Microsoft Sharepoint Tutorial Pdf Free Download
This EBook is for absolute beginners who want to learn or use SharePoint. We tried to cover from basics to how a user can sign up and use SharePoint. After reading this book, a professional will be able to know what is SharePoint? How to use SharePoint Online? SharePoint Site Collections, Sites, subsites and users will also get to know what are lists and libraries and how users will be able to modern lists and libraries in SharePoint Online Office 365.
I have also created a PDF, which can be downloadable FREE.
You can download the SharePoint Online Tutorial PDF (90 pages) by entering your Email ID.
In this section, we will discuss what is SharePoint? What is Office 365? How can we sign up for an Office 365 subscription? Different ways to access SharePoint? Advantages of SharePoint Online over on-premises.
But before going to this let us see what a portal is? Because SharePoint is one of the popular portal technologies in the market.
What is a Portal?
- A portal is a place where users can get important information about corporate or organization. This is the first place for employees to get business information.
- Various organizations customize their portal based on their organization's requirements.
- A portal may be consists of one or more web sites where information is stored directly on the web sites or information are stored in file shares or other business applications.
- The portal to be the central location users can visit to find information regardless of its actual storage location.
- At the same time portal also be secure, up to date, and easily accessible. Users should able to search for the required information.
- A good portal should provide all the company reference and policy information that the employee needs to review, as well as links to all the information systems and websites that the employee needs to do her job.
- Information should be stored in easy-to-browse locations, based on subject or topic.
- Portal technologies enable users to handle day-to-day tasks from a single starting point. And SharePoint is one of the popular technology which helps us to build portals easily for Organizations.
More than 200,000 organizations and 190 million people have SharePoint for intranets, team sites and content management.
What is SharePoint? Yes, we should know as a developer or end-user. And this is the first question comes into our mind.
According to Microsoft "Organizations use SharePoint to create websites. You can use it as a secure place to store, organize, share, and access information from any device. All you need is a web browser, such as Microsoft Edge, Internet Explorer, Chrome, or Firefox."
But let us not go by definition, let us understand SharePoint the way people use it and based on the features available in SharePoint. SharePoint is vast and it will be unfair to define SharePoint in one or two lines.
- SharePoint is a browser-based collaboration and document management platform from Microsoft. It's content management feature allows organizations or users to securely store, share and collaborate within each other.
- Some say SharePoint is an enterprise information portal from Microsoft that can be configured to run Intranet, Extranet and Internet sites.
- SharePoint is a web application from Microsoft that enables organizations to work more efficiently by letting users share documents, data, and information. It provides document management, collaboration features which increased the productivity of an organization.
- SharePoint Products and Technologies because SharePoint is a web-based platform that contains various products and technologies to develop various corporate portals. By using SharePoint organizations can easily create and manage their own collaborative web sites.
- SharePoint is one of the popular portal technologies, lots of small to large scale organizations are using SharePoint to develop their portal.
- It is a scalable, extensible, and customizable portal solution for various organizations. It helps you better store, share, and manage digital information within your organization. In no time you can create team sites to collaborate with each other, by using SharePoint lists and libraries you can store information, documents, etc.
Key Features of SharePoint are:
- Share
- Organize
- Discover
- Build
- Manage etc.
There are two ways we can access and use SharePoint.
- SharePoint On-Premises
- SharePoint Online (Office 365)
In the case of SharePoint On-Premises, organizations have to install and maintain everything in their network. Like organizations has to take a license for servers, SharePoint, SQL, etc. And then install and maintain by their own Windows Admin team and SharePoint team.
Microsoft will not be responsible for anything.
SharePoint 2019 is the latest on-premise version and before that Microsoft released various versions like SharePoint 2016, 2013, 2010, MOSS 2007, etc.
But in the case of SharePoint Online, Microsoft will provide SharePoint as a service that organizations can use. You can only pay whatever you are using. According to your requirement, you can take the license which best fits your organization's requirement.
In this case, the Organization can save hardware, software, and maintenance, etc. cost. We will discuss more in this chapter.
We can get SharePoint Online from Microsoft cloud service "Office 365".
What is Office 365?
Now, we will discuss what Office 365 is and how we can sign up for Office 365 so that we can use SharePoint Online.
Cloud is really very much demand in the market and various companies like Microsoft, Amazon, Google, IBM, and HP providing cloud services on subscription-based. Whatever people will use they will pay for that only.
Few Companies provides different types of cloud services like:
- Software as a service (SaaS)
- Platform as a service (PaaS)
- Infrastructure as a service (IaaS)
SharePoint Online comes as a part of Office 365, which is a Software as a Service (SaaS) cloud service from Microsoft.
Office 365 is the "cloud" solution from Microsoft. The services are hosted outside your organization, and Microsoft cloud is fully maintained by Microsoft. Office 365 was available for the public on June 2011. Here user just needs to use the application that they need for their business.
If you look at the figure below, you will get to know a few of the services provides by Office 365.
Few services are like:
- Outlook
- OneDrive
- Word
- Excel
- PowerPoint
- OneNote
- SharePoint
- Teams
- Yammer
- Calendar
- Tasks
- Forms
- Flow
- PowerApps
- Dynamics 365 etc.
Users can access all the services online without any headache of maintaining anything on-premise. So there will be no headache of on-premise server maintenance, patching or update activities, etc.
Advantages of Office 365
There are various advantages of using Office 365 and SharePoint Online.
- Since it is subscription-based, Pay only for what you use.
- Available for small-size companies to large enterprise
- Very reliable, almost zero downtime
- They provide 24/7 phone support
- Access Office 365 from anywhere using any device like desktop, tablet, laptop or mobile
- It is responsive across any device
- Active Directory is tightly integrated with Office 365
- Data is secure in Office 365
- Always update with new features
Office 365 Plans
There are various plans are available in Office 365 for a subscription. There are plans for:
- Business
- Enterprise
- Home
- Government
- Non-profit etc.
Apart from this Microsoft also provides plans only for SharePoint.
For Home:
- Office 365 Home ($99.99)
- Office 365 Personal ($69.99)
- Office 365 Home & Student 2019 ($149.99)
For Business:
- Office 365 Business ($8.25 user/month)
- Office 365 Business Premium ($12.50 user/month)
- Office 365 Business Essentials ($5.00 user/month)
For Enterprise:
- Office 365 ProPlus ($12.00 user/month)
- Office 365 E1 ($8.00 user/month)
- Office 365 E3 ($20.00 user/month)
- Office 365 E5 ($35.00 user/month)
SharePoint Only Plans:
- SharePoint Online Plan 1 ($5 user/month)
- SharePoint Online Plan 2 ($10.00 user/month)
You can check out more plans and features in different plans from the below URL:
- Enterprise Plans: https://www.microsoft.com/en-us/microsoft-365/business/compare-more-office-365-for-business-plans
- Business or Home plans: https://products.office.com/en-us/compare-all-microsoft-office-products
- SharePoint Online: https://products.office.com/en-us/sharepoint/compare-sharepoint-plans
Sign Up for an Office 365 Trial
There are two ways you can try the features and functionality of Office 365.
- Microsoft provides a 30 day trial for various subscription plans like Office 365 Enterprise E3 or E5 plans.
- Apart from this Microsoft provides options to do developer sign up. This will be unlimited as long as you are developing something. It will be auto-renewal based on the activities the user is doing.
You can visit below two URLs for detailed steps:
- Office 365 trial: https://www.spguides.com/office-365-trial/
- Join Office 365 Developer Program: https://www.spguides.com/office-365-developer-program/
Try Office 365 Enterprise E3:
I will personally suggest you sign up for an Office 365 Enterprise E3 trial.
If you will sign up for Office 365 enterprise E3, you will get below things:
It will allow you to create up to 25 users (25 licenses you can assign to users)
- 30 Days trial
- Unlimited personal cloud storage
- Email hosting with 100 GB mailbox
- Online & desktop versions of Office applications
- Services like Word, Excel, PowerPoint, Outlook, SharePoint, Yammer, Teams, etc.
Click on this URL: https://www.microsoft.com/en-us/microsoft-365/business/office-365-enterprise-e3-business-software
4 Steps are there to sign up for the process.
1st Step:
First, provide a work account or school account like below:
After clicking on Setup account:
2nd Step:
Next, fill the personal and company details like below:
Then verify yourself through code to your mobile number or by a call to the same mobile number.
Check the country code and mobile number carefully, because if you will give the wrong information, you cannot proceed with further steps.
3rd Step:
This step is very important. Here carefully gave the company name, you cannot change this if you have once setup.
This will be your tenant name.
Suppose you gave TSInfoTechnologies, then the tenant URL will be like below:
TSInfoTechnologies.SharePoint.com
And you cannot change this tenant name, so carefully choose your tenant name.
It will show you if the tenant name is available, if not available you have to choose a different name.
Then it will ask you to provide your user name, this user will be your tenant administrator for the Office 365 tenant.
Once set up it will show you the URL and user name details.
Once you click on Go to Setup, you can see the welcome page. Here a few services will take some time to configure.
So anytime you want to access Office 365, type the below URL and sign in with the username and password. https://www.office.com/
Now we will discuss what is SharePoint Online and advantages of SharePoint Online.
Office 365 provides a SharePoint feature in terms of SharePoint online. SharePoint Online is a perfect tool for collaboration, document management, etc. for your organization.
You can create sites in less than a minute for your team to collaborate, to maintain documents, work with lists, announcements, blogs, etc.
Take advantage of check-in, check out features, see various versions of documents, etc. You can share your documents with external users also in SharePoint Online.
SharePoint online is tightly integrated with Office products, you can work with a word document and then publish to SharePoint online directly from the word.
Below are some of the benefits organizations will get by using SharePoint Online.
No Hardware, Software License Costs for SharePoint Online
As an organization, you can access SharePoint online sites anytime, anywhere and from any devices like Laptop, Mobile, and Tablet.
You do not need to make any hardware or software licenses for it. Organizations can save cost in terms of licensing, hardware, administrators and maintenance costs.
Microsoft will take care of the maintenance cost rather than your organization, you just need to use SharePoint.
Share with External Users
Not only with your internal users, but you can also share SharePoint online site collections with your external users or customers or with your vendors. External users will not have an Office 365 licenses or subscriptions, but still, they can access to SharePoint online sites with a Microsoft account.
Always Up to Date with SharePoint Online
Microsoft is releasing lots of new features in SharePoint online regularly. If you are using SharePoint online, then you will get updated features.
Also, there is a 99.99% of uptime, so SharePoint online site will be always up.
Office 365 SharePoint Online supports all the update browsers like Internet Explorer, Mozilla Firefox, and Safari, etc.
Below are the browsers supported in SharePoint Online Office 365.
Browsers Supported in SharePoint Online
- Microsoft Edge
- Internet Explorer 11
- Internet Explorer 10
- Google Chrome (latest released version)
- Mozilla Firefox (latest released version plus immediate previous version)
- Apple Safari (latest released version)
Browsers Not Supported in SharePoint Online
- Internet Explorer 9
- Internet Explorer 8
- Internet Explorer 7
- Internet Explorer 6
Different ways to access our SharePoint Online once you have the subscription. You just required a supported browser to access Office 365 SharePoint Online.
Approach-1:
We can access SharePoint directly by typing the URL like below:
https://<tenant name>.SharePoint.com
Example: https://tsinfodemo.sharepoint.com/
Log in with your Office 365 credentials.
Approach-2:
We can also access SharePoint from the Office home page.
Click on this URL: https://www.office.com
Then log in with your Office 365 credentials.
Then in the Home page click on the SharePoint button like below:
Approach-3:
We can also access SharePoint Online from the App launcher. From any of the Office 365 services, click on the App launcher and then click on SharePoint like below:
Now, we will discuss Office 365 and SharePoint Online admin center. As a developer also, we need to know little about the admin center.
Office 365 Admin Center
Office 365 admin center is the place, where we can check and modify tenant wide settings for Office 365.
There are different ways, we can access the admin center directly from the below URL: https://admin.microsoft.com/Adminportal/#/homepage
Apart from this, we can also access the Office 365 admin center from the App launcher and from the Office.com home page like below:
App Launcher:
Office 365 Home Page:
Once you click on the Admin icon, you can see the Office 365 admin center home page looks like below:
There are various options are available on the left side.
- Users: Here you can check all users like Active users, Contacts, Guest users, Deleted users, etc. Here you can add users and assign a license to them.
- Groups: Here you can see distribution groups and mail-enabled security groups
- Resources: You can add rooms and equipment and also you can check sites and whether external sharing enabled or not.
- Billing: In the Billing section, you can see the purchase services, products, and services, licenses, Bills and payments, payment methods, etc. You can see how many licenses are available and how many licenses have been used.
- Support: Here you can raise a new service request and also you can view all service requests.
- Settings: The Settings page is very important, here you can see various Services & add-ins in the tenant. You can also set Password policy, privacy profile, sharing and also if you want to enable people to reset their own password.
- Setup: Here you can see the Product status like Product name, Total licenses, available licenses and what the software included are. Also, in the Domain page, you can add a custom domain.
- Reports: Here you can see usage reports, like email activity, OneDrive files, SharePoint files, Skype for Business activity, etc. Also, you can see the Security & compliance report.
- Health: Here you can check the Service health of the Office 365 tenant. You can see the incidents, advisories. It will also show messages like an overview of a planned change and how it may affect your users and links out to more detailed information to help you prepare.
- Admin Centers: You can also see the individual admin centers like Exchange, Azure Active Directory, SharePoint, Teams and All admin centers.
Add User and Assign License
Now, we will see how we can add user and assign a license in Office 365.
To add a user expand the Users -> Active users
This will open the Add user screen.
Put the basic information of the user and give the user name and set the password like below:
On the second screen, select the location.
And here you can assign a user a product license.
Then in the next screen, you can select the Role, like Global Administrator. Here there are various Roles you can choose from. You can select multiple roles you can assign to a user.
In the final screen, verify the settings and click on the Final Adding button.
Then it will display, the user has been added successfully like below:
You can also add multiple users by clicking on Add multiple users.
You can also check an article on how to create bulk users in Office 365. https://www.spguides.com/create-bulk-users-in-office-365/
You can also check more options in the Office 365 admin center.
Now, we will discuss the SharePoint Online admin center.
We can access the SharePoint Online admin center in the below two ways.
Approach-1:
We can access the SharePoint Online admin center from the Office 365 Admin center. Click on the SharePoint link which is under Admin centers.
Approach-2:
We can access SharePoint Online center from the direct URL like below:
https://<tenant name>-admin.sharepoint.com/
Example: https://tsinfodemo-admin.sharepoint.com/
Once you open the SharePoint Online Admin center.
By default, the admin center displays the modern admin center.
In the Home page itself, you can see the Files by activity type, Total and active sites, Message center and Service health.
In the left navigation, we can see the below links:
- Sites: Here we can see all the active sites and deleted site. We can also create modern team sites or communication sites etc.
- Policies: Use these settings to control sharing at the organization level in SharePoint and OneDrive. Also, we can use these settings to restrict how users are allowed to access content in SharePoint and OneDrive.
- Settings: Here we can control which features are available to your users, like site storage limits, default admin experience, etc.
- Classic features: Here we can see the classic features of SharePoint Online admin centers.
- OneDrive admin center: You can use this link navigate to the OneDrive admin center.
- Data migration: You can use this link to download and install the SharePoint Migration Tool, which is a free migration tool released from Microsoft. You can check out more on one article: SharePoint 2013 to Online migration using SharePoint migration tool by Microsoft
Now, Microsoft made the modern admin center as the default SharePoint Online modern center.
From the SharePoint Online admin center, click on Classic features link like below:
Here you can see the classic features like Term store, User profiles, Search, Apps, BCS, Secure store, Records management, InfoPath, Classic site collections page, etc.
In the Active Sites, we can see all the sites like below:
How to Access the Classic settings page?
If you are using the classic SharePoint Online sites, then you may need to enable custom scripts or some other changes.
From the SharePoint Online modern admin center, click on Classic features and click on classic settings page like below:
The classic site settings page looks like below:
Site collections, sites or subsites, this is the place where your business users use. For example, I will create a site collection for the HR people or I will create a few subsites under HR for different regions of the HR.
The SharePoint site is the place for storing contents. And each site should be presented in a single site collection.
Organizations create various site collections depending on the business requirement.
For example, you should not create one site collections for every department in your organization. Depending on the requirement, you should create different site collections for various departments.
I have written an article on Site collection vs Site in SharePoint 2013/2016/Online, you can read it here https://www.spguides.com/site-collection-vs-site-in-sharepoint-2013/
In SharePoint on-premises, we have to deal with concepts like a web application, site collections, and sites.
But in SharePoint Online, Microsoft allows us to create sites directly through the SharePoint Online admin center.
Note: You should be a global administrator or SharePoint administrator to be able to create a site in SharePoint Online.
Here first we will see what a modern team site/communication site is and then we will see how to create a modern team site in SharePoint Online.
What is a Modern Team Site?
As the name suggests, team sites are for your team. It is like a private site for your team if someone does not have permissions to the site, s/he cannot access the site.
A team site is like a container for your team which is a collaboration space for your team members. You can create lists to store information like an announcement, contact, survey, links, etc.
Also, you can create various document libraries to store documents that can be accessible inside your team. Team sites are secured with permissions, so the data will be accessible to that person who has access to the site.
According to Microsoft, below is what a modern team site defines: A SharePoint team site connects you and your team to the content, information, and apps you rely on every day. For example, you can use a team site to store and collaborate on files or to create and manage lists of information. On a team site home page, you can view links to important team files, apps, and web pages and see recent site activity in the activity feed.
What is a communication site?
A SharePoint communication site is a great place to share information like news, reports, and status with others. You can share news, reports, statuses, and other information in a visually compelling format.
If you are still using SharePoint Online classic experience, then I would suggest going through the below tutorial, where I have explained in details on SharePoint Online modern experience.
- SharePoint Modern Experience – All You Need to Know!
- SharePoint Online Switch from classic experience to modern experience (List & Document Libraries)
- How to set a modern home page in classic SharePoint site in SharePoint Online Office 365?
Now, we will see how we can create a modern team site in SharePoint Online.
Open SharePoint Online admin center.
https://<Your Tenant Name>-admin.sharepoint.com/
Then Click on Sites -> Active sites.
And, then in the Active sites, click on + Create like below:
Then it will display the options to either a Team site or Communication sites like below:
This will also display options to create an option to create a team site without an Office 365 group or to create a document center, Enterprise wiki, Publishing portal. In this case, you need to select the Other options.
Click on the Team site.
Then it will provide a screen to provide the site name, Group Owner, Select Language, etc. Also in the Advanced Settings, it will display Privacy Settings, Time Zone and Site Description.
Here, you can either choose a Private site or Public site. In case you choose a private site only team members can access. If you choose for a public site then anyone can access the site.
Click on Next.
Then it will display a screen where you can add additional owners and members.
Then click on the Finish button which will create our modern team site in SharePoint Online.
You can see the site in the Active sites list like below:
Once you click on the URL and Open the site, this is how the modern team site looks like:
The modern site is fully responsive and you can see it is various devices like Laptop, Desktop, Tablet or Mobile devices.
We will check some customizations in this chapter.
There are new concepts of Office 365 groups in SharePoint Online.
Office 365 Groups is a powerful and productive platform for SharePoint Online users that brings together conversations and calendar from Outlook, information, and files from SharePoint Online, tasks from Planner, and a shared OneNote notebook into a single collaboration space for your team.
If Office 365 Groups is enabled, all new and existing Office 365 Groups get a team site.
If Office 365 Groups is enabled, when you create a team site, an Office 365 Group is automatically created. Any users you add to your team site are automatically added to your Office 365 Group. Similarly, when you create an Office 365 Group in Outlook, a SharePoint Online team site is automatically created and any users you add to your Office 365 Group get added to the team site.
All members of the Office 365 Group have access to the team site and all members of the team site have access to the Office 365 Group. Members can add additional document libraries, lists, and web apps as needed. There's no need to create a distribution list or a SharePoint group.
You can also read an article on Working with Microsoft Office 365 Groups Step by Step Tutorial: https://www.spguides.com/office-365-groups/
Now we will check how we can create a classic team site. This will be helpful if you are still using the classic SharePoint site.
From SharePoint Online Admin Center, Click on Classic features like below:
Then in the Classic features page, click on Open in Classic site collections page like below:
This will open the Site Collections page, where you can see all the site collections (classic).
Here click on New -> Private Site Collection.
This will open the New site collection dialog box like below. Here you need to provide the below details:
- Title
- Web Site Address
- Template Selection
- Time Zone
- Administrator etc.
Comparatively, this will take more than the modern SharePoint team site creation process.
Once the site created successfully, it will appear in the list of sites like below:
Now, you can how the classic team site looks like.
We will not discuss more on the classic SharePoint team sites, because the target of this book is to provide information on modern SharePoint Online team sites.
Let's discuss now, a few things about the modern team site as well as few customizations in SharePoint Online modern team site.
Below are various components of the modern SharePoint team site home page.
This is known as the App launcher.
Once you will click on the App launcher, it will allow you to quickly navigate to other Apps like Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, SharePoint, Yammer, etc.
This shows the Notifications, Settings icon, Help and My Account.
Once you click on the Settings icon, you can see options like:
- Add a page: Allows you to create a page
- Add an app: Allows you to add an app
- Site Contents: Navigate to the Site Contents page
- Site information: Displays and allows you to edit site information like Logo, Site Name, Site description, privacy settings, Delete site and also displays a link to navigate to view all site settings page.
- Site Permissions: View site permissions, it will display who are the site owners, members, and visitors.
- Site usage: Allows you to navigate to the site analytics page.
- Change the Look: Allows you to change the theme and header of the site.
- Site Designs: You can see the site designs.
You can see all the above options.
This displays the Site logo, Site title and it shows private or public. Private means, users who have permission can view the site. And public means, anyone in the organization can view the site.
In the above pic display, the Search box and Site left navigation or quick launch. This search is very powerful. It will displays suggestions even if when you put the cursor on the search box. It displays suggestions based on files you've recently worked on or viewed.
You can read an article on Difference between classic search experience and modern search experience in SharePoint Online Office 365: https://www.spguides.com/classic-vs-modern-sharepoint-search-experience/
Based on your permission, New option display options to create a new list, document library, page, News post, News link, plan or App.
The Page details displays page description, thumbnail and custom properties.
This displays a button to follow the site so that you can get an update about the site. And how many members have access to the site.
This displays the page status and displays Edit button if the user has permission to edit the page.
In the News section, you can create and display posts about important or interesting items for your team.
In the Quick Links section, you can add a link to files or web pages to the top of the page. Just click +Add and either enter the URL or select an item from a list of recent files or web pages.
This is how the Quick links will appear.
In the Activity section, you can see, at a glance, when someone adds or edits a file, page, or list on your site.
By default SharePoint Online modern team site also provides a default document library where users can upload or create documents.
Here you can upload documents or you can create various Office documents.
Site Contents Page in Team Site
The site contents page is where you can see all your site contents like lists, libraries, subsites, etc. on the team site.
You can navigate to the Site Contents page from the left navigation or from the gear icon like below:
You can see all the lists and libraries as well as Subsites in the site contents page. You can also add an app (lists/libraries) from this page and also you can create a new subsite from this page in the SharePoint team site.
Below is how the modern site content page looks like. In the Contents tab, it will display all the site contents. And in the Subsites tab, it will display all the subsites.
From browser itself, you can navigate to the Site contents page, by using the below URL: https://tsinfodemo.sharepoint.com/sites/Finance/_layouts/15/viewlsts.aspx
The site settings page is where we can see some site-level settings links in the SharePoint team site.
Previously, directly you can access the Site settings page from the Gear icon, but in a modern team site, Microsoft removed the option from the Gear icon.
From the Gear icon, click on Site information. And then in the Edit site information, you can see the View all site settings link.
The below is how the Site Settings page looks like, there are fewer options compared to the classic SharePoint site settings page.
You should be a Site collection administrator to see the Site Collection Administration option.
Microsoft provides lots of web parts that you can add to a modern SharePoint page.
Click on the Edit button to edit the Home page.
Here you can add a section layout by clicking on the + button like below.
You can add one column, two-column, three-column, etc. layout.
Then anytime, you can click on the + symbol to add various web parts to the page.
You can see here, I will add an image web part. Lots of web parts are there and you can choose and configure according to your business requirement.
Here I have added a banner with that Image web part which looks like below:
Similarly, you can add a few more web parts and design the home page.
Team Site Permissions
Security is very important in any organization, the content should be visible to those users who have permission to see the content. For example, you might want your managers to see manager data rather the data will be available to everyone.
SharePoint provides few default permission levels which you can assign to users or groups based on the requirement. SharePoint online permission levels are defined at the site collection level and are inherited from the parent object by default.
Below are the default permission levels created by default when you will create a team site.
| Permission Level Name | Description |
| Full Control | Has full control |
| Design | Can view, add, update, delete, approve, and customize. |
| Edit | Can add, edit and delete lists; can view, add, update and delete list items and documents. |
| Contribute | Can view, add, update, and delete list items and documents. |
| Read | Can view pages and list items and download documents |
You can read a tutorial on SharePoint 2016 permission levels: https://www.spguides.com/sharepoint-permission-levels/
In the new team site under site settings, site permissions have been removed. So to navigate to permission levels, click on the Gear icon and then click on Site permissions.
Then it will display the Site Permissions dialog box on the right side.
Here you can invite people by clicking on the "Invite People" button. There it will allow you to add members to the group or Share site only.
You can also click on Advanced permissions settings link to open Site permissions page.
From the ribbon click on "Permission Levels to see all the permission level.
There you will be able to see all the permission levels.
SharePoint Online provides groups known as "SharePoint Groups" to manage users. A SharePoint group is a collection of users who all have the same set of permissions or permission level.
By using SharePoint groups you can easily manger user permission in SharePoint. We can easily assign the same permission levels to many people at once.
By default in a team site below SharePoint groups created:
- <Site name> Members which has by default Edit permission levels
- <Site name> Owners which has by default Full Control permission levels
- <Site name> Visitors which has by default Read permission levels
Example:
- Finance Members
- Finance Owners
- Finance Visitors
You can also create your own custom SharePoint groups and assign different permission levels and then also you can add users to the SharePoint groups.
SharePoint recycle is important because you can restore deleted items from recycle bin.
Whenever you delete an item from the SharePoint Online list or document library, the item moved to the recycle bin. The item will be there in the recycle bin for a period of time. You have the option to restore the item from the cycle bind during that time. In SharePoint Online, you can even view and restore items that were deleted by someone else, as long as you have edit permissions on the item.
In SharePoint online, the item will be there for 93 days. When you delete the item from the site recycle bin, it goes into the site collection recycle bin. It stays there for the remainder of the 93 days and then is permanently deleted. So even if you delete an item from the first stage recycle bin, it did not delete immediately, it moves to the second stage recycle bin.
To access the recycle bin click on the "Recycle bin" link from the left navigation or the quick launch.
Second Stage Recycle Bin
To access the second-stage recycle bin, go to the Site Settings page and then click on "Recycle Bin" which is under "Site Collection Administration".
Once you click on this, then the recycle bin will be shown. There is an option to go to a "second-stage recycle bin".
You can see the second stage recycle bin and from there also you can restore the items. Second stage recycle bind looks like below:
Mostly SharePoint stores and displays information in the form of a list. These are similar to databases which we use to store information and provide reports as well.
A list will have 3 components: item, fields, and views.
- Items: An item is like a record in a database, like customer information.
- Fields: List fields are like columns in database or metadata. Fields can be customer name, email address, mobile number, etc.
- Views: List used Views to display the list data.
SharePoint provides out of box lists templates which you can use to create a list or you can also create your own list.
Few templates are like:
- Tasks
- Calendar
- Promoted Links
- Discussion Board
- Issue Tracking
- Survey
- Custom List etc.
If you want to create a custom list, then Modern SharePoint provides an option to create a custom list on one click.
Click on New -> List.
Then you just need to provide the List Name and Description and click on Create. If you will check Show in site navigation. Then the list will always display on the left navigation.
Click on Create to create the SharePoint list.
Here SharePoint does not allow us to choose any of the existing templates to create the list.
If you want to create a list by using any template, then follow the below approach.
From settings or the gear icon, click on Add an app like below:
Then you can select any template like Announcements.
Give a name for the list.
The list looks like below:
Now we will various new features of SharePoint Online modern list.
By taking one example, we will discuss a few new features of the SharePoint Online modern list.
Here I have created a custom list which looks like below:
Updated user interface:
Modern SharePoint Online list has an updated user interface like OneDrive for business. The ribbon is replaced by a command bar. Very easy to create a new folder and upload files in the browser.
Easily Create Columns:
We can easily add or create columns in SharePoint Online modern list.
Click on + Add column and then select the data type to create the column.
Information icon to see activities
We can use the information to see the activities of the whole list, as well as a single item.
If you select any item then it will display activities of the selected item else it will display activities of the entire list.
Increase or Decrease the width of Column
Now, it is very easy to increase or decrease the width of a list column by simply drag a column in SharePoint Online modern list.
You can easily open the ECB menu simply by right click like below:
Highlight missing required information
Easily in the modern SharePoint Online list, you can see missing required information items.
A new view also will be added as "Item that needs attention" which will display items which required attention like below:
Once you will select the view, the result will appear like below:
The above SharePoint list view only displays items that required attention.
Directly from the SharePoint list, we can create a flow that is like designer workflows. But it has more features and you can do lots of business automation using flow.
If you are new to Microsoft Flow, check out an article on What is Microsoft Flow [Step by Step Tutorial and Example in SharePoint Online Office 365] https://www.spguides.com/microsoft-flow/
Customize List Forms using PowerApps
We can directly customize list forms or we can also create an app using PowerApps from the SharePoint list itself.
If you are new to PowerApps, check out Customize SharePoint online list forms like new, edit and display form using Microsoft PowerApps https://www.spguides.com/customize-sharepoint-list-forms-with-powerapps/
One Click Group By
We can create a group by just in a single click. Select the particular column and Select Group by <column name>.
Easily filter records
Like Group by, we can easily filter using the Filter by option.
Select Filter by from the column like below:
Then you can check which one you want to filter.
You can also see multiple filter options by just clicking on the Filter button. This will show the columns and you can easily filter records.
Easily Modify and Save Views
We can easily modify and save the views without navigating to any other page. Modify the view like you can add filter or group by and then click on All Items and Save view as like below:
These are a few new features of SharePoint Online modern lists.
Unlike the SharePoint list which we use to store information, we use SharePoint libraries to store documents.
There are various libraries are like:
- Document Library
- Form Library
- Picture Library
- Wiki Page Library
- Site Assets etc.
Document Library
A document library provides a secure place to store files where you and your co-workers can find them easily, work on them together, and access them from any device at any time.
For example, you can use a document library on a site in SharePoint Online to store all files related to a specific project or a specific client.
Adding files or moving files between folders is as easy as dragging and dropping them from one location to another.
By default, SharePoint creates a document library when you create a team site.
Create Document Library
To create a document library, you can click on New -> Document library.
Then you can provide the name and description for the library.
Once you click on the Create button, it will create a document library. And the SharePoint Online modern document library looks like below:
Now, we will discuss some of the new features of SharePoint Online modern library.
List modern list, modern SharePoint library has no ribbon, the ribbon is replaced by the main menu which looks like below:
By using the New menu, you can create a folder, documents or even you can provide a link to documents.
You can also Edit New menu and Add a new template.
Easily Upload Files (Drag drop)
In the SharePoint Online document library, we can easily drag and drop documents to the document library as well as we can use the Upload button to upload documents or folder.
Easily Create Columns
We can easily create columns in SharePoint document libraries as we created in the SharePoint list.
Missing Required Information
Like SharePoint Online modern list, SharePoint document libraries will also display required info notifications like below:
Notify your team
After uploading a document, we can use the Notify your team button to send a notification to your team members.
Tiles View
In the modern library, there is a Tiles view where the documents will appear in tiles view.
Pin Important Documents
In SharePoint Online modern document library, we can pin important documents in the document library.
Select the document and click on Pin to top to pin the document.
Once you pin the document, the document will appear in the top of the document library like below:
Copy or Move Documents
We can easily copy or move documents in SharePoint Online modern library. We can move or copy to the same document library, to another site collection or OneDrive, etc.
Select a particular document and then click on Copy to or Move to like below:
Then you can select the destination where you want to move or copy the document like below:
We can easily create a flow from the SharePoint Online modern document libraries.
Check Library Activities
We can check the recent activities of the SharePoint library or individual document by using the information icon like below:
Download Documents in .zip format
In the modern SharePoint Online library, we can easily download documents in .zip format.
Select the documents and click on the Download from the main menu.
In SharePoint Online modern document library, you can easily share the document with others.
When you hover an item, you can see a share icon, once you click on Share, It will ask you to provide a name or email address and then you can click on Send to share the document with the other users.
Here I have explained few SharePoint Online modern document library features.
This way you can be able to work with SharePoint Online modern document libraries.
I hope, you liked this Ebook and you can start working with SharePoint.
I have created below SharePoint training which may be interesting for you.
- All SharePoint Training Courses
- Complete SharePoint Development Training
- Nintex Forms and Workflows for Office 365 Training
- SharePoint Framework (SPFx) Training
- Microsoft Flow and PowerApps Training
- SharePoint Site Owner and End-user Training
- SharePoint Online Development Training
Few Highlights of the training:
- Lifetime access
- HD Videos
- Free update on future addition to the course
- 2 hours of exclusive one to one doubt clear session
- Exclusive WhatsApp group access and many more
- ~100 hours of Video Course
Connect With Us
Let us connect and make your SharePoint learning even better.
Web Sites:
- EnjoySharePoint.com and SPGuides.com
YouTube Channel:
- EnjoySharePoint YouTube Channel (Subscribe)
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- Learn Microsoft 365 (Like Us)
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Conclusion
As a beginner, hope this SharePoint ebook will help you to learn what is SharePoint, Office 365, SharePoint Online?
What are the different ways we can access SharePoint? How we can sign up for an Office 365 trial?
Then we learn about Office 365 and SharePoint Online Admin center. What are site collections, sites, and subsites? How we can create a modern site collection as well as a classic site collection.
Then we discuss modern list and libraries, new features of SharePoint Online modern list and document libraries.
I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site EnjoySharePoint.com
Posted by: andresandresginnse0277313.blogspot.com
Source: https://www.spguides.com/sharepoint-online/