How to Use Microsoft SharePoint: A Beginner's Guide
Microsoft SharePoint is a web-based collaboration and content management platform that allows teams to work together, share information, and manage documents and data in a centralized location. SharePoint offers a wide range of features to improve communication, organization, and productivity within organizations. In this beginner's guide, we will walk you through the basic steps of using Microsoft SharePoint to help you get started.
Access Microsoft SharePoint: To access Microsoft SharePoint, you need to have a SharePoint site or access to a SharePoint Online site through Microsoft 365 (formerly Office 365). You can access SharePoint through a web browser by entering the URL of your SharePoint site.
Navigate the SharePoint Site: Once you access the SharePoint site, you will see the homepage, which is the landing page of the site. The layout and content of the site may vary depending on its configuration and purpose.
Use SharePoint Libraries: SharePoint Libraries are collections of documents, files, and folders. To upload files to a library, click on the library name, then click on "Upload" to select files from your computer or simply drag and drop files into the library.
Collaborate with Lists: SharePoint Lists are like Excel spreadsheets with rows and columns, allowing you to manage data. You can use lists for tasks, calendars, contacts, and more. To create a new list, click on "New" and select the list type you want to create.
Share and Collaborate on Documents: SharePoint allows you to share documents with others and collaborate in real-time. Click on the ellipsis (three dots) next to a document, then select "Share" to invite others to view or edit the document.
Use Versioning and Check-In/Check-Out (Optional): SharePoint offers versioning, which allows you to track changes to documents over time. If enabled, users can check out documents to prevent others from making changes while they work on them.
Customize Site Pages (Optional): If you have the necessary permissions, you can customize SharePoint site pages using web parts. Web parts are pre-built components that add functionality to pages. Click on "Edit" to customize a page.
Set Alerts (Optional): You can set alerts on documents or lists to receive notifications when changes occur. Click on the ellipsis (three dots) next to a document or list, then select "Alert me" to set up an alert.
Use the Search Functionality: SharePoint has a powerful search feature that allows you to find documents, sites, and information quickly. Use the search bar at the top of the page to enter keywords and filter results.
Access SharePoint on Mobile (Optional): SharePoint is accessible on mobile devices through the SharePoint mobile app. Download the app from your device's app store, sign in with your Microsoft account, and access your SharePoint sites on the go.
Conclusion:
Microsoft SharePoint is a versatile platform for team collaboration and content management. By following the steps outlined in this beginner's guide, you can start using SharePoint to share documents, collaborate with colleagues, and organize data effectively. As you become more familiar with SharePoint, you can explore advanced features, such as creating workflows, using metadata to organize documents, and integrating SharePoint with other Microsoft 365 applications for seamless collaboration and productivity. Happy collaborating!
