SharePoint Quick Start Guide

1. What is SharePoint? 

SharePoint is a web-based collaboration platform from Microsoft that integrates with Microsoft 365. It’s used to: 
- Share documents 
- Collaborate with teams 
- Manage content and workflows 
- Create intranet portals 

2. Accessing SharePoint 

- Via Browser: Go to https://www.office.com → Sign in → Click on SharePoint 

 
- Via Microsoft Teams: Many Teams channels are backed by SharePoint sites 

- Mobile App: Available on iOS and Android 

3. SharePoint Home Page 

- View followed and recent sites on the left side. 
- Access news and featured content on the right side. 
- Create new team or communication sites at the top left by clicking + Create Site. 

4. Key SharePoint Components 

Component	Purpose
Site	A workspace for a team or project
Document Library	Stores and manages files/documents
List	Like a spreadsheet to manage structured data
Pages	Web pages for sharing information visually
Web Parts	Content blocks (text, images, files, calendars) you can add to pages

Clicking the + New drop-down menu at the top left provides options: 

• List (Basically an excel sheet in a web page) 

• Lists form (Basically an excel sheet in a web page connected to a form) 

• Document Library (File repository) 

• Page (Web page) 

• News Post (Allows you to post a message on a page) 

• News Link (Allows you to link to a news page) 

• App (Allows you to add an application to your page) 

5. Common Tasks 

Create a Site 

1. From SharePoint home, click Create Site 

2. Choose Team site (collaboration) or Communication site (broadcast info) 

1. A team site is described as: 

1. Create a private space to collaborate with your team. 

2. Track and stay updated on project status 

3. Share team resources and co-author content 

4. All site owners and members publish site content 

5. Can connect to other Microsoft 365 products 

2. A Communication site is described as: 

1. Share information that engages a broad audience. 

2. Create a portal or subject-focused site 

3. Engage dozens or thousands of viewers 

4. Few content authors and many visitors 

Learn more about team sites or learn more about communication sites. 
3. Depending on the option selected you will be provided with relevant templates.  

4. Select your desired template. You are presented with a preview of the selected template. Note that different templates have different default options. There is a site capabilities area explaining what your selected template can do. There is a What’s included area which indicates what comes with the template by default. You can add to this as desired, this is just what you are starting with.  

5. If the selected template preview is undesired, click the Back button located at the bottom right of the window to go back and try a different template. 

6. Once you have selected the desired template, click the Use template button located at the bottom right of the window.  

7. If you change your mind, you can still select a different template at this screen by clicking Change template at the bottom left.  

8. Fill in the site name. This will auto populate a site link and email. If desired, you can fill out the description as well. Then click the Next button at the bottom right. 

9. Set your privacy settings and language.  

1. Privacy options are: 

1.  Private – only members can access this site 

2. Public – only members can access this site 

10. Click the Create site button at the bottom right. 

11. You will now have the option to add members to your site. When done, click the Finish button at the bottom right. 

You will now be presented with your newly created site. 

Upload Files 

1. Go to a Document Library 
2. Drag and drop files or click Upload 

Share Documents 

1. Select a document 
2. Click Share 
3. Enter recipient email and set permissions (View or Edit) and then click Send. 

 

Create a Page 

1. From your site’s home page, Click New → Page 

 
2. Choose template and click Create page button at bottom right. 

3. Add web parts (text, image, document, etc.) found on the right side. Click Publish when ready. 

6. Permissions & Access 

Permissions can be found using the Gear icon at the top right. 

- Site Owners: Full control 
- Members: Can edit content 
- Visitors: Read-only access 
Manage via Settings > Site permissions 

7. Best Practices 

- Use metadata and versioning for better document tracking 

• In your lists you can add columns to track meta data such as author, or other data you wish to track. 

• Version tracking is on by default. To edit this setting: 

• Navigate to your list 

• Click the Gear at the top right 

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• Click List Settings 

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• Under General Settings, click Version Settings 

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• Toggle as desired and click OK at the bottom right. 

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- Avoid using folder-heavy structures; use filters and views in your Documents library. 
- Keep permissions simple and inherit wherever possible 

8. Helpful Tips 

- Use Search to quickly find content across SharePoint 
- Integrate with Power Automate for workflows  

 
- Sync document libraries with OneDrive for offline access 

• Click Sync at the top menu bar 

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• A window will pop up asking to open OneDrive. Click Open OneDrive. There is also another window indicating that your files will be synced with OneDrive. 

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• Your files will show in a new one drive on your computer entitled Shared Libraries. 

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