Transform SharePoint from a file dump into a strategic presentation library your whole company can use.
SharePoint is powerful, but without structure, it often devolves into yesterday’s S:Drive—an endless file dump where good content goes to die. Subject matter experts upload their work, yet no one can find it. The result? Wasted time, outdated slides, and inconsistent branding.
It doesn’t have to be this way. With a little SharePoint hygiene, you can turn your site into a clean, searchable, easy-to-use slide library that empowers employees to find the right content, fast.
Here’s a 6-step process to organize SharePoint into your company’s structured story, so the right people can easily find and re-use the right files—directly in PowerPoint.
Step 1: Planning & Discovery – Define objectives and gather files
- Define your objectives: Branding, version control, and ease of use.
- Identify stakeholders: Who will use and maintain the site?
- Write a purpose statement: Example: “A central repository where Sales can find slides, files, videos, and images they can customize for client meetings.”
- Gather content: Collect presentations, PDFs, images, and videos scattered across drives, Teams, and email. If that feels overwhelming, start with the last 25 presentations or files from the past 12 months to ensure current, relevant content.
Step 2: Content Organization & Taxonomy – Structure your company story
- Create a Table of Contents: Think of it as your company’s storybook—chapters for products, industries, case studies, and “about us.”
- Folders = Chapters: Map your TOC into SharePoint folders.
- Naming conventions: Standardize file names for clarity.
- Brand Central: Ensure all files follow consistent templates, colors, fonts, and logos.
- One version of truth: Eliminate duplicates; maintain one authoritative version of each slide or file.
- Tag content: Add relevant metadata to improve search and filtering.
Step 3: SharePoint Library Setup – Folders, Metadata and permissions
- Document Libraries: Create dedicated folders aligned with your TOC.
- Metadata columns: Use tags for sorting and filtering.
- Permissions:
- Owners: Marketing, enablement, and content creators.
- Members: Employees who need access to presentations.
Step 4: Workflow & Version Control – Keep Content Current and Accurate
- Approval workflows: Set automated reviews (e.g., Marketing → Legal → Compliance → back to Marketing).
- Versioning: Track changes and roll back when needed.
- Notifications: Alerts keep teams updated on new or revised content.
- Draft vs. Published: Clearly separate work-in-progress from approved, polished files.
Step 5: PowerPoint O365 Integration – Make slides accessible where teams work
Make it easy for employees to use your content where they actually work: inside PowerPoint.
- Shufflrr for O365 Add-in: Bring your SharePoint library directly into PowerPoint’s task bar. Users can preview and insert slides, images, and files without leaving PowerPoint. This ensures that the structured library you built is accessible and useful.
Step 6: Training & Adoption – Drive usage across the organization
Even the best slide library only works if people use it.
- Users: Show them where to find approved slides and images.
- Content creators: Train them on uploading, tagging, and maintaining files.
- Champions: Identify super-users in each department to promote adoption and help peers.
Conclusion: Why SharePoint Hygiene Pays Off
A little curation goes a long way. By following these six steps, you’ll transform SharePoint from a forgotten file graveyard into a dynamic presentation management system.
Your team will:
- Save hours searching for the right content.
- Deliver consistent, on-brand presentations.
- Access slides instantly—right inside PowerPoint.
The payoff? Faster, smarter, more accurate presentations that win business. Instead of fumbling through outdated files, your employees can focus on solving real problems and closing real deals.
With better SharePoint hygiene, you’re not just organizing files—you’re empowering your entire company to tell a sharper, more consistent story.
