As organizations generate more and more data, managing knowledge and information becomes an increasingly important task. SharePoint Online is an excellent platform for managing knowledge and information because it offers powerful document management features, a robust search engine, and intuitive collaboration tools. In this post, we’ll explore how to manage knowledge and information in SharePoint Online and discuss best practices.

Create a Document Library

The first step in managing knowledge and information in SharePoint Online is to create a document library. A document library is a central repository for all types of files, including documents, spreadsheets, presentations, and images. A document library can be customized to suit the needs of a particular team or department, and it can be secured to ensure that only authorized users can access it.

Organize Content with Metadata

Once documents are added to a document library, it’s essential to organize them so that they can be easily found. Metadata is an excellent tool for organizing content in SharePoint Online. Metadata allows users to add descriptive information to documents, such as author, date, and keywords, making it easier to search and find content.

Use Version Control

Version control is a critical feature of SharePoint Online that allows teams to manage changes to documents effectively. When changes are made to a document, SharePoint Online automatically creates a new version, allowing team members to track changes, revert to earlier versions if necessary, and collaborate on documents without the risk of overwriting each other’s work.

Leverage the Power of Search

SharePoint Online offers a powerful search engine that allows users to find content quickly and easily. By using metadata and other search features, users can search for specific documents or content, making it easier to find the information they need.

Collaborate with Others

Collaboration is a critical aspect of managing knowledge and information. SharePoint Online offers several collaboration tools that make it easy for teams to work together, such as co-authoring, comments, and alerts. By using these tools, teams can work together in real-time, provide feedback on documents, and stay informed of updates and changes.

Enable Content Approval

Content approval is an essential feature of SharePoint Online that allows organizations to control the quality of content that is added to a document library. By enabling content approval, administrators can ensure that all content meets the organization’s standards and policies before it’s made available to users.

Train Users on Best Practices

Effective knowledge and information management require training and education. It’s essential to ensure that all users understand how to use SharePoint Online effectively and follow best practices. Training can be provided through online tutorials, webinars, or in-person training sessions.

Managing knowledge and information in SharePoint Online requires careful planning and execution. By creating a document library, organizing content with metadata, using version control, leveraging the power of search, collaborating with others, enabling content approval, and training users on best practices, organizations can effectively manage knowledge and information in SharePoint Online. With the right tools and practices in place, SharePoint Online can become a powerful platform for knowledge management, improving productivity, and driving business success.

Adnan is six time Microsoft MVP (Since 2015) with over 16 years of extensive experience with major expertise on SharePoint, SharePoint based development, Microsoft 365, Microsoft Teams, .Net Platform and Microsoft BI. He is currently working Sr Microsoft Consultant at Olive + Goose. He is MCT Regional Lead for Pakistan Chapter since 2012. He is working on SharePoint for past 12 years and worked on different intranet/intranet solutions for private & govt. sector majorly in United states and Gulf region and have experience of working with multiple Fortune 500 companies. He is a trainer, technology evangelist and also speaks in community forums.

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