Top 7 SharePoint Features Every Employee Should Master If you’ve ever worked in an office where documents live everywhere—emails, USB drives, random desktop folders—you’ll know the chaos that comes with trying to find “the latest version” of a file. That’s exactly where SharePoint comes in, and honestly, once you get the hang of its key features, it feels like moving from a messy closet into a neatly labeled walk-in wardrobe. Everything suddenly has its place.
In this article, I’ll walk you through the seven SharePoint features every employee should master. These aren’t just fancy tools; they’re real game-changers that can transform how you work. Plus, if you’re feeling a bit overwhelmed by the tech side of things, I’ll share how TechnaSaur courses can guide you step by step, without all the jargon.
So, grab a coffee, and let’s dive in.
1. Version Control – No More “Final_v3_REALLYFINAL” Files
Let’s be real: we’ve all seen (or created) a file with names like Budget_Final → Budget_Final_v2 → Budget_2023_Final_Updated. And by the end of it, nobody actually knows which one’s the “real” final version.
That’s where version control in SharePoint becomes a lifesaver. Every time you update a file, SharePoint quietly saves that version in the background. You don’t have to rename it or make duplicates—SharePoint keeps track of the history for you.
Why does this matter? Imagine you’re working on a presentation for your boss, and someone accidentally deletes an important slide. Instead of panicking, you can roll back to a previous version in just a few clicks. No tears. No frantic emails. Just control.
When I first discovered this feature, it honestly felt like magic. And here’s the kicker: a lot of employees don’t even realize version history exists. That’s like owning a car with seat warmers but freezing every winter because you never pressed the button.
If you’re new to this, TechnaSaur offers hands-on tutorials that show you how to track changes, restore past versions, and even compare differences between edits. Think of it as learning how to “time travel” with your files.
2. Metadata – Organize Beyond Folders
Here’s a question: do you organize your files by dumping them into endless folders? Most of us do. It’s like stacking boxes inside boxes. But the moment you forget where you put something, you’re doomed to click through layers of folders like opening Russian dolls.
SharePoint has a smarter way—metadata. Instead of just relying on folders, you can tag files with descriptive labels (like project name, department, or document type). Later, you can filter and search based on those tags, almost like sorting your photos by “location” or “date” on your phone.
For example, say you’re looking for an invoice. Instead of digging through “Finance → 2023 → Q4 → Vendor A,” you can just search for “invoice + Vendor A” and voilà—it pops up.
At first, I’ll admit, metadata felt like overkill. I thought, “Why not just stick to folders?” But once you try it, there’s no going back. It’s like going from flipping through a messy stack of papers to using an indexed library catalog.
If metadata sounds intimidating, don’t worry. TechnaSaur’s SharePoint training breaks it down in simple language with real-life examples. You’ll see exactly how to set up custom tags and why it saves hours in the long run.
3. Teams Integration – Collaboration Without Chaos
Now, if your workplace uses Microsoft Teams, you might’ve noticed how closely it’s tied with SharePoint. Here’s the connection: every time you create a Team, SharePoint automatically sets up a site behind the scenes to store all the files.
This integration means your chats, meetings, and documents aren’t scattered. They’re connected. When someone shares a file in Teams, it’s actually saved in SharePoint. And when you update it in SharePoint, everyone sees the updated version in Teams—no extra uploads required.
Think about how much time that saves. No more “Can you email me the latest file?” or “Oops, I edited the wrong document.” Everything is synced in real-time.
One of my colleagues once told me, “Teams and SharePoint are like peanut butter and jelly. Separately, they’re fine. But together, they’re perfect.” I couldn’t agree more.
If you’re not fully using this integration yet, you’re missing out. TechnaSaur’s modules on Teams + SharePoint walk you through practical use cases, like running projects smoothly without drowning in email threads.
4. Sync – Access Files Anywhere, Anytime
Here’s a scenario: you’re traveling, your laptop’s offline, but you suddenly need that one report buried in your team’s SharePoint library. Without internet, you’d think you’re stuck.
Except—you’re not. With the sync feature, you can keep SharePoint files synced directly to your computer. That means even if you’re offline, you can open, edit, and save files. The next time you connect to Wi-Fi, everything automatically updates to SharePoint.
It’s seamless. No extra uploads, no USB drives. Just simple access wherever you are.
I used to email files to myself before flights (yes, guilty). Sync made me realize how unnecessary that was. Now, I work offline on the plane, and by the time I land, my updates are already waiting for the team.
And guess what? TechnaSaur has a detailed course section on sync, showing you how to set it up correctly and avoid the common mistakes (like accidentally syncing your entire SharePoint site when you only needed one folder).
5. Sharing – Control Who Sees What
We’ve all been there: you share a file with a colleague, only to realize they forwarded it to someone who shouldn’t have access. Ouch.
SharePoint makes sharing smarter. You can send links with permissions—like “view only” or “edit.” You can also set expiration dates on links or restrict access to specific people. That means you’re not just sharing files; you’re controlling them.
Here’s a personal example. I once had to send a draft contract to an external partner. Normally, I’d be nervous about it floating around forever. But with SharePoint, I shared a link that expired in seven days. After that, poof—access gone. It felt incredibly secure.
Employees who don’t master this feature often overshare by accident, or worse, create security risks. Don’t be that person.
With TechnaSaur’s guidance, you can learn how to use sharing safely, without feeling like you’re navigating a maze of permissions.
6. Document Co-Authoring – Real-Time Collaboration
This one’s my favorite. If you’ve ever worked on a Word or Excel file with teammates at the same time, you’ve experienced document co-authoring. SharePoint makes it smooth and natural.
Gone are the days of sending attachments back and forth, waiting for someone else to finish before you can add your edits. Now, multiple people can open the same document, type at the same time, and see each other’s changes instantly.
I remember working on a proposal with three colleagues spread across different cities. We all logged into the same document, and within an hour, the final draft was ready. No “track changes mess,” no endless versions. Just collaboration in real-time.
It honestly feels like sitting in the same room, even if you’re thousands of miles apart.
And yes—TechnaSaur courses show you how to avoid hiccups like overwrite conflicts or accidentally editing the wrong section.
7. Search – Find What You Need in Seconds
I couldn’t wrap up this list without mentioning SharePoint’s search function. It’s not just a basic search box—it’s powerful. You can look up documents by keywords, authors, tags (remember metadata?), or even content inside the file.
This means no more wasting half an hour digging through folders. Need last year’s budget report? Just type a few words, and there it is.
When I first used SharePoint search, I realized how much time I’d wasted scrolling through folders in the past. It felt like having Google, but for your company’s documents.
And yes, TechnaSaur doesn’t just stop at showing you how to use the search bar—they teach you tricks for refining searches and using filters like a pro.
Why Mastering These Features Matters
You might be wondering, “Do I really need to learn all this?” Well, here’s the truth: the modern workplace runs on collaboration and efficiency. If you’re still fumbling with email attachments, losing track of file versions, or missing deadlines because you couldn’t find the right document, you’re not just slowing yourself down—you’re slowing your whole team.
Mastering these SharePoint features isn’t about becoming a tech guru. It’s about making your day-to-day work smoother, faster, and honestly, less stressful.
But here’s the thing: most employees don’t really use Shareoint to its full potential. They upload a file, maybe create a folder, and that’s it. And then they wonder, “Why do people hype up SharePoint so much?” The truth is, Microsoft designed SharePoint to be far more than just a filing cabinet—it’s a full-fledged collaboration hub.
And here’s where TechnaSaur courses shine. They’re not dry, textbook-style lessons. They’re built for real employees—people who just want to do their jobs better without needing an IT degree. Step by step, they walk you through SharePoint features with real-world examples, practice exercises, and tips you’ll actually use.
Final Thoughts
SharePoint can feel overwhelming at first, like staring at a control panel full of buttons. But you don’t need to learn everything. Start with the essentials—version control, metadata, Teams integration, sync, sharing, document co-authoring, and search.
These seven features alone can transform how you handle documents and collaborate with colleagues. They save time, reduce stress, and honestly, make you look more professional. So the next time someone sends you a file called Final_v4_UseThisOne, just smile. You know better.
And if you want to master SharePoint without drowning in confusion, check out TechnaSaur’s courses. They’re practical, approachable, and designed to make SharePoint your secret weapon at work. Because at the end of the day, being the person who knows how to get things done? That’s the kind of skill every employer values.
