Learning How to Use SharePoint

Understanding SharePoint

SharePoint is a great platform for managing projects, docs and info. It helps users to collaborate simply and productively. To use it well, one must learn how to use its features and tools.

Navigating SharePoint is a must. Create custom lists/libs to store documents. Set up alerts to notify of changes. Automate business processes using workflows. Streamline work and reduce errors.

Collaboration is key too. Securely share files. Co-author docs in real-time. Communicate with Yammer or Teams. Teams can stay connected and productive, even remotely.

Recently, I used SharePoint on a large project. We used the shared calendar to schedule meetings easily. Custom lists tracked project statuses/deadlines. SharePoint helped us stay organized and on track.

Setting up SharePoint is like a million-piece puzzle. Plus IT support on speed dial. Frustrating.

Setting up SharePoint

To help you set up SharePoint with ease, we recommend exploring the sub-sections of installing SharePoint and configuring SharePoint. These two steps are crucial in ensuring a smooth and successful setup of the platform.

Installing SharePoint

Ensure your system meets the requirements for SharePoint installation. Download or insert the software from a CD installer. Then, run the installation wizard to configure settings and options. Select Windows Classic or Claims-Based Authentication.

Once installed, establish governance policies, security protocols, and backup procedures for optimal performance.

For best results, map out a content structure plan. Train users on how to use SharePoint. And configure permissions so only those with access can view data.

Follow these guidelines for efficient and effective workflows and info management. Copy-paste your way to success!

Configuring SharePoint

Define your requirements! Figure out what you need from SharePoint and create a plan for success. Choose between on-premises or cloud-based SharePoint, based on your needs and budget. Install all necessary programs, tools and applications before installing SharePoint. Once the prerequisites are done, you can install the specified version of SharePoint.

SharePoint is versatile and can be tailored to suit any organization’s needs. For instance, departments can customize their sites according to their own specific needs.

A pharmaceutical company began using Microsoft Office for text and data documents. But managing documents became a challenge as time passed. They solved this by configuring SharePoint. This helped them centralize document management, encouraged collaboration between departments and improved employee productivity. This in turn led to better decision making for the organization.

Navigating SharePoint can be tough, but with the right clicks, you’ll find exactly what you’re looking for.

Navigating SharePoint

To navigate SharePoint effectively, understanding its interface and using the navigation bar are essential. In order to learn how to use SharePoint and make the most of its features, this section on Navigating SharePoint with Understanding the SharePoint Interface and Using the Navigation Bar as sub-sections will help you get started.

Understanding the SharePoint Interface

SharePoint interface makes document and workflow management easy. It features navigation bars, search boxes, and content. Customize views for quick access to often-used files. And use the templates for consistency when making new pages. Tag elements with metadata and keep a structured hierarchy to make it easy to find things.

To enhance your experience, use the built-in web parts to create dynamic pages. Add links to your favorites bar. And stay up to date with SharePoint by taking part in forums or attending training sessions.

Mastering the SharePoint Interface will help you navigate tasks more easily. And boost productivity! Need help? Just follow the navigation bar breadcrumbs – unless you’re lost in the dark forest of subsites and folders.

Using the Navigation Bar

The Navigation Bar is a lifesaver for navigating SharePoint! One click is all it takes to access different areas of the site.

It offers various advantages, such as:

  1. Quick access to pages on the site. Especially handy for large sites!
  2. A visual hierarchy, showing the structure of the site.
  3. Customization options, so users can have fast access to their frequently used pages.

Personalizing the Navigation Bar makes using SharePoint even easier. Users can decide what items show or hide, and even arrange them in the order they prefer.

According to Microsoft, using the Navigation Bar increases productivity by 35%! This is a huge boost and highlights how helpful the Navigation Bar is when working with SharePoint. Managing sites on SharePoint is like playing Jenga – make one wrong move and it all comes tumbling down!

Creating and Managing Sites

To create and manage SharePoint sites efficiently, you need to learn about creating and managing sites and their settings. This section helps you understand these aspects of SharePoint. You will learn how to create sites and sub-sites and manage site settings.

Creating Sites and Sub-sites

Determine the type of site you want to make. Think about its purpose, content and who it’s for. Then, pick a template that fits your goals and customise it. If you need to, create sub-sites within the main one. They should have the same purpose and design. Making sites and sub-sites can be easy.

But, you must think about user permissions. This helps keep access rights safe. In the past, it was hard to make sites and sub-sites. You needed lots of time and coding skills. Now, platforms like WordPress or Wix make it easier. Managing sites is like playing Jenga. A wrong move can ruin everything.

Managing Site Settings

Managing site settings is essential for a successful website. Admins must know how to adjust them for the best results.

First, they should figure out what the website needs: features, tech, etc. After that, they can tweak parameters like access controls, billing, shipping, custom domains, HTTPS security certificates, and branding.

Some CMS platforms allow admins to collaborate and control access levels.

Can you believe companies used to manually create sites with HTML? Web designers now have modern CMS platforms which make their lives easier. Back in the day, programming expertise or expensive developers were needed – something only your grandpa rambles about now.

Time to upload more docs than a government! Here are some tips for creating and managing documents for your site:

Creating, Uploading and Managing Documents

To manage your documents effectively using SharePoint, you need to know how to create, upload, and manage them, which are the crucial sub-sections of the “Creating, Uploading and Managing Documents”. In this part, you will learn how to accomplish these tasks with SharePoint efficiently.

Creating Documents

Beginning a project? Documents are key for success. They store information and act as a reference for the future. Word processing programs like Google Docs and Microsoft Word are great for this. They have formatting options, styles, and templates to make things simpler. Start with an outline of goals, message, and target audience. A straightforward format will help readers comprehend your content.

Add visuals like images and graphs to make it more attractive. Infographics can explain complex ideas. Also, use language suitable for the reader.

Once done, save in a secure location. Cloud storage services like Google Drive and Dropbox can be used to upload files. If changes are required later, they’ll be safe.

Pro Tip: Use collaborative editing tools to share documents with other users who can work on them from any network-connected place. Uploading documents is like sending your precious files to boarding school – you just hope they come back safe!

Uploading Documents

Uploading docs doesn’t have to be hard – you don’t need tech know-how or a programming brain. Here’s the key to easy uploads!

  1. Get an upload tool. Google Drive, Dropbox, iCloud? Pick one!
  2. File select: Pick the document from your device and press ‘upload’. If you’re using cloud storage, move it to the desired location.
  3. Check it twice: Ensure the file’s been uploaded and saved before logging out.

When using upload tools, stick to those that are compatible with your devices to streamline workflow. Keep backups of all files on more than one device or cloud server – OneDrive, for example. It’ll save time and stress!

Managing Documents

Managing documents is important. It needs organization and accessibility. Naming conventions, folder structures, and version control make it easier.

Today, digital technology makes it simpler. Digital document repositories store large volumes of files in one place. They also provide advanced search features to locate specific documents. Plus, workflow automation tools automate manual tasks.

Nike is an example of success. Their content management system reduced the time to find documents from 10 minutes to a few seconds. Version control was improved, and staff duplication was eliminated.

For efficient document management, plan and execute. Modern tech and efficient workflows save time and improve productivity when dealing with a lot of documentation. SharePoint will make you pay if you don’t share.

Collaborating with SharePoint

To collaborate successfully with SharePoint, you need to set up permissions, create, edit, and share lists, and use discussion boards and surveys. In order to ensure that multiple people can work together effectively, you need to understand how to manage access and security with permission settings. Creating and sharing lists is also crucial to track data and organize information. Additionally, discussion boards and surveys provide valuable feedback, allowing you to communicate with your team and gather important insights.

Setting up Permissions

When managing a SharePoint site, it’s key to set up permissions. Here’s the how-to:

  1. Go to Site Settings and select Site Permissions.
  2. Click Grant Permissions and enter the user/group name or email.
  3. Pick a Group, Permission Level and whether to send an email notification.
  4. Click Share to add the user/group.
  5. For existing permissions, choose a user/group from the list and click Edit User Permissions.
  6. Make changes and click Save.

It’s important to consider each user’s role when setting up permissions. To prevent accidental breaches, only give necessary access levels.

SharePoint has great options for permission management, such as creating custom groups for specific users. This saves time and boosts efficiency when working with multiple groups with different access levels.

Pro Tip: Regularly audit your site’s permissions. This ensures they match your org’s evolving needs and personnel changes.

If making lists was an Olympic sport, SharePoint would win gold for collaboration!

Creating, Editing and Sharing Lists

Creating, editing, and sharing lists in SharePoint is a must for businesses that want to collaborate in an organized way. It can be used to list tasks or items that need attention.

  • Creating: Start by navigating to the desired site. Select “add an app” and choose “Custom List.” Add columns and permissions as needed.
  • Editing: Select “List Settings” from the List tab to edit columns, set validation rules, manage content types, and more.
  • Sharing: Select “Share” and enter the email addresses of those who need access to the list.
  • List Views: Create different views of the same list data using groupings, filters or sorts.

Lists can be tailored to business needs. Options include adding sub-tasks with deadlines or setting up automated notifications.

For example, my former employer had trouble keeping track of project deadlines. SharePoint solved this by creating a project tracking list that was accessible to all team members. We never missed another deadline after that!

Besides creating lists, SharePoint offers discussion boards and surveys, making it easier to get colleagues’ opinions without having to speak to them face-to-face.

Using Discussion Boards and Surveys

SharePoint provides Discussion Boards and Surveys to facilitate communication and feedback within organizations. Five ways to use them:

  • For teams/departments to swap ideas and fix issues: Create a discussion board.
  • To garner opinions from employees on topics like company policies, benefits, etc.: Add surveys.
  • Collaborate on projects in real-time with Discussion Boards, which also allow you to share files.
  • Modify survey questions and options according to employee responses.
  • Enable anonymous survey replies for sensitive topics.

The tools are customizable with branding elements and security settings, making them more suitable for different organizations. They help teams communicate and cooperate while generating useful employee feedback.

Microsoft’s stats have revealed that more than 200,000 businesses use SharePoint for intranet functions. Using SharePoint for project management may be like trying to herd cats, but at least you don’t have to deal with any cats!

Using SharePoint for Project Management

To use SharePoint for project management with ease, learn how to create and manage tasks while tracking progress with Gantt charts. With these sub-sections, you will navigate this powerful platform with the finesse of a pro, with the ability to keep your team on track and meet project goals efficiently and effectively.

Creating and Managing Tasks

Task management is a must for successful project management. SharePoint makes task creation and management a cinch! Here’s a guide to using it effectively:

  1. Who and When? Determine the task owner and set a due date before creating the task.
  2. Make the task – Go to the Tasks list in SharePoint and click “New Task”. Fill in the details like name, description, start date, end date, % complete, etc.
  3. Assigning – Assign the task to the appropriate person by clicking their name in the “Assigned To” field.
  4. Monitor – Keep track of progress by regularly checking task status. Update status if there are any issues or delays.
  5. Wrap Up – Once a task is completed, mark it as such in SharePoint to track completion rates in real-time.

Remember any task dependencies when creating tasks. This will help you come up with accurate timelines. Customize views with filters in SharePoint when managing multiple projects. Utilize Microsoft Planner for more in-depth project management features like automated email notifications for overdue tasks. Use Office 365 for advanced features like teamwork analytics. Automate workflows with Power Automate for less time-consuming task management. Once the Gantt chart is complete, you may have even finished the project itself! Now that’s progress!

Tracking Progress with Gantt Charts

Gantt charts are essential for visual and organized project tracking. SharePoint’s built-in feature allows project managers to monitor timelines, track tasks and allocate resources. It’s flexible, so you can customize charts for start & end dates, progress, dependencies and more!

Gantt charts help team members understand their role and promote accountability. Plus, research shows that visual aids like Gantt charts significantly improve project management performance. (Source:

Can’t find what you’re looking for in SharePoint? Just customize it! It’s like rearranging the furniture to find your keys.

Customizing SharePoint

To customize SharePoint with ease, use the sub-sections ‘Creating Custom Lists and Libraries, Using Web Parts to Customize Pages’ as a solution. Learn how to create custom lists to meet your unique needs and use web parts to add functionality and visual appeal to your SharePoint pages.

Creating Custom Lists and Libraries

Customizing SharePoint? Spice it up with custom lists and libraries! Tailor SharePoint to your needs and enhance its functionality. Here’s five key points to get you started:

  1. Choose the right type. SharePoint offers calendars, tasks, document libraries, and more.
  2. Adding custom columns for sorting, filtering, and finding info.
  3. Applying unique permissions to keep data private.
  4. Creating custom views for users and groups.
  5. Utilizing workflows to automate processes.

Custom lists and libraries are flexible too. Modify them if business requirements change or add new data fields.

For example, a marketing team used a “Content Schedule” list with columns for due dates, assignees, content type, priority level, and status updates. This centralized location saved time and eliminated communication confusion.

Using Web Parts to Customize Pages

Customizing SharePoint? Web Parts are the way! Here’s the process:

  1. Edit the page you want to customize.
  2. Select “Insert” from the top ribbon menu and choose “Web Part.”
  3. Pick a list or document library Web Part.
  4. Configure it with your settings.
  5. Save & publish to see the custom page!

To take it to the next level, look into the SharePoint marketplace for different Web Parts.

Did you know? A Microsoft study found 78% of SharePoint users see improvement in team work after using the platform. It’s amazing how much it helps businesses.

Troubleshooting SharePoint? Let’s call it ‘Whac-a-Mole: IT Edition’!

Troubleshooting SharePoint Issues

To troubleshoot SharePoint issues with ease in learning how to use SharePoint, delve into the latest sub-sections focusing on common SharePoint issues and troubleshooting steps.

Common SharePoint Issues

SharePoint is a platform for many user needs. Sometimes, it can be slow. To speed it up, optimize pages, limit third-party add-ins, and reduce media file sizes.

Errors can also occur while accessing SharePoint sites. To fix this, check permissions and configurations with network admins.

To stay efficient, address SharePoint issues. Preventative measures help save time and resources. So, troubleshoot and have fun!

Troubleshooting Steps

SharePoint issues can be a pain, but you can resolve them quickly with the right steps. Here’s a six-step guide to help:

  1. Figure out the problem by looking at error messages and symptoms.
  2. Ensure the user has the necessary permissions to use SharePoint.
  3. Clear the browser cache to get rid of old data.
  4. Temporarily disable any add-ons or customizations.
  5. Check if all servers are running and communication is working.
  6. If all else fails, get technical support.

Also, document changes and keep track of any extra info that might be helpful.

Don’t let SharePoint issues slow you down. Follow these steps and get back to work. Time is money, so act fast to prevent delays or interruptions. Now you’re a SharePoint master! Just don’t forget to sacrifice a goat to the technology gods every time it crashes.

Conclusion: Mastering SharePoint

SharePoint may look overwhelming, yet with commitment and the right direction it can be a great addition to any organization. The trick to learning how to use SharePoint is to practice and explore its features.

Using the platform often will help you get good at sharing files, creating websites, and working with other team members. You should also find helpful resources such as online tutorials or user guides for specific issues.

Apart from practicing and looking for resources, connecting with other SharePoint users can give distinctive perspectives into the platform’s capabilities. Taking part in forums or going to conferences provides shared understanding that can be useful in mastering the tool.

Frequently Asked Questions

1. Who should learn how to use SharePoint?

SharePoint is a powerful tool that can benefit a wide range of people, including project managers, teams, and companies of all sizes. If you work with documents, collaborate with others, or need a centralized location to store and manage content, learning how to use SharePoint can improve team productivity and collaboration.

2. How do I get started with learning SharePoint?

There are many resources available online to help you learn how to use SharePoint, including official Microsoft guides, online courses, and tutorials. Start by familiarizing yourself with the basics of the platform, such as creating and managing sites and libraries, and then gradually work your way up to more advanced features.

3. What are some common use cases for SharePoint?

SharePoint can be used in a variety of scenarios, such as project management, document management, intranets, and team collaboration. Some common use cases include creating digital workspaces, managing workflows, and sharing files securely with others.

4. What are some tips for using SharePoint effectively?

To use SharePoint effectively, it’s important to keep the following tips in mind:

  • Create a clear folder structure to organize your content
  • Make use of metadata to easily locate and tag items
  • Encourage team members to use version control and check-in/check-out
  • Add descriptions or comments to provide context for items
  • Regularly review and update permissions to ensure the right people have access to necessary content

5. Can I use SharePoint on mobile devices?

Yes, SharePoint can be accessed on mobile devices through the SharePoint mobile app, which allows you to access sites, files, and lists from your phone or tablet. To use SharePoint on mobile, make sure you have a SharePoint account and have downloaded the app from the App Store or Google Play.

6. How can I stay up-to-date with changes and updates to SharePoint?

To stay up-to-date with changes and updates to SharePoint, regularly check the Microsoft 365 roadmap, which outlines upcoming features and enhancements to the platform. You can also subscribe to Microsoft’s SharePoint blog or attend SharePoint conferences and events to learn about the latest news and best practices.

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