SharePoint Full Course Tutorial

Introduction to SharePoint Online

Overview of the Course

• The course is presented by Kareem from Learn It, focusing on SharePoint Online for beginners.

• Key topics include accessing SharePoint through Microsoft 365 and understanding two site types: Team Sites and Communication Sites.

Site Types in SharePoint

• Team Sites integrate with Microsoft Teams, while Communication Sites serve as an intranet for organizations.

• Users can customize site URLs and utilize the Quick Launch bar for easy navigation to pages, document libraries, or lists.

Navigating SharePoint Features

Accessing Site Contents

• The gear icon in the upper right provides access to a flat file view of all contents including lists, libraries, and apps.

• Document Library features allow users to check files in/out and manage version history effectively.

Version Control and Approval Processes

• Users can create new versions of documents and customize version history settings within their document library.

• Content approval processes can be enabled for document libraries to ensure quality control before publication.

Getting Started with Microsoft 365

Logging into Microsoft 365

• Users must log into their organizational account via office.com to access Microsoft 365 tools including SharePoint.

• Office.com was renamed to Microsoft 365 in November 2022, providing access to various web-based applications.

Available Tools within Microsoft 365

• Users have access to online versions of Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and more through this platform.

• Lesser-known tools like Microsoft Forms for surveys/polls and Power BI for reporting are also available but often overlooked by users.

Accessing SharePoint Online

Navigating the App Launcher

• To use SharePoint Online effectively, users should navigate through the app launcher after logging into their organizational account.

• Unlike other applications that may have desktop versions, SharePoint does not offer a standalone desktop app; it is primarily accessed online.

Exploring the SharePoint Homepage

• Upon accessing SharePoint online via the homepage, users can see sites they have access to along with options to follow/unfollow sites for easier navigation.

SharePoint Homepage Features and Site Creation

Overview of SharePoint Search Functionality

• The SharePoint homepage features a search box that allows users to search across all accessible SharePoint sites, making it easier to locate files without needing to remember the specific site.

• Users can filter search results by file types, sites, contacts, news, videos, images, and Power BI content directly from the homepage.

Following Sites for Easy Access

• Users can follow frequently accessed sites by clicking a star icon. This action bookmarks the site and its contents in the user's navigation system.

• All followed sites are displayed in the global navigation system on any page within SharePoint, facilitating quick access.

Setting Up Your Start Page

• A recommended strategy for new users is to customize their start page by following frequently visited sites. This will help streamline navigation across SharePoint.

Creating New Sites in SharePoint

• If the option to create a site is not visible on your start page, it may be disabled by your IT department due to organizational policies.

• Some organizations require users to submit requests or tickets for site creation; this varies widely between different organizations.

Types of Sites: Team vs. Communication

• There are two main types of sites available: team sites and communication sites. It's crucial to choose correctly as switching between them post-creation is not possible without deletion.

Team Sites

• Team sites are designed for collaboration among team members on projects and include features like document libraries and customizable web parts.

• Typically, most members can contribute content on team sites which are limited to project stakeholders.

Communication Sites

• Communication sites serve as platforms for broadcasting information to larger audiences with only a small set of contributors managing content.

Use Cases for Each Site Type

• Team sites are ideal for collaborative work environments while communication sites excel at disseminating information broadly (e.g., company announcements).

Integration with Microsoft Teams

Creating a SharePoint Team Site

Overview of Site Creation

• The process of creating sites in SharePoint is similar across different types, with a focus on team sites for better integration with Microsoft 365 products.

• When creating a site, users can select templates for the homepage that cater to specific content needs; the standard team template is chosen for project management and team connectivity.

Template Options and Customization

• Various templates are available, including Crisis Communication, Onboarding, and Event Planning. Users can change the site template later under settings.

• The selected standard team template allows visibility into recent activities, sharing news, and highlighting resources relevant to the team.

Site Naming and Privacy Settings

• Users must provide a unique site name (e.g., "SharePoint Online Beginner") along with a description visible to members.

• Privacy settings can be adjusted during creation; choosing private limits access to designated members while public sites allow anyone within the organization to join.

Owner Responsibilities and Member Management

• Only site owners can modify privacy settings or add members; it's recommended to have at least one co-owner for effective management.

• Owners have full control over content, themes, permissions, and other settings while members can only edit or view files.

Finalizing Site Setup

• Additional members are typically added after initial setup when useful content is present on the site.

• Owners can change site appearance through various options like theme adjustments or applying new templates via the gear icon in settings.

Navigating Your New SharePoint Site

Accessing Homepage Features

• The newly created homepage allows searching for specific content stored within the site; it’s located under "SharePoint Online Beginner" in a folder called "Site Pages."

Understanding Site Navigation

• Team sites feature left-hand navigation; this layout may differ from communication sites which often display navigation at the top.

Editing Navigation Links

SharePoint Navigation and Document Management

Managing Links in SharePoint

• Users can add links to various resources, such as "The Notebook," directly into the navigation menu for easy access.

• The gear icon provides access to "Site Contents," which consolidates all site content, making it easier to find document libraries and pages.

• Users can edit the homepage's navigation by copying URLs from different libraries and creating labels for better organization.

Organizing Useful Links

• Labels can be created to group related links, allowing users to expand or collapse sections for a cleaner interface.

• Users are encouraged to experiment with link management features, including promoting sub-links back into standard links for improved visibility.

Exploring Site Contents

• The "Site Contents" section lists all available content on the site, including document libraries and templates.

• Accessing "Site Contents" is crucial for managing documents effectively; it allows users to create new content or retrieve lost URLs easily.

Document Library Features

• SharePoint Online excels in document management, enabling simultaneous file access by multiple users within a department or group.

• Users can view their document library directly from the homepage or through "Site Contents," showcasing all stored files.

File Management Capabilities

• Files can be uploaded via drag-and-drop directly into the document library; new files can also be created using various applications like Word Online.

• The document library displays files with sorting options based on modification dates and other criteria for efficient organization.

Customizing Document Library Settings

• Users have access to advanced settings through the gear icon within the document library, allowing customization of names and descriptions.

SharePoint Document Library Settings and Features

Configuring Document Library Settings

• Users can adjust settings for the document library, including folder creation permissions and search visibility.

• Access to advanced settings is achieved through the gear icon in the document library, allowing site owners to manage how the library interacts with the site.

• Changes made in settings must be saved by clicking "OK" instead of using the back arrow to avoid losing modifications.

File Check-In and Check-Out Process

• The document library allows multiple users to access files simultaneously; however, checking out a file locks it for editing by others.

• When a file is checked out, an icon indicates its status, preventing other users from making edits until it is checked back in.

• Comments can be added during check-in, which will appear in the version history of the file.

Version History and Content Approval

• Users can view version history after checking files in or out; this includes tracking changes over time.

• The default setting retains up to 500 versions of documents; additional options include requiring checkout for edits.

• Content approval can be enforced so that new or modified items remain in draft state until approved by designated users.

Synchronizing Document Libraries with OneDrive

• Users can sync their document libraries with their computer's file explorer via OneDrive for easier access to files.

• Syncing allows real-time updates between SharePoint and local storage; changes made on one platform reflect on the other instantly.

Summary of Key Learnings

• This session covered essential aspects of SharePoint including team vs. communication sites, document library management, check-in/check-out features, version control, and content approval processes.

SharePoint Online Advanced Overview

Introduction to Advanced Topics

• The session builds upon the beginner course, focusing on advanced features in SharePoint Online.

• Key areas of exploration include deeper functionalities of document libraries, such as sorting and filtering columns.

Document Library Enhancements

• Discussion on customizing document libraries to create special views for filtered items and specific sorts.

• Emphasis on the ability to make views public or private for personal use.

Microsoft Lists Integration

• Introduction to the Microsoft Lists app, which integrates with SharePoint for data tracking directly within sites.

• Overview of creating lists, adding records, and basic settings associated with them.

Customizing Pages in SharePoint

• Importance of pages in displaying content from various apps like document libraries and lists.

• Pages can be customized using web parts to enhance user experience and accessibility.

Adding Members and Owners

• Transitioning into site management by discussing how to add members and owners after site creation.

• Acknowledgment that multiple owners typically manage a live site actively used by members.

Working with Document Libraries

• Review of previously added files in the document library, including content approval features.

• Explanation of built-in views available in the document library such as list view, compact list, tiles, etc.

Creating Custom Views

• Instructions on creating new views for document libraries with options for grouping, sorting, or filtering data.

Customizing Document Views in SharePoint

Editing and Saving Current Views

• Users can edit the current view and save changes, including deleting views. If a view is set as default, it cannot be deleted until another view is assigned as default.

Adding Columns and Adjusting Display Options

• Additional columns of information can be added to the view. Users can select or clear checkboxes next to each column to show or hide specific columns.

• The order of columns can be adjusted by assigning smaller numbers for higher priority positioning.

Sorting and Filtering Data

• Up to two columns can be selected for sorting items in the view. By default, views are unsorted but users can sort by name or other criteria.

• Filters allow users to display all items or a subset based on specific conditions, such as files created today or by the current user.

Grouping and Displaying Totals

• Custom views enable grouping data by specific columns (e.g., who created files), which helps organize documents effectively.

• Users have options to display totals for various statuses like approval status and comments, enhancing visibility into document management.

Mobile Settings and Finalizing Changes

• Folders can be hidden in views; this does not affect file visibility but presents a flat structure that may simplify navigation.

• Item limits can restrict the number of displayed documents; mobile settings adjust how views appear on mobile devices.

• It’s crucial to click "OK" after making changes to ensure they are saved; otherwise, modifications may be lost.

Creating a Custom View

Creating and Managing Custom Views in SharePoint

Setting Default Views

• Users can edit the current view in SharePoint to set it as the default view, which will be displayed first for all users.

• Once a view is set as default, the option to delete that view becomes unavailable, emphasizing its importance in user experience.

• To maintain flexibility, it's advisable to assign a different view as the default if deletion of custom views is necessary.

Introduction to SharePoint Lists

• The document library allows file uploads; however, SharePoint also supports lists for non-file content like text records.

• Site owners can access site contents through a gear icon and add new lists or libraries from there.

Creating Lists

• Users can create various types of lists such as contact lists or calendars, each with specific columns for data entry.

• A list can include fields for images, names, departments, phone numbers, and events.

Utilizing Microsoft Lists App

• Microsoft offers a standalone app for creating lists that integrates seamlessly with SharePoint.

• Users have options to create blank lists or import existing data from Excel files formatted as tables or CSV files.

List Templates and Features

• Microsoft provides pre-designed list templates for various purposes like issue tracking and employee onboarding.

• Templates come with pre-populated data fields designed to streamline data entry and management processes.

Customizing New Lists

Creating and Managing a List in SharePoint

Adding Columns to the List

• The speaker demonstrates how to add additional columns to a list, starting with a "Job Role" column where users can enter their job title as single-line text. A default value can be set, and it can be marked as required.

• Another column for "Department" is created, emphasizing the importance of correct spelling for department names. This column will utilize choice options for consistency.

• The ability to create Choice columns is highlighted, allowing users to select from predefined options similar to data validation in Excel. Departments are listed as choices.

• Specific departments such as HR, Sales, and Marketing are added as choices. Additional colors can be assigned to these choices for better visual organization.

• A "Date of Hire" column is introduced using a date and time format; however, the time option can be excluded if not needed.

Finalizing the List Structure

• A "Full-time or Part-time" column is created with Yes/No options. The default value is set to Yes since most employees are full-time.

• An image upload option is mentioned for items within the list, enhancing personalization of records.

• The speaker summarizes that various columns have been successfully created: Full Name, Job Role, Department, Date of Hire, Full-Time/Part-Time status, and Headshot images.

Interacting with the List

• Although no records exist yet in the list, users can add them through forms or grid views. Exporting options include Excel or CSV formats for data sharing.

• Filtering capabilities are discussed but noted that they become more useful once records are populated in the list.

Building Views and Adding Records

• The speaker encourages viewers to create their own lists while following along with the tutorial. Various views like gallery or calendar will be explored later on.

• After creating a contacts list, viewers are prompted to pause and build their own version before proceeding further into adding records.

Inputting Data into the List

• The process of adding records begins by filling out information based on previously defined columns. An example entry includes personal details like name and job title.

• Specific details such as hire date (e.g., 02/02/1995), employment status (full-time), and an image selection process are demonstrated during record creation.

Editing Records Efficiently

• An alternative method for adding records via Grid View allows bulk editing capabilities which streamline data entry processes significantly.

• Example entries demonstrate quick input methods where multiple contacts can be added efficiently without needing individual forms each time.

Creating and Customizing Views in SharePoint

Overview of Contact Views

• The speaker discusses the importance of having a unified source of truth for contacts, highlighting different view options such as list view and compact list view.

• A new view called "gallery" is introduced, allowing users to switch from a list format to a gallery format for better visual representation.

Gallery View Features

• The gallery view can be made public and customized to display contacts with images when available. Users can also edit current views without altering original settings.

• Options are provided to set the gallery view as the default, along with selecting which columns to display or hide.

Calendar View Creation

• The speaker initiates the creation of a calendar view by building a new list specifically for holiday events, emphasizing simplicity in column creation.

• Key columns include event name, start date, and end date; an example record titled "company holiday" is added.

Configuring Calendar View Settings

• The calendar is configured to display events monthly using specified start and end date columns.

• Users can edit settings like changing views (e.g., week or work week), ensuring flexibility in how information is presented.

Finalizing Views and User Engagement

• Both lists now have specialized views: one as a calendar and another as a gallery. This enhances user experience on the site.

• Viewers are encouraged to create their own calendar using similar steps outlined in the video before moving on to learn about customizing SharePoint pages.

Customizing SharePoint Pages

Accessing Site Pages

• The homepage URL structure indicates it’s an ASPX file that can be accessed through site contents.

• Navigation leads back to the homepage where various web parts are displayed alongside useful links.

Utilizing Templates for Page Creation

• Different templates available for page creation are discussed; these templates save time by providing pre-built sections and formatting options.

• Examples include employee onboarding and event planning templates that streamline content organization without starting from scratch.

Blank Page Option

• For those preferring creative freedom, blank pages can be created within the page library, allowing complete customization.

Legacy vs Modern Page Types

• Discussion on outdated Wiki pages versus modern site pages highlights that while legacy formats exist for compatibility, modern site pages offer superior features for contemporary needs.

Creating and Editing Custom Pages in SharePoint

Introduction to Custom Page Creation

• The speaker demonstrates creating a custom page titled "custom page," which automatically saves as the user types.

• After saving the draft, the speaker shows how the page appears outside of editing mode, highlighting that it is not yet published.

Title Formatting Options

• Various title formats are available for customization, including options like image and title or plain layouts.

• Users can enable or disable comments on the page, similar to comment sections found on platforms like YouTube.

Adding and Managing Sections

• The speaker explains adding sections with different column configurations (one-column, two-column, three-column).

• Section templates control content layout; users can choose between various designs based on their needs.

• If a section is unsatisfactory, it can be deleted or modified to add more columns easily.

Customizing Section Appearance

• Each section can have its shading adjusted and can be made collapsible for better organization.

• The speaker creates multiple sections (one-column, two-column, three-column), demonstrating how to change background colors and make them collapsible.

Reordering Sections

• Users can drag sections to reorder them according to preference; this flexibility allows for easy adjustments in layout.

Finalizing Page Layout

• The speaker emphasizes reviewing the layout before saving changes as a draft.

• Suggestions are made for viewers to experiment with titles, images, and section formatting before proceeding.

Understanding Web Parts in SharePoint

Introduction to Web Parts

• A web part is introduced as a tool for displaying lists and document libraries across the created page.

Adding Web Parts

• Once sections are established, users will see a contextual plus sign when hovering over them; this allows adding web parts easily.

Basic Web Part Options

• Text web parts allow users to share information using text editing tools within designated areas of the site.

Quick Links Feature

Creating and Customizing a SharePoint Page

Adding Links and Images

• The process begins with adding secure links, ensuring they start with "https://" for security. A custom image can be uploaded alongside the link title.

• Accessibility text is added to enhance usability, providing context for users regarding the linked content.

Utilizing Web Parts

• Multiple links can be added to a web part, allowing for easy navigation to various pages within the site.

• A divider web part can be inserted between sections to improve visual organization on the page.

Document Libraries and Lists

• Users can display document libraries in different views; selecting specific documents or custom views enhances user experience.

• Additional columns can be created to showcase various lists (e.g., calendars, contacts), allowing flexibility in how information is presented.

Publishing and Navigation

• Once satisfied with customizations, users can publish the page, making it accessible to all site visitors. Hyperlinks can also be added directly into site navigation.

• New custom pages are saved under site content, with options available to set them as homepages if needed.

Managing Permissions

• SharePoint offers robust permission settings through the gear icon, where members can be assigned roles such as owner (full control), member (edit/view), or visitor (no control).

• Advanced permission settings allow customization of user groups beyond default roles like owners, members, and visitors.

Creating Custom Groups

• Users have the option to create additional groups tailored for specific needs (e.g., contributors or restricted view groups), enhancing collaboration capabilities.

• Each group’s permissions can be finely tuned based on their role within document libraries or other site areas.

Unique Permissions for Document Libraries

• Document libraries inherit permissions from parent sites by default but can have unique permissions set independently by stopping inheritance.

SharePoint Online Advanced Training Overview

Managing Permissions in SharePoint

• SharePoint allows for the management of permissions that are distinct from site-level settings, enabling users to add or remove individuals from specific groups without affecting overall site permissions.

• Users can create custom user groups and assign unique permissions to document libraries or lists, providing granular control over access across the site.

• Participants are encouraged to explore their Advanced Permission Settings by creating new user groups, assigning permission levels, and adding members to enhance their understanding of permission management.

• Users have the option to stop inheriting permissions from parent sites for document libraries, allowing them to set unique permissions tailored to specific needs.

Summary of Key Learnings

• The session concluded with a recap of tools used for efficiency in locating documents within SharePoint sites, including sort, filter, and search functionalities.

• Attendees learned about creating custom user views for documents and lists and how these can be displayed on specially designed pages with multiple web parts while managing content visibility through unique permissions.