Summary
Highlights
SharePoint is a cloud-based tool requiring a Microsoft 365 work or school account. To access it, go to office.com, sign in, and select SharePoint from your apps. SharePoint is distinct from OneDrive (personal storage) and Teams (real-time communication); it's the central HQ for official, structured team files. The video demonstrates creating a SharePoint Team Site for 'Kronos Tours HQ,' emphasizing starting with a standard template for a clean slate and better understanding of core functionalities. During creation, set privacy, add owners and members, and configure language.
The SharePoint site includes core links like Home, Conversations (Outlook inbox), Documents, Notebook (OneNote), Pages, Site Contents, Recycle Bin, and Edit (for navigation). You can add or remove members and adjust their permissions via the 'members' link at the top right. Site settings (gear icon) allow changes to site description, privacy, and appearance. Customization options include navigation style (left or horizontal), themes, header design (compact or standard), and fonts. The site logo can also be changed and acts as a link back to the homepage.
The Documents library is key for file collaboration. You can create new documents (Word, Excel, PowerPoint, etc.), upload files, or drag and drop them directly. Files can also be saved directly from desktop Microsoft apps to the SharePoint site. Instead of creating nested folders, which leads to disorganization, SharePoint uses metadata (columns) for better file management. The video demonstrates creating a 'Mission Error' choice column (e.g., Prehistoric, Medieval, Future) and applying it to a file. This allows for quick filtering and organization. Version history helps restore previous document versions, and the recycle bin recovers deleted files. Various view options (tiles, list) and filtering tools (by type, person, date) are available for efficient navigation.
SharePoint pages consist of sections and web parts. To customize, click 'Edit.' Sections can be resized (e.g., one-third right), and their background can be changed. Each web part (e.g., News, Quick Links) has editable properties to modify its layout (carousel, film strip, tiles). New sections can be added (e.g., one-column) and filled with various web parts like banners or countdown timers. Web parts are movable and deletable. 'Design ideas' offer quick layout suggestions, and an AI feature can generate section content based on prompts. Always republish the page after making changes for them to be visible.
New content can be added to the site via 'New,' including pages and news posts (which can also be added through the news web part). Templates are available for both, and content is fully editable. News posts can be sent to members via email, and both pages and posts are categorized as pages within SharePoint. Menus can be customized by dragging items, creating sublinks, or removing them entirely. SharePoint lists are dynamic spreadsheets living directly on the website, allowing simultaneous editing, rich data (like file attachments), and automation. Pre-built templates (e.g., Travel Request) streamline list creation, and columns can be hidden or modified. The video demonstrates adding items to a list and setting approval statuses, highlighting the filtering capabilities.
Creating separate document libraries (like a 'Media Library') is recommended over folders for different content types (e.g., photos vs. contracts). Different libraries support specific metadata and permissions appropriate for their content. The AI agent, accessible via 'New' or the top bar, can answer questions about site documents, providing summaries and identifying source files, saving time on content retrieval. The brand center allows for custom themes and fonts. Through the Microsoft 365 admin center (Org settings > Brand Center), brand managers can upload custom font packages, making them available across the organization's SharePoint sites.
SharePoint sites can be integrated with Microsoft Teams for real-time chat and online meetings. By connecting the site to Teams, selected pages, lists, and document libraries become available as tabs within the Team, creating a unified workspace. This allows for immediate conversations and access to site content directly from Teams. For site governance, regular review of permissions and archiving of old files are crucial to maintain an organized and efficient SharePoint site, preventing it from becoming a 'digital junkyard.'