Learning how to use SharePoint helps you get the most out of its core functionalities. Over the past two decades, SharePoint’s capabilities have evolved significantly. What started as a comprehensive suite for workflow management, document management, project management, and collaboration has gradually shifted.
Today, Microsoft has created dedicated applications for specific functions, like Power Automate for workflows and Microsoft Planner for task management. As a result, SharePoint’s role has become more focused, but it still serves as a powerful platform when used strategically.
Sometimes, you might need to pair SharePoint with third-party applications to achieve certain outcomes. That’s why it’s essential to clearly understand your goals before diving in.
This article is here to guide you through mastering SharePoint and making the most of what it has to offer.
What is SharePoint?
SharePoint is a cloud-based platform within the Microsoft 365 ecosystem designed to streamline content management, process tracking, collaboration, and information sharing. It integrates seamlessly with other Microsoft 365 apps, such as Teams for communication, Power Automate for workflows, Power BI for analytics and data visualization, and more, making it a versatile tool for businesses.
Modern SharePoint stands out for its robust, out-of-the-box functionalities. It offers a rich set of tools and features and a completely different architecture from traditional document management systems. It also provides rich security, compliance, and data classification features.
However, getting the most out of SharePoint often requires more than just a basic understanding of its features. Training is essential—not only for learning how to use its tools but also for ensuring proper governance and achieving full user adoption across the organization.
How to Create a SharePoint Site
A SharePoint site is a dedicated space where teams can collaborate, access, and store information. To create one, you’ll need a Microsoft 365 business account and the appropriate user privileges.
SharePoint offers two main types of sites:
- Communication sites: Ideal for company-wide updates and announcements.
- Team sites: Designed for real-time collaboration within specific teams or projects.
If you’re ready to set up a SharePoint site, we’ve compiled a detailed step-by-step guide to help you get started.
Key SharePoint Site Functionalities
Over the years, Microsoft has transformed SharePoint from a simple content management tool into a dynamic platform for company-wide communication and modern work. It’s no longer just about storing documents—it entails creating a centralized space for collaboration, organization, and customization.
While SharePoint’s out-of-the-box functionalities offer great value, it also provides the flexibility to go further. You can enhance your site with third-party themes, custom development, and code, tailoring it to your organization’s unique needs.
Key functionalities of a SharePoint site include:
- Conversations: Seamlessly integrate discussions and communication.
- Documents: Store, share, and manage files in a structured way.
- Notebook: Collaborate using a shared digital notebook.
- Pages: Create and manage site pages to share information effectively.
- Site contents: Access all site assets in one place.
- Recycle Bin: View and easily restore recently deleted files to their original location.
SharePoint Search Functionality
One of SharePoint’s key strengths is its ability to consolidate data from various sources—emails, hard drives, and laptops—into one secure location. While it effectively replaces outdated file systems, finding the right file can still feel tedious.
However, SharePoint's search functionality streamlines the process. Simply enter the keywords you're looking for, and SharePoint will quickly pull up the files you need, saving you time and effort.
SharePoint Lists
A SharePoint list is a collection of items, organized in rows and columns to store data. Think of it like a table in Microsoft Excel. A SharePoint list consists of headings with rows of data underneath, making it easy to manage and track information.
You can add items to a list by starting with templates such as Employee Onboarding, Event Itinerary, Asset Manager, Content Scheduler, Expense Tracker, and more. These templates help you get started quickly, ensuring consistency across your organization.
To create a new list:
- Click the New button in the top navbar.
- Select List from the dropdown menu.
- Choose from the available templates to create a blank list or import items from an Excel or CSV file. Microsoft provides several options, or you can select from those available within your organization.
SharePoint Document Library
A SharePoint Document Library is a centralized repository where your team can store and share documents. By default, every SharePoint site comes with a document library, so creating a new site automatically adds a document library to it. Additional libraries can be added to the site to organize different types of documents.
As an all-in-one file manager, document libraries allow users to navigate, search for, add files and folders, move documents, and delete items. A library is designed to streamline document management, making it easier to collaborate and maintain organized workflows.
To ensure content security, SharePoint enables administrators to create user groups for access management. These groups define who can view or modify content, restricting actions and file visibility based on user permissions.
To create a new document library:
- Click the New button in the top navbar.
- Select Document Library from the dropdown menu.
- Choose from a list of available templates from Microsoft or your organization.
SharePoint Page
While the terms SharePoint page and SharePoint site are often used interchangeably, they serve distinct purposes. A SharePoint page is a space where you can share specific content within a SharePoint site. By default, each SharePoint site has one page, but you can easily add more pages to display different content for different audiences.
For example, if you have a site dedicated to marketing, you could create a page for Brand Guidelines (with links, text, and owner information) and another for Marketing Channels, which could detail content marketing strategies.
Creating a page is simple. Just like creating a list or a document library, you start by selecting Page from the dropdown menu, then choose from the templates available to you.
SharePoint Spaces
SharePoint Spaces introduces a new way to engage with content, offering the ability to create and interact with 2D, 3D, and 360° images. These immersive environments help you visualize content in an entirely new dimension, making them perfect for dynamic presentations and interactive experiences.
SharePoint Spaces acts as a creative workspace, providing templates with structure, background themes, and even music, so you can hit the ground running. Whether you’re creating training modules, virtual tours, product pitches, or engineering models, SharePoint Spaces offers versatile options to showcase your content in an engaging way.
To create a SharePoint space, select Space from the dropdown, add a space name and description and then click Create. You can also choose a structure from the list of templates provided.
News Post
News posts in SharePoint allow you to go beyond plain text, creating engaging announcements, status updates, and news articles. With the ability to include graphics, rich formatting, and other media, news posts make it easy to communicate visually appealing and informative content. Once published, you can broadcast the information to your audience, ensuring your message reaches the right people in a dynamic way.
News Link
A news link allows you to add content from your own site or external websites and display it as a news post. Simply paste the link into the designated widget, and you can customize the preview image, title, and description. Alternatively, you can publish the link as-is without making any changes.
SharePoint Apps
With the addition of more apps, SharePoint now offers far more flexibility and functionality than just web parts.
At its core, SharePoint works well with its out-of-the-box features, but integrating apps transforms it into a true powerhouse for modern work. Apps can extend SharePoint’s capabilities, allowing you to customize your experience and tailor it to your team’s needs.
To add an app, go to the SharePoint site home page, click New, and select App. You’ll see a list of apps you can add from the SharePoint Store or from your organization’s app catalog.
Some useful SharePoint apps include:
- Recruitment Management: Streamline hiring processes by integrating tools to track candidates and manage job postings.
- Expense Tracker: Manage and track employee expenses directly within SharePoint for easy reporting and approval.
- Employee Onboarding: Simplify and automate the onboarding process with templates and workflows tailored to new hires.
- DocuSign: Easily manage and sign documents within SharePoint for seamless approvals.
- Salesforce: Integrate Salesforce with SharePoint to connect your CRM data and enhance sales collaboration.
Depending on the permissions set by your organization, you may need specific access rights to add apps. Make sure to check with your SharePoint administrator if you cannot add certain apps.
SharePoint Metadata
SharePoint metadata is a powerful tool that helps users find the right data and enhances content discoverability across the platform.
In simple terms, metadata is "data that describes other data." It’s a bundle of descriptive information used to classify, organize, tag, and understand content, making it easier to search and find what you need.
For example, if you create a PowerPoint presentation on your desktop, your file manager automatically captures metadata like the file name, creation date, author, file size, and edit history—even without user input. SharePoint takes this concept further by allowing users to create their own metadata, which can be applied to lists of files and content within a document library.
The biggest benefit of using metadata in SharePoint is the improved discoverability of content across the entire site. Nested folders, for instance, can quickly become disorganized and difficult to navigate, especially if users are unsure where to save or find files. Metadata eliminates this problem by providing a clear structure for organizing and searching content, regardless of folder hierarchy.
How to Share Files in SharePoint
Files in SharePoint function much like they would on your local computer, but with the added benefit of being stored in the cloud. Think of SharePoint as a cloud-based repository where all your documents are centralized and easily accessible.
SharePoint sites can be configured with Microsoft Teams, which makes the integration seamless and reduces the need to switch between platforms. This integration facilitates collaboration and communication and enables real-time sharing and access to files directly from Teams.
To share a specific file, simply use the search bar to find it quickly or select the name of a document library, such as Documents, from the left navigation pane. From there, you can select the file you want to share and choose the appropriate sharing options to collaborate with others.
If a SharePoint site is connected to Teams, you'll see a list of documents organized based on their location under In Channels or In Site Library.
At the top of the page, you will find a range of functionalities to manage your documents, including the ability to:
- Add a new folder, file, or link.
- Upload new folders, files, or templates.
- Edit in Grid View for a streamlined, spreadsheet-like experience.
- Sync your folders and files to stay up to date across devices.
- Add a shortcut to OneDrive for quick access.
- Pin files or folders to Quick Access for easy reference.
To manage a file or folder, select it from the list, and a set of options will appear at the top of the screen. From there, you can edit, share, or rename the file or folder as needed. You can also open the file (in a new tab) and collaborate with other team members.
Conclusion
SharePoint is a robust document management system that significantly enhances collaboration across teams and departments. Its real strength lies in its ability to be tailored to your needs, allowing you to define a structure for organizing your information utilizing document libraries, lists, and metadata. Its functionality can be further extended through the use of custom code and utilizing advanced developer options.
The customization capabilities offered by SharePoint far exceed what you typically find in other platforms, making it a versatile tool for any organization.
To fully leverage the power of your SharePoint site and ensure it is optimized for your business needs, schedule a call with us today to speak with one of our enterprise consultants.
