How to Use Microsoft SharePoint

Getting Started with Microsoft SharePoint

To get started with Microsoft SharePoint, understanding the platform is the key. When you sign up, you’ll have access to a variety of features, so it’s important to know how to make the most of them. In this section, we will explore the sub-sections, which include understanding Microsoft SharePoint, signing up for SharePoint, and accessing SharePoint.

Understanding Microsoft SharePoint

Microsoft SharePoint is a web-based platform. It helps teams to collaborate, manage documents and content. Data is centralized and workflows automated, for easy access from any device or location.

SharePoint offers features such as document libraries, web parts, workflows and lists. Site owners can create subsites with custom permissions, according to different departmental needs. It not only manages documents, but also enhances decision-making with analytics tools.

Integrated with Microsoft Office suite, SharePoint makes it easier to collaborate without switching between apps. It was first launched in 2001 as a doc management system. Over time, new features have been added. Today, it’s used by big and small companies alike. Sign up for SharePoint – it’s the first step to sharing your professional failures with the world!

Signing Up for SharePoint

Ready to use SharePoint? It’s like rummaging through your neighbour’s garage – a bit cluttered and overwhelming, but when you find what you’re looking for, it’s a sweet victory.

Sign up in 3 simple steps:

  1. Go to the Microsoft SharePoint website and select ‘Sign Up.’
  2. Enter your business email address, then ‘Next.’
  3. Follow the prompts to complete the sign-up process. Create a strong password and verify your email.

SharePoint offers different plans for businesses of all sizes. Choose the plan that best meets your needs and budget.

Start exploring SharePoint’s features. Streamline your workflow and boost productivity. Don’t miss out on the benefits of using SharePoint for your organization. Sign up today and experience the power of collaborative work!

Accessing SharePoint

To access SharePoint, head to the website and enter your login details. You can also get to it via Microsoft Office apps, such as Word and Excel, using the SharePoint tab. Log in and you can access files, collaborate, and manage projects.

SharePoint has plenty of features. These include document libraries, data lists, and customisable pages for sharing info. Plus, you can set up alerts for changes made by team members and create workflows for automated processes.

For an even better user experience, customise your default view to suit your needs. Use filters and sorting to quickly find the files or info you need.

Pro Tip: For enhanced collaboration with colleagues, use Microsoft Teams alongside SharePoint. Teams let you share files quickly in chat conversations while still having full access to SharePoint’s capabilities.

Navigating Microsoft SharePoint can be a bit like a maze – let’s just hope you don’t run into the Minotaur of IT problems along the way!

Navigating through Microsoft SharePoint

To navigate through Microsoft SharePoint, the Home Page, Navigation Menu, and Quick Launch Bar will be your go-to tools. These three sub-sections offer solutions to organizing your team’s documents and lists, managing communication through the site, and customizing the platform to meet your needs.

The Home Page

The Home Page provides quick access to your recently used files, document libraries, lists, and sites. You can customize its layout and content easily. Quick Links on the sidebar help you to navigate faster. The Recent section displays recently accessed items. The Recommended section suggests items based on your browsing history. The Site Contents link lets you access more specified stuff with ease.

You can also take advantage of Newsfeeds to get alerts about updates or new additions. Here are some helpful tips: Personalize your Newsfeed, filter content, and create alerts. With these, you can find what you need without missing crucial updates.

Finding your way through the SharePoint navigation menu is like navigating a maze blindfolded, with one hand tied behind your back, and a monkey throwing bananas at you!

The Navigation Menu

Navigation in Microsoft SharePoint is very important to optimizing the site’s usability. It helps users move around the platform easily and access features they need.

  1. The Navigation Menu provides smooth navigation. It includes global navigation, current navigation and quick launch. This helps people locate what they are looking for, and increases user engagement.
  2. SharePoint customizes menus using

    • tags, based on users’ roles. This ensures the right content is seen.
    • Site Administrators can tailor the Navigation Menu per user preferences. Users can opt-out of links, or choose which ones to show first.

In 2016, Microsoft announced Modern Experience. It has a better interface and simpler customizations tools. It allows control over design aspects, while keeping deployments simple.

The Quick Launch Bar is a great tool for SharePoint novices and experts. But, it can sometimes vanish without warning!

The Quick Launch Bar

Microsoft SharePoint’s Quick Launch Bar is perfect for easy navigation. Here’s how to use it:

  1. Add or remove apps to customize the bar.
  2. Rearrange items in the order you prefer.
  3. Expand and collapse menus as needed.

Plus, users can create subheadings within main headings for even more organization.

SharePoint first came to be in 2000 and has since become one of the most popular collaboration tools out there! Millions of users around the world take advantage of its features, like the Quick Launch Bar.

Creating a SharePoint site is simpler than making a Tinder profile, but just as important for finding the ideal document management solution.

Creating Sites and Pages

To create a new site or customize pages in Microsoft SharePoint, follow these simple steps. Creating a new site includes defining the site name, selecting the site template, and setting up the site permissions. Customizing pages involves adding new web parts, editing existing web parts, and changing the page layout.

Creating a New Site

  1. Decide the topic and pick a suitable domain name.
  2. Pick a platform like WordPress, Wix, or Squarespace that matches your needs.
  3. Design your site and add content to keep visitors engaged.
  4. Enhance performance with optimization and security plugins like Yoast SEO.
  5. Find a hosting service that fits your budget and launch your site!

For more user engagement, add contact forms and social media integration. Incorporate blogs to offer interesting content often. Utilize HD images to give a pleasant visual feel on both desktop and mobile. Finally, create a catchy tagline to increase brand recall. Now, customize your pages to turn them into a masterpiece!

Customizing Pages

Personalizing your website is essential. Change the layout, colours, and fonts to make it unique. You can modify pages by selecting elements to change or creating new templates. For more intricate design options, explore themes with pre-designed elements like icons and backgrounds. Or, get a pro designer to create custom graphics such as logos and banners. That’ll up your brand recognition too!

Google Fonts is a great free tool. Get access to over 1,000 font families for desktop and mobile apps. Incorporate unique typography into your web design. It’ll give users a tailored visual experience they won’t forget.

Document Management and Collaboration

To manage and collaborate documents effectively using Microsoft SharePoint, learn how to upload documents, share and collaborate on them. This section focuses on document management and collaboration. You will find the benefits of uploading documents and sharing documents with your team members for collaboration using Microsoft SharePoint.

Uploading Documents

Log into your Document Management System account. Spot the ‘upload’ button on the top of the main interface. Then, click it.

You’ll get asked to choose the document or file you want to upload from your device. Select it and click ‘open.’

The system will upload the file automatically. A confirmation message should appear saying that the document uploaded successfully. Rename, edit or delete any uploaded documents from within your system account, if needed. Before you leave the page or close your browser, always remember to save changes.

In addition, if you have lots of documents, batch uploading is the way to go. It saves time.

Pro Tip: To make life easier, categorise documents by creating folders. This way, locating files quickly will be a piece of cake. Collaborating on documents is like a group project in school – all the work and no credit!

Sharing and Collaborating on Documents

Document management is enhanced by sharing and collaborating on documents. Working together on files or projects can speed up productivity, efficiency, and communication. This breaks down silos, so teams can access info, give feedback, and get better results quickly.

  • Sharing and collaborating saves time and prevents version control issues.
  • It also boosts communication and transparency among team members.
  • Remote working team communication is enabled, allowing workers to work from different places.
  • Managing access across your org means more consistency across departments.
  • Projects benefit from multiple experts working towards a common goal.

Sharing documents lets project managers add input without lengthy email chains. Also, attribution property creates trust.

Pro Tip: Use apps like Google Drive or Microsoft Teams to share docs with colleagues for successful collaboration. Lists and libraries organize chaos.

Using Lists and Libraries

To effectively manage your files, use the “Using Lists and Libraries” section in “How to Use Microsoft SharePoint.” This section provides the solution to creating and organizing your documents by utilizing sub-sections such as “Creating a List,” “Creating a Library,” and “Managing Lists and Libraries.”

Creating a List

Go to the top-right corner of your site and click on ‘Settings’. Select ‘Site Contents’. From the left sidebar choose ‘New’ and decide between ‘List’ or ‘Document Library’. Enter a name and create columns/fields (e.g. text, number). Once done, click ‘Create’!

Remember to make it organized. Give descriptive names for each item, and don’t add too many columns/fields. Keep content relevant and up-to-date too.

And when organizing, don’t forget to consider views – they make it easier to filter and sort data.

So, create a library and get organized!

Creating a Library

Creating a Library is essential to use Lists and Libraries. It’s a basic process that sets up an organization’s basis for handling essential documents and files. A Library is a special area in SharePoint where users can store and access files. Here are 6 simple steps to make your own Library:

  1. Go to the SharePoint site you want to build the Library on;
  2. Click ‘Settings‘ >> ‘Site contents‘;
  3. Tap ‘+ New‘ >> ‘Document Library‘;
  4. Fill out the Name and Description of the Library;
  5. Establish the versioning settings, permissions, file retention periods, workflow settings, etc.;
  6. Click “Create” and it’ll be in the Site Contents list.

It’s important to note that each Library has its own customizable advantages. SharePoint provides features such as version control – we can trace changes or revert any errors without changing the content.

Fun Fact- Did you know that creating Libraries can help organizations save time looking for data? Custom metadata tagging helps you find things easily when you need them! Managing your Lists and Libraries is like organizing your closet – it’s taxing but once it’s done, you’ll feel refreshed.

Managing Lists and Libraries

When customizing Microsoft SharePoint, think outside the box! For example, a church in Britain once used a library system made up of bones to designate different scriptures.

Creative and informative names for your libraries and lists will make organization easier. Set up column types in order to add various types of data entries. Utilize the “view” feature for a user-friendly interface. Create rules or versions for consistency and accuracy when collecting data. Templates can be used to save time configuring new lists or libraries. Version history can also come in handy if data needs to be rolled back.

Customizing Microsoft SharePoint

To customize Microsoft SharePoint with ease, explore the sub-sections of adding apps and web parts, creating custom views, and changing themes and colors. These simple yet effective customization techniques will allow you to tailor SharePoint to your specific needs and preferences.

Adding Apps and Web Parts

Navigate to your SharePoint site and click “Site Contents” to access the content page. To add something, press “add an app” or “add a web part”. Then, select the desired app or web part and click “Add”.

Through this process, you can customize your SharePoint site with extra features and functionalities. It is wise to research thoroughly before selecting an app or web part. According to ShareGate, there are more than 50,000 third-party products available for SharePoint customization. Put on your data-viewing glasses and explore new ways of looking at SharePoint!

Creating Custom Views

Custom views in Microsoft SharePoint are a great way to customize your experience. It’s easy and only takes a few steps:

  1. Go to the list or library you want to modify.
  2. Click on “Modify View” under the “List” tab on the ribbon.
  3. Choose the columns you want to show and their order using the column selector.
  4. Select any filter or sorting options you need.
  5. Save and apply your custom view.

Organizing info becomes simpler with custom views. It makes everyone more productive and efficient. What’s more, SharePoint offers excellent collaboration tools like real-time co-authoring and version history tracking. Teams can work together easily without any conflicts or data loss.

Fun fact: Over 190 million people use SharePoint worldwide! That’s a lot of people happily customizing their experience.

Changing Themes and Colors

Microsoft SharePoint offers customizability to users. Such as, changing themes and colors. To do this, just follow these steps:

  1. Click the ‘Settings‘ icon (a gear) at the top right.
  2. Pick ‘Change the look‘.
  3. Select a theme from the options.
  4. Tweak font style, background image, colors using the custom palette or pre-defined ones.
  5. Press ‘Try it Out‘ to preview.
  6. Hit ‘Save‘ when done.

It’s important to make sure essential pages are readable and accessible. For instance, page headings should be clear, or users could struggle to read them.

When selecting themes and colors, think of user needs. If the site is for children or young adults, don’t pick dull shades or complex designs. Simple yet attractive color combinations usually work best.

Managing Permissions and Security

To manage permissions and security in Microsoft SharePoint, use the following sub-sections: assigning permissions, managing user access, and securing your site.

Assigning Permissions

Businesses must assign permissions and manage security to protect sensitive data from unauthorized access. Follow these steps:

  1. Figure out what permission levels your organization needs. Determine who should access which files and documents, and what level of access they need.
  2. Make a list of all users’ roles in your organization. Start with the most privileged roles and go down to ordinary employees.
  3. Clearly define the scope of each role. This helps individuals know what they are and aren’t allowed to do.
  4. Train people how to request permission and how managers can provide it. Everyone needs to know this process.
  5. Set up a system to track granted permissions, including what level of permission has been given.

Also, review permissions regularly and revoke them if needed. Managing permissions is ongoing and requires attention.

Tools like Okta and Onelogin can help with centralized management for assigning access control and making it easier for organizations.

The key is that managing permissions and security is essential to protect your business’s sensitive info from any threat – it’s like being the bouncer at a club – you need to know who’s on the list and who should be kicked out.

Managing User Access

Secure user access is a must for any organization. It means granting and limiting rights to users based on their roles and responsibilities. Thus, only approved persons can reach confidential data. Managing user access correctly not only boosts safety but also authorizes accountability.

To manage user access successfully, organizations should install dependable authentication and authorization procedures. Authentication verifies the identity of users, and authorization decides what activities they are allowed to do. Access controls can be put in place at different levels, including physical, network, system, application, and data levels.

Organizations should also frequently review user permissions to guarantee they are suitable for their roles and responsibilities. This helps to lessen the risk of unauthorized access due to human mistakes or variations in job duties. Moreover, users should get correct training on safety best practices and policies.

Don’t leave your organization open to cyber threats due to weak user access management protocols. Take proactive measures right away to enhance the security posture of your organization by introducing solid authentication and authorization mechanisms and conducting regular reviews of user permissions. Be watchful in protecting sensitive data from unauthorized access as it is vital to keeping trust with clients and upholding the standing of your business. Lock it up tight or your sensitive data might take a vacation without your consent.

Securing Your SharePoint Site

Securing a SharePoint site should be priority one. Limit access to control content and features. Multi-factor authentication provides extra protection. Regularly audit for vulnerabilities and security breaches. Keep the site up-to-date with security patches and updates.

Capital One’s 2019 data breach is an example of why security is important. Over 100 million customers’ personal data was exposed due to a misconfigured firewall. Unauthorized access to SharePoint files was the result. Take action now to avoid similar disasters.

Troubleshooting Microsoft SharePoint

To troubleshoot Microsoft SharePoint effectively, you need to be familiar with its common issues and resolutions, as well as Microsoft support resources. These sub-sections under the Troubleshooting Microsoft SharePoint section of the article on “How to Use Microsoft SharePoint” will help you address the challenges you may encounter while using this collaboration and project management tool.

Common Issues and Resolutions

SharePoint is great – but can have issues needing troubleshooting. Here are some common issues and resolutions to help get back on track:


  • Check user permissions for the relevant site or document library.
  • Review security settings and verify authentication details.
  • Ensure all users have proper licensing.

Slow Performance:

  • Check platform performance, internet connection, server utilization & resource allocation.
  • Clean up orphan data, unused components, and temporary files regularly.

Search Problems:

  • Ensure SharePoint content has been crawled.
  • Frequently monitor and update keyword search elements (metadata tags, config settings) to optimize results.

Unable to Edit or Save Files:

  • User may not have sufficient permission or ownership of the file/folder.
  • Data validation issues (shared values, format compatibility) can cause issue too.

Verify Microsoft releases for known SharePoint bugs. Traditional spreadsheets are still used by some managers for compliance efforts, even with SharePoint available. We encountered a company earlier this year who only used Excel for annual compliance reports. After shifting to a team-based reporting system in SharePoint, the process was streamlined and collaboration opportunities created. Solving SharePoint issues can be tricky – so dive into Microsoft support resources!

Microsoft Support Resources

Microsoft provides lots of support for users facing SharePoint issues. These include:

  • online forums,
  • documentation,
  • phone support, and
  • the Microsoft Partner Network.

On the forums, users can ask questions and get help from Microsoft employees or other people. The docs have step-by-step guides and FAQs. You can also submit requests on the Microsoft Support website or call for 24/7 support.

The SharePoint Patterns and Practices (PnP) program is a special resource. It brings open-source tools and guidance for developers customizing their SharePoint solutions. The community-driven program has code samples, tutorials, and best practices.

Forrester Research found that enterprises using SharePoint make a 301% ROI over 3 years. That shows how important it is to have access to resources when you have SharePoint issues. With these troubleshooting tips, you’ll be able to take control of SharePoint again!


To conclude, you now have a good understanding of how to use Microsoft SharePoint for your collaboration needs. With the detailed explanation of its features and how they work, you are now ready to implement this tool for your team’s benefit. As a final note, let’s quickly go over the key takeaways and insights from this article.

Final Thoughts on Using Microsoft SharePoint

Microsoft SharePoint is a powerful tool that can benefit businesses. It helps with document management, project tracking, and communication.

Customized workflows and automated tasks can be created, increasing efficiency and productivity.

Advanced security features such as access controls, permissions settings, and auditing make sure confidential data is kept safe.

To get the best from SharePoint, it must be configured for your needs. This may involve help from a consultant or using internal resources. Training and support will also help users get the most out of the software.

Microsoft SharePoint is an investment that can improve collaboration, efficiency, and security. Exploring its features and tailoring it to your needs can unlock more value.

Frequently Asked Questions

1. What is Microsoft SharePoint?

Microsoft SharePoint is a web-based collaborative platform that allows businesses to store, organize and share information across teams and projects. It is a tool that integrates with Microsoft Office suite and provides various features such as document management, content management, and workflow management.

2. How do I navigate Microsoft SharePoint?

To navigate Microsoft SharePoint, you can use the left-hand navigation bar or the site content page. You can also use the search bar to look for specific files, pages, or people within the SharePoint site.

3. How do I upload a document to Microsoft SharePoint?

To upload a document to Microsoft SharePoint, open the document library where you want to upload the document, click on the “Upload” button, select the file, and click on “Upload.” You can also drag and drop the file into the document library.

4. How do I manage permissions for Microsoft SharePoint?

To manage permissions for Microsoft SharePoint, go to the site settings page, click on “Site permissions,” and select the user or group that you want to give permissions. You can choose to give them different levels of permission, such as full control or read-only access.

5. How do I collaborate with others on a document in Microsoft SharePoint?

To collaborate with others on the document in Microsoft SharePoint, select the document you want to collaborate on, click on the “Share” button, and enter the email address or names of the people you want to work with. You can also set different permissions for each person.

6. How do I customize Microsoft SharePoint?

To customize Microsoft SharePoint, go to the site settings page, click on “Site information,” and select the “Edit” button. From there, you can customize the site’s theme, layout, and content. You can also add custom web parts and apps to the site.

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