SharePoint Online is a cloud-based collaboration platform that offers a wide range of features and functionalities for businesses of all sizes. However, as your SharePoint Online deployment grows, it can become slower and less responsive, resulting in a poor user experience. In this blog post, we will explore some ways to optimize SharePoint Online for better performance and user experience.

Optimize Site Architecture

Site architecture is critical to the performance of SharePoint Online. A poorly designed site architecture can lead to slower page load times and decreased user productivity. To optimize site architecture, consider the following:

  • Keep the site structure simple and logical. Use a hierarchical structure with as few levels as possible.
  • Avoid using too many sub-sites or document libraries within a site. Each sub-site or library requires additional processing power and can slow down the site.
  • Use metadata to organize and categorize content. Metadata helps users find information quickly and reduces the need for nested folders.

Optimize Content

Content is one of the primary factors affecting SharePoint Online performance. Too much content can slow down the site and make it difficult for users to find what they need. To optimize content, consider the following:

  • Archive old or unused content. This reduces the amount of data that SharePoint Online needs to process, resulting in faster performance.
  • Use content approval workflows to ensure that only approved content is published. This helps keep the site organized and reduces clutter.
  • Use version control to track changes to content. This reduces the need for multiple copies of the same document, which can slow down the site.

Optimize Search

Search is a critical feature of SharePoint Online. Users rely on search to find information quickly and easily. To optimize search, consider the following:

  • Use metadata to improve search results. Metadata provides additional context about content and helps users find what they need more quickly.
  • Limit the number of search scopes to improve search performance. Each search scope requires additional processing power, which can slow down the site.
  • Use search result refiners to help users filter and refine search results.

Optimize Permissions

Permissions can also affect SharePoint Online performance. Too many permissions can slow down the site and make it difficult to manage. To optimize permissions, consider the following:

  • Use SharePoint groups to manage permissions. This makes it easier to manage permissions for multiple users and reduces the number of individual permissions.
  • Limit the number of unique permissions. Each unique permission requires additional processing power, which can slow down the site.
  • Regularly review and clean up permissions. This helps ensure that permissions are up-to-date and accurate.

Optimizing SharePoint Online for better performance and user experience requires a proactive approach to site design, content, search, and permissions. By following these best practices, businesses can ensure that their SharePoint Online deployment is fast, efficient, and responsive, resulting in a better user experience for all users. So, if you want to get the most out of your SharePoint Online deployment, start optimizing today.

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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