Top 5 SharePoint Mistakes Beginners Make (and How to Avoid Them)

When you’re new to SharePoint, it’s easy to fall into patterns that seem logical but quickly lead to frustration, confusion, or chaos down the line. SharePoint is powerful, but getting the most out of it means thinking a little differently than you would with traditional file systems like Network or Shared Drives.

Here are five common missteps we see from new SharePoint users and what to do instead.

---

1 - Confusing SharePoint Permissions With File Sharing

Many people assume that SharePoint permissions work like the “Share” button in OneDrive or Teams. But behind the scenes, SharePoint uses a structured model of sites, libraries, and permission groups.

Adding someone to a Team automatically gives them access to the underlying SharePoint site but that doesn’t mean they have access to every document in your environment. Conversely, sharing individual files or folders directly can create invisible permission layers that are hard to manage later.

How to avoid it:

Stick to group-based permissions whenever possible. Use SharePoint permission groups (like Members, Visitors, and Owners) and assign access at the site or library level rather than on individual items. If you're not sure who has access to what, use the “Manage Access” and “Check Permissions” tools to review and troubleshoot.

---

2 - Breaking Links by Moving or Renaming Files

SharePoint gives every file a unique URL. That’s great for sharing but if you move or rename a file, that link breaks.

This can cause issues for documents that are bookmarked, linked in emails, or embedded in other systems like Power BI or Excel.

How to avoid it:

Try to finalize folder and file names early. If a file must move, consider using a redirect page or replacing shared links with links to the folder or library instead. And if you’re building documentation, use page links instead of document links when possible they’re more resilient to change.

---

3 - Overusing Folders

One of the most common habits carried over from network drives is using deep folder trees to organize content. But in SharePoint, this creates problems with navigation, permissions, and search.

Instead, SharePoint shines when you use a flat structure with metadata columns and custom views.

How to avoid it:

We break this down fully in Use a Flat Structure With Columns Instead of Folders.

In short: treat folders like broad categories, and use columns to sort and filter content instead of nesting things in multiple subfolders.

---

4 - Ignoring Version History

SharePoint automatically tracks versions of documents, but many users don’t know it’s there or accidentally turn it off by syncing libraries in a way that bypasses SharePoint.

As a result, files get overwritten or edited without a way to roll back.

How to avoid it:

Make sure versioning is enabled in your libraries (it is by default). Educate your team on how to view and restore previous versions. And avoid making critical edits directly from synced folders open documents in the browser to keep SharePoint’s version control intact.

---

5 - Treating Libraries Like Dumping Grounds

Just because a SharePoint site can hold thousands of files doesn’t mean it should. A single document library with hundreds of uncategorized files makes it hard to find what you need and almost impossible to govern.

How to avoid it:

Define a clear purpose for each document library. Use columns like “Document Type,” “Owner,” or “Status” to help segment content. And if a library starts to sprawl, split it into multiple focused libraries rather than letting it grow unchecked.

---

The Bottom Line

SharePoint is more than a place to store files it’s a platform for collaboration, governance, and automation. But to get the most out of it, you need to approach it with the right mindset.

By avoiding these common pitfalls, your team can build a SharePoint environment that’s easier to use, maintain, and scale.

---

Need Help Getting SharePoint Right From the Start?

At Echo Transformation, we help organizations avoid common SharePoint pitfalls by designing smarter, more sustainable environments that scale without slowing people down.

Whether you’re setting up your first site or cleaning up a tangled mess of folders and permissions, we can help you:

• Clarify site structure and simplify permissions

• Flatten your libraries and build metadata-driven views

• Clean up broken links and messy content

• Train your team on best practices that actually stick

• 
  

Let’s build a SharePoint experience your whole organization can rely on.

Visit us at echotransformation.ca | Book a call with us today!