Mastering the Art of SharePoint Services: A Complete Guide

Introduction

In the digital age, collaboration and information sharing are key to business success. SharePoint, a web-based collaborative platform, has emerged as a leading solution for businesses worldwide. This blog post will guide you through the ins and outs of SharePoint, from basic setup to advanced features.

Understanding SharePoint

SharePoint is more than just a document management system. It’s a robust platform that integrates with Microsoft Office and allows for secure, efficient collaboration across your organization. Whether you’re sharing documents, managing projects, or fostering team communication, SharePoint has the tools you need.

Getting Started with SharePoint

Setting up SharePoint may seem daunting, but with the right guidance, it’s a breeze. This section will walk you through the initial setup process, as well as provide a tour of the SharePoint interface.

Delving Deeper: Advanced Features

Once you’ve mastered the basics, it’s time to explore what else SharePoint has to offer. From workflows to custom lists, SharePoint’s advanced features can further streamline your business processes.

Maximizing SharePoint: Best Practices

To get the most out of SharePoint, it’s important to follow best practices. This section provides tips and tricks from SharePoint experts, ensuring you’re using the platform to its full potential.

SharePoint and the Future

As digital collaboration continues to evolve, so does SharePoint. This section looks at the future and its role in the ever-changing digital landscape.

Advanced features in SharePoint

1. Next-Gen Sync Client Support: This feature allows users to sync files from this document libraries and OneDrive for Business¹.
2. Fascinating UX: SharePoint 2019 includes modern site pages, web parts, and authoring tools¹.
3. Hybrid Capability: This feature enables seamless integration between on-premises and cloud environments¹.
4. Integration with Power Apps, Power BI, and Power Automate: These powerful tools provide capabilities for building apps, reports, and workflows¹.
5. Modern Internet Information Services (IIS) APIs: These APIs improve performance and security¹.
6. Ability to create sites in different web applications from the SharePoint home page¹.

These features aim to elevate user experience and collaboration in SharePoint¹. Please note that the availability of these features may depend on the version of SharePoint you are using. For the most accurate information, please refer to the official documentation or contact your administrator. 😊

Difference between OneDrive and SharePoint

OneDrive and SharePoint are both cloud storage services provided by Microsoft, but they serve different purposes¹²:

• OneDrive is your personal storage space in the cloud. This is where you would store documents and files that you don’t want other people in your organization to access¹². It’s designed for individual use and is ideal for storing personal files or documents that are not meant to be shared with others¹².
• SharePoint, on the other hand, is designed for collaborative work. It’s a platform where you can store documents that you want to collaborate on with a group of co-workers¹². SharePoint is also used to build internal communication sites and manage documents effectively³.

In terms of integration with other Microsoft services, files that you share in a Microsoft Teams channel are stored in your team’s share folder. Files that you share in a private or group chat are stored in your OneDrive for Business folder and are only shared with the people in that conversation².

In summary, if you’re working on a file by yourself, you would save it to OneDrive

How to share files in SharePoint

Sharing files or folders is straightforward. Here are the steps¹:

1. Go to the library where you want to share files on your SharePoint site.
2. Select the file or folder you want to share.
3. Click on ‘Share’ at the top of the page.
4. Under ‘Send Link’, select the type of link you want to create. You can choose from:
   • ‘Anyone’ – gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
   • ‘People in <Your Organization>’ – gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
5. After selecting the type of link, you can decide whether to let people edit or just view the files or folders.

Please note that sharing multiple items at the same time is not available. Instead, you can add the things you’d like to share to a folder and then share the folder¹. 😊

How to see who has access to a file in SharePoint

To see who has access to a file in SharePoint, you can follow these steps¹:

1. In your document library, select the file or folder.
2. Above the list of files, select ‘Share’. The ‘Send link’ window opens.
3. If the item is currently shared with anyone, a ‘Shared with’ list appears at the bottom of the ‘Send link’ window. Each circular item in the list represents a person or group that the item has been shared with.
4. Point your mouse at any item to see the name of the person or group.
5. Click any item in the list to see more details about who can access the file¹.

Please note that if a sharing option has been greyed out, your organization’s admins may have restricted them¹. For example, they may choose to disable the ‘Anyone’ option to prevent usable links being forwarded to others¹.

If you want to see who has viewed a file, you can activate the ‘SharePoint Viewers’ feature². This will allow you to see the names of the people who have viewed the file². However, depending on the privacy policy in your organization, you might not want your users to be able to view the names of people who viewed the content. In that case, you can disable this feature from the SharePoint Admin Center³. 😊

Conclusion

Whether you’re new to SharePoint or looking to enhance your usage, this guide provides the information you need. With its powerful features and user-friendly interface is an invaluable tool for any business.

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