intentional About Syncing Files
File syncing is powerful — and commonly misused.
If you sync nothing, SharePoint feels slow and click-heavy.
If you sync everything, you’ll likely run into sync conflicts and errors.
Best practice:
Sync only the folders or libraries you actively work in
Avoid syncing massive or rarely used libraries
Treat syncing as a productivity tool, not a backup strategy
A little restraint here goes a long way.
Connect SharePoint to Microsoft Teams
(and Know the Difference)
Every Microsoft Team has a SharePoint site behind it — whether you realize it or not.
Key things to know:
Files shared in Teams actually live in SharePoint
Organizing files in SharePoint creates a cleaner Teams experience
Teams is for conversation; SharePoint is for structure
If Teams feels cluttered or chaotic, your SharePoint setup is usually the root cause.
OneDrive vs. SharePoint: Know When to Use Each
This is where many teams get tripped up.
Use OneDrive when:
Files are personal drafts or working documents
Content isn’t ready to be shared
Files are owned by one person
Use SharePoint when:
Files belong to a team
Documents require shared ownership
Work should persist beyond one individual
If a file matters to the team, it belongs in SharePoint — not someone’s personal OneDrive.
Set Permissions Thoughtfully
(Less Is More)
Over-permissioning causes just as many problems as under-permissioning.
Best practices:
Assign access at the site or library level, not individual files
Use groups instead of adding users one by one
Limit who can edit versus who can view
Guardrails matter. If everyone can edit everything, mistakes will happen.
Stop Sending Attachments. Start Sending Links.
Email attachments are one of the fastest ways to recreate file chaos.
Instead of:
Sending files back and forth
Creating multiple outdated copies
Do this:
Store the file in SharePoint
Share a link (especially internally)
Let version history handle the rest
One file. One source of truth.
Final Thoughts: SharePoint Is a System, Not a Storage Bin
Using SharePoint correctly isn’t about knowing every feature — it’s about being intentional.
When teams:
Plan structure first
Use versioning instead of copies
Sync thoughtfully
Respect ownership and permissions
SharePoint becomes a powerful collaboration tool instead of a daily frustration.
And if your current setup already feels overwhelming, that’s okay. Cleanup and reorganization are often the best places to start.
Want help getting it right?
We’re hosting a webinar on Wednesday, February 18: SharePoint Done Right: A Practical Guide for Teams
