Common SharePoint Issues and How to Easily Resolve Them

As more businesses transition to using SharePoint for collaboration and document management, it’s natural to encounter some challenges along the way. SharePoint is a powerful tool, but like any platform, it’s not without its issues. This article addresses the most common SharePoint problems, explains why they occur, and provides easy-to-follow solutions to keep your SharePoint experience smooth and productive.

1. Slow Performance

Slow performance in SharePoint can result from several factors, including large file sizes, inefficient internet connections, or excessive content on pages like large lists or too many web parts. High server loads and poorly optimised pages can also be contributing factors.

Solutions:

•    Check Your Internet Connection: A slow or unstable connection will directly impact SharePoint’s performance. Ensure your internet speed is up to par.

•    Optimise Images and Files: Large images and files can slow down page load times. Compress images and reduce file sizes where possible.

•    Clear Browser Cache: Frequent SharePoint use can cause cached files to slow performance. Clearing your browser cache can improve speeds.

•    Limit Large Lists: Break large lists into smaller segments or create list views to avoid overloading SharePoint’s performance.

2. File Syncing Errors

Sync errors typically occur due to network connectivity issues, outdated software, or conflicts between the files you’re trying to sync. When syncing SharePoint files to OneDrive, misconfigured settings or large files can also trigger errors.

Solutions:

•    Check OneDrive Settings: Ensure OneDrive is configured correctly to sync with the right SharePoint library and folders.

•    Resolve Sync Conflicts: OneDrive will notify you if there are conflicts. Resolve these by following the provided instructions.

•    Update OneDrive: Having the latest version of OneDrive can help avoid sync issues, as updates often fix bugs.

•    Check for Network Connectivity Issues: Sync errors often result from poor network conditions. Ensure your network is stable.

•    Pause and Resume Sync: If persistent sync issues occur, try pausing the sync, resolving the underlying problem, and then resuming sync.

3. Permission Errors

SharePoint uses permission-based access control, but permission errors can occur if permissions are incorrectly set or if users inherit the wrong permissions from parent sites. This leads to confusion when users can’t access files or folders they should have access to.

Solutions:

•    Verify Permissions: Double-check the permissions assigned to the user or group to ensure they match the intended access level.

•    Check Inherited Permissions: SharePoint often inherits permissions from parent sites. Review these to avoid permission conflicts.

•    Understand Permission Levels: Familiarise yourself with the different permission levels in SharePoint to better manage access to files.

•    Break Permission Inheritance: If inherited permissions are causing access issues, break the inheritance for specific lists or folders and set custom permissions.

Need Help?

If you’re finding these issues challenging or simply want to avoid the hassle of troubleshooting on your own, Insight IT is here to help! Our expert support team can quickly resolve any SharePoint issues you’re facing and ensure your system runs smoothly. Don’t hesitate to contact Insight IT Support for assistance today! (linked to our website)

4. Broken Links

Broken links usually occur when files, pages, or documents are moved or deleted without updating the associated links. This is common when teams reorganise files but forget to update URLs, leading to a frustrating user experience.

Solutions:

•    Regularly Check Links: Conduct periodic link checks across your SharePoint site to ensure that all links are functional.

•    Use Document IDs: Document IDs provide a permanent link to documents, making them easy to find even if they’re moved.

•    Update Links After Moves: Always update links immediately after moving or renaming files or pages to prevent breaks.

•    Utilise SharePoint’s Link Checker: Use SharePoint’s built-in link checker tool to automatically identify and fix broken links.

5. Search Function Not Working

SharePoint’s search feature is complex and can malfunction if the search index becomes outdated, if search scope settings are incorrect, or if content is restricted by permissions that the search feature doesn’t account for.

Solutions:

•    Reindex the Site: Reindexing your SharePoint site can resolve search issues by updating the search index with the most current data.

•    Check Search Scope: Ensure the search scope is configured correctly to include all relevant documents, lists, and content.

•    Clear Search History: Sometimes clearing the search history can help resolve issues where queries return inaccurate results.

•    Use Keyword Refinement: To improve search accuracy, refine your search queries with more specific keywords.

•    Verify Search Service Health: Ensure the SharePoint Search service is running smoothly and without errors.

6. File Versioning Confusion

SharePoint’s versioning system allows users to create multiple versions of a document, which can cause confusion when users are unsure which version they’re accessing. Accidental edits to older versions can cause productivity losses.

Solutions:

•    Educate Users on Versioning: Train your team on how SharePoint’s version history works, including how to access, restore, or delete older versions.

•    Review Versioning Settings: Set version limits to avoid clutter and prevent confusion between old and new versions.

•    Notify Users About Major Changes: For significant document changes, notify team members so they’re aware of the latest version.

7. Integration Challenges

SharePoint’s integration with other Office 365 apps like Teams or Power BI can sometimes fail due to incorrect permissions, incompatible versions, or improper configuration.

Solutions:

•    Ensure App Permissions: Check that the necessary permissions are enabled to allow SharePoint to integrate with other Office 365 apps.

•    Check Compatibility: Make sure that the versions of Office 365 apps you’re integrating with are compatible with your SharePoint environment.

•    Consult with Your MSP: Managed Service Providers (MSPs) can assist with resolving complex integration issues if you’re having trouble.

Additional Tips

•    Backup and Recovery: Regularly back up your SharePoint data to protect against data loss. Use SharePoint’s built-in backup features or a third-party solution.

•    User Training: Invest in user training to reduce confusion and help employees make the most of SharePoint’s features.

•    Performance Monitoring: Use SharePoint’s built-in monitoring tools or third-party solutions to proactively identify and address performance bottlenecks.

If you’re still experiencing any of the issues mentioned above or encountering a different problem with SharePoint, don’t hesitate to reach out. The Insight IT team is ready to assist with troubleshooting and resolving any SharePoint challenges you may be facing. Contact us and let us help you keep your business running smoothly!