Why SharePoint Training Manuals Are a Waste of Time

I wrote a similar article back in 2018. It’s hard to believe that it’s 2025, and many people still prefer to see step-by-step guides and manuals on how to use SharePoint. Never in my 10-year consulting career had I developed a training manual! And when the client asks me to create one, I politely decline, citing the reasons below.

Reason 1. Nobody reads manuals

Be honest, when was the last time you read a manual on how to use a microwave or some gadget you purchased? Nobody reads them anymore. Many items you are buying even lack a manual to begin with. If users need any sort of help or assistance, they can just go online to the forums or simply Google the question. Not to mention that the majority of the time, the answer would be found on an instructional video on YouTube.

Reason 2. SharePoint changes too quickly

This is one of the strongest reasons not to develop manuals specifically for SharePoint. Unlike a Microwave or a TV, which have maintained the same way of operation, SharePoint changes very, very quickly. If we look at the last 10 years of SharePoint, it appears to be two distinct applications. Back in 2015, we still had SharePoint Classic. Today, modern SharePoint has a completely different look and feel and architecture. And changes continue to pour in almost daily. I can’t tell you how many times I would deliver training and be like – “or look at this, a new button!”. New functionality is always added, existing features change, and user interface changes are also very common.

Long story short, the manual will be outdated the minute you publish it.

Reason 3. SharePoint Online is getting more intuitive

Another reason not to invest a lot of time and energy into manuals is that SharePoint Online is becoming more intuitive and aligning with many other software-as-a-service applications. For example, its document management experience is very similar to that of other cloud solutions, such as Dropbox and Google Drive. The same applies to the SharePoint page editing experience, which is becoming increasingly similar to that of WordPress.

Becoming more intuitive requires less training and fewer step-by-step instructions.

Reason 4. Google

Another reason for my argument is something I have already mentioned – when users have questions, they often try to find the answer on the Internet, either by turning to online forums like Reddit or by simply googling the topic. Many answers these days can be found on YouTube, with numerous short videos and reels already created by various instructors and consultants, including me.

Reason 5. AI Tools like Copilot and ChatGPT

And, of course, we now have the power of AI, with tools like Copilot and ChatGPT, which can help formulate responses for users in a heartbeat. Moreover, those AI tools allow follow-up questions and clarifications, something you can’t achieve with a stale SharePoint manual in PDF format.

Alternatives to SharePoint Training Manuals

While I advise against spending a lot of time on training manuals, I do recommend other methods for supporting employees. Here are my recommendations of what worked.

• Live Training Sessions. Periodic live training sessions offer the best return on investment.  First, the live aspect of the training enables us to focus on the current state of the application and its functionality. Second, with live training sessions, users can ask questions, which is a significant benefit. By the way, I offer various live training options, which you can view here.
• Informal Q&A sessions. When users can’t find time for formal training sessions, you can also offer informal Q&A sessions. I have done this with many of my clients in the past. They allow users to join on demand and ask the instructor any questions they might have.