The Basics of Using Microsoft SharePoint
Microsoft SharePoint is a potential tool that can boost collaboration and increase productivity across your organization. Today, 80% of Fortune 500 companies use SharePoint as their intranet and document management system. However, businesses are still not aware of some of the basics of using MS SharePoint. In this article, we are going to cover some of the basics of using Microsoft SharePoint for your business.
But before we do that, let us first understand a few things about the platform.
What is SharePoint?
SharePoint is a powerful web-based collaboration platform developed by Microsoft. The platform is widely used for document management and as an intranet solution.
On one hand, SharePoint provides a centralized location for managing documents. On the other hand, it allows you to create custom sites based on templates. With this feature, you can create a corporate intranet with individual sites for different teams. Check 11 things you can do with SharePoint.
To know more about SharePoint, click here.
Is SharePoint Part of Office 365?
Many users wonder whether SharePoint is part of Office 365? Let us find out.
Well, firstly, Office 365 is now referred to as Microsoft 365. Therefore, Office 365 plans are now referred to as Microsoft 365 plans.
And yes, SharePoint is a part of Microsoft 365 ecosystem. In fact, SharePoint is available with most Microsoft 365 plans, including Microsoft Enterprise E1, E3, and E5 plans.
Contact us to know more about Microsoft 365 plans that include SharePoint plans.
How Do We Help You Build the Basic SharePoint Infrastructure?
Setting up your SharePoint environment from the ground up requires planning and effort. This is why it is recommended to get assistance from an experienced consultant. As a certified Microsoft Partner, Evolvous offers end-to-end SharePoint consulting services. Here are some of the things that we help you in the initial setup:
Choosing the Right License: It is crucial to choose the right Microsoft License. The wrong one can either cause you to overspend or get inadequate resources. Upon assessing your needs, we will recommend the ideal Microsoft 365 license.
Setting up the Microsoft 365 Tenant: Our team will register your organization with Microsoft 365 and set up the tenant. We will configure the domain and get it verified.
Configure Tenant Setting: Next, we will set up the global SharePoint settings. This includes setting up sharing permissions, data retention policies, storage space etc. At this point, the theme of the SharePoint environment will be customized with your brand colors and logos.
Planning the Information Architecture: Planning how the information will be stored is as important as setting up the tenant. We will work with you to define the structure of the sites, lists and libraries. The navigation and metadata structures will also be worked out.
Setting Up User Accounts and Groups: Before we proceed to creating sites, we will create user accounts and assign the necessary licenses to the relevant users.
How to Access Microsoft SharePoint?
Microsoft SharePoint can be accessed in multiple ways. Here are some of them:
Web Browser: You can enter the SharePoint site URL in your web browser or use the Microsoft 365 Portal.
SharePoint Mobile App: You can also use the SharePoint app to access sites and documents on the go. The app is available for iOS and Android.
Microsoft Teams: You can access SharePoint document libraries and files directly from Microsoft Teams. SharePoint sites and/or libraries as tabs in Teams channels.
Apart from these methods, you can also access SharePoint with OneDrive Sync Client, Microsoft 365 App Launcher or even through Office Applications.
Did you know?
You can integrate various Microsoft and third-party applications with SharePoint, with ease? Visit our SharePoint integration page to know more.
How to Create a SharePoint Site?
Let us now find out how to create a SharePoint site. But before that, let us know a bit about SharePoint sites, in general.
What is a SharePoint Site?
A SharePoint website can be defined as a web-based workspace that helps your team to collaborate in real-time. You can store, organize, and share information seamlessly across your organization. Your SharePoint site can be customized based on the needs of the organization and/or specific team. It can include document libraries, lists, and pages for efficient content management.
Learn more about SharePoint Sites here.
Steps to Create a SharePoint Site
Here are the steps to follow to create a SharePoint site:
STEP 1: Navigate to SharePoint: After the initial set up is done, go to the SharePoint home page via URL or any other methods described above.
STEP 2: Create a New Site: Next, click on ‘Create site’ and choose either a team site or a communication site.
STEP 3: Configure Site Settings: Enter the name of the site and description for your SharePoint site. You also need to set the Privacy Settings and make your site public or private.
STEP 4: Add Members and Owners: You can add users as site members or owners to manage permissions and access.
STEP 5: Customize and Launch: You are almost done! In the final stage, you can customize the site layout and configure the libraries and list. We will also be able to help you add custom web parts to your SharePoint site for additional functionality.
Explore Custom SharePoint Development Services
At Evolvous, we offer custom SharePoint development services to highly customized sites. Click here to know more.
How to Delete a SharePoint Site?
In case you want to remove your SharePoint site, then you will need to delete it. Here is the process you must follow to delete your SharePoint site.
STEP 1: Go to the SharePoint Admin Center: Navigate to Microsoft 365 admin center. Under “Admin centers,” select “SharePoint”.
STEP 2: Select the Site You Want to Delete: In the SharePoint admin center, go to “Active Sites” to view the list of sites. Select the checkbox next to the site you want to delete.
STEP 3: Delete the Site: Click on the “Delete” button at top of the page. You will get a pop-up where you will need to confirm the deletion.
Your site will be deleted permanently. It will be moved to the recycle bin, where it will remain for 93 days. If required, you will be able to restore the site.
How to Create a SharePoint List?
A SharePoint list is a data collection organized in a table, like a spreadsheet. The list can be accessed from within your SharePoint site. It allows you to store, manage, and share structured information. This includes information like tasks, contacts, events, or custom data, using columns and rows.
Here are the steps to follow to create a SharePoint List
STEP 1: Navigate to Your SharePoint: Go to the SharePoint site where you want to create the list.
STEP 2: Go to the Site Contents: Click on ‘Settings’ (gear icon). After that, select “Site contents”.
STEP 3: Create a New List: Click on the “New” button and then select the “List” option.
STEP 4: Create a Blank List or Choose a List Template: You can choose ‘Blank List’ to work on the list from scratch. Alternatively, you can choose a ‘List Template’, like Contacts, Tasks, or Events.
STEP 5: Name Your List and Configure Settings: At this stage, you can enter a name for your list. You can also add a description and configure additional settings if needed.
STEP 6: Confirm Creation: Once you are done, click on ‘Create’ button. You can also add columns, modify views, and set the necessary permissions after creating the list.
How to Add a SharePoint Folder?
Next, we will learn how you can add a SharePoint folder to your SharePoint site. Here are the steps to follow:
STEP 1: Navigate to Document Library: Go to the SharePoint site and open the document library where you want to create a folder.
STEP 2: Create the ‘New’ Folder: Click on the ‘New’ button at the top of the document library. Next select ‘Folder’ from the dropdown menu.
STEP 3: Name and Create the Folder: You will get a dialog box. Enter the name for your new folder. Then click on the ‘create’ button to add the folder to your document library.
The new folder is now ready to add files or subfolders. You can also share the folder with the desired case studies to your document library.
Get Comprehensive SharePoint Training from Evolvous
These were some of the basics of using SharePoint. However, when you are using SharePoint extensively for your daily operations, you need to know more. For example, to make your work more productive, you might want to use SharePoint workflows to automate critical tasks. Similarly, you will need to use SharePoint permissions and compliance settings. These make sure that your sensitive data is secure and compliant with all relevant standards.
At Evolvous, we offer personalized SharePoint training programs that will help you learn all that you need to learn. This enhances the skill level of your team, ensures faster and more effective adoption, and gives you the desired return on investment on your SharePoint system.
Get Professional SharePoint Training Today
Visit our SharePoint training page to learn how you can get started with our expert-led training courses.
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