Module 1: An Introduction to SharePoint Online
Let’s get started with SharePoint Online by letting you know about its fantastic selection of features. We will demonstrate popular uses of SharePoint Online to manage and share content, create engaging web pages, automate business processes and make good business decisions with Business intelligence.
We will also discuss who will be the typical users in our sites. Owners of sites are trusted with functionality that in other business systems would normally only be available to developers. As a site Oowner, we’re sure that you will be amazed with the potential that SharePoint Online has to offer.
Introducing Office 365 and SharePoint
The cloud revolution
What is Office 365?
What is SharePoint?
Introducing Microsoft 365 Groups
Ownership and access
Getting started with Office 365
Login to Office 365
The app launcher
Office 365 settings
Lab 1: An introduction to SharePoint Online
Module 2: Creating Sites
Whether you are managing existing sites or you have not yet started, we will complement your current situation by discussing site hierarchy and planning your SharePoint sites. This will allow you to understand existing sites that other people have created as well as making good decisions when building new sites.
As a site owner, you will be presented with a selection of site templates. You will use a variety of popular site templates to develop an enhanced understanding of each sites function and appropriate use. Once your site is ready, we will then change the look and feel of your site. You can even try applying your business brand to your site. We will also build our navigation bar, a simple but powerful way to help users move between websites.
Planning your sites
Your Office 365 tenant
Create a new site
Navigating your team site
User interface: modern vs. classic
Site contents: modern vs. classic
Where does classic come from?
Create new subsites
Apply a theme
Building your navigation
SharePoint Hub Sites
Lab 1: Creating Sites
Create two subsites
Delete a subsite
Restore a subsite
Update the navigation
Module 3: Creating and Managing Web Pages
SharePoint boasts a rich selection of ways to build web pages. You will learn how to update the home page of your SharePoint site with text, links, images, buttons, videos and other web parts. We will also show you best practices when creating multiple pages and linking them together. In most site templates, creating and managing web pages is a simple, fast and rewarding way to present essential information and apps.
SharePoint can also be used as an Intranet for internal news. Due to the high visibility of these web sites, it is common to place more control over the release of new web pages or updates to existing pages. For this reason, SharePoint has classic publishing sites and modern communication sites.
The types of pages found in SharePoint
Modern SharePoint pages
Create news and site pages
Save, publish, share and delete pages
Classic SharePoint pages
How to use classic team site pages
Review features that are unique to classic publishing sites
Lab 1: Create and manage pages
Populate Microsoft Stream
Create a news article
Create a page about your team
Edit your home page and link to other pages
Delete and restore a page
Chek your SharePoint app for news
Add a communication site
Add a survey to a page using Microsoft Forms
Module 4: Working with Apps
Apps are required to store information such as events, contacts and files in a site. SharePoint provides a selection of apps for different scenarios, all with the option to be customised for a specific business requirement. Apps can be broken down into lists, libraries and market place apps.
SharePoint lists serve as the structure for calendars, discussion boards, contacts, and tasks. This module explains the concept of lists, and then reviews popular options.
A document library is a location on a site where you can create, collect, update, and share files including Word, Excel, PowerPoint, PDF and more. We will show you the benefits of using a library and teach you how best to work with various types of files in a library.
An introduction to marketplace apps is provided to show how to extend site functionality beyond what Microsoft has provided in the SharePoint Online platform.
An introduction to apps
An introduction to libraries
Classic and modern libraries
Classic library apps
An introduction to lists
Classic list apps
Adding apps to a site
More options for adding lists
Create and manage columns
Public and personal views
Managing app settings
Major and minor versioning
Uploading files to a library
Create and edit files
Check out and check in
File properties, sort, filter and details
Edit in grid view
Copy link and share
The recycle bin
Working with classic lists
Lab 1: Working with Apps
Creating a new library
Setting up columns and views
Setting up alerts and using versioning
Creating a list
Deleting and restoring an app
Module 5: Building processes with Power Automate and Power Apps
Building your business processes into SharePoint has been made simple and powerful with the introduction of code-free solutions to capture information and automate tasks. From SharePoint, discover Power Automate, a workflow (or flow) designer that allows you to integrate lists and libraries into your other favourite Office 365 apps and business services. Additionally, we will show you Power Apps, a form designer that allows you to bring a tailored experience to your SharePoint lists and libraries, allowing users to document information from their web browser on their PC or even on a mobile app! This module is designed to show you the integration capabilities between SharePoint, Power Automate and Power Apps. This module will also mention SharePoint’s classic workflows, although these are discontinued, their legacy is still documented.
What are business processes?
Classic tools for designing processes
Design and test an out of the box workflow
Getting started with Power Automate in SharePoint
Design and publish a flow in Power Automate
Getting started with Power Apps in SharePoint
Enhance data capture with Power Apps
Test a Power Automate and Power Apps enriched list
Lab 1: Building processes with Power Automate and Power Apps
Creating a new approval flow
Design a new Power App
Intating a business process from Power Apps to trigger a flow
Test your new app on a mobile device
Module 6: Customising Security
Security is an important element of any site. In this module you will discover best practices for adding and removing colleagues from your site and defining their level of access. As a site owner, you can customise permission levels. This means that you can create levels of access that are aligned with the responsibilities of your sites users. An example of this would be allowing a group of users the ability to upload content but not delete content. We will also look at organising audiences with SharePoint security groups and also understand the role of Microsoft 365 security groups.
Microsoft 365 group access
Updating Microsoft 365 group security
Managing access to SharePoint
New sites: public vs. private
Setup access requests
Share a site
Share a file
Remove a user
Customising SharePoint security
Create permission levels
Creating new SharePoint security groups
Site collection SharePoint security groups
Best practices for managing security
Lab 1: Customising Security
Share Content in a library
Create new permission levels
Create a new security group
Add and remove users and checking permissions
Modifying inheritance of sites/apps
Module 7: Working with Search
SharePoint provides the ability to store vast amounts of content in a variety of locations. This module covers a set of tools which help you to efficiently locate the information you need. In Office 365, as well as searching SharePoint, Delve offers a more personalised experience by identifying useful and trending content and bringing it to you.
While SharePoint’s search is rich and intelligent, site owners can make customisations to search to improve its relevance to an organisation. We will show common techniques used by site owners to improve search results by promoting specific content when certain keywords are used.
Lab 1: Working with search
Module 8: Enterprise Content Management
Traditionally departments make use of file templates and manual processes to ensure information is collected and retained correctly. This may be a choice your team makes or a decision that is more universal across your organisation. In this module, we will help your team establish reusable file templates and automate document lifecycle management. An example of this would be removing old unwanted content from your site automatically.
To achieve this, you will learn about a variety of SharePoint features including managed metadata, content types, policies, in-place records management and the content organiser.
Managed metadata service
Create, manage and deploy content types
Configure information management policies
What does information management do?
Where can it be applied?
Records management overview
What is a record?
In place records management
Using the content organiser and durable links features
Lab 1: Enterprise content management