Using SharePoint alongsi
Table of Contents
Introduction 1
About This Book 2
Foolish Assumptions 3
Icons Used in This Book 3
Beyond the Book 4
Where to Go from Here 4
Part 1: Getting Started with SharePoint 5
Chapter 1: Getting to Know SharePoint 7
Up and Running with SharePoint in Three Minutes Flat 8
Wrapping Your Head around SharePoint 13
No, really, what is SharePoint? 13
A Microsoft product 15
Many different SharePoint definitions 15
More than a website 18
Taking a Peek at a SharePoint Site 19
Getting Familiar with SharePoint Terminology 21
Branding 21
Business intelligence (BI) 21
eDiscovery 22
Identity management 22
Mobile 23
Records management and compliance 23
Search 24
Social 24
Web content management 24
Workflow 25
Chapter 2: Introducing SharePoint in Microsoft 365 27
Accessing and Using SharePoint 28
Getting Familiar with SharePoint Online 28
Determining What Version of SharePoint You Are Using 30
Understanding Why SharePoint Online Has Become So Popular 30
Differences between SharePoint Online and SharePoint On-Premises 31
Exploring the Benefits of SharePoint Online 33
Data center and hardware 33
Software platform 34
Backup, redundancy, and security 35
Chapter 3: Wrangling SharePoint Functionality 37
Coming to Terms with Website Templates 38
Show Me the Apps 39
Working with Web Pages 40
Site page 42
Wiki page 42
Web Part page 42
Publishing page 43
Understanding Web Parts 43
Digging into SharePoint Features 44
Integrating with Office 45
Part 2: Diving Headfirst into SharePoint 47
Chapter 4: Discovering SharePoint in Your Pocket 49
Installing the SharePoint Mobile App 49
Installing on iOS 50
Installing on Android 50
Signing into the SharePoint Mobile App 51
Finding Your SharePoint Stuff with the Find Tab 53
Exploring a SharePoint site 54
Opening navigation 55
Getting the Latest News with the News Tab 56
All About You with the Me Tab 57
Chapter 5: Understanding SharePoint Sites 61
Accessing SharePoint Sites in Microsoft 365 61
Exploring the SharePoint Team Site 64
Finding your way around 64
Uploading documents 65
Sharing your Team site 66
Creating a SharePoint Site 70
Create a subsite from your web browser 70
Create a site from the SharePoint Mobile App 72
Requesting a SharePoint Site 74
Grouping Sites with Hub Sites 75
Chapter 6: Working with Web Pages and Web Parts 77
Understanding SharePoint Web Pages 78
Creating a Site page 78
Creating a Web Part page 80
Creating a Wiki page 82
Introducing the Ribbon 83
Deciding What Type of Page to Create 84
Digging into Web Parts 85
Adding a Web Part to Your Page 85
Choosing the Right Web Part 89
Changing Web Part Properties 92
Reviewing Web Part properties 92
Editing Web Part properties 93
Minimizing or deleting Web Parts 94
Connecting Web Parts 95
Managing Pages 97
Categorizing Your Wiki Pages 98
Taking a Peek into Custom Page Designs 99
Chapter 7: Adding Content to SharePoint 101
SharePoint as a Content Management System 101
Wrangling the Overwhelming Mountain of Digital Content 102
Getting Your Documents into SharePoint 103
Uploading a single document 104
Uploading multiple documents 106
Updating document properties using Edit in Grid view 106
Creating New Content in SharePoint 108
Using the SharePoint Mobile App to Peek at Content on the Go 109
Chapter 8: Discovering SharePoint in Microsoft Teams 113
Using Teams in Microsoft 365 114
Understanding the Marriage of SharePoint and Teams 116
Accessing SharePoint files in Teams 116
Using the Teams wiki and finding it in SharePoint 118
Adding SharePoint Pages and Lists to Teams 119
Chapter 9: Working with SharePoint from Microsoft Office 123
Getting Familiar with Office Versioning 124
Working with Office on Your Desktop or Laptop 124
Installing Microsoft Office 125
Saving a new document to SharePoint 127
Opening a document from SharePoint 129
Working with Office on Your Smartphone or Tablet 131
Saving a new document to SharePoint 131
Opening a document from SharePoint 133
Chapter 10: Getting Social 135
Sharing and Following SharePoint Sites 136
Setting up alerts 139
Managing alerts 142
Staying Up to Date with News 143
Information Sharing with Blog Style Sites and Wikis 144
Creating a blog-style site 145
Publishing a new post 145
Using wikis to collaborate and coauthor 146
Communicating with Discussion Boards 149
Creating a Discussion Board app 149
Posting and replying to a subject 149
Connecting with Others Using RSS Feeds 151
Viewing RSS feeds 151
Reading RSS feeds with Outlook 153
Part 3: Customizing SharePoint 155
Chapter 11: Customizing SharePoint with Apps 157
Introducing SharePoint Apps 158
Adding Apps to Your Site 159
Accessing App Settings 160
Configuring the General Settings 164
Changing the title, description, and navigation 164
Versioning settings 164
Advanced settings 167
Validation settings 171
Audience Targeting settings 172
Rating settings 172
Form settings 173
Chapter 12: Developing a Custom App 175
Planning Your App 176
Creating Your App 176
Adding columns to your app 177
Working with the Title column 184
Importing a Spreadsheet as an App 186
Taking Your App to the Next Level: Calculated and Lookup Columns 188
Creating a calculated column 188
Using a lookup column 190
Keeping Track of Locations 191
Downloading Apps from the SharePoint Store 191
Chapter 13: Taking Control of Your Profile and Content 193
Organizing Your Personal Content with OneDrive 193
Saving stuff with OneDrive 195
Creating or uploading documents in your OneDrive 196
Expressing Yourself with Your Profile 198
Creating a holistic profile experience 198
Filling in your profile information 199
Tracking Your Favorite Sites 201
Chapter 14: Organizing and Viewing Content 203
Working with Documents 204
Using the ellipsis 204
Editing a document’s properties 206
Viewing documents in the browser 208
Sharing Your Documents 209
Recovering Deleted Documents 209
Uploading Documents into a Folder 211
Discovering SharePoint Views 215
Switching the view 215
Getting to know view formats 217
Creating a Standard View 217
Choosing columns for your view 220
Filtering apps with views 221
Grouping results 222
Quickly edit app data with Edit In Grid View (a.k.a Quick Edit) 223
Choosing a display style 225
Managing App Data in a Datasheet View 225
Using Ad Hoc Views 226
Creating a Calendar View 227
Displaying Tasks in a Gantt View 228
Managing Existing Views 229
Modifying your views 229
Setting the default view 229
Other SharePoint built-in views 230
Displaying Views via Web Parts 230
Chapter 15: Creating Workflows with Microsoft Power Automate 231
Understanding Workflow 232
Introducing Microsoft Power Automate 232
Signing into Microsoft Power Automate 232
Getting familiar with Power Automate 233
Building your first flow 236
Using the Traditional SharePoint-Only Workflow 240
Chapter 16: Getting Answers with Microsoft Forms 243
Signing into Microsoft Forms 243
Creating a Form in Microsoft Forms 244
Analyzing Microsoft Forms Data 247
Displaying a Form in SharePoint 248
Capturing Forms Data in SharePoint 250
Part 4: Becoming a SharePoint Administrator 251
Chapter 17: Building Business Apps with Power Apps 253
Introducing Power Apps 253
Signing into Power Apps 254
Getting familiar with Power Apps 254
Building your first Power App 256
Sharing your Power App 260
Using Power Apps on your Mobile Device 261
Embedding a Power App within a SharePoint Page 261
Viewing SharePoint Sites in a Web Browser on a Mobile Device 262
Creating views for small screens 263
Targeting devices using channels 263
Chapter 18: Realizing You Are a SharePoint Administrator 265
Changing Your Site’s Basic Information 266
Finding Site Settings 267
Digging into Site Settings 269
Look and Feel 269
Site Actions 272
Site Collection Administration 272
Microsoft Search 273
Web Designer Galleries 273
Site Administration 275
Search 275
Getting a High-Level View of SharePoint Features 277
Turning Features On and Off 278
Exploring Common Features 279
Extending SharePoint with Features 280
Changing the Look and Feel of Your Site 280
A note on fonts 283
A word on usability 284
The benefits of composed looks 285
Checking Out SharePoint Metrics 285
Chapter 19: Configuring Site Navigation 287
Changing Team Site Navigation 288
Staying local with Quick Launch 288
Adding quick links to a page 290
Taking on Advanced Navigation 294
Configuring SharePoint navigation 294
Configuring global navigation 295
Configuring current navigation 296
Configuring Static Navigation 297
Navigating with Web Parts 300
Understanding Managed Navigation 301
Chapter 20: Creating a Client or Partner Portal 303
Sharing a Site with External Guests 303
Inviting Guests Using Outlook Groups 308
Planning for Your Client or Guest Portal 308
Launching Your Portal 310
Creating a Public-Facing Website 311
Chapter 21: Securing SharePoint 313
Using SharePoint Groups 314
Adding users to a group 315
Understanding the permission structure 316
Securing a site collection 318
Securing Apps, Folders, Documents, and Items 319
Creating unique permissions for a subsite 320
Removing existing permissions 321
Creating unique permissions for an app or document 321
Managing permissions scenarios 323
Viewing a group’s permissions 324
Checking a user’s permissions 325
Granting Administrative Access 327
Viewing Site Permissions 328
Locking Down a Partner Portal 331
Permissions in SharePoint Online versus SharePoint On-Premises 332
Going Further with Custom Permissions 332
Part 5: Managing Enterprise Content 335
Chapter 22: Managing Content and the Content Lifecycle 337
Starting Simple: Co-Authoring 338
Checking a Document In and Out 338
Configuring Content Approval 340
Turning on content approval 341
Identifying approvers 343
Casting an approving eye 343
Disapproving: Not just for stern parents 345
Getting alerts on approval/rejection status 346
Digging into a SharePoint Records Center 346
Defining the terms 346
Creating information management policies 347
Setting Up a Records Center 351
Using the Content Organizer 353
Managing Records in Place 355
Placing Records on Litigation Hold 356
Chapter 23: Finding What You Need with Search 359
Understanding How SharePoint Search Works 359
Searching for Content 360
Searching for a string using quotation marks 361
Wildcard searches 362
Including and excluding terms 362
Building compound search queries using Boolean operators 363
Getting fancy with the parentheses 363
Finding terms in proximity 364
Same meaning, different terms 364
Viewing and Refining Search Results 365
Making Search Your Users’ Best Friend 366
Removing Content from Search Results 372
Reviewing Search Analytics 373
Adding a Search Center Site 373
Chapter 24: Integrating with Power BI 377
Signing into Power BI 377
Installing the Power BI Desktop 378
Building Your First Power BI Report 380
Pulling Data into Power BI from SharePoint 383
SharePoint Library app 384
SharePoint List app 386
Displaying a Power BI Report on a SharePoint Page 386
Part 6: The Part of Tens 389
Chapter 25: Ten Hot SharePoint Topics 391
Getting Up to Speed with SharePoint 391
SharePoint Online Videos 392
SharePoint Online Official Documentation 392
SharePoint Development 392
SharePoint Power Automate 393
Taking SharePoint for a Spin 393
Staying Current: The SharePoint Blog 394
New On-Premises Features in SharePoint Server 394
Plan for SharePoint 394
SharePoint from the Leader 395
Chapter 26: Ten Ways to Maintain Control with Governance 397
Failure Is Not an Option (Neither Is Looking Away and Whistling) 398
Getting Executive Buy-In and Support 398
Building an Effective Governance Group 398
Finding the Right Level 399
Yours, Mine, Ours: Deciding Who Owns What 399
(Re)Visiting Social Networking Policies 400
Applying Consistent Design and Branding 400
Implementing Effective Content Management 401
Reusing Web Parts 401
Keeping Things Current: Web Operations Management 401
Chapter 27: Ten Ways to Become a SharePoint Server Guru 403
Getting Information from the Horse’s Mouth 404
Reading SharePoint Blogs 405
Finding Local User Groups 406
Building a Virtual Lab 406
Starting with a Good Foundation 407
Borrowing from Others 407
Getting Certified 408
Taking a Peek under the Covers 408
Digging Deeper under the Covers 408
Deconstructing a SharePoint Site 409
Index 411
