Microsoft SharePoint Skills and Learning Guide

Navigating SharePoint 365 Sites

SharePoint 365 is a powerful cloud-based platform that allows for collaboration and communication within organizations. With the ability to create and manage websites, document libraries, lists, and more, it has become an essential tool for businesses of all sizes. However, with its vast capabilities comes the need for users to know how to navigate and utilize the platform effectively.

Launching SharePoint

To access SharePoint 365, you can simply launch it from your web browser. Depending on your organization's settings, you may be prompted to enter your login credentials before accessing the platform.

Once you have logged in, you will be taken to the SharePoint home page, where you can access all of the sites and content within your organization.

Gaining Access to a Site You Didn't Create

If you need to gain access to a SharePoint site that you did not create, you can request access from the owner or site administrator. To do this, navigate to the site's URL and click on the "Request Access" button.

You will then be prompted to enter a reason for your request and submit it for approval. Once approved, you will have access to the site.

Navigating Within a SharePoint Site

Once you are on a SharePoint site, you can navigate through the different pages and content within it. The navigation menu on the left-hand side allows you to move between different sections of the site, such as libraries, lists, and pages.

You can also use the search bar at the top of the page to quickly find specific content within the site. Additionally, you can use the "Follow" and "Pin" options to keep track of important content within the site.

Accessing SharePoint from Your Mobile Device

SharePoint 365 also has a mobile app available for iOS and Android devices. This allows you to access your sites and content on-the-go, making it easier to stay connected and productive.

To access SharePoint on your mobile device, download the app from the App Store or Google Play Store and log in with your credentials. You can then access all of your sites and content, as well as collaborate with team members, directly from your phone or tablet.

Navigating SharePoint 365 sites is essential for effectively utilizing this powerful platform. By understanding how to launch SharePoint, gain access to sites, and navigate within them, you can make the most out of its features and improve collaboration within your organization. With the option to access SharePoint from your mobile device, you can stay connected and productive from anywhere. So, take some time to familiarize yourself with these basic navigation techniques and discover the full potential of SharePoint 365 for your business

Using Lists to Track Information in SharePoint 365

Using lists is an essential aspect of managing information in SharePoint 365. A list is a collection of information, organized in rows and columns, similar to a spreadsheet. However, it offers more flexibility and advanced features compared to Excel spreadsheets.

Lists are highly customizable, making them ideal for tracking various types of information within an organization. They can be used to store anything from simple text to complex data, such as images, documents, and contacts.

Add and Populate Lists

To add a list in SharePoint 365, navigate to the site where you want to add the list and click on the "Settings" gear icon. From the menu, select "Add an app." This will bring up a list of available apps; select "List" from the options.

You can then name your list and choose a template that best suits your needs. SharePoint 365 offers various templates for different types of lists, including announcements, contacts, tasks, and more. You can also create a custom list by selecting "Custom List" as the template.

Once your list is created, you can start populating it with data. To add items to your list, simply click on the "New" button and fill in the necessary information. Depending on the type of list, you can add multiple columns to capture specific details about each item.

Change View Options

SharePoint 365 allows you to customize the view of your lists, making it easier to navigate and analyze data. By default, lists have a standard view that displays all items in a tabular format. However, you can change this view by clicking on the "View" dropdown menu and selecting "Create View."

You can then choose from various view options, such as a calendar view, which displays items in a monthly or weekly format, or a Gantt view, which displays tasks and their progress in a timeline. You can also customize the columns displayed in each view to focus on specific information.

Create a Custom View

In addition to changing the existing views, you can also create your custom views in SharePoint 365. This allows you to tailor the list display according to your specific needs.

To create a custom view, click on the "View" dropdown menu and select "Create View." Then, choose "Standard View" as the type and give your view a name.

You can then customize the view by selecting which columns to display, applying filters or sorting options, and even grouping items by a particular field. This allows for more efficient data analysis and makes it easier to track specific information within the list.

Using lists in SharePoint 365 is an effective way to manage and track information within your organization. With its customizable features and various view options, lists offer a flexible solution for organizing and analyzing data. So the next time you need to track information, consider using lists in SharePoint 365 for a more efficient and streamlined process.

SharePoint 365 Document Libraries to Share and Organize Documents

Document management is an essential task for any business or organization. With the rise of digital files, it can be challenging to keep track of important documents and ensure they are easily accessible to those who need them. This is where SharePoint 365 document libraries come in.

SharePoint 365 document libraries are a central location in the SharePoint Online platform where you can store, organize, and collaborate on documents with your team. These document libraries are essentially folders that contain files, making it easy to find and share important documents. They offer a wide range of features that help make document management more efficient and streamlined.

Store Files in a Document Library

One of the main benefits of using a SharePoint 365 document library is the ability to store files in a centralized location. This eliminates the need for multiple copies of documents floating around and provides a secure place for all your important files.

Not only can you store files, but you can also organize them into folders and subfolders within the document library. You can even create different views to customize how your documents are displayed, making it easier to find what you need.

Create and Use Document Templates

Another useful feature of SharePoint 365 document libraries is the ability to create and use document templates. These are pre-formatted documents that can be easily customized and reused for different purposes. For example, you can create a template for meeting minutes or project proposals, making it quicker and more efficient to create these documents in the future.

Document templates can save time and effort for both individuals and teams, as they provide a consistent format and layout for important documents. This helps maintain a professional image for your business or organization.

SharePoint 365 document libraries offer a simple yet powerful solution for storing, organizing, and collaborating on documents. With features such as file storage, folder organization, and document templates, they can help streamline your document management processes.

SharePoint 365 Finding, Sharing, and Archiving Content

SharePoint 365 is a powerful platform that allows organizations to easily find, share and archive content. It is a cloud-based service provided by Microsoft that integrates with other Office 365 applications such as OneDrive, Outlook and Teams.

One of the key features of SharePoint 365 is its ability to help users easily find relevant content. With its robust search capabilities, users can quickly locate documents, files and other content within their organization's SharePoint site. This saves valuable time and increases productivity, as employees no longer have to spend hours searching through different folders and drives for the information they need.

Another major benefit of SharePoint 365 is its strong collaboration capabilities. Users can easily share files and collaborate on projects in real time, regardless of the location or device, they are using. This promotes teamwork and enhances communication within the organization, leading to better collaboration and results.

SharePoint 365 offers a secure platform for archiving important content. With its document management capabilities, organizations can ensure that their important files and documents are stored safely in one central location. This not only makes it easier to access archived content when needed but also helps maintain data integrity and compliance with regulatory requirements.

SharePoint 365 is a comprehensive solution for finding, sharing and archiving content within organizations. Its powerful features promote collaboration, increase productivity and provide a secure platform for storing important information. With its seamless integration with other Office 365 applications, it has become an essential tool for businesses of all sizes. Organizations looking to improve their content management and collaboration should consider implementing SharePoint 365. Whether it's for a small team or an entire organization, this platform has the potential to transform the way you work and enhance your overall business efficiency.

Authoring Documents as a Team in SharePoint 365

SharePoint 365 is a web-based collaborative platform developed by Microsoft. It allows teams to work together on projects, share files, and communicate in real time. With SharePoint 365, team members can access and co-author documents simultaneously, making it easier to complete tasks efficiently. This feature ensures that everyone is on the same page and has access to the most updated version of the document.

Authoring documents as a team in SharePoint 365 offers many benefits for businesses. It promotes collaboration and communication among team members, which leads to better decision-making and problem-solving. With the ability to work together on documents in real time, teams can quickly address any issues or make necessary changes without delay.

SharePoint 365 provides a centralized location for all documents and files related to a project. This eliminates the need for multiple versions of a document floating around and prevents confusion over which one is the most current. It also makes it easier to track changes and keep a record of previous versions.

SharePoint 365 allows for seamless integration with other Microsoft Office applications, such as Word, Excel, and PowerPoint. This means that team members can work on documents in their preferred format and then easily share and collaborate on them through SharePoint 365.

Authoring documents as a team in SharePoint 365 is an efficient and effective way to streamline teamwork and achieve success. With its collaborative features and integration with other Microsoft Office applications, SharePoint 365 is a valuable tool for businesses looking to foster collaboration and boost productivity. So if you haven't already, consider implementing SharePoint 365 into your teamwork processes today.

Automating Business Processes in SharePoint 365

Businesses and organizations are constantly looking for ways to improve their efficiency, streamline processes and save time. Automating business processes in SharePoint 365 is one such way that they have found beneficial. SharePoint 365 is a cloud-based platform developed by Microsoft that allows businesses to store, organize and share documents and information.

Automating business processes in SharePoint 365 involves using its built-in workflow capabilities to automate routine and repetitive tasks. This allows businesses to standardize their processes, reduce errors and save time by eliminating the need for manual input. With SharePoint 365, organizations can create custom workflows that trigger actions based on certain conditions or events. For example, a document approval process can be automated so that when a new document is uploaded, it goes through an automatic approval process before being published.

One of the key benefits of automating business processes in SharePoint 365 is increased efficiency. By eliminating manual tasks, businesses can save time and resources, allowing them to focus on more important aspects of their operations. In addition, automation helps to standardize processes and reduce errors, ensuring consistency and accuracy in workflow execution.

Another advantage of using SharePoint 365 for process automation is the ability to track and analyze data. With automated workflows, businesses can gather valuable data on their processes, such as completion times and bottlenecks. This information can then be used to identify areas for improvement and make data-driven decisions.

Automating business processes in SharePoint 365 offers numerous benefits for organizations of all sizes. It increases efficiency, standardizes processes, reduces errors and provides valuable data for analysis. With the constantly evolving business landscape, utilizing tools like SharePoint 365 to automate processes can give businesses a competitive edge and help them stay ahead of the curve. So, it is no surprise that more and more businesses are turning to SharePoint 365 for efficient process automation solutions.

SharePoint Sites Layout and Navigation

SharePoint Sites provide an organized and user-friendly layout for easy navigation. The main components of the SharePoint Site layout consist of the site’s homepage, library folders, pages, and lists. The homepage serves as the entry point to your SharePoint environment. It provides a snapshot of all content stored within your site, including documents, images, and videos. Library folders contain all of the documents that are uploaded and shared within your site, providing a single location for users to access them. Pages enable users to create content on a single page and share it with other members of the site. Lists provide a way to structure data by creating columns for each item, allowing you to store information about different items in an organized manner. Navigation through the SharePoint environment is done with the Site Map, which displays all of the different sections within your site. With this structure, users can quickly find relevant information with ease. The navigation bar at the top of each page also provides quick access to library folders, pages, and lists located within a particular section. By understanding the layout and navigation of SharePoint Sites, you can quickly access the information or documents you need with ease.

SharePoint Lists and Libraries

SharePoint lists and libraries are containers for storing and managing digital information, such as documents, images, or other media. They provide users with an easy way to store, organize and share content within a SharePoint site. Lists can be used to store data in tabular format and support custom views, sorting, filtering, and aggregations. Libraries are used to store files or documents and can be configured with document versioning and content approval workflows. Both lists and libraries support metadata tagging which enables users to find related information quickly using filters or search queries. SharePoint also allows users to collaborate on content stored in a list or library by sharing links or creating workflows for approval. With SharePoint lists and libraries, users can quickly and easily access, store and share digital information securely.

SharePoint Search Functions

SharePoint search functions allow organizations to quickly find information from their document and data stores. With SharePoint, users can perform keyword searches of documents, libraries, lists, and other content types. Advanced search options are also available to refine results and improve accuracy. Using a combination of managed properties, query rules, and result sources enables users to create customized search experiences that meet the needs of their organization. SharePoint search functions are also integrated with popular third-party applications, such as Microsoft Office and Outlook, allowing users to access content from within these applications. In addition, SharePoint offers support for various languages and different formats; allowing users to quickly find documents across all global regions. As a result, organizations can benefit from improved productivity and better collaboration. With SharePoint search functions, users can find the documents and data they need quickly, enabling them to make informed decisions promptly. Ultimately, this leads to greater efficiency, cost savings, and better workflows. By utilizing these powerful search capabilities, organizations can unlock the full potential of their digital content. Therefore, organizations should consider investing in SharePoint search functions to maximize the value of their data and drive long-term success.

SharePoint My Site and OneDrive Features

SharePoint My Site and OneDrive are two of the most popular features of SharePoint. They both allow users to share, store and collaborate with others in their organization. My Site provides a private workspace for individuals where they can store work-related documents, tasks, contacts, conversations, and more. It also includes tools to help them stay connected with people in their organization and keep up to date with news and events.

OneDrive is a cloud-based file storage service that allows users to store, access, share and collaborate on documents from anywhere. It also provides tight integration with Office 365 for users to quickly create and edit documents online, then save them directly to their OneDrive.

These features make it easier for users to access their important work-related documents and collaborate with colleagues on projects from any device. By having quick and easy access to documents, SharePoint My Site and OneDrive enable more efficient working across organizations. It is also much more secure than email as files are stored in a secure environment and have enhanced security policies. Furthermore, administrators can control the permissions and access users have to different documents within their organization. This provides an extra layer of security and helps prevent unauthorized access or sharing of confidential data. By combining My Site and OneDrive features, users can create a powerful workspace that is both secure and efficient for collaborating with others in their organization.

SharePoint Webpages

SharePoint webpages provide businesses and organizations with a platform to create and manage their websites. These pages are dynamic, responsive, and highly customizable. With SharePoint, businesses can quickly create pages that have engaging graphics, videos, audio clips, surveys, polls, forms, and other interactive elements. Furthermore, these webpages are also built for collaboration, allowing multiple users to work together on a single project or webpage. SharePoint also offers advanced security features that are designed to keep your data safe and secure. With its web-based access and management capabilities, SharePoint webpages can help businesses improve their online presence, increase efficiency, and develop better client relationships. It has quickly become the go-to platform for businesses around the world that are looking to create reliable and engaging websites.

SharePoint Site Creation and Management Functions

SharePoint site creation and management functions are essential tools for any organization that needs to build, manage, and maintain an online presence. These functions allow users to quickly create sites with a range of custom options and features. Users can then manage the site by adding content, assigning permissions, making changes to page layouts, and more. The ability to easily create, manage and maintain site content ensures that businesses can keep their online presence up-to-date and engaging. Additionally, the use of SharePoint functions allows organizations to easily integrate the tools they need to collaborate on projects with members outside of their organization. With SharePoint's comprehensive suite of features, businesses have all the resources they need for a successful web presence.

SharePoint site creation and management functions also provide businesses with tools to help keep their data secure. With the ability to manage user access and assign permissions, organizations can ensure that sensitive information remains safe. Additionally, SharePoint allows users to back up their content regularly, which ensures that any vital records or files remain accessible in the event of a system failure.

Overall, SharePoint site creation and management functions are essential for businesses looking to establish and maintain an effective web presence. With its suite of features, organizations can easily create sites with custom options and manage their content to ensure that their online presence is up-to-date and secure. With SharePoint, businesses have all the tools they need to create a successful web presence.

SharePoint Wikis, Blogs, and Community Sites

SharePoint wikis, blogs, and community sites are web-based tools that enable users to collaborate in real-time. Wikis are sites for creating documents collaboratively, with the ability to quickly update information without having to go through a complex process. Blogs provide an easy way for teams of people to share thoughts, updates, and stories from their projects and everyday life. Community sites let members of a team or organization interact, post news and events, share resources, and give feedback on projects. All three tools can be used to create an effective collaboration platform that encourages communication between coworkers both inside and outside the organization. With SharePoint wikis, blogs, and community sites, businesses have access to an easy-to-use and robust communication platform that helps them stay connected and productive.

SharePoint Tasks

SharePoint tasks are the perfect tool for streamlining business processes, enabling businesses to manage projects more efficiently. With SharePoint tasks, businesses can create task lists and assign tasks to team members with due dates, so that progress can be tracked in real-time. It also offers easy collaboration between teams as they can easily share files and documents associated with the task, and keep track of project details. SharePoint also allows users to create custom views to filter tasks by status, assignee, or due date, allowing organizations to quickly identify any delays and manage their tasks more effectively. Thanks to its user-friendly interface, businesses can customize their tasks for better organization and collaboration, making it easier for teams to stay on track and complete tasks quickly. With SharePoint, businesses can easily manage multiple projects, ensuring that tasks are completed promptly with minimal effort.

SharePoint Workflows

SharePoint workflows are automated processes that allow users to manage and track tasks or documents in an organized way. They provide a structured, step-by-step approach for achieving a task or process, making it easier to identify bottlenecks and streamline operations. SharePoint workflows can be used for anything from bringing on new employees to approving a project budget. They are designed to not only automate tasks but also to ensure that the process runs smoothly and efficiently. SharePoint workflows can be used in combination with other features of the platform, such as document libraries and lists, to provide an efficient way for users to collaborate on projects and tasks. With SharePoint workflows, users can keep track of progress and ensure that everything is completed on time. They also help to reduce the amount of manual, time-consuming work needed to keep tasks moving forward.

SharePoint workflows are an invaluable tool for businesses seeking to optimize their processes and create a smoother workflow. Furthermore, they provide a secure environment where users can collaborate without fear of sensitive data being lost or compromised. With SharePoint workflows, businesses can get the most out of their resources and maximize efficiency.

SharePoint Microsoft Office Collaboration Features

SharePoint offers many collaboration features for use with Microsoft Office. This includes the ability to co-author documents, share and edit spreadsheets in real-time, post comments on documents and files, manage document versions, view shared calendars or task lists, and much more. By giving users access to these collaborative tools from within their web browser or mobile device, teams can stay connected and productive while on the go. SharePoint also provides other features to facilitate collaboration such as document sharing, file storage, forms creation, and project management tools. With these powerful tools in place, employees can quickly work together towards a common goal. Furthermore, the robust security measures built into SharePoint make it easy for administrators to keep all data safe and secure. With these features, SharePoint is an ideal choice for organizations that need efficient collaboration tools to maximize the productivity of their teams. By utilizing the power of SharePoint’s collaborative features with Microsoft Office, organizations can make sure their teams are working together more effectively than ever before.

SharePoint Management and Content Monitoring

SharePoint management and content monitoring is a service used to help businesses manage their SharePoint sites. It ensures that users have access to the right information, to maximize the efficiency of their workflows. It also helps maintain data security and integrity by ensuring that only authorized people have access to sensitive documents and data stored on SharePoint. Content monitoring involves the tracking of changes made to documents stored in SharePoint, enabling administrators to quickly identify any problems and take appropriate action. Additionally, SharePoint management and content monitoring can help ensure that all users are using the correct versions of documents and data stored within the system. This helps maintain up-to-date records and ensures compliance with policies and regulations. Finally, SharePoint management and content monitoring can help streamline the search process by providing better organization of documents and data stored in SharePoint. This enables users to quickly locate the information they need, saving time and effort.