{"id":14457,"date":"2021-12-27T08:01:50","date_gmt":"2021-12-27T07:01:50","guid":{"rendered":"https:\/\/ways.se\/?p=14457"},"modified":"2026-05-08T23:02:05","modified_gmt":"2026-05-08T21:02:05","slug":"7-reasons-to-get-metashare-when-using-sharepoint","status":"publish","type":"post","link":"https:\/\/ways.se\/en\/articles\/7-reasons-to-get-metashare-when-using-sharepoint\/","title":{"rendered":"7 reasons to get MetaShare when using SharePoint"},"content":{"rendered":"\n<div class=\"wp-block-group blog-list two-columns has-accent-2-background-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<ol class=\"wp-block-list\" type=\"1\">\n<li><span>Documents are split into too many Teams\/SharePoint sites.<\/span><\/li>\n\n\n\n<li><span>Documents are more difficult to find, as documents are created and stored in different Teams\/SharePoint sites, it becomes difficult to find your way back to the right SharePoint site. You also don&#8217;t know if the document is correct or if there is a newer version saved on another SharePoint site or file server.<\/span><\/li>\n\n\n\n<li><span>Since it is easy to create folder structures in SharePoint sites, your users will continue to store documents in folders instead of tagging them with metadata.<\/span><\/li>\n\n\n\n<li><span>The documents are spread across different SharePoint sites, which leads to poor knowledge sharing and accessibility.<\/span><\/li>\n\n\n\n<li><span>Metadata tagging is not standard which makes it more difficult to search and find documents, the search engine does not work optimally.<\/span><\/li>\n\n\n\n<li><span>Users can create teams or SharePoint sites freely. Organisations rarely have a strategy for how to organise their document sets in Teams or SharePoint.<\/span><\/li>\n\n\n\n<li><span>If you have configured Teams\/SharePoint to include mandatory metadata, users can still upload documents without having to tag with these metadata fields.<\/span><\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n<div style=\"height:32px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">What are you doing about these problems? <\/h2>\n\n\n\n<p>The simple answer is to get MetaShare, but here are some tips on what you should do to start creating order in Microsoft 365.<\/p>\n\n\n\n<div class=\"wp-block-group blog-list two-columns has-text-bright-color has-accent-1-background-color has-text-color has-background\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<ol class=\"wp-block-list\" type=\"1\">\n<li><span><strong>Categorize and decide<\/strong> which SharePoint sites and teams you will create, where you will store certain types of documents and which documents you will not manage on these sites. Make a clear description of each team or SharePoint site.<\/span><\/li>\n\n\n\n<li><span><strong>Use metadata<\/strong> instead of folders on the SharePoint sites that are important to your business.<\/span><\/li>\n\n\n\n<li><span><strong>Migrate instead of uploading<\/strong> documents to Teams\/SharePoint. When migrating, file properties such as created by, modified by, created time and modified time will be kept intact.<\/span><\/li>\n\n\n\n<li><span><strong>Lock existing file servers<\/strong> and make sure that double storage of documents is not possible.<\/span><\/li>\n\n\n\n<li><span><strong>Introduce MetaShare in Teams<\/strong> for complete document management functionality. If you use the Teams\/SharePoint standard, you need to configure all Teams and SharePoint sites with document management settings and metadata.<\/span><\/li>\n\n\n\n<li><span><strong>Customize the Microsoft 365 search engine<\/strong> to refine search results based on metadata. It will be much easier to find documents.<\/span><\/li>\n<\/ol>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Read our article &#8220;7 reasons to get MetaShare when using SharePoint&#8221;. Practical advice and insights on document management and Microsoft 365 from the Ways team.<\/p>\n","protected":false},"author":2,"featured_media":14489,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[110],"tags":[],"class_list":["post-14457","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articles","generate-columns","tablet-grid-50","mobile-grid-100","grid-parent","grid-33","no-featured-image-padding"],"acf":[],"_links":{"self":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts\/14457","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/comments?post=14457"}],"version-history":[{"count":7,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts\/14457\/revisions"}],"predecessor-version":[{"id":46724,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts\/14457\/revisions\/46724"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/media\/14489"}],"wp:attachment":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/media?parent=14457"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/categories?post=14457"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/tags?post=14457"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}