Training – Introduction to SharePoint Online for Collaboration and Document Management

Introduction to SharePoint Online for
Collaboration and Document Management

Suhail Jamaldeen
Consultant & Trainer – Office 365 | SharePoint
Speaker
Blogger – www.Suhail.Cloud
www.twitter.com/SuhailCloud
www.facebook.com/Suhail.Cloud
#SuhailCloud
About Me

Agenda
Module 1: SharePoint Overview
Module 2: Accessing SharePoint
Module 3: SharePoint Libraries
– Break (15 minutes)
Module 4: SharePoint Lists
Module 5: SharePoint Search
Module 6: SharePoint Wikis
– Lunch Break (1 hour)
Module 7: SharePoint Online Social Features
Module 8: Discussion Boards
– Break (15 minutes)
Module 9: Community Sites
Question and Answers

Additional Learnings (Out of scope)
– Communication Sites
– SharePoint Mobile App
Agenda

Module 1: SharePoint Overview

• The business collaboration platform by Microsoft.
• Organizations use SharePoint to implement their Intranet
• You can use SharePoint as a secure place to store, organize,
share, and access information from any device.
What is SharePoint

• Team collaboration
• Document storage and management
• Web sites
• Social networking
• Search
• Intranet
• A platform for building custom applications
SharePoint is typically used for

• Share documents
• Publish announcements
• Create and manage tasks
• Share calendars
• Create knowledgebase using Wikis
• Publish links to internal and external resources
• Create discussions
SharePoint Team Collaboration

• Features not available with local and network file storage:
• Metadata
• Check in/out
• Alerts – automatic emails about library changes
• Versioning
• Content approval
• Views (reports)
• Additional Library Options
• Folders
• Windows Explorer views
• Recycle Bin
SharePoint Document Management

• The HR web site
• The Sales portal site
• The Internet site
• Knowledge base wikis
Web Sites

• User access can be controlled by Site Owners at these levels:
• Sites
• Document libraries and lists
• Folders within libraries
• Individual documents / list items
• SharePoint is “Security Trimmed” – There may be content in
a site that you will not be able to see!
• There may be content that you can edit, but others cannot
• Search will not find items that you do not have permissions
to see
SharePoint Security

SharePoint commonly defines three groups
• Owners
• usually have Full Control over a container, e.g., a site collection or a subsite
• Members
• usually have Edit permissions
• Visitors
• usually have Read Only permissions
but you can modify them if you need to, and you can set up additional groups
for special requirements.
SharePoint Online People and Groups

• Managed by Site Admin at Access Request Setting
• Site Settings -> Site Permission ->Access Request Settings
Sharing options

Module 2: Accessing SharePoint Online

• Logging onto SharePoint Online
• Go to https://portal.office.com and select SharePoint tile
• or go to the SharePoint Online site url
• SharePoint Navigation – The SharePoint Suite Bar
Accessing SharePoint Online
Notifications
Menu
Settings
(Site Actions)
Help
My Accounts
Menu

• SharePoint Navigation – The SharePoint screen
The Ribbon and ribbon tabs
Site icon and Site name
Search Box Search Scope
Tabs to this site and
subsites

• SharePoint Navigation – The Title area crumb trail
• Classic Experience
Library name Folder name
Search the entire site or filter just this
list/library
List of available
views, click “…” for
more
Content of the “Training Materials” folder

• Modern Experience
Library name Folder name
List of available
modern views Filters
Details Pane

• Classic SharePoint site
• Modern Site
• You can see all following sites
• from “https://domain.sharepoint.com/_layouts/15/sharepoint.aspx”
Follow a SharePoint Online Site

• Classic Experience
• Follow option is not available for Modern
Experience (11th Nov 2017)
Following a Document

Go to One Drive for Business and switch to Classic Experience
View following Documents

• Clicking “Browse” hides the ribbon
• The Page ribbon is used to edit the page (if you have
rights to do so!) and to add Tags and Notes about the
page
The Ribbon

• Ribbons change based on the size of the browser screen
• The entire sections are reduced
to a single button
• Many ribbon options may be grayed out depending on
your permissions and the last item clicked
The Ribbon

• Located on the left
• Generally links to content within this site but
can include external links
• Site Content - Displays a list of all lists, libraries
and sub sites in the current site.
This is the “Lists of lists” for this site
Quick Launch

• Recycle Bin - Contains any documents you
have deleted while using this site. Items
typically stay in the recycle bin for 30 days.
• Edit Links - Site owners can add custom links
Quick Launch

• The owner of the site can add and remove web parts to
provide quick access to commonly accessed content
Home page Web Parts

Users can choose to use default site settings or specify their
own personal settings, which would override your site-level
settings.
• Welcome -> My account ->Settings
-> Language and Time zone
Language and Region

Module 3: SharePoint Libraries

SharePoint libraries store files, similar to disk drives or network
shares, but with many more features
• Examples of Libraries:
• Document, Asset, Pages, Site Pages, Site Assets
• We can create Custom libraries
• Purchase Orders, Contracts, Team Presentations…
SharePoint Libraries

• Used to store documents such as Word, Excel, PowerPoint
and PDF
• Can be searched on title, metadata and in many cases
every word in the document
• Can support tracking multiple versions, manage document
release (approval) and control concurrent access (check
out/in)
Document Libraries

• Document libraries can be displayed:
• As a web part on a page
• Display a summery
• Can set custom views summary.
• As a library page
• Will have all the views
• Ribbon and Dropdown for Actions
Document Libraries

• To open a document for reading (this will not check it out)
• Click on the name (Modern and Classic)
• Select navigating through three dots (Modern and Classic)
• Select from the Top Menu (Modern)
Accessing Documents

• Provides browser based viewing and editing of Word, Excel,
PowerPoint, PDF and OneNote files
• A local install of Office is not required to view and edit the
files
• Co-authoring
• Multiple users can edit files concurrently with real-time updates
Office Online

• To ensure that other users cannot change a document while
you are editing it you should use Check Out
• The document will remained locked from edits and deletes
by other users until you check it in
• If the library has been setup to require check out then the
document will be checked out when you click “Edit
Document”
• Library Settings -> Versioning Settings -> Require Check Out
Checking out documents
Not checked out Checked out

Checkmark the document
• Click on top menu (Modern)
• Click Delete (X) in the FILE ribbon
Deleting documents

• Site Recycle Bin
• Deleted documents will be moved to the Recycle Bin
• Can be recoverable within 93 days.
• Site Settings -> Recycle Bin
• Second-Stage Recycle Bin
• When an item is deleted from the site recycle bin, it is move to
second-stage recycle bin.
• Site Settings -> Recycle Bin -> Second-Stage Recycle Bin
Recycle Bin

• SharePoint can email or text you when documents are
added, deleted or changed
• Alerts can be requested for any changes to the list/library
or to a single file
• Ribbon -> Alert Me ->
Manage My Alerts
Alerts

• Only send me alerts when:
• All changes
• New items are added
• Existing items are modified
• Items are deleted
• Web discussion updates
• Send me an alert when:
• Anything changes
• Someone else changes a document
• Someone else changes a document created by me
• Someone else changes a document last modified by me
Some Alert options include

When to Send Alerts
• Send e-mail immediately
• Send a daily summary
• Send a weekly summary
Some Alert options include

• Upload Buttons (On the ribbon and library menu)
• Drag and drop documents from Windows Explorer onto the
library page
• Drag and drop documents using Open with Explorer (a
Windows Explorer view of the library)
• Upload options will vary by browser:
• Drag and drop: IE 10 and recent versions of Firefox and other browsers
• Upload files using Windows Explorer: IE 8 and later (but not other browsers)
Uploading documents

Classic Experience
Uploading documents

Modern Experience
• Can upload Filer or Folder through the button
• Drag and Drop
Uploading documents

• Some file types are blocked from uploading if the site
doesn’t allow you to run custom script.
• .aspx, .asmx, .ascx, .master, .xap, .swf, .jar, .xsf, .htc
• Allow or prevent custom script
• https://support.office.com/en-us/article/Allow-or-prevent-custom-
script-1f2c515f-5d7e-448a-9fd7-835da935584f
Blocked File Types

• Microsoft recommends to group files and create folders
• Create Folders
• By clicking on New Folder Button
• By drag and drop
Creating Folders

• Documents can be created in Office applications (Microsoft
Office 2016) and save directly to SharePoint Library
• Documents can be created locally and then uploaded to a
library
• Documents can also be created by clicking the New button
in the library’s toolbar
Creating New Documents

The Site Owner may require that a list item or a document be
reviewed and approved prior to being visible to other users on
the site.
• If the Content Approval feature has been enabled then newly
created or uploaded items are visible to only the user who created
them and to the users with permissions to approve list items. All
other users will not know that the document exists.
• A user with approval rights (possibly the site owner) then reviews
and approves or rejects the item.
Content Approval

• A history of document changes
• The ability to revert to a previous version
• The ability to view previous versions
• Libraries and Lists can track major versions (1, 2, 3) while
libraries can also track minor versions (1.1, 1.2, 1.3)
• Versions are created:
• When a file is first created or uploaded
• When a file is uploaded with the same name as an existing file
• When the properties are changed
• When a file is opened, edited, and saved
• When a file is checked out, edited, and then checked in
Versioning

SharePoint lists and libraries can have alternate views that limit
or filter displayed columns and/or rows
• Views can be thought of as reports
• By default a document library has these views:
• All Documents
• My Submissions (if Content Approval is enabled)
Library (and List) Views

• Stores videos and provides in-browser streaming of .WMV
files (Silverlight needed)
• Thumbnails are automatically created as pictures are
uploaded
Asset Libraries

• Thumbnails are automatically created as pictures are
uploaded
• Includes Thumbnail, All Pictures and Slides views
Picture Library

Module 4: SharePoint Lists

• Used to store text
• Can be searched
• Shares a common set of features with libraries including
views, versioning and content approval
• Can be created from a set of standard list templates, or can
be a completely custom list
• Examples: Tasks, Announcements, Calendars and Issues
SharePoint Lists

Lists consist of:
• Columns (also called Fields or Metadata)
• Standard Views (think of “reports” with rows and columns)
• Calendar, Gantt and other special views
SharePoint Lists

• Site Owners can create custom lists with their choice of
columns.
• “For Sale” list for used computer equipment.
• Columns: Description, Category, Quantity, Price, Total (calculated!),
Start Date, End Date
• Views: All Items, Grouped by Category, Sale Calendar
Custom Lists

• Task lists are used to assign work to team members and
track progress
• Task lists can send email notices when tasks are assigned
Files can be attached
• A web part can be added to the site to remind the logged
on user of their tasks
Using SharePoint Task Lists

• All Tasks – all tasks in the list
• Calendar – displays the tasks in a calendar format
• Completed – filters the task list to show only
completed tasks
• Gantt chart –
• Late Tasks – filters the task list to show only past due
tasks
• My Tasks – displays only the tasks for the current logged in user
• Upcoming – filters the list to show incomplete tasks (not 100%)
with a future due date
• Your site owner may have created additional views for the list
Task List Views

• You can synchronize SharePoint task lists with your Outlook
so you can see, edit and create tasks in both SharePoint and
Outlook.
• Click “Connect to Outlook” to link the task list to Outlook
• New tasks created in SharePoint will be displayed in the
linked Outlook task list
• New tasks created in the linked task list will appear in
SharePoint (if you have permissions to create tasks in that
list)
Synchronizing Task List with Outlook

• Do not represent the activities of a single user, but contains
events of interest to the entire team
• Can show single events, multi-day events, reoccurring
events and all day events
• Can be synchronized with Microsoft Outlook
• Can be exported to Excel
• These just lists! (that default to a calendar view)
SharePoint Calendars

Calendar Navigation
• Select a month or
Select a display format:
To add a new event,
click New Event
or Add:
SharePoint Calendars

• Dealing with long lists of events
• Individual dates can be expanded or contracted with “more items”
and “collapse”
• The entire calendar can be expanded from the ribbon with
“Expand All” and “Collapse All

Look and feel like ordinary lists, but are linked to data outside
of SharePoint
Integrated using Business Connectivity Services
• Sources might include SQL Server, Oracle, web services
• Can have views
• Cannot be customized (adding columns, etc.)
• Typically do not support Alerts or Workflows
External Lists

Module 5: SharePoint Online Search

A Search Center is where users enter search queries and view
the search results.
Search Center site is automatically available
at <host_name>/search/
Search is security trimmed
Content Search is available
SharePoint Online Search

SharePoint Online Search
Search Scopes /
Result Sets
Results
Refiners
Mouse-over
details and
preview

• Type a series of words to find documents that contain all of
those words:
• sharepoint security
• Type a phrase in quotes to find that exact phrase:
• "sharepoint security"
• Add wildcards to the end of words: (but not at the beginning)
• sharepoint work*
• Use a minus sign to exclude a word:
• sharepoint -security (must include “sharepoint” and exclude “security”)
Search tips

• Use properties:
• author:suhail (“:” means “contains”)
• author=“Suhail Jamaldeen”) (“=” means “exact match”)
• Find files by file extension:
• FileExtension='docx'
• Find files by size:
• size>10000000
• Use Boolean logic:
• ( AND OR must be in uppercase!)
• (sharepoint OR wss) AND security
Search tips

Module 6: SharePoint Wikis

A wiki library is a document library in which users can easily
edit any page
A knowledgebase where team members can quickly add
hyperlinked content with no knowledge of HTML, hyperlinks or
web page creation
Examples:
• A corporate acronym database
• A helpdesk knowledgebase
• A team brainstorming tool
SharePoint Wikis

Editing a Wiki:
Click the Ribbon’s Page tab and click Edit
To add a link to a wiki article (new or existing):
Type double square brackets around the linking word:
Click Save in the ribbon to save
your changes
Click on the linking word
(now with a dashed
underline) and write the
article about the word
SharePoint Wikis

• Article Version History
SharePoint Wikis

• Incoming Links
• A list of all other wiki articles that link to this article
SharePoint Wikis

• Two views of a wiki
SharePoint Wikis
Click “View All Pages” to
display the wiki as a list
Click the wiki’s name in
Quick Launch to display
the wiki’s Home page

Module 7: SharePoint Online Social Features

• Office 365 includes two options for enterprise social
features
• Yammer
• SharePoint Newsfeed
SharePoint Online Social Features

• Allows us to have a feed and have conversations around
documents or projects happening in our office
• Allows for open based conversation and everyone can
participate
Yammer

• Update Status
• Like, reply, share, bookmark and many more on a status
• Share Documents
• Share files form SharePoint or Upload to Yammer
• Create Poll
• Praise a colleague
• Create Group
• Follow Documents and people
What is fun with Yammer?

• #hashtags
• Mentions with @ sign
What is fun with Yammer?

You can add Yammer feed web part to SharePoint Online page
Yammer Feed Web Part

Originally “web logs”, blogs are web pages built around a
series of articles, usually displayed in reverse chronological
order
Blog articles are assigned to categories
Most blogs accept comments from readers
A SharePoint blog is a SharePoint site with lists and libraries to
support blog features
SharePoint Blogs

• Personal blog is located under Delve
SharePoint Blogs

• SharePoint site with “Blog” template
SharePoint Blogs
Click categories to filter the blog Admin links for users with edit
rights
Most recent
blog article.
Scroll down for
more…

First edit the list of categories:
• Click the Manage Categories link
in the Blog tools area
• Edit or delete the existing
categories and add your categories
• A category is used to quickly group
articles by a broad topic and is usually
one or two words
Manage SharePoint Blogs

• Create articles:
• Click “Create a post” or
• click “Manage posts” and work from a list view
• Write the article, assign to a category and enter a publish date
(this will control display order)
• Get the article approved (if Content Approval is enabled)

Read Comments
• Click “Comment” at the bottom of an article to view or add
comments

Module 8: SharePoint Discussion Boards

• Online sharing of information
• Q&A discussions
• Discussions are listed with most recently updated topics
displayed first
• A good replacement for group e-mail discussions
Discussion Boards

• To start a new discussion
• Display the discussion list and click New Item
in the ribbon, or the “new discussion” link
• To read a discussion
• Display the discussion list and click the title of the discussion
• To reply to a discussion
• Click Reply!
• Three views
• Flat, Threaded and Management
• The Management view displays the Moderation ribbon

Module 9: SharePoint Community Sites

Today most users expect more from forums and discussion
boards and expect features like moderation, rating scales and
social rewards.
Use the Community Site template to create a subsite with
these additional features:
• Grouping of discussions by categories
• Tools to drive user participation including “badges” and points
• Social features such as “like”
• Tools to moderate and manage discussions
SharePoint Community Site

Requesting Access
• A Community Site can be setup as
• a private community (members only),
• a closed community (over for view, but only members can contribute)
• or an open community where everyone has immediate access and can
contribute.

Exploring Existing Topics
• Categories - the Community Site owners can create categories to
simplify the organization of the discussions.
• Views - The home page discussion list has multiple views available
to filter the display of topics.
• All discussions can be searched!
• You can show more or less detail when viewing a discussion by
using the Expand Post and Collapse Post buttons

What else can you do?
• Mark an Answer as a Best Reply
• Create Alerts so you will be notified about updates to discussions
• Contribute!

https://support.office.com/en-us/article/SharePoint-Online-
limits-8f34ff47-b749-408b-abc0-b605e1f6d498
SharePoint Online limits

Additional Learning – Communication Sites

A SharePoint communication site is a great place to share
information with others.
You can share news, reports, statuses, and other information in
a visually compelling format.
Configurable Templates
• Topic: Select the Topic design when you have a lot of information to share,
such as news, events and other content.
• Showcase: Use the Showcase design to feature a product, team or event
using photos or images.
• Blank: Start with a blank site and make your design come to life quickly and
easily.
Communication Sites

Communication Sites - Topic design

Communication Sites - Showcase Design

Communication site
• to broadcast information out to a broad audience.
• typically only a small set of members contribute content that is
consumed by a much larger audience.
• Team Site
• Collaborate with other members of your team or with others on a
specific project, a team site is the better choice.
• typically all or most members can contribute content to the site
and the information is limited to only the members of the team or
project and specific stakeholders.
Communication site or a Team site?

Additional Learning – SharePoint Mobile App

• Available in Windows, iOS and Android
• The Sites tab
• takes you to a list of the sites you visit frequently and sites you’re
following.
SharePoint Mobile App

Gives you visibility into what the people you work with are
working on
The People tab

Provides search throughout with clean results—filtered by
sites, files and people.
Search

• Michael T. Smith
• https://support.office.com
References

Thank You
www.Suhail.Cloud
@SuhailCloud
fb.com/Suhail.Cloud

Training – Introduction to SharePoint Online for Collaboration and Document Management

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