SharePoint For Dummies

Rosemarie Withee is President of Portal Integrators and Founder of Scrum Now. She has years of experience as a SharePoint consultant and is the author of several books on Microsoft software products.Ken Withee has worked with SharePoint for over a decade.

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