SharePoint Basics Beginner Tutorial

Introduction

This tutorial is designed for beginners who want to learn the basics of SharePoint, a platform for creating intranet sites within organizations. It will guide you through the key features of SharePoint, including site structure, navigation, document management, and collaboration tools. By the end of this tutorial, you will have a foundational understanding of how to effectively use SharePoint in your workplace.

Step 1: Understanding SharePoint Overview

• SharePoint is a customizable web platform similar to WordPress, but it is specifically designed for internal organizational use.
• It allows employees to create, manage, and collaborate on documents and information within their organization.

Step 2: Exploring SharePoint Site Structure and Hierarchy

• Recognize that SharePoint sites have a hierarchical structure:
  • Sites: The main containers for your content.
  • Subsites: Additional sites under the main site for specific teams or projects.
  • Lists and Libraries: Places to store and manage your data and documents.
• Familiarize yourself with how these components interact and support collaboration.

Step 3: Accessing SharePoint Sites

• Navigate to your organization’s SharePoint homepage or directly to the specific site you need.
• Ensure you have the necessary permissions to access the sites and content you are looking for.

Step 4: Introducing Site Navigation

• Use the Quick Launch Bar for easy access to key areas of your site.
• Explore the Global Navigation for broader access to different site collections.
• Understand how to use menus and links to find content efficiently.

Step 5: Managing Site Permissions

• Learn about user roles and permissions:
  • Owners: Full control over the site.
  • Members: Can edit and contribute content.
  • Visitors: Read-only access.
• Adjust permissions as necessary to control who can view or edit content.

Step 6: Working with Apps

• Explore the different apps available within SharePoint, such as calendars, task lists, and discussion boards.
• Access apps through the Site Contents area for easy management.

Step 7: Utilizing Libraries

• Understand the purpose of document libraries for storing files.
• Learn how to create and manage libraries:
  • Click on “New” to create a library.
  • Use the drag-and-drop feature to upload files.

Step 8: Creating and Editing Documents

• Create new documents directly within SharePoint.
• Use the built-in editor for basic document editing.
• Save your changes to ensure your work is up-to-date.

Step 9: Managing Document Versions

• Enable versioning in document libraries to track changes.
• Review and restore previous versions if necessary.

Step 10: Understanding the Check-Out Process

• Check out documents when you need to make significant changes to prevent others from editing simultaneously.
• Remember to check the document back in to make your changes available to others.

Step 11: Implementing Content Approval

• Set up approval workflows for critical documents to ensure quality control.
• Assign approvers who will review and approve content before it is published.

Step 12: Handling Deleted Documents

• Learn how to recover deleted documents from the site’s recycle bin.
• Understand the retention policies for deleted items.

Step 13: Setting Up Alerts

• Create alerts to stay updated on changes to documents or lists.
• Customize alert settings for frequency and type of changes.

Step 14: Utilizing Advanced Search

• Use the search function to quickly find documents, lists, or sites.
• Familiarize yourself with filters to narrow down search results effectively.

Step 15: Sorting, Filtering, and Grouping Data

• Use the sort and filter options in lists and libraries to organize data.
• Group items based on specific criteria to enhance readability.

Step 16: Customizing Views and Columns

• Adjust the default view of lists and libraries to display data that is most relevant to you.
• Add or remove columns as needed to customize the information being displayed.

Conclusion

You have now learned the foundational elements of using SharePoint, from understanding its structure to managing documents and collaborating with team members. To further enhance your skills, consider exploring more advanced features or taking part in additional training resources. Happy SharePoint-ing!