Working With Sharepoint Online

Nipuna Weerasinghe
Working with
SharePoint Online
Key Business Features of the Most
Used Collaboration Tool
NIPUNA WEERASINGHE
WORKING WITH
SHAREPOINT ONLINE
KEY BUSINESS FEATURES
OF THE MOST USED
COLLABORATION TOOL
2
Working with SharePoint Online: Key Business Features of the Most Used Collaboration Tool
1st edition
© 2022 Nipuna Weerasinghe & bookboon.com
ISBN 978-87-403-4016-7
3
WORKING WITH SHAREPOINT ONLINE Contents
CONTENTS
Author Biography 7
Overview 8
1 Overview of Microsoft 365 9

1.1 What is Microsoft 365? 9
1.2 Microsoft 365 main components 9
1.3 Office 365 vs Microsoft 365 services comparison 10
1.4 Licensing 11
1.5 Signing into Microsoft 365 11
1.6 Microsoft 365 Admin Center 17
1.7 Microsoft 365 User portal 19
2 Introduction to SharePoint Online 21

2.1 What is SharePoint Online? 21
2.2 Overview of SharePoint Online architecture 22
2.3 Navigate to the SharePoint home page 22
2.4 What is a Team site? 23
2.5 What is a Communication site? 26
2.6 What is a Hub site? 27
2.7 Viewing site contents 28
2.8 Viewing site Information and settings 29
2.9 Checking site permission 32
2.10 Searching content 33
3 Working with SharePoint Online Modern sites 36

3.1 Changing look and feel 36
3.2 Adding site pages 37
3.3 Save, publish, and undo page changes 39
3.4 Editing the Page Title 40
3.5 Adding and Editing the Page section 41
3.6 Modifying the navigation 43
3.7 Modifying site permissions 47
3.8 Creating custom permission levels 50
3.9 Creating custom group 55
3.10 Adding a subsite 57
4
4 Working with SharePoint Document Library 61

4.1 What is a document library? 61
4.2 Creating a document library 61
4.3 Creating a new document in a document library 64
4.4 Uploading documents to a library 65
4.5 Deleting documents 68
4.6 Restoring deleted documents 70
4.7 Viewing and editing documents 70
4.8 Reviewing documents 72
4.9 Downloading documents 75
4.10 Moving documents 75
4.11 Document version settings 77
4.12 Sharing documents 81
4.13 Adding columns 82
4.14 Adding alerts 84
4.15 Co-authoring documents 85
4.16 Sync a document library 86
4.17 Add a shortcut to OneDrive 88
4.18 Customize library forms using Power Apps 88
4.19 Creating a flow using Power Automate 93
4.20 Creating custom views 97
4.21 Editing library permissions 100
4.22 Using library settings 103
5 Working with a SharePoint List 104

5.1 What is a SharePoint list? 104
5.2 Creating a SharePoint list 104
5.3 Adding columns 106
5.4 Adding and Editing an Item to a list 108
5.5 Deleting an Item 110
5.6 Share a list 110
5.7 Share a selected item 111
5.8 Export list items to excel 112
5.9 Adding alerts 113
5.10 Creating a flow using Power Automate 116
5.11 Creating a custom list view 117
5.12 Editing list permissions 119
5.13 Using list settings 119
5
6 Term Store and Content Types in SharePoint Online 121

6.1 What is a term store? 121
6.2 Creating term Set and Terms 121
6.3 Create a Term in a Term Set 122
6.4 Creating managed metadata site column 124
6.5 What is a content type? 126
6.6 Creating content types 127
6.7 Adding a content type to the list and library 132
6.8 Using the content type to create a document 133
7 SharePoint Online Administrator Portal 137

7.1 What is the SharePoint Administrators center? 137
7.2 Creating SharePoint site 147
7.3 Team site without Microsoft 365 group 150
7.4 Edit site permissions 151
7.5 Register as a hub site 152
7.6 Associate with a hub site 154
7.7 Change sharing settings 155
7.8 Managing the site storage 156
8 OneDrive for Business 158

8.1 what is OneDrive for business? 158
8.2 Creating folders 158
8.3 Uploading files to OneDrive for business 159
8.4 Synchronize files and folders 159
8.5 Sharing files and folders 160
8.6 OneDrive recycle bin 161
6
WORKING WITH SHAREPOINT ONLINE Author Biography
AUTHOR BIOGRAPHY
Nipuna Weerasinghe is a Microsoft Certified Enterprise Administrator Expert in Microsoft

365 with over fifteen years of experience in the IT industry. He is passionate about keeping
up to date with the latest industry trends and technologies, translating these into customer
solutions to assist in creating modern digital workplaces through Microsoft 365 migrations.
Nipuna’s wide ranging expertise encompasses commercial, government, health, education,
and not-for-profit organizations.
7
WORKING WITH SHAREPOINT ONLINE Overview
OVERVIEW
This book provides practical guidance on setting up a secure environment for collaboration
using Microsoft 365 applications and services. By presenting industry best practices and
providing real world business scenarios and solutions, the book will enable the reader to
improve their knowledge, irrespective of their skill level or background in IT.
Level of expertise – Intermediate
Target audience - Microsoft 365 IT professionals
Book Category – Digitalization and IT
8
WORKING WITH SHAREPOINT ONLINE Overview of Microsoft 365
1 OVERVIEW OF MICROSOFT 365
1.1 WHAT IS MICROSOFT 365?

Microsoft 365 is a cloud service that blends Software as a Service (SaaS) with a subscription
model in order to enable users to have the most up-to-date applications at a low cost. This
in turn leads to wider usage with more innovative Office apps, intelligent cloud services,
and world-class security. Microsoft 365 is also well suited for fledgling businesses, providing
them with the flexibility and security to share, collaborate, and communicate seamlessly
from any device, enabling a modern workplace environment within the organization.
1.2 MICROSOFT 365 MAIN COMPONENTS

Office Apps- Word, Excel and PowerPoint help you and your team be creative and collaborate
efficiently.
Microsoft Outlook – The de facto business email client that offers features such as contacts,
tasks, calendars, and notifications for organizational and procedural convenience.
SharePoint Online - A web-based collaborative platform that integrates with Microsoft Office
to enable organizations to share, manage and access information securely from anywhere
on any device. This book aims to teach you how to utilize the great features in SharePoint
online to create a modern collaborative environment within your organization.
Microsoft Teams – A chat-based collaboration platform that lets your teams organize, share
documents, schedule meetings, make voice calls all from one secure interface.
Yammer - A social networking tool to connect and engage colleagues across your organization
in a casual setting. It is comparable to being the Facebook of the corporate world, where
social friends are replaced with colleagues, Ads replaced with corporate reminders and news
posts replaced with corporate news.
Power BI, Power Apps and Microsoft Automate - Microsoft has combined these three products
under one umbrella called the “Microsoft Power Platform”. The platform allows you to easily
manipulate, automate, and analyze your organizational data and gain insights from it. It enables
you to invest your time in creating more opportunities for your organization’s growth.
OneDrive for Business – A secure storage for your documents within the Microsoft cloud,
allowing seamless access from anywhere and from any device.
Windows 10 – Windows 10 Enterprise addresses the needs of large and midsize organizations,
providing IT professionals with comprehensive device and app management.
9
Enterprise Mobility and Security (EMS) – An Intelligent mobility management and

security platform that provides features such as Identity and access management, Information
protection, Threat protection, Unified Endpoint Management, and Cloud access. Mobile
enterprise security is provided by keeping your identity, data, and devices safe and secure.
1.3 OFFICE 365 VS MICROSOFT 365 SERVICES COMPARISON

Microsoft 365 is the suite of Office 365 applications with Windows 10 and Enterprise
Mobility + Security Suite. The best solution available will vary depending on the type of
organization: Education, Business (300 users or less), or Enterprise.
Applications and services Office 365 Microsoft 365
Office Apps- Word, Excel PowerPoint
OneDrive for Business
Outlook
Microsoft Teams
SharePoint Online
Yammer
Data Loss Prevention
Azure Information Protection
Power Apps and Power Automate
Enterprise mobility and security
Windows 10
Microsoft Intune
Advanced Threat Analytics
Windows Defender ATP
Device guards
Azure Active Directory Premium
Table 1
10
1.4 LICENSING
Microsoft 365 is available at three levels of solutions: Education, Business and Enterprise.
Each solution has different types of plans to cater for your needs.
Education – all plans empower teachers with creativity, teamwork and provide a safe and
straightforward experience in a single affordable solution that is built primarily for education.
Microsoft 365 Education consists of three plans: Microsoft 365 A1 (one-time, per-device
License), A3 and A5.
Business - all plans help your business enable secure remote work while reducing costs.
Microsoft 365 Business consists of four plans, Microsoft 365 Business Basic, Microsoft
365 Business Standards, Microsoft 365 Business Premium and Microsoft 365 Apps (Only
include apps).
Enterprise - This consists of three plans, Microsoft 365 E3, E5 and F3 (for Frontline
Workforce), to connect and empower every employee, from office workers to front line
workers.
1.5 SIGNING INTO MICROSOFT 365

First, we will be signing up for a Microsoft 365 free trial tenant, which is free for 30 days
and gives you the ability to become familiar with Microsoft 365 services.
Step 1. To create a free tenancy, navigate over to the Office 365 Trial tenant by clicking
on the link.
Figure 1
11
Step 2. As shown in the above figure, it will prompt you to enter your email address; if the
email address is not already registered with Microsoft, you need to create an account with
Microsoft by clicking on the “Set up account” button as shown below.
Figure 2
Next, fill in the following details.
• First name
• Last name
• Phone number
• Company name
• Select the company size.
• Select your country
• Click Next.
Figure 3
12
Once you fill out the required information and click on the Next button, you will be asked
to verify the phone number as shown below. You can elect to send a text verification message
or receive a call on the phone number that you have provided.
Step3. After you successfully verify the phone number, you will be asked to set up a business
name as shown in the image below.
Figure 4
Enter a name with no spaces and click on the “Check Availability” button. If you see a
green colored message, it indicates the name you have chosen is available.
Figure 5
13
Note: This name will have a domain ending with .onmicrosoft.com; We will discuss custom
domain names in a later section.
Figure 6
In this instance, the name “techcollab” is available and is indicated by the message in green.
Once the domain name is finalized, click on the “Next” button. You will be required to
create a user ID and password to sign into your Office 365 account.
Figure 7
14
Note: Follow the Microsoft best practices for setting up a strong password
Click on the “Sign up” button to create the Office 365 free trial tenancy.
Note: Do not refresh the page until the account creation process is finalized; this will take
less than a minute.
Step 4. Now that the tenancy creation is complete, navigate to “Manage My Subscription”
as shown in the image below.
Figure 8
This opens up the Microsoft 365 admin portal in a new tab, showing your product
subscription details.
As you can see below, you are allocated 25 Office 365 E3 trial licenses with a validity of
30 days.
Figure 9
15
On the left pane, under Billing, click on “Purchase Services” to upgrade Office 365 E3
trial to Microsoft 365 services.
Figure 10
Once you select the Microsoft 365 E5 service, you will be navigated to a new page, where
you have an option to buy a Microsoft E5 license or get a free trial.
Discover our eBooks on

Time Management Skills
and hundreds more
Download now
16
Figure 11
• Clicking on the “Get free trial” button will navigate you to a new window
where you must prove that you are not a robot by entering and verifying your
contact number. After successful verification, you will see Microsoft 365 E5
under Licenses in the Billing section, as shown below.
Figure 12
1.6 MICROSOFT 365 ADMIN CENTER

Microsoft 365 Admin Center manages your business in the cloud, such as adding and
removing users, managing subscriptions, resetting passwords, and much more. There are
multiple ways to get to the Microsoft 365 Admin Center.
• https://admin.microsoft.com
• https://office.portal.com
Once you have signed into the portal, click on the Admin icon as indicated in the image below.
17
Figure 13
This opens up the Microsoft 365 admin center with access to the various services as shown
below image.
Figure 14
18
You can manage your organization’s Microsoft 365 tenancy by clicking the individual menu
from the left-hand navigation pane. Under the Admin Center section, you can see separate
menus for Security, Compliance, Exchange, SharePoint, Teams, etc., to manage each service
setting.
For example, in the SharePoint admin center, you create and manage SharePoint sites, site
policies, site settings and other related settings.
1.7 MICROSOFT 365 USER PORTAL

The Microsoft 365 user portal is where your end-users access Microsoft 365 services on the
web such as SharePoint Online, OneDrive, Teams, Outlook, OneNote, Yammer and Office
applications like Word, Excel, PowerPoint, etc.
Users access their portal by navigating to https://portal.Office.com.
Figure 15
19
Let’s discuss the different parts of the portal based on the numbering:
1. The Home icon for Office 365 users goes to all your Microsoft Office solutions
based in the cloud.
2. Provides quick access to commonly used Microsoft 365 applications and
services such as Word, Excel, Outlook, SharePoint, etc. For example, by
clicking on the SharePoint Icon, you can navigate to the SharePoint Online
home page. You can add more applications under the quick access by clicking
on the + sign on the quick access bar.
3. The app launcher at the top left corner, indicated by the grid image, gives
access to all Microsoft 365 applications and services, including Delve, Planner,
People, and others.
4. This provides quick access to recent and recommended documents stored in
OneDrive or SharePoint Online.
5. Settings allow users to change the user portal look and feel by selecting themes,
languages, time zone, etc.
6. Click here to get to the download link to install Microsoft 365 apps on your
PC or Mac.
7. Search will allow you to search through the Microsoft 365 cloud storage
instantaneously.
20
WORKING WITH SHAREPOINT ONLINE Introduction to SharePoint Online
2 INTRODUCTION TO
SHAREPOINT ONLINE
2.1 WHAT IS SHAREPOINT ONLINE?

SharePoint Online is Microsoft’s web-based collaboration platform consisting of great features
that empower users to work together while creating, storing, and sharing content securely
from anywhere they are located.
Features like:
• Create, upload, and edit files from your computer, mobile device or your favorite
browser and sync them with your PC or Mac. Continue working offline whilst
on an aircraft or at a cafe, offering the flexibility to work from anywhere and
from any device.
• Co-authoring allows users to collaborate in real-time, easily share documents
with anyone and work together using familiar Office apps. In contrast,
versioning allows for tracking down and monitoring changes to the content.
• Automated workflows and notifications for when documents are uploaded or
updated with new information allow them to take necessary actions such as
approvals to streamline the business activities.
• Rich search capabilities allow users to find necessary information accurately
and efficiently to effectively do their job by accessing up-to-date content while
respecting content security. Built-in metadata such as modified date, created by
and customer tags will enrich the searchability. The document preview feature
allows users to check why the content exists and why it is essential without
opening it.
• Integrate with Microsoft 365 security tools and services such as advanced Data
Loss Prevention (DLP) and Azure Information Protection (AIP) to help identify,
monitor, and protect sensitive organizational information. Retention labels and
policies allow users to protect valuable data from accidental deletion or inline
record management to ensure finalized and approved content such as policies are
immutable.
• Blending new information governance and artificial intelligence will allow users
to build an intelligent document management system to define what a computer
should do for you, not what a computer can do.
21
We will discuss most of these features in-depth in this book under individual chapters, so
tighten your seat belt and prepare for a ride through these immeasurably important features
in SharePoint Online.
2.2 OVERVIEW OF SHAREPOINT ONLINE ARCHITECTURE

The SharePoint online components comprise of sites, site collections, web parts, apps, and
pages.
Site – This is a website that contains different SharePoint objects such as pages, document
libraries, custom lists, calendars, task lists, etc.
Site collection – as the name suggests, it is a collection of SharePoint sites. Each site
collection contains a single top-level site and one or many subsites below the top-level site.
Pages- is an HTML web page used to display the content to the users in the SharePoint
site, with one or more pages.
Web parts/ apps- are stand-alone applications or widgets that can display or interact with
information on a SharePoint page.
2.3 NAVIGATE TO THE SHAREPOINT HOME PAGE

Having completed an overview of SharePoint online, the main features and its architecture,
we will start to understand each component.
Navigate to the SharePoint home page from https://portal.Office.com, and from the left
pane, click on the SharePoint Online icon.
The SharePoint Online home page is the central Hub for the sites you have recently visited,
sites you have frequently accessed, sites you are following, featured links that your admin
has set up for everyone in your organization, news from different sites, a place to create new
SharePoint online sites and news posts, and to search within Microsoft 365 for documents,
news, and people.
22
Figure 16
2.4 WHAT IS A TEAM SITE?

The team site allows for teamwork, where team members connect, collaborate, and work
together to access the content, information, and apps they rely on every day. When you
create a team site, you will get a SharePoint site for document collaboration and other
Microsoft 365 apps such as MS Teams and Planner to enhance the collaboration experience.
You can create this type of site from many places, but the most common way is to navigate
to the SharePoint home page and create it from there by selecting the Team site template
as shown below.
1. Click on the + Create site icon on the page ribbon

2. Select the Team site template
23
Figure 17
After selecting the Team site template, you are prompted to enter more details about your
team site.
1. Site name - you must enter a unique site name for the site; the system will
check the name’s availability and show the availability status.
2. Group email address - as mentioned above, the team site consists of Microsoft
365 groups. The default email is the site name, but you edit the group email
address by clicking on the pencil icon next to the group email address.
3. Site address - this is the unique site URL your users will use to access the site.
The site address consists of your SharePoint tenancy URL plus site name; you
can edit the site name by clicking on the pencil icon. It is good practice to
keep this name short and meaningful for users.
4. Site description - Enter a meaningful description for your users about the
purpose of your site.
5. Privacy setting - like the name implies, by selecting Public or Protected, you
can define whether the site can be accessible by everyone in the organization or
by site members.
6. Select a language – choose the default site language by selecting the preferred
language from the dropdown menu.
24
Figure 18
After filling out the information, click on the Next button, which will navigate you to the
Microsoft 365 group members’ page. Here you can add additional group owners and group
members, as shown below.
Figure 19
Click the Finish button on the Microsoft 365 group members page to be taken to the newly
created SharePoint Team site Home.
25
Note - if you are a SharePoint admin, you can use the SharePoint admin portal to create
a team site without creating a Microsoft 365 group from the back end. I will discuss this
in chapter 8, “SharePoint Admin Portal”.
Figure 20
2.5 WHAT IS A COMMUNICATION SITE?

Unlike the SharePoint team collaboration site, the communication site is for one-way information
sharing. Content such as from the Human Resource Site, where staff will find finalized policies,
guidelines and HR announcements can be shared here. Unlike a Team site, a communication
site does not create Microsoft 365 groups, Teams, Planner, or outlook profile.
You can use the SharePoint home page to create a communication site by selecting the
Communication site template as shown below.
Figure 21
The following image depicts what the communication site looks like.
26
2.6 WHAT IS A HUB SITE?

A SharePoint Hub site is a unique site that allows you to associate multiple team sites
and communication sites together in SharePoint Online. This enables you to connect your
organization sites based on projects, department division, region, etc. making it easier to
discover related content, search across all associated sites, apply common navigation and
branding across associate sites. There are two key limitations that you need to know when
you are working with a hub site.
1. A team site or a communication site cannot be joined to more than one hub site.
2. At the time of writing, you can create a maximum of 2000 hub sites on your
organization tenancy, but there is no limit on the number of sites that can be
associated with a hub site.
Currently, you cannot join a SharePoint hub site with another hub site.
You must use the SharePoint admin portal to create a hub site. I will discuss hub site
creation under chapter 8, “SharePoint admin portal”.
27
2.7 VIEWING SITE CONTENTS

When working on SharePoint sites, it is essential to familiarize yourself with site content and
site settings. The site content allows for managing libraries, lists, applications, and subsites
on the site. This can be accessed from two places.
1. Quick launch bar - located on the left-hand side of the site homepage.
Figure 23
Discover our eBooks on

Communication Skills
and hundreds more
Download now
28
2. Through the Settings gear located at the top right-hand corner of the site page.
Figure 24
From the Settings menu, click on Site contents to see all the contents associated with the
site, as shown below.
Figure 25
2.8 VIEWING SITE INFORMATION AND SETTINGS

Site information allows you access to the administrative options needed to manage the site,
including the site logo, name, description, etc.
1. Click on the Settings gear on the top right-hand corner on the site page
2. Select the Site Information from the SharePoint Setting menu
29
^ĞƚƚŝŶŐƐ
^ŝƚĞ/ŶĨŽƌŵĂƚŝŽŶ
Figure 26
This is where you can do the following:
- Add a logo to your site

- Change the site name
- Add/edit the site description
- Join the site with a hub site
- Site privacy settings.
Figure 27
30
You can easily change the site logo by clicking on the Change icon under the Site logo
and upload an image.
Using Privacy settings, you can make the site Private or Public.
• Private - Only site members can access the site

• Public - Anyone in the organization can access the site
To access all settings, click on the “View all site setting” link as seen in the image above.
The following image shows all the site information. This is where you will get access to
more site settings such as Site Look and Feel, Site Actions, Site collection Administration,
Microsoft Search, Web Design Galleries, Site Administration and Search.
Figure 28
31
2.9 CHECKING SITE PERMISSION

SharePoint site permission allows you to manage user access to the site and what they
are able to do on site. Mainly, out of the box, SharePoint has three standard SharePoint
permissions groups:
Group Permission
Visitors Read only. Users in this group will only be allowed to read and download the
content.
Members Edit control. Add, Edit and Delete. Users in this group can do everything site
visitors can do, plus they can add, edit, and delete content. Also, users in
this group can share content with others.
Owners Full control. Users in this group can do everything visitors and members can
do, plus they can maintain the site’s security, add additional sections, and
manage navigation.
Table 2
To access site Permissions
1. Click on the site setting gear on the top right-hand corner on the page
2. Select the Site Permissions option form the setting menu
Figure 29
Once you click on the site permission link, you will see the site permission window shown
in the following image. This is where you can check individual user’s permissions by using
the dropdown next to their name.
32
Figure 30
By clicking the edit expand button next to the user’s name, you can quickly change the
permission for the user as follows.
Figure 31
By clicking the Advanced permission settings link as shown on the figure 30, you can navigate
to the advanced site setting page and customize SharePoint out of the site permissions
groups. You can build your site permission groups with different permission levels; we will
discuss this in the next chapter.
2.10 SEARCHING CONTENT

SharePoint Online sites uses the modern Microsoft 365 search engine to search content.
It uses the insights of the Microsoft Graph to show results that are relevant to you. The
following image shows you the Microsoft 365 search box on the SharePoint home page.
33
Figure 32
Depending on where you perform your search activity; the search box will show you
different features.
1. If you had performed a search on the SharePoint home page, you will see the
defined search criteria on the search box is “Search in SharePoint”, so as the
name implies, this will search across all SharePoint sites.
Figure 33
Once you perform your search activity within the SharePoint home page, you will
see the following search result page with various filters: All, Files, Sites, People
News, and Power BI.
Figure 34
2. If you performed the search activity within a particular SharePoint site, you
would see the following search result page with limited filters scoped only to
that particular site. For example, when the user performs a search within the
Finance SharePoint site, the following image shows that the filters All, Files
Sites and News are scoped for the finance site.
Figure 35
You will see the defined search criteria on the search box is “Search this site”, so
as the name implies, this will search through only the particular SharePoint site.
34
Figure 36
3. Similarly, if you select a SharePoint library or a list and perform the search
activity, the search scope is limited to the particular library or list.
Figure 37
35
WORKING WITH SHAREPOINT ONLINE Working with SharePoint Online Modern sites
3 WORKING WITH SHAREPOINT

ONLINE MODERN SITES
3.1 CHANGING LOOK AND FEEL

You can change the site look and feel by selecting a different theme and a header by
navigating through the site setting gear icon on the top right corner of the SharePoint site
ribbon. Out of the box, SharePoint currently provides ten different themes, including Teal,
Blue and Red. SharePoint admins can build their own themes and upload them into the
site. The header section will allow the user to change the site’s header layout, background,
and site display, such as site tile visibility, site logo, and thumbnail.
Figure 38
36
3.2 ADDING SITE PAGES

As explained earlier in chapter 2, a site page is used to display the content to the users in
the SharePoint site. You typically add pages from two places, as shown below.
Option 1 - Directly within the SharePoint site landing page ribbon
Figure 39
Option 2 - Through the Settings section on the top right-hand corner of the page.
37
Figure 40
Once you click on the page creation link, it takes you to the page templates, where you
select the required template, as shown below. Currently, Microsoft provides Blank, Visual
and Basic text templates.
Figure 41
38
Once you select the appropriate page template, click on the create page button to navigate
to the newly created page.
Figure 42
This page can be customized as required by adding a new title image, changing the title
layout, text alignment, etc.
3.3 SAVE, PUBLISH, AND UNDO PAGE CHANGES

As shown below, you can save the page as a draft by clicking on the “Save as draft” button
on the top left corner of the page. Once you have completed editing, you can publish the
page by clicking on the Publish button on the top right corner of the page.
Note - Only when you publish the page will the users see your newly published page. You
can undo the edits to the last saved point by clicking the “Undo” button.
Figure 43
39
3.4 EDITING THE PAGE TITLE

You can edit the page title by hovering the mouse over the page title area, as shown below.
Figure 44
• Edit web part - Clicking on the edit web part allows changes to the Title
layout, text alignment, and text.
Figure 45
40
• Change image – This allows you to upload a new image to your site page; the
options for which are shown below.
Figure 46
• Set image focal point – This allows you to set the focal point on the image.
Figure 47
• Reset to default image - you can restore to the default image at any time by
clicking this button.
3.5 ADDING AND EDITING THE PAGE SECTION

Page sections are where you add and display your site content and web parts/ apps to your
site users. It is essential to create this layout properly, to allow site users to find the required
information quickly and efficiently.
• As shown below, you can select the required section layout by clicking on the
plus icon on the page. It is essential to choose the appropriate layout to utilize
the page landscape and make your page more attractive for the site user.
41
Figure 48
• The Edit section allows you to change the section layout to one column, two
columns, three columns and the section background.
Figure 49
• The move section icon allows to rearrange the page layout.
Figure 50
• The duplicate functionality allows the duplication of a page, and it creates a new
section. You can also delete the section by clicking on the delete section icon.
42
Figure 51
• You can add a web part to the section to make the section attractive. The search
web part option allows you to search the required web part quickly.
Figure 52
3.6 MODIFYING THE NAVIGATION

A well-managed site navigation allows a better user experience by allowing site users to
access appropriate content quickly on the site. SharePoint online has two navigation options.
• Left navigation – this is sometimes referred to as quick launch. If the site is a

SharePoint team site, you can see this navigation panel on the left side of the
site.
To edit the navigation
43
1. First click on the edit link as shown below.
Figure 53
2. Hover over the location in this menu to add a link and click + as shown below.
Figure 54
44
3. On the Add a link dialog box, choose one of the following link options:
Figure 55
Link any item, internal or external, to your organization. Enter the address
(URL) to the item and the display name as shown in the image above.
Conversation to add a link to the Microsoft 365 group conversation associated

with the team site. Enter the display name, and the URL will automatically
populate with the site associated with group conversation, but you can edit
the URL.
Calendar to add a link to the Microsoft 365 group calendar associated with
the team site. Enter the display name, and the URL will automatically populate
with the site associated group calendar, but you can edit the URL.
Notebook to add a link to the Microsoft 365 group notebook associated with
the team site. Enter the display name, and the URL will automatically populate
with the site associated with the group notebook, but you can edit the URL.
45
Planner to add a link to the Microsoft 365 group planner associated with the
team site. Enter the display name, and the URL will automatically populate
with the site associated group planner, but you can edit the URL.
Microsoft recently added a new feature called audience targeting, allowing for
content to be targeted to specific audiences. You need to enable this feature
first, as shown below.
Figure 56
After enabling this feature, you can add target Microsoft 365 groups. There is
a current limitation of a maximum of 10 target audiences.
4. Click OK to save changes or Cancel to discard changes.
Figure 57
• Top navigation – if you have a Communication SharePoint site, the navigation

is at the top of the page. Follow the same steps from the previous section to
create and edit the navigation in the communication site.
46
Figure 58
3.7 MODIFYING SITE PERMISSIONS

In the previous chapter, we have discussed how to check out of the box SharePoint site
permission groups. SharePoint provides five such permission levels.
Figure 59
We will discuss how to modify these permissions based on your organizational security
requirements.
Let us assume you want to add restrictions to your site so users cannot delete items and
documents. You would need to remove “delete list items and documents” permission from
the “Edit permission level”, which means you are changing site member’s permission.
1. Click on the settings gear top right-hand corner of the page

2. Navigate to Site Permissions
3. On the right side, click on the Advanced permission settings
47
Advanced permission settings
Figure 60
4. Here, navigate to the PERMISSIONS tab. Click on the Permission Levels

icon on the ribbon, as shown below.
Figure 61
48
5. Click on the Edit permission levels, which will navigate you to the edit
permission level page.
Figure 62
6. You will see all different permissions levels on the edit permission level page,
such as List permissions, Site permissions, and Personal permissions. You can
change the individual permission level by ticking or unticking the required
checkbox to stop site members from deleting the list items and documents.
7. Now, untick the Delete items check box and click on the submit button.
49
Figure 63
3.8 CREATING CUSTOM PERMISSION LEVELS

You can create custom permission levels in two ways.
1. Create custom permission from a blank setting.

2. Copy and change an existing permission level.
50
Creating custom permission levels from the beginning

Assume we want to create a custom permission called “Finance – Custom Permission”, to
allow the users to only add items and documents to lists and libraries.
To do this:
1. Under Permissions, click on the Permission level

2. Then click on the Add a Permission Level option
3. Select the “Add Items” permission. You will notice that when you select this
permission, SharePoint automatically adds some default permissions that
will require the user to add an item and document to the list and library
successfully.
4. Once you select the required permission, click on the create button to create
this custom permission level.
51
Figure 64
52
You will notice the newly created custom permission level will be displayed on the Permission
Levels page as shown below. As the description implies, this custom permission level creates
a restricted control that only allows users to add items to list and libraries.
Figure 65
Copy and change an existing permission level and alter it

The second option, which is the recommended option, to easily create a custom permission
level is to copy an out of the box permission level and alter the permissions as required.
First, click on the permission level you want to copy; it is good practice to select the closest
matching permission level. E.g., suppose you are creating the custom permission level as
we have created above, select the Read permission level. Otherwise, you need to remove
unnecessary permissions if you select Full Control at the beginning.
1. Click on the Read Permission level
Figure 66
53
2. Scroll to the bottom of the Edit permission level page and click on the Copy
permission level button, as shown below.
Figure 67
3. Give it an appropriate name and select the “Add Item” Permission. Finally click
on the create button at the bottom of the page
Figure 68
54
3.9 CREATING CUSTOM GROUP

Now we will discuss how to create a custom group and assign the newly created permission
level to the group.
First, click on the “Create Group” button.
Figure 69
Enter the group name, description and select the permission level that you have created
above, as shown below.
55
Figure 70
After creating the custom group, you can add users into the group by clicking on the New
button, as shown below.
56
Figure 71
3.10 ADDING A SUBSITE

A Subsite is also a SharePoint site sitting under a top-level site/site collection; there is no
other difference between a site and a subsite.
For example, you can have a top-level site called Projects, and then you can create subsites
under the project site called “Project One”, “Project Two” etc. The best practice is to use
Hub sites before creating any subsite. Only create a subsite if you have a strong business
justification for it; otherwise, always go for a Hub site. Hub sites give you greater flexibility
to change your site structure and allow you to maintain a flat site structure within your
organization.
To create a subsite
1. Click on the Settings gear

2. Navigate to Site contents
57
Figure 72
3. From the + New dropdown button, select subsite as shown below.
Figure 73
4. Enter the site name and the site URL and click the create button. In the site
URL, make sure you do not have any space between words.
5. Click on the Create button to create the hub site
58
Figure 74
Once you have created the hub site, you will notice the site URL and the site name as
shown below. The URL will look like this.
59
Figure 75
1. Top-level site (Finance)

2. Subsite (Finance Audit Subsite)
The image below shows the newly created sub site.
Figure 76
Once you go back to the top-level site, you can see the newly created subsite will be listed
under the subsite section on the site content page.
Figure 77
60
WORKING WITH SHAREPOINT ONLINE Working with SharePoint Document Library
4 WORKING WITH SHAREPOINT

DOCUMENT LIBRARY
4.1 WHAT IS A DOCUMENT LIBRARY?

We all know SharePoint is a collaboration platform. The document library provides a place
to store documents securely, allowing coworkers to find any document efficiently, work
together, and access from any device while allowing the user to add new or edit existing
documents. You can think of the document library as a book collection where you store all
your novels in one section and nonfiction in another section. You can have one cabinet for
all your books and keep each type of book on a separate shelf. Like your book collection,
you can use multiple document libraries in SharePoint to store files related to a specific
project, or you can have all projects in one document library and use folders to categorize
the different projects.
4.2 CREATING A DOCUMENT LIBRARY

Creating a document library is very straightforward; you can create a document library in
two places.
• Adding a document library through the SharePoint page menu bar
1. First, go to the Site where you wish to create a new document library, and
from the menu bar, click on + New
2. Then choose the Document library.
Figure 78
61
3. Enter the name and description for the new document library as shown
below and click on the create button.
Figure 79
The newly created document library will appear on the quick menu, as shown in the
following image.
Figure 80
62
• Adding a document library through site settings gear
To create a document library through site settings
1. Click on the Settings gear icon

2. Select the “Add an app” option
Figure 81
3. Select the Document library from the app page as shown below.
Figure 82
63
4. Enter the name for the new document library and click on the create button.
Figure 83
4.3 CREATING A NEW DOCUMENT IN A DOCUMENT LIBRARY

Go to the document library where you want to create a new document,
1. On the document library ribbon, click on the + New

2. Select the document type you want to create. You can create different kinds of
documents such as Word, Excel, Power Point, etc. You can also create folders within
the document library by selecting the folder as shown in the following image.
Figure 84
Once you select the document type, SharePoint creates the document type you have chosen
with a default file name.
64
To rename the document with a preferred name
1. Click on the document default name.

2. Enter the preferred name and press enter.
Figure 85
4.4 UPLOADING DOCUMENTS TO A LIBRARY

You have two options to upload documents into a document library.
Using the Upload button on the menu bar

1. Click on the upload button on the library menu bar
2. Select the Files option to upload files into the document library.
Figure 86
3. Select a file or files that you want to upload to the document library.
4. Click on the open button to upload the document into the library.
65
Figure 87
Once you click on the Open button, you will see the selected document uploaded to the
document library. A confirmation message is also displayed at the top right side.
Figure 88
Drag and drop documents

You can drag and drop documents or folders from file explorer to space inside the SharePoint
library, as shown below.
66
Figure 89
As with the previous method, you will get confirmation of the document upload, and you
should see your file appear in the document library.
To upload multiple documents or a folder, select multiple documents and/or folders from
the file explorer and drag and drop into the space in the SharePoint library.
Figure 90
The upload files and folder should appear in the library as shown below.
67
Figure 91
4.5 DELETING DOCUMENTS

You can quickly delete a document, multiple documents, or a folder. It is essential to know
that you must delete documents inside the folder before you delete a folder.
To delete documents in a library or a folder
1. First, open the SharePoint document library from where you want to delete
items. Select one or more items that you want to delete.
2. Right-click and select the delete option or click the Delete button on the menu bar.
3. In the delete confirmation dialog, click Delete.
68
Figure 92
69
4.6 RESTORING DELETED DOCUMENTS

Once you delete a document or folder from a document library, the deleted items will move
to the Site Recycle Bin and stay there for 93 days. In that period, you can restore the item
to the original location from where it was deleted.
1. First, go to the SharePoint site that the items were deleted from and under the
quick launch bar, navigate to the Recycle bin. If you do not see the recycle bin
under the quick launch, go to the site settings gear and click site contents and
select the recycle bin in the top right portion of the Site Contents page.
2. Once you are on the recycle bin page, click the box to the left of the items or
files you want to restore
3. Click on the restore as shown below.
Note - An item is restored to the exact location from where it was deleted.
Figure 93
4.7 VIEWING AND EDITING DOCUMENTS

Viewing and editing documents in SharePoint online is very easy and can be done directly
in the browser. Microsoft 365 file types such as word, excel are available for editing within
the browser itself. Additionally, file types like pdfs can be previewed within the browser.
To view this, go to the document library and locate the document. Hover the mouse over the
document, as shown in the image below. An adaptive card will pop up with the document
information such as document name, indicating the document date, who created or edited
70
and the first couple of lines of the document contents. You may need to wait for a few
minutes after creating the new document for the adaptive card to display this information.
Figure 94
When you click on the “See details” link, you will be able to see more information about
the document on the left-hand side of the SharePoint page.
Figure 95
71
To view or edit the document, click on the document, and it will open in a new tab on
the browser. Once open, you can read or edit the document directly in the browser, and
all your edits are saved automatically.
Figure 96
Figure 97
4.8 REVIEWING DOCUMENTS

You can review the documents directly on the browser.
1. First, open the document by clicking on the document in the SharePoint library.
2. Then click on the Editing option and select the reviewing option as shown below.
72
Figure 98
Once you click on the reviewing option and start to review the document, you will see
the changes you made as shown below, with the option to add comments to your changes.
Figure 99
If you want to open the document in the desktop app, you can right-click on the document
or click on the three ellipses and select open in-app as shown below.
73
Figure 100
Once you click on the open in the app, the document will open in the desktop application,
as shown below. So now you can use the full functionality of MS Word to edit the document
while your original document is stored in cloud SharePoint online. You may notice on the
below image in the top left-hand corner, the AutoSave option is On, so that means any
changes you are making to the document in the desktop app will automatically get synced
to SharePoint in real-time.
Figure 101
74
4.9 DOWNLOADING DOCUMENTS

You can easily download a document or multiple documents from the SharePoint document
library onto your computer by clicking on the download button in the library menu bar.
Downloads get saved into your computer download folder, as shown in the second image below.
1. First, select the document or multiple documents from the document library
2. Click on the download button on the library menu bar, as shown below.
Figure 102
Figure 103
4.10 MOVING DOCUMENTS

You can move documents and folders from one document library to another document
library on the same SharePoint site, or you can move to another document library in a
different SharePoint site, or you can move to your one drive.
75
1. First, select the documents or folders that you want to move.

2. Click on the Move to option from the library menu bar or click the three
ellipses and select the Move to option or select.
3. Then select the site that you want to move the document to, as shown below.
In this example, I am moving my sample documents 1, 2 and 3 into the
SharePoint site called Health and Safety.
4. Then select the library and the folder within the library where you now want
to move your document to. In this example, I am moving my document to a
document library called HS Project Documents.
5. Finally, click on the Move here button to move selected documents.
Figure 104
76
4.11 DOCUMENT VERSION SETTINGS

Versioning is one of the most important features in SharePoint online, allowing the user
to track the activity of any item and follow the audit trail. A new version gets created
when you change a document in a document library or edit any list item; all changes are
recorded. Microsoft uses “Shredded storage” to save the SharePoint storage space, which
saves incremental changes rather than the whole document again with new changes. By
default, SharePoint online enables this versioning.
There are two types of versioning in SharePoint.
1. Major- These are represented with whole numbers (E.g., 1,2,3,4). This version
control will be enough if you use the SharePoint library for collaboration purposes.
2. Minor – These are represented with decimal numbers (10.3). This type of
version allows more granular version control, which can be used for content
approval scenarios in SharePoint.
To check the document versioning
1. Select the document.

2. Click on the three ellipses or right click on the document.
3. Select the version history option to see the version history for the document.
Figure 105
77
In the following image, you can see the version number, the date and creation time, the
document modifier, the size of the individual version and comments, if any.
Figure 106
To enable versioning on the list or library.
1. Select Settings from the top right-hand corner on the SharePoint page
2. Select Library settings or list settings.
Figure 107
3. Click Versioning settings
78
Figure 108
4. From the Versioning setting page, you have the following settings available.
• Require content approval for submitted items - Specify whether new items
or changes to existing items should remain in the draft state before the
content becomes visible to specific users until they are approved.
• Create a version each time you edit a file in this document library. This
allows you to specify whether you want to keep the major version only.
Figure 109
79
If you select to create both major and minor, every time the user changes the document,
the system creates a minor version for the current major version. If the approver approves
the document changes or publishes the document, the major version gets created.
• Draft Security Item - Who should see draft items in this document library -
you can specify who should see the draft version of the document until it gets
approved or published.
• Require Check Out – requires documents to be checked out before they can be
edited. Specifies whether users must check out documents before making changes
in this document library.
Note - it is good practice to require check out as it allows users to co-author the
document.
Figure 110
80
4.12 SHARING DOCUMENTS

SharePoint Online is straightforward to share documents, folders, libraries, and sites with
users inside or outside your organization. Usually, anyone who does have access to the
SharePoint site gets access to the content on the Site, but if you want to share a document
with someone who does not have access to the Site, you can use the sharing feature. While
you share the document, you can decide the permission, such as whether the user can edit
or just view it.
1. Select the file or folder you want to share, and then select Share.
2. Click on the Share button Next to the file name or from the library menu bar.
3. Click on the expand list to change the type of link.
4. The Details pane opens, where you can change who can access the link and
whether people can edit the item, open in review mode only, and stop users
from downloading the file you are sharing. Select the appropriate options and
click on the apply button.
• Anonymous – anyone who has the shared link will access the document
without authenticating to your tenancy. You may rethink sharing a
confidential or important document with this option.
• People in your organization – anyone in your organization will be able to
access the document through the link, whether they have directly received
the link from you, or someone else shares the link with them.
• People with existing access- can be used by people who already have access
to the document or folder.
• Specific people - gives access only to the people you specify.
I will select Specific people option to share the link.
5. Enter the names of the user you want to share with and include a message
(optional).
6. When you are ready to send the link, select Send.
81
Figure 111
4.13 ADDING COLUMNS

The column represents an attribute or metadata for the document in the document library
or item in a list. You can create a column with different types of data such as a single line
of text, multiple lines of text, location, number, yes/no, choice, person, group, etc.
There are two ways of adding a column.
• Directly through SharePoint document library
1. Navigate to the list or library you want to create a column in. To the
right of the last column name at the top of the list or library, select + Add
column or +.
2. Select the type of column you want to create.
3. In the create column panel, enter a name for the column, description, and
other required information.
4. Click Save.
Under the “More” option, you can set up advanced settings such as requiring the columns
to contain information, if the column type is multiple text, then allow unlimited length, if
the column type is a single line of text, then set the maximum number of characters and
enforce unique value, etc.
82
Figure 112
• Through library settings
1. Navigate to the list or library where you want to create a column.

2. Click on the Settings gear on the top right-hand top corner of the page.
3. Select library settings.
4. Scroll down the Library setting page, click on the create column option
under the columns section.
Figure 113
83
4.14 ADDING ALERTS

To stay up to date with the information changes, you can set up an alert for a list, library,
folder, file, or list item. For example, you can set up a folder level alert to trigger alerts
only when the changes happen on that folder.
1. Go to the list or library.

2. Select the Alert me option by clicking on the three ellipses on the library menu bar.
3. In the Alert me when items change dialog, select, and change the options
you want.
4. To save, select OK.
Figure 114
If you want to cancel the Alert you have set up, select the manage my alerts, then select
and delete the Alert.
Figure 115
84
4.15 CO-AUTHORING DOCUMENTS

With Office apps and SharePoint online, multiple users can work together on the Office
document without interfering with each other’s changes; every user editing the document can
see each other’s changes in real-time. This collaboration capability increases organizational
productivity by avoiding unintentional multiple versions of documents and reducing the
need to share attachments.
I have shared a document with Adele and Vidana.
The image below shows Adele and Nipuna, and Vidana collaborating on the document,
and Nipuna is adding a new sentence.
Figure 116
85
When I open the document in the desktop Office app, I can still see Adele and Vidana
working on the same document and a named animation to indicate Adele is editing the
contents.
Figure 117
When one or more users are editing the document simultaneously, it saves the file for
everyone. Whoever is the last to make the changes, that user’s name is registered in the
document version history, as seen in the image below. You can see changes to the file done
by Nipuna and Adele co-authoring the document in the span of one minute.
Figure 118
4.16 SYNC A DOCUMENT LIBRARY

Another great feature in SharePoint online - especially if you want to work offline, for
example at an airport or on an airplane - is the offline sync. Once you sync documents or
libraries onto your laptop or mobile device, they are always available on it, even if you are
not connected to the internet.
86
To start, navigate to the library of files you wish to sync to your computer
1. Click on the Sync option on the library menu bar.
Figure 119
You will be prompted with a message to open your OneDrive. Click Open.
Figure 120
2. Your files or document library will start syncing to your OneDrive

3. Once you open the windows file explorer, you will see the document library on
your computer.
Figure 121
87
4.17 ADD A SHORTCUT TO ONEDRIVE

Adding a shortcut to a folder or SharePoint library is a simple but incredibly effective idea,
especially if you have many documents stored across multiple SharePoint sites. You can add
a shortcut to the libraries or folders vital to you so you can access those locations quickly.
Navigate to the library you want to create a shortcut.
1. Click on the three ellipses on the library ribbon.

2. Click on the Add shortcut to OneDrive option on the library menu bar.
Figure 122
You can see the shortcut under your OneDrive.
Figure 123
4.18 CUSTOMIZE LIBRARY FORMS USING POWER APPS

As you may have already noticed, SharePoint online, out of the box, provides a form for
libraries to enter document details such as Title, Name, Description, etc. You may wish to
change the form to add customizations adhering to your organizational requirements such
as color, layout, etc.
1. Navigate to the library you want to create a custom form.

2. Click on the three ellipses on the library menu bar.
3. Select the Customize form under the Power App menu.
88
Figure 124
Once you click on the Customize forms, the power app home page will open on the separate
tab as shown below.
Figure 125
We will see how to change the color, remove a field and add a new field to the form using
Power Apps.
To change the color of the form
89
1. Select the form from the Tree view, if not already.

2. On the Form Property window, scroll down and on the color section, click on
the paint icon.
3. Select the required color from the Standard color Theme.
Figure 126
To remove an old field and add a new field:
1. Click on the Edit fields on the SharePoint Form.

2. Select the field you want to remove and click on the three ellipses.
3. Click on the remove button to remove the unnecessary field.
4. To add a field to the form, click on the + Add field.
5. Choose the required field from the list of the fields.
6. Click Add
90
Figure 127
Once you are happy with the changes,
1. Click on the File tab on the top left-hand corner of the screen
2. Click on the Save button.
3. Once you save the changes now, you must publish the changes to the
SharePoint library so the end-user can see your new form.
91
Figure 128
You can check the library form as follows.
1. Go back to the library and select a file.

2. Click on the detail pane.
3. Click on the edit all option; then, you will see your newly created form.
92
Figure 129
4.19 CREATING A FLOW USING POWER AUTOMATE

Power automate can be used to set up workflows in your library. For example, when someone
creates a new document in the document library, you can have a workflow to trigger an
email to a specific user.
First, navigate to a list or library in SharePoint
1. Navigate to a library in SharePoint, and on the library ribbon, click on the

three ellipses.
2. Select Automate > Power Automate
3. Create a flow
93
Figure 130
4. Select a flow template from the right-hand panel.
Figure 131
5. You will see all the required credentials get verified for each service used in the
Flow. Now click on the Create Flow button.
94
Figure 132
6. You will see the basic Flow has been created as shown below.
Figure 133
7. Now click on the Edit button on the top left-hand corner to get into the Flow
steps and customize the Flow according to your requirements. I have added my
email address to receive an email whenever someone adds a new document to
the library.
95
Figure 134
8. Click on Save.
9. To test this, go back to the SharePoint document library, upload, or create a
new document in the document library. You should receive an email notifying
you of the event, and when you check the Flow, you will see the history of the
Flow as follows.
Figure 135
96
4.20 CREATING CUSTOM VIEWS

You can personalize the document library the way you want to view the content by using
the metadata in the document library. For example, you can select the columns that you
want to display in the document library and arrange them in the order you wish to, and you
can filter and group them to suit your requirements. We will now see how to use “group
by metadata” to create a personalized view; assume you have a library with a column name
called Document type. We will then use this metadata to group the document library.
Following is the image of the original document library without creating a view.
Figure 136
Now we will create a personalized view.
1. Go to the document library where you want to create a custom view.

2. Click on the Settings gear icon and select Library settings.
Figure 137
97
3. Scroll down the Library setting page and click on the create view under the
views section.
Figure 138
4. Choose a standard view.
Figure 139
5. Give this view a name and tick the “make this the default view” check box.
Figure 140
6. Navigate down to “Group By section” and expand the section. Choose the first
and second group settings. Note – the second group setting is optional.
98
Figure 141
7. Click OK; you will see your newly created view as shown in the following image.
Figure 142
You can view the original view by clicking on the switch view option on the library menu
bar as shown below.
Figure 143
99
A commonly used personal view is filtering the document created by Me. You can create
a view to show only documents the logged-in user has created. You can easily do that by
adding a dynamic filter.
1. Click on the Edit Current view and Scroll to the Filter section on the Library
View settings page.
2. Select the “Show items only when the following is true:”.
3. Select “the “Created By” filed on the column list.
4. Enter the filter criteria as [Me].
5. Click on the OK button to save the changes.
4.21 EDITING LIBRARY PERMISSIONS

In the previous chapter, we have learnt how to create and edit SharePoint site permissions;
now, we will learn how to edit library permissions. Libraries inherit the permission from
the Site they are stored. If a user has edit access to the Site, then by default, that user gets
edit access to all libraries in that Site, but you can break the inheritance and create library-
specific permissions.
Assume you have a specific library, and you want to change the edit access for the site
members to read only access on the document library. This way, only site owners will have
edit access to the library, and the site members will have read-only access, and no site visitor
will have access to the library.
1. Go to the setting gear and click on the library settings.
100
Figure 144
2. On the library setting page, click on the Permissions for this document library
Figure 145
Then click on the Stop Inheriting Permissions
Figure 146
101
3. Then we will first remove the site visitor access

1. Selecting the Site visitor group.
2. Then click on the remote user permission from the menu bar as shown below.
You will get a pop-up window asking to confirm your action; click OK.
Figure 147
4. Now we will change the site member edit permission to read permission
1. Selecting the site member group.
2. Then click on the Edit Use Permission option on the menu bar.
3. Then untick the Edit option and tick the read permission.
4. Click OK.
Figure 148
102
5. Once you navigate to the library permission, the visitor group is deleted, and
the member group permission level has been changed to Read.
Figure 149
4.22 USING LIBRARY SETTINGS

Users who have Edit access to the SharePoint site will access advanced library settings
through the SharePoint library settings option. These advanced settings are categorized into
three areas.
• General Settings
• Permissions and Management
• Communications
The following image shows the list of settings that belong to each category.
Figure 150
103
WORKING WITH SHAREPOINT ONLINE Working with a SharePoint List
5 WORKING WITH A
SHAREPOINT LIST
5.1 WHAT IS A SHAREPOINT LIST?

A SharePoint list is very similar to an excel sheet with rows for record and columns for
the record’s metadata. However, rows are known as Items in the SharePoint list, and the
columns are known as properties.
For example, a list of contacts will contain the following columns.
• First Name
• Last Name
• Telephone number
• Email
• Department
These columns will have the following Items.
First Name Last Name Telephone number Email Department
Nipuna Weerasinghe 04 0100 4200 nipunaw@abc.com IT
Adelle James 04 0100 4300 adellej@abc.com Finance
Table 3
5.2 CREATING A SHAREPOINT LIST

Microsoft has provided a couple of options that you can select to create a new SharePoint list.
• Blank list: in this option, you can create the list from scratch.
• From excel: this option will allow you to create the SharePoint list based on an
existing Excel spreadsheet.
• From an existing list: this option will allow you to save your time and create a
new list based on the columns in another list.
• Template: Microsoft has provided ready to use list templates such as Issue
tracker, employee onboarding, etc.
104
To create a SharePoint list
1. Navigate to the SharePoint site to create the list, click on the +New, and select
the List option.
2. For this example, I will select a Blank list.
3. Enter the List Name and description, and then click Create.
Figure 151
The image below shows the newly created list.
Figure 152
105
5.3 ADDING COLUMNS

After successfully creating the list, you can add the columns that you require. For example,
you will see a column called Title, created by the system as default. When you go to the
SharePoint list setting, you will see more default columns when creating a list.
To check the default column
1. Under Settings, go to the List settings

2. On the list settings page, scroll down, and under the Views section, click on
the All-Items link
Then you will see all default system created columns listed, e.g., Title, Attachments, Created
By, Modified, etc.
Figure 153
Let’s assume you want to create the following custom columns: First Name, Last Name,
Contact Number, Email, and Department.
First, we will rename the Title column to First Name to utilize the system created title
column.
106
1. Go to the list settings and click on the Title column under the Columns
section.
2. Then rename the Title to First Name
3. Click on the OK button
Figure 154
Now we will create the rest of the columns as follows.
1. Go to the SharePoint list you have created, click on the Add column, and select
a single line of text for the column type.
2. Enter the column name.
3. Click on the Save button
Repeat the same process for Last Name, Contact Number, Email and Department. When
you create the contact, select the Number for the column type and Choice for Department.
107
Figure 155
5.4 ADDING AND EDITING AN ITEM TO A LIST

There are two ways to add or edit list items:
• By using the list form, this is the default method

• Inline, which means you add the item directly on the list page
To add an item through the list form
1. Click on the +New

2. Then enter the required details
108
Figure 156
To add directly on the list page
1. Click on “Edit in grid view.”

2. Then click on the + New item, enter the details on each shell, and click on the
exit edit grid view.
3. After entering the information, click on the Exit grid view to save the newly
added details.
Figure 157
109
5.5 DELETING AN ITEM

If the user has the required permission (generally Site member permission), deleting a
SharePoint list item is straightforward.
1. Navigate to the site containing the list to delete the item and select the item
you wish to delete.
2. Click on the delete button on the list ribbon.
Figure 158
5.6 SHARE A LIST

Users can share a list with people with different options, such as letting others edit or just
read-only, or whether the people you share with can share with others. The following table
will show you the different options you can choose when sharing a list with people.
Table 4
To share a list
1. Go to the list that you want to share and select the Share button on the list ribbon
2. Enter the name or email of the person with whom you want to share the list
3. Click on the Pencil icon to select the option listed on the above table
4. Click on the Grant access button
110
Figure 159
5.7 SHARE A SELECTED ITEM

Sharing a selected list item is precisely like sharing a selected document in the document
library.
1. Select the list item that you want to share.

2. Click on the Share button.
3. Select the dropdown list to change the type of link. This is where you can
select the link setting. Anyone with the link can access the Item, which can
be people within your organization, people with existing access to the list or
specific people.
4. Click on the pencil icon to give the user edit or read access to the sharing list Item.
5. Click on the Send button.
111
Figure 160
5.8 EXPORT LIST ITEMS TO EXCEL

If you are an excel user, it is easy to export any information contained in any SharePoint
list such as Contacts, Calendars, Tasks, etc.
1. Open the SharePoint list in the Edge browser and click on the Export button
on the list ribbon.
2. Then click on the Open file on the pop-up window.
3. You might get a warning message from the browser; click OK.
4. Excel will open, and you will get another security warning; click Enable to load
the List Items into the Excel.
112
Figure 161
5.9 ADDING ALERTS

SharePoint alerts are email notifications and text messages sent by SharePoint when something
changes in a SharePoint List. For example, you can set to receive notifications when someone
adds a new Item to the list or edit a list Item.
1. Go to the list that you want to set up the alert and click on the alert button.
2. Configure the settings as you require and click on the OK button to save your
configurations.
113
Figure 162
Customize list forms using Power Apps.
Like SharePoint document library forms, a user can quickly build a customized list using
Power Apps. Users do not have to write traditional code, such as C# or use third-party
applications such as InfoPath, etc. When you customize the form in Power Apps and publish
the changes, the form is embedded within the SharePoint list.
114
1. Navigate to the list to customize the form and select Integrate ->Power Apps ->
Customize forms.
2. If the “Welcome to Power Apps” window appears, click on the skip button.
Figure 163
As described in chapter 4 (Customize list forms using Power Apps), you can customize the list
form by adding form color, adding and removing list fields, set conditional formatting, etc.
Follow the same steps discussed in chapter 4, section “Customize list forms using Power
Apps “.
After finishing the changes, publish the Power Apps form mentioned in chapter 4 and add
a new item to the list, then you will see the new customized form as shown below.
115
Figure 164
5.10 CREATING A FLOW USING POWER AUTOMATE

Just as we have set up a flow for a document library, users can utilize Power Automate to
build a flow for the SharePoint list.
1. Navigate to the list to customize the form and select Integrate ->Power
Automate -> Create a flow.
Figure 165
Then select the template and follow the steps described in chapter 4, section “Creating a
flow using Power Automate”.
116
5.11 CREATING A CUSTOM LIST VIEW

You can personalize the SharePoint list in how you want to view the items, by using the
metadata in the list. For example, you can select the columns you want to display on the
list and arrange them in the order you wish to - for example “filter” and “group by” - that
suits your requirements. Now we will see how to use “group by” metadata to create a
personalized view; assume you have a list with a column named Department, then we will
use this metadata to group the list.
1. Go to the list settings.
Figure 166
2. Then on the list settings page, scroll down and click on the create view option.
Figure 167
3. On the view setting page, click standard view
117
Figure 168
4. Enter the view name on the create view page and scroll down the page to the
group section. Then expand the group section and select the column by which
you want to group your list.
Figure 169
5. Click on the OK button to save your changes. You will see a list of items on
the custom view as shown below figure.
Figure 170
118
5.12 EDITING LIST PERMISSIONS

As described in chapter 4, by default, the list inherits permissions settings from the site.
The default settings for list permission are shown in the following figure.
Figure 171
But as described in the previous chapter, we can change the default permission settings
by breaking the list permission inheritance and implement custom permission levels. You
can follow the same steps described in chapter 4 to implement custom permissions on the
SharePoint list.
5.13 USING LIST SETTINGS

Users who have Edit access to the SharePoint site will access advanced list settings through
the SharePoint list settings option. The advanced settings are categorized into three areas.
• General Settings
• Permissions and Management
• Communications
The following image shows the list of settings that belong to each category.
119
Figure 172
120
WORKING WITH SHAREPOINT ONLINE Term Store and Content Types in SharePoint Online
6 TERM STORE AND CONTENT

TYPES IN SHAREPOINT ONLINE
6.1 WHAT IS A TERM STORE?

The term store for SharePoint Online is a globally used term in an organization that will
provide consistency in how data is entered and managed in the SharePoint environment.
For example, when you create or upload a document to a SharePoint Library, you might need
to tag the document with department name metadata. Let us assume it is the Information
technology department. Users in the organization might add this department name differently,
such as IT, IT Dept, Information Technology Dept, etc. These are all the same, but it is
challenging to maintain consistency as users might enter this differently.
The term store allows maintaining consistent metadata throughout the SharePoint environment
by creating a term named “Information Technology Department” and adding a managed
metadata column on the list or library.
6.2 CREATING TERM SET AND TERMS

Term store management tools can be used to create terms or manage a term, such as copy,
reuse, move, delete, merge, or pin it with Children. There is a hierarchy to the term store,
as shown below.
Taxonomy
Term Store
Term Group
Term Set Actions

Term Set Add Term
Rename Term
Copy Term
Move Term
Term
Delete Term
Pin Term
Reuse Term
Merge Term
Deprecate Term
Figure 173
121
• Term Group – set of term sets that hold all terms used across SharePoint site
collections.
• Term Set – groups of managed terms related to one another, for example,
different term sets are Department, Sites, Location, etc. However, in SharePoint
online, there are two types of term sets.
1. Global term set - This is defined within the term store and available across
all site collections.
2. Local term set - This is defined within an individual site SharePoint site
collection and is available only to users of that site collection. For example,
assume one of your team members is working on a different project that
requires an entirely different set of tags/metadata for their documents. In this
case, the local term set will create another term set within the SharePoint site
collection that is unique to the project.
• Term is a single item-specific keyword or phrase of the term set associated with an
item or document on a SharePoint site. For example, on the Department term set,
Information Technology department is a term. There are two types of terms.
1. Managed terms are predefined within the term store by the store
administrator or dedicated term set manager.
2. Enterprise keywords or phrases a user adds to items on a SharePoint site.
Users can add any word or phrase to an item as a keyword.
6.3 CREATE A TERM IN A TERM SET

First, we will create a Term group called DMS
1. Go to the SharePoint administrators center. Under Content services,

click Term store.
2. Click on the Taxonomy.
3. To create a Term group, click on the Add term group
4. Enter the group name you want, and press enter key.
122
Figure 174
We will now create a Term set under the DMS Term Group
1. Select the DMS Term group

2. Click on the Add term set
3. Enter the term set name, then press the enter key on your keyboard.
Figure 175
123
Finally, we create a Term under the Document Type Term set
1. Select the Document type term set

2. To add a term on the term set, click on the Add term.
3. Enter the term name, then press the Enter key
Figure 176
6.4 CREATING MANAGED METADATA SITE COLUMN

Managed metadata column is a SharePoint column type that can add to lists, libraries, or
Content types. This allows users to select values (terms) from a specific term set and tag
their content with terms.
Go to the list or library that you want to add the metadata columns.
1. Click on the Add column.

2. Click on the More option; this will navigate to the library/list setting page.
3. Enter the column name.
4. Select the “Managed Metadata” under the Name and Type section.
5. Scroll down on the page, and under the Term setting section, drill down the
Taxonomy and then from the term group, select the term set you want to add
into the column.
6. Click on the OK button.
124
Figure 177
To see the newly added column, you may need to edit the current view (as described in
the previous chapter under Adding column section) and select the new column name from
the column list.
Once you add the newly created column, you can utilize the term store as shown below.
1. Select a document
2. Click on the detail pane
3. Scroll down the form and type the term name you have created in the term
store, select the appropriate term, and press enter
125
Figure 178
6.5 WHAT IS A CONTENT TYPE?

In previous chapters, we learnt how to create a column in the SharePoint library to capture
metadata relevant to the document uploaded to the library. For example, let us assume you
want to upload all clients’ relevant documents into a document library. You could create
the library called Client documents and add two dropdown columns called document type
and client name, or you could create two metadata data columns as described in the above
section to reflect the document type and the client’s name. However, how would you then
achieve the requirement shown in the following table?
Document type Required Metadata
Statement of work Client name, Total fee
Service level agreement Client name, Start date, end date
Sales contract Client name, Salesperson, Purchase order number
Client meeting Client name, meeting date
Table 5
Are you creating a set of dropdowns options or metadata columns and asking a user to go
through all the columns when the user adds a new document, or do you show only the
relevant column for each document type?
126
There are two options; one option is to create a separate document library for each type
of document. Then, you must generate a lot of document libraries on your site. But the
better option is to use content types in a document library that would match our initial
requirement.
To be clear, I will switch the order of the words, which is Content type = Type of Content.
Now I think you understand this topic; this is about the different types of content and
the metadata attached to each content type. For example, you can define a Sales contract
content type with the following metadata.
• Client name
• Salesperson
• Purchase order number etc.
You can also attach a template to the content type to provide consistency within the
organization. Wherever you want to create a Sales contract, you can use this content type
to have consistent sales contract documents across your SharePoint environment.
6.6 CREATING CONTENT TYPES

Content type gets created in SharePoint content Hub on the SharePoint administrators
center, where all the content types are managed centrally.
1. In the SharePoint administrators center, under Content services, select Content

type gallery.
2. Click on the + Create content type.
Figure 179
127
The Create content type panel will appear. Follow the steps below to create the content type.
1. Provide the name and the description for the new content type.
2. In the category section, you have two options.
• Create your new content category and put the newly created content type
on that category (In this example, I will create a new content type called
TechCollab Content Types)
• Put the newly created content on the existing content category.
3. In the parent content type section, Choose the content type category and the
content type that you want to base this content type on (in this example, I will
select document content types and documents for category and content type,
respectively)
4. Click on the create button.
Figure 180
128
After creating the content type, navigate to the newly created content type page to add and
manage the site columns that are part of the content type.
We will add the following site columns to capture the required metadata for the sales contract.
Content type - Sales Contract
Metadata Metadata Type
Client name Managed metadata
Salesperson Person or group
Purchase order number A single line of Text
Table 6
1. Under the Site columns, click on the Add site column.

2. Select Create new site column.
Figure 181
We will now create the first column called Client name.
129
1. Enter the column name and description.

2. Under the category section, if you want to create a new category for your site
columns, select Create a new category and give it a name. In my example, I
will create a new category called TechCollab Site Columns
3. Now under the Type section, select the column type that you want to create. In
my example, the client’s name column is managed metadata column type.
4. Select the term set from the term store.
5. Click the Save button.
Figure 182
By clicking on the more options, you can add additional information for the column such
as allow multiple values, requires that this column contains more information, enforce
unique values, etc.
The image below shows the final content type once I finish creating the remaining site
columns for the sales contract content type.
130
Figure 183
The other advantage of the content type is that you can add predefined document templates
to your content type, providing consistency across the SharePoint environment.
To upload/ add a predefined template to the contact type
1. Select advanced settings under the Settings gear

2. Select Upload a new document template.
3. Click on the upload button and select the predefined template.
131
Figure 184
Once you have finalized the Content type, click Publish and then click Save again to publish
the content to the SharePoint sites so the content type can be used on SharePoint sites.
Figure 185
6.7 ADDING A CONTENT TYPE TO THE LIST AND LIBRARY

Note – Once you publish the newly created content type, it takes at least an hour before
the published Content Type can be added to document libraries.
We will now add the above-created content type to a SharePoint library.
132
1. First, I will create a document library called Client documents and go to the
library settings.
2. Under General settings, click on the Advanced settings.
3. Then select Yes to Allow management of content types of options and click the
OK button.
4. Now go to the Content type section and click on the Add from the existing
site content types.
5. Then select the Content type category you have created, for example,
TechCollab Content Types
6. Select the newly published contact type from the Available Site Content types list,
click on the Add button to add the content type to the library, and click Save.
Figure 186
6.8 USING THE CONTENT TYPE TO CREATE A DOCUMENT

After successfully adding the content type to the document library, you can create documents
based on the content type.
133
1. Go to the library and click on the + New on the library ribbon. Select the
Sales Contact from the list.
Figure 187
2. If you attach a template to the content type, you would see the new document
created based on the following template. A blank word document will be
created if you do not have a template attached to the content type.
Figure 188
3. When the document gets created in the library, select the document.
4. Click on the document detail pane to enter the required metadata.
5. Metadata data relevant to the sales contact content type will be displayed on
the form
134
Figure 189
Similarly, you can create content types like Statements of work, Service level agreements,
and client meetings templates.
You can edit the view to show the content type metadata column on the document library.
1. Click on the All Documents in the document library.

2. Select the Edit current view.
3. Select the columns relevant to the content type and click the OK button to
save the changes.
135
Figure 190
136
WORKING WITH SHAREPOINT ONLINE SharePoint Online Administrator Portal
7 SHAREPOINT ONLINE
ADMINISTRATOR PORTAL
7.1 WHAT IS THE SHAREPOINT ADMINISTRATORS CENTER?

This is the portal with SharePoint administrative capabilities. Only the Microsoft 365 Global
Administrator or a privileged administrator has access to this portal. There are two ways
that you can access this administrator’s portal.
1. Access via Microsoft 365 administrator’s portal and under the Administrators
Centers section, choose SharePoint
Figure 191
2. Direct access to the SharePoint administrators center

Access the URL If you know your subscribed name of the SharePoint portal in
the format https://(subscribed name) -administrators.sharepoint.com/
e.g. - https://techcollab365-administrators.sharepoint.com/
Currently, the administrators center contains eight main sections.
137
• Home – The SharePoint administrators center Home page has four main
sections.
Figure 192
1. SharePoint file activity report: A graphical representation of file activities such

as Viewed or Edited, Synchronized, Shared Internally or Externally over 7 days,
30 days, 90 days, and 180 days.
2. SharePoint site usage report: A graphical representation of the total number
of sites in your tenancy and the number of active sites over 7 days, 30 days, 90
days, and 180 days
3. Message center: Each message gives you a high-level overview of a planned
change and how it may affect your users and provides a link to detailed
information to help you prepare.
4. Service health: View the health status of all Microsoft 365 services available
with your current subscriptions.
You can drill down into more information by clicking on the Details, all active messages,
and viewing all service hyperlinks on the individual section.
• Sites – This section has two areas.
1. Active sites – all active SharePoint sites on your tenancy will be listed
in this section with the Site name, URL, Storage consumed, Primary
Administrators, etc.
138
Figure 193
2. Deleted sites – in this area, you will see the deleted SharePoint sites; by
default, sites are retained for 93 days and then permanently deleted. To
restore a site within 93 days, select the site and click on the restore button.
Figure 194
• Policies- under this section, you will see two areas.
1. Sharing - Use these settings to control sharing at the organization level in

SharePoint and OneDrive.
External Sharing – this setting allows you to control the SharePoint and OneDrive sharing
capabilities with external users. Administrators can set external sharing permissions from
the most permissive level to the least permissive level. Currently, Microsoft provides four
different permission levels.
• Anyone: Users can share files and folders using links that do not require a sign in.
• New and existing guests: Guests (users who do not belong to your
organization) must sign in or provide a verification code.
• Existing guests: Only guests already present in your organization directory.
• Only people in your organization: No external sharing is allowed.
139
Figure 195
More External sharing settings – SharePoint administrator will set up more controls around
the sharing capability using the following settings.
• Limited external sharing by domain – administrators can add specific domains

that allow sharing with or must be blocked. These limitations will not apply
when users share files and folders using Anyone links.
• Allows only users in specific security groups to share externally - administrators
can add a security group to share external domain users.
• Guests must sign in using the same account to which sharing invitations are
sent - when enabling this setting, the guest user must sign in using the same
account to which sharing invitations are sent to access the shared content.
• Allow guests to share items they do not own.
• People who use a verification code must reauthenticate after these many days.
Administrators can provide a specific number of days, allowing the guest user to
access shared contents without re-authenticating.
Figure 196
140
File and folder links – this specific setting allows SharePoint administrators to set up how
the default sharing link will be pre-configured for the end-user to share the content. The
user can change these settings up to some extent (based on the sharing settings discussed
above) when they share the content.
Administrators can choose the type of link that is selected by default when users share files
and folders in SharePoint and OneDrive.
• Specific people (only the people, the sharing user specify)

• Only people in your organization
• Anyone with the link.
Also, the administrators can choose the permission that is selected by default for sharing links.
• View
• Edit
Figure 197
Expiration and permissions - this additional setting will display only when the administrator
enabled the external sharing for Anyone, as shown in figure 195. Administrators can specify
a specific number of days to expire the shared link and set up the different permission for
file and folder sharing the link as shown below.
Figure 198
141
Other settings – SharePoint administrators can enable or disable the following settings.
• Show owners the names of people who viewed their files in OneDrive.
• Let Site owners choose to display the names of people who viewed files or pages
in SharePoint.
• Use short links for sharing files and folders.
• Sharing - Use these settings to control sharing at the organization level in
SharePoint and OneDrive.
2. Access control - Use these settings to restrict how users can access content
in SharePoint and OneDrive.
Unmanaged devices - Restrict access from devices that are not compliant or
joined to a domain. This will stop users from accessing content from unmanaged
devices such as public computers.
Figure 199
Idle session sign-out - Automatically sign out users from inactive browser sessions on
unmanaged devices.
Figure 200
142
Network location - Allow access only from specific IP addresses. Use this setting to allow
access only from the IP address the company owns or trusts.
Figure 201
Apps that do not use modern authentication – Administrators can block the SharePoint
environment for devices that cannot enforce device-based restrictions.
Figure 202
Settings - These settings are related to SharePoint and OneDrive general appearance, storage
settings, and notification settings.
• Default SharePoint administrators center - You can manage modern and

classic sites in the new SharePoint administrators center. You can also control the
latest features and access all the classic features. Select the administrators center
you want to open by default for all admins.
143
• Notification - Select this setting to allow the SharePoint mobile app users
to receive messages about SharePoint site activity. Users can turn off the
notifications if they do not want to receive them.
• Page – Allows administrators to change the organization-level settings to enable
or disable users to create or comment on new modern pages.
• Site creation – enable this setting so administrators can allow users to create
Sites from the SharePoint Main Page and OneDrive. Also, it sets the URL for
the team creating sites, the default time zone, and the default site storage.
• Site storage- Share storage among all sites, or control storage limits by the site.
• Automatic -Let sites use as much of your organization’ storage as they need.
• Manual- Set specific limits for each site.
Figure 203
Content services – this section is about the Term store and Content gallery discussed in
chapter 6.
• Migration – In this section, Microsoft has provided a couple of migration tools

that we can use to migrate content from on-premises file shares and other cloud
services such as a box to Microsoft 365. To learn about the migration process,
please refer to this Microsoft document.
144
Figure 204
Reports – In this section, you will see a summary report of the Content services discussed
under chapter 6. This report contains four areas to show the Term store information as
shown below.
145
Figure 205
• Advanced – In this section, the SharePoint administrator can manage access to

Azure AD-secured APIs from SharePoint Framework components and scripts.
Developers can specify which Azure AD applications and permissions their
solution requires, and an administrator can manage the permission request as
shown below.
146
To approve or reject the pending request.
1. Click on the API access under the Advanced section.

2. First, select the request.
3. Select Approve or reject.
4. Then confirm or deny the section by clicking on the Approve/ Reject Button.
Figure 206
7.2 CREATING SHAREPOINT SITE

By default, Microsoft allows everyone within the organization to create SharePoint online
sites, but this can be changed by the Microsoft 365 administrator, allowing only a privileged
user to create SharePoint sites. As an administrator, you can create sites directly within the
SharePoint administrators center.
1. Go to the Site section and select the Active Sites.

2. Click on the + Create button.
3. Then select the site template (Team Site or Communication Site).
147
Figure 207
4. Then Enter the Site Name and the Team site group owner (if you select Teams
site template to create the site).
5. Drill down Advanced settings: you can select more privacy settings, Time Zone,
Site description and the Site Storage limit.
6. Finally, click on the Next button to provision the site creation.
7. Once the site gets created, you will get the confirmation window to add
additional owners and site members.
8. Click the Finish button to finalize the site creation.
148
Figure 208
Note – when you select the Communication site template on step two, you will get three
options to choose which type of communication site you want to create.
149
Figure 209
7.3 TEAM SITE WITHOUT MICROSOFT 365 GROUP

In the previous section, you learned how to create a SharePoint site. A Microsoft 365 group
is always created in the Azure Active directory when setting up a SharePoint Team site.
There are instances when you do not require this feature, and in this section, we discuss
how to create a team site without Microsoft 365 group attached to it.
You select the Other options at the bottom of the site template window, as shown below.
150
Figure 210
7.4 EDIT SITE PERMISSIONS

As a SharePoint administrator, you can edit the site collection permission through the
SharePoint Amin center. You can add additional Site collection administrators and Microsoft
365 group owners, as shown below.
1. Select the Site collection and click on the Site name.

2. Under the Permissions tab, click on Manage to add additional site collection
administrators
151
Figure 211
7.5 REGISTER AS A HUB SITE

Before I talk about the Hub site, I would like to explain the traditional way of structuring
the SharePoint site. We had two ways of creating a single site collection and many subsites
within the main site or creating isolated sites with many site collections. Both options have
their advantages and disadvantages.
The main advantage of the subsite option is the site navigation because all subsites sit with
the primary site collection. All sites have standard navigation between all other sites. The
key disadvantage is the lack of flexibility as it becomes impossible to move subsites between
the main site collection.
The main disadvantage with the individual site collection is that there is no common
navigation between sites. The advantage though, is that it aligns with the modern SharePoint
information flat architecture.
I always recommend the Hub before sub architecture. Why? Because Hub sites tie together
all individual site collections under one navigation while providing the flat site architecture.
This gives organizations greater flexibility to move sites between departments and business
units with minimal disruption and headache.
152
It’s easy to create a hub site:
1. Select a site that you want to register as a hub site. Note – you must choose a
communication site as the hub site; sites created with Team’s template cannot
register as a hub site.
2. Click on the Register as a Hub site under the Hub menu
3. Give a name to the Hub site
4. Click Save to create the Hub site
Figure 212
Once you successfully register the Hub site, you will see the given name for the Hub site
under the Hub column.
153
Figure 213
7.6 ASSOCIATE WITH A HUB SITE

Once you create a Hub site, we add an associate site.
1. Select a site that you want to associate with the Hub.

2. Then from the Hub site dropdown, choose Associate with a Hub site
3. Choose the one you want to connect to from the list of all the hubs you have
available in your tenant.
4. Click Save
154
Figure 214
Once you successfully associate the site with the Hub site, you will see the given name for
the Hub site under the Hub column.
Figure 215
7.7 CHANGE SHARING SETTINGS

We have discussed setting up the tenancy level Sharing permission. Based on the individual
site collection, you can change the tenancy level sharing permission. It is crucial to know that
you can only change it to a less permissive level compared to the tenancy level permissive level.
155
For example, if the tenancy level Sharing permission level is set to “New and existing guest”,
you cannot select individual site collection Sharing permission to Anyone. To makes these
changes,
1. Select the site collection first

2. Click Sharing in the top menu
3. Select the required Sharing option
4. Click Save
Figure 216
7.8 MANAGING THE SITE STORAGE

Similar to changing sharing settings, you can easily change the site storage. Start by selecting
the Site storage menu and enter the required site storage for the site collection. In addition
to the site storage, you can set up a notification to notify you when the site collection has
reached the defined percentage of the assigned site storage.
156
Figure 217
157
WORKING WITH SHAREPOINT ONLINE OneDrive for Business
8 ONEDRIVE FOR BUSINESS
8.1 WHAT IS ONEDRIVE FOR BUSINESS?

OneDrive for business is Microsoft’s online storage offering in the cloud that gets provisioned
for each licensed user in an organization. This cloud storage will allow users to access,
securely share, and collaborate their files from anywhere and from any device.
8.2 CREATING FOLDERS

Similar to the SharePoint library, you can create folders in OneDrive for business. OneDrive
for business is your personal SharePoint site, which allows you to store your content.
To access this, log in to Microsoft 365 using the https://portal.Office.com/
1. Click on the OneDrive icon.

2. Click on the New icon on the ribbon.
3. Enter the folder name and click the create button.
Figure 218
158
8.3 UPLOADING FILES TO ONEDRIVE FOR BUSINESS

You can easily upload documents or folders into OneDrive in two ways; drag and drop or
use the upload button.
Figure 219
8.4 SYNCHRONIZE FILES AND FOLDERS

You can easily synchronize your OneDrive to your computer by clicking on the sync icon
on the OneDrive home page or installing the App on your mobile.
Figure 220
159
As shown below, once you successfully synchronize to your content stored on OneDrive,
you can see the contents from your file explorer on your computer.
Figure 221
You can now create folders, documents, rename or delete them etc., from your computer,
and the changes get automatically synchronized to your OneDrive site in the cloud.
8.5 SHARING FILES AND FOLDERS

Like SharePoint libraries, you can easily share documents.
1. Select the file/folder that you want to share

2. Click on the Share icon on the top menu
3. Enter the email that you want to share with and click Send
Figure 222
160
8.6 ONEDRIVE RECYCLE BIN

Along with document sharing, you can also delete content by clicking the Delete icon on
the ribbon. When you delete a document, it goes to the recycle bin and by default, stays
there for 93 days.
You can recover the deleted document by accessing the recycle bin within those 93 days
To restore the deleted document:
1. Go to the Recycle bin

2. Select the document that you want to restore
3. Click on Restore.
Figure 223
161

Working With Sharepoint Online

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Working With Sharepoint Online

Uploaded by

Copyright:

Available Formats

Nipuna Weerasinghe

1 Overview of Microsoft 365 9

2 Introduction to SharePoint Online 21

3 Working with SharePoint Online Modern sites 36

4 Working with SharePoint Document Library 61

5 Working with a SharePoint List 104

6 Term Store and Content Types in SharePoint Online 121

7 SharePoint Online Administrator Portal 137

8 OneDrive for Business 158

Nipuna Weerasinghe is a Microsoft Certified Enterprise Administrator Expert in Microsoft

Level of expertise – Intermediate

Target audience - Microsoft 365 IT professionals

Book Category – Digitalization and IT

1 OVERVIEW OF MICROSOFT 365

1.1 WHAT IS MICROSOFT 365?

1.2 MICROSOFT 365 MAIN COMPONENTS

Enterprise Mobility and Security (EMS) – An Intelligent mobility management and

1.3 OFFICE 365 VS MICROSOFT 365 SERVICES COMPARISON

Applications and services Office 365 Microsoft 365

Office Apps- Word, Excel PowerPoint

OneDrive for Business

Data Loss Prevention

Azure Information Protection

Power Apps and Power Automate

Enterprise mobility and security

Advanced Threat Analytics

Windows Defender ATP

Azure Active Directory Premium

1.5 SIGNING INTO MICROSOFT 365

Next, fill in the following details.

Discover our eBooks on

1.6 MICROSOFT 365 ADMIN CENTER

1.7 MICROSOFT 365 USER PORTAL

Users access their portal by navigating to https://portal.Office.com.

2.1 WHAT IS SHAREPOINT ONLINE?

2.2 OVERVIEW OF SHAREPOINT ONLINE ARCHITECTURE

2.3 NAVIGATE TO THE SHAREPOINT HOME PAGE

2.4 WHAT IS A TEAM SITE?

1. Click on the + Create site icon on the page ribbon

2.5 WHAT IS A COMMUNICATION SITE?

2.6 WHAT IS A HUB SITE?

2.7 VIEWING SITE CONTENTS

Discover our eBooks on

2.8 VIEWING SITE INFORMATION AND SETTINGS

This is where you can do the following:

- Add a logo to your site

• Private - Only site members can access the site

2.9 CHECKING SITE PERMISSION

To access site Permissions

2.10 SEARCHING CONTENT

3 WORKING WITH SHAREPOINT

3.1 CHANGING LOOK AND FEEL

3.2 ADDING SITE PAGES

Option 1 - Directly within the SharePoint site landing page ribbon

3.3 SAVE, PUBLISH, AND UNDO PAGE CHANGES

3.4 EDITING THE PAGE TITLE

3.5 ADDING AND EDITING THE PAGE SECTION

• The move section icon allows to rearrange the page layout.

3.6 MODIFYING THE NAVIGATION

• Left navigation – this is sometimes referred to as quick launch. If the site is a

To edit the navigation

1. First click on the edit link as shown below.

Conversation to add a link to the Microsoft 365 group conversation associated

2 Introduction to SharePoint Online 21

3 Working with SharePoint Online Modern sites 36

4 Working with SharePoint Document Library 61

5 Working with a SharePoint List 104

6 Term Store and Content Types in SharePoint Online 121

7 SharePoint Online Administrator Portal 137

3 WORKING WITH SHAREPOINT

4 WORKING WITH SHAREPOINT