SharePoint Online Tutorial PDF

SharePointSky.com EnjoySharePoint.com TSInfoTechnologies.
com
All rights reserved. No part of this book may be reproduced, stored in a retrieval
system, or transmitted in any form or by any means, without the prior written
permission of TSInfo Technologies.
Every effort has been made in the preparation of this book to ensure the accuracy
of the information presented. However, the information contained in this book is
sold without warranty, either express or implied. Neither the authors nor TSInfo
Technologies will be held liable for any damages caused or alleged to be caused
directly or indirectly by this book.
Released By:
TSInfo Technologies (OPC) Pvt Ltd
Flat G-04, SJR Residency,
Devarabeesanahalli, Bellandur
Bangalore, 560103
Email: info@tsinfotechnologies.com
Phone: +91-9916854253

Flat G-04, SJR Residency, Devarabeesanahalli, Bellandur, Bangalore, 560103
Email: info@tsinfotechnologies.com, Phone: +91-9916854253
SharePointSky.com EnjoySharePoint.com TSInfoTechnologies.com
About Authors:
Bijay Kumar Sahoo:
Bijay is a Microsoft MVP since 2014 (6 times+) specialized in SharePoint. He is

having more than 12 years of experience in SharePoint and other Microsoft
technologies. He has experience in SharePoint Online Office 365 as well as
SharePoint On-premises versions like SharePoint 2019, 2016, 2013, 2010 and
MOSS 2007. He played the role of a lead, architect and responsible for providing
solutions, implantations, and architectures to his clients. He is the founder of
TSInfo Technologies, a SharePoint Consulting, Outsourcing, Development, and
training company. Bijay also focuses on SharePoint technical blogging and blogs in
his own blogs EnjoySharePoint.com and SharePointSky.com and focuses on
speaking activities for various user groups. He is also the author of "SharePoint
Online Modern Experience Practical Guide Book".
MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5000972
Bhawana Rathore:
Bhawana is a Microsoft MVP (2 times+) specialized in SharePoint. She has been

working in Microsoft technologies from more than 9+ years. She has worked in all
the versions of SharePoint from WSS to Office 365 SharePoint Online, Power BI,
etc. She was involved in providing productive solutions as well as very good
exposure in SharePoint customization, development, migration activities
(Metalogix, Sharegate, etc.). She also published lots of videos in EnjoySharePoint
YouTube channel, apart from writing hundreds of blogs in EnjoySharePoint.com
and SharePointSky.com. She is the founder of TSInfo Technologies.
MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5003050

This EBook is for:

This EBook is for absolute beginners who want to learn or use SharePoint. We tried
to cover from basics to how a user can sign up and use SharePoint. After reading
this book, a professional will be able to know what is SharePoint? How to use
SharePoint Online? SharePoint Site Collections, Sites, subsites and users will also
get to know what are lists and libraries and how users will be able to modern list
and libraries in SharePoint Online Office 365.
Want to Learn More? Check out our SharePoint

Professional Training Courses?
If you want to learn more, check out SharePoint professional training (Lifetime
access).
Complete SharePoint Development Training:

https://www.sharepointsky.com/sharepoint-development-training/
Nintex Forms and Workflows for Office 365 Training:
https://www.sharepointsky.com/nintex-form-and-workflow-for-office-365-training/
SharePoint Framework (SPFx) Training:
https://www.sharepointsky.com/sharepoint-framework-training/
Microsoft Flow and PowerApps Training:
https://www.sharepointsky.com/microsoft-flow-and-powerapps-training/
SharePoint Site Owner and End-user Training:
https://www.sharepointsky.com/sharepoint-site-owner-training/
SharePoint Online Development Training:
https://sharepointsky.teachable.com/p/sharepoint-online-client-side-development-
training

Table of Contents
Introduction to SharePoint ...................................................................................................................... 7
What is a Portal? ................................................................................................................................. 7
What is SharePoint? ............................................................................................................................ 8
Different ways to access SharePoint ................................................................................................... 9
What is Office 365? ............................................................................................................................ 9
Advantages of Office 365 ................................................................................................................. 11
Office 365 Plans................................................................................................................................ 12
Sign Up for an Office 365 Trial ........................................................................................................ 13
Introduction to SharePoint Online .................................................................................................... 20
How Organizations benefited from SharePoint Online? ................................................................... 20
SharePoint Online Supported Browsers ............................................................................................ 21
Different ways to Access SharePoint Online .................................................................................... 21
Office 365 and SharePoint Online Admin Center................................................................................. 24
Office 365 Admin Center.................................................................................................................. 24
Add User and Assign License ....................................................................................................... 27
SharePoint Online Admin Center ..................................................................................................... 32
How to use Classic SharePoint Online Admin Center? .................................................................... 34
How to Access Classic settings page? .......................................................................................... 36
SharePoint Site Collection, Sites and Sub Sites .................................................................................... 38
Create Site in SharePoint Online (modern team site) ....................................................................... 39
What is a Modern Team Site? ....................................................................................................... 39
What is a communication site? ..................................................................................................... 39
Office 365 Groups and SharePoint Online ....................................................................................... 43
Create Site in SharePoint Online (classic team site) ......................................................................... 44
Customize SharePoint Modern Team Site ........................................................................................ 48
Site Contents Page in Team Site ................................................................................................... 55
Site Settings Page in SharePoint Online team site ........................................................................ 56
Add Various Web Parts in Modern SharePoint Page........................................................................ 57
Team Site Permissions ...................................................................................................................... 59
Team Site: SharePoint Groups ...................................................................................................... 61
SharePoint Online Team Site Recycle Bin ....................................................................................... 62
Second Stage Recycle Bin ............................................................................................................ 63
SharePoint Online Modern List ............................................................................................................ 65
Create a SharePoint Online Modern List .......................................................................................... 65
New Features in Modern SharePoint Online List ............................................................................. 68
Updated user interface: ................................................................................................................. 68

Easily Create Columns: ................................................................................................................. 69

Information icon to see activities .................................................................................................. 69
Increase or Decrease the width of Column ................................................................................... 70
Right-click to Open ECB menu .................................................................................................... 70
Highlight missing required information ........................................................................................ 71
Create Flow directly from SharePoint Online List ....................................................................... 72
Customize List Forms using PowerApps ...................................................................................... 73
One-Click Group By ..................................................................................................................... 73
Easily filter records ....................................................................................................................... 74
Easily Modify and Save Views ..................................................................................................... 75
SharePoint Online Modern Library....................................................................................................... 77
Document Library ............................................................................................................................. 77
Create Document Library.............................................................................................................. 77
SharePoint Online Modern Library New Features............................................................................ 79
Main menu .................................................................................................................................... 79
Easily Upload Files (Drag-drop) ................................................................................................... 80
Easily Create Columns .................................................................................................................. 80
Missing Required Information ...................................................................................................... 81
Notify your team ........................................................................................................................... 82
Tiles View ..................................................................................................................................... 82
Pin Important Documents ............................................................................................................. 82
Copy or Move Documents ............................................................................................................ 84
Start a Flow from SharePoint Online Document Library ............................................................. 85
Check Library Activities ............................................................................................................... 85
Download Documents in .zip format ............................................................................................ 86
Share Individual Document with Others ....................................................................................... 86
Try SharePoint Training from Microsoft MVP ................................................................................ 88
Connect With Us ............................................................................................................................... 89
Conclusion ........................................................................................................................................ 90

Introduction to
SharePoint
In this section, we will discuss what is SharePoint? What is Office 365? How can we
sign up for an Office 365 subscription? Different ways to access SharePoint?
Advantages of SharePoint Online over on-premises. But before going to this let us
see what a portal is? Because SharePoint is one of the popular portal technologies
in the market.
What is a Portal?
 A portal is a place where users can get important information about
corporate or organization. This is the first place for employees to get
business information.
 Various organizations customize their portal based on their organization's
requirement.
 A portal may be consists of one or more web sites where information are
stored directly on the web sites or information are stored in file shares or
other business applications.
 The portal to be the central location users can visit to find information
regardless of its actual storage location.
 At the same time portal also be secure, up to date and easily accessible.
User should able to search for the required information.
 A good portal should provide all the company reference and policy
information that the employee needs to review, as well as links to all the
information systems and websites that employee needs to do her job.
 Information should be stored in easy-to-browse locations, based on subject
or topic.
 Portal technologies enable users to handle day-to-day tasks from a single
starting point. And SharePoint is one of the popular technology which helps
us to build portals easily for Organizations.

What is SharePoint?
What is SharePoint? Yes, we should know as a More than 200,000
developer or end-user. And this is the first organizations and 190 million
The question comes in our mind.
people have SharePoint for
According to Microsoft "Organizations use
intranets, team sites and
SharePoint to create websites. You can use it as a
content management.
A secure place to store, organize, share, and
access information from any device. All you need is a web browser, such as
Microsoft Edge, Internet Explorer, Chrome, or Firefox.”
But let us not go by definition, let us understand SharePoint the way people use it
and based on the features available in SharePoint. SharePoint is vast and it will be
unfair to define SharePoint in one or two lines.
 SharePoint is a browser-based collaboration and document management

platform from Microsoft. It's content management feature allows
organization or users to securely store, share and collaborate within each
other.
 Some say SharePoint is an enterprise information portal from Microsoft that
can be configured to run Intranet, Extranet and Internet sites.
 SharePoint is a web application from Microsoft that enables organizations to
work more efficiently by letting users share documents, data, and
information. It provides document management, collaboration feature which
increased the productivity of an organization.
 SharePoint Products and Technologies because SharePoint is a web-based
platform which contains various products and technologies to develop
various corporate portals. By using SharePoint organizations can easily
create and manage their own collaborative web sites.
 SharePoint is one of the popular portal technologies, lots of small to large
scale organizations are using SharePoint to develop their portal.
 It is scalable, extensible, and customizable portal solution for various
organizations. It helps you better store, share, and manage digital
information within your organization. In no time you can create team sites
to collaborate with each other, by using SharePoint lists and libraries you can
store information, documents, etc.
Key Features of SharePoint are:

 Share
 Organize
 Discover
 Build
 Manage etc.
Different ways to access SharePoint

There are two ways we can access and use SharePoint.
 SharePoint On-Premises
 SharePoint Online (Office 365)
In the case of SharePoint On-Premises, organizations have to install and

maintain everything in their network. Like organizations has to take license for
servers, SharePoint, SQL, etc. And then install and maintain by their own Windows
Admin team and SharePoint team.
Microsoft will not be responsible for anything.
SharePoint 2019 is the latest on-premise version and before that Microsoft released
various versions like SharePoint 2016, 2013, 2010, MOSS 2007, etc.
But in the case of SharePoint Online, Microsoft will provide SharePoint as a

service which organizations can use. You can only pay whatever you are using.
According to your requirement, you can take the license which best fits your
organization’s requirement.
In this case, the Organization can save hardware, software, and maintenance, etc.
cost. We will discuss more in this chapter.
We can get SharePoint Online from Microsoft cloud service “Office 365”.
What is Office 365?

Now, we will discuss what Office 365 is and how we can sign up for Office 365 so
that we can use SharePoint Online.
Cloud is really very much demand in the market and various companies like
Microsoft, Amazon, Google, IBM, and HP providing cloud services on subscription-
based. Whatever people will use they will pay for that only.

Few Companies provides different types of cloud services like:
 Software as a service (SaaS)

 Platform as a service (PaaS)
 Infrastructure as a service (IaaS)
SharePoint Online comes as a part of Office 365, which is a Software as a Service

(SaaS) cloud service from Microsoft.
Office 365 is the "cloud" solution from Microsoft. The services are hosted outside
your organization, and Microsoft cloud is fully maintained by Microsoft. Office 365
was available for public on June 2011. Here user just needs to use the application
that they need for their business.
If you look at the figure below, you will get to know a few of the services provides
by Office 365.
Few services are like:

 Outlook
 OneDrive
 Word
 Excel
 PowerPoint
 OneNote
 SharePoint
 Teams
 Yammer
 Calendar
 Tasks
 Forms
 Flow
 PowerApps
 Dynamics 365 etc.
Users can access all the services online without any headache of maintaining
anything on-premise. So there will be no headache of on-premise server
maintenance, patching or update activities, etc.
Advantages of Office 365

There are various advantages of using Office 365 and SharePoint Online.
 Since it is subscription-based, Pay only for what you use.

 Available for small-size companies to large enterprise
 Very reliable, almost zero downtime
 They provide 24/7 phone support
 Access Office 365 from anywhere using any device like desktop, tablet,
laptop or mobile
 It is responsive across any device
 Active Directory is tightly integrated with Office 365
 Data is secure in Office 365
 Always update with new features

Office 365 Plans

There are various plans are available in Office 365 for a subscription. There are
plans for:
 Business
 Enterprise
 Home
 Government
 Non-profit etc.
Apart from this Microsoft also provides plans only for SharePoint.
For Home:
For Enterprise:
 Office 365 Home ($99.99)
 Office 365 ProPlus ($12.00
 Office 365 Personal ($69.99)
user/month)
 Office 365 Home & Student
 Office 365 E1 ($8.00 user/month)
2019 ($149.99)
For Business: SharePoint Only Plans:
 Office 365 Business ($8.25

 SharePoint Online Plan 1 ($5
user/month)
user/month)
 Office 365 Business Premium
 SharePoint Online Plan 2 ($10.00
($12.50 user/month)
user/month)
 Office 365 Business Essentials
($5.00 user/month)
You can check out more plans and features in different plans from the below URL:
Enterprise Plans: https://www.microsoft.com/en-us/microsoft-

365/business/compare-more-office-365-for-business-plans

Business or Home plans: https://products.office.com/en-us/compare-all-

microsoft-office-products
SharePoint Online: https://products.office.com/en-us/sharepoint/compare-

sharepoint-plans
Sign Up for an Office 365 Trial

There are two ways you can try the features and functionality of Office 365.
 Microsoft provides a 30 day trial for various subscription plans like Office
365 Enterprise E3 or E5 plans.
 Apart from this Microsoft provides options to do developer sign up. This will
be unlimited as long as you are developing something. It will be auto-
renewal based on the activities the user is doing.
You can visit below two URLs for detailed steps:
Office 365 trial: https://www.sharepointsky.com/office-365-trial/
Join Office 365 Developer Program: https://www.sharepointsky.com/office-365-

developer-program/
Try Office 365 Enterprise E3:
I will personally suggest you sign up for an Office 365 Enterprise E3 trial.
If you will sign up for Office 365 enterprise E3, you will get below things:
It will allow you to create up to 25 users (25 licenses you can assign to users)
 30 Days trial
 Unlimited personal cloud storage
 Email hosting with 100 GB mailbox
 Online & desktop versions of Office applications
 Services like Word, Excel, PowerPoint, Outlook, SharePoint, Yammer,
Teams, etc.
Click on the below URL:
https://www.microsoft.com/en-us/microsoft-365/business/office-365-enterprise-
e3-business-software
4 Steps are there to sign up the process.

1st Step:
First, provide a work account or school account like below:
After clicking on Setup account:

2nd Step:
Next, fill the personal and company details like below:
Then verify yourself through code to your mobile number or by a call to the same
mobile number.
Check the country code and mobile number carefully, because if you will give the
wrong information, you cannot proceed with further steps.

3rd Step:
This step is very important. Here carefully gave the company name, you cannot
change this if you have once setup.
This will be your tenant name.
Suppose you gave TSInfoTechnologies, then the tenant URL will be like below:
TSInfoTechnologies.SharePoint.com
And you cannot change this tenant name, so carefully choose your tenant name.

It will show you if the tenant name is available, if not available you have to choose
a different name.
Then it will ask you to provide your user name, this user will be your tenant
administrator for the Office 365 tenant.

Once set up it will show you the URL and user name details.

Once you click on Go to Setup, you can see the welcome page. Here a few services
will take some time to configure.
So anytime you want to access Office 365, type the below URL and sign in with the
username and password.
https://www.office.com/
Now we will discuss what is SharePoint Online and advantages of SharePoint

Online.
Introduction to SharePoint Online

Office 365 provides a SharePoint feature in terms of SharePoint online. SharePoint
Online is a perfect tool for collaboration, document management, etc. for your
organization.
You can create sites in less than a minute for your team to collaborate, to maintain
documents, work with lists, announcements, blogs, etc.
Take advantages of check-in, check out features, see various versions of

documents, etc. You can share your documents with external users also in
SharePoint Online.
SharePoint online is tightly integrated with Office products, you can work with a
word document and then publish to SharePoint online directly from a word.
How Organizations benefited from SharePoint

Online?
Below are some of the benefits organizations will get by using SharePoint Online.
No Hardware, Software License Costs for SharePoint Online
As an organization, you can access SharePoint online sites anytime, anywhere and
from any devices like Laptop, Mobile, and Tablet.
You do not need to make any hardware or software licenses for it. Organizations
can save cost in terms of licensing, hardware, administrators and maintenance
costs.
Microsoft will take care of the maintenance cost rather than your organization, you
just need to use SharePoint.
Share with External Users
Not only with your internal users, but you can also share SharePoint online site
collections with your external users or customers or with your vendors. External
users will not have an Office 365 licenses or subscriptions, but still, they can access
to SharePoint online sites with a Microsoft account.
Always Up to Date with SharePoint Online
Microsoft is releasing lots of new features in SharePoint online regularly. If you are
using SharePoint online, then you will get updated features.
Also, there is a 99.99% of uptime, so SharePoint online site will be always up.
SharePoint Online Supported Browsers

Office 365 SharePoint Online supports all the update browsers like Internet
Explorer, Mozilla Firefox, and Safari, etc.
Below are the browsers supported in SharePoint Online Office 365.
Browsers Supported in SharePoint Online
 Microsoft Edge
 Internet Explorer 11
 Google Chrome (latest released version)
 Mozilla Firefox (latest released version plus immediate previous version)
 Apple Safari (latest released version)
Browsers Not Supported in SharePoint Online
Different ways to Access SharePoint Online

Different ways to access our SharePoint Online once you have the subscription. You
just required a supported browser to access Office 365 SharePoint Online.
Approach-1:
We can access SharePoint directly by typing the URL like below:
https://<tenant name>.SharePoint.com
Example: https://tsinfodemo.sharepoint.com/
Log in with your Office 365 credentials.

Approach-2:
We can also access SharePoint from the Office home page.
Click on the below URL:
https://www.office.com/
Then log in with your Office 365 credentials.
Then in the Home page click on the SharePoint button like below:
Approach-3:
We can also access SharePoint Online from the App launcher. From any of the
Office 365 services, click on the App launcher and then click on SharePoint like
below:


Office 365 and

SharePoint Online Admin
Center
Now, we will discuss Office 365 and SharePoint Online admin center. As a
developer also, we need to know little about the admin center.
Office 365 Admin Center

Office 365 admin center is the place, where we can check and modify tenant wide
settings for Office 365.
There are different ways, we can access the admin center directly from the below
URL:
https://admin.microsoft.com/Adminportal/#/homepage
Apart from this, we can also access the Office 365 admin center from the App
launcher and from the Office.com home page like below:
App Launcher:

Office 365 Home Page:
Once you click on the Admin icon, you can see the Office 365 admin center home
page looks like below:

There are various options are available on the left side.
 Users: Here you can check all users like Active users, Contacts, Guest users,
Deleted users, etc. Here you can add users and assign a license to them.
 Groups: Here you can see distribution groups and mail-enabled security
groups
 Resources: You can add rooms and equipment and also you can check sites
and whether external sharing enabled or not.
 Billing: In the Billing section, you can see the purchase services, products,
and services, licenses, Bills and payments, payment methods, etc. You can
see how many licenses are available and how many licenses have been
used.
 Support: Here you can raise a new service request and also you can view all
service requests.
 Settings: The Settings page is very important, here you can see various
Services & add-ins in the tenant. You can also set Password policy, privacy
profile, sharing and also if you want to enable people to reset their own
password.
 Setup: Here you can see the Products status like Product name, Total
licenses, available licenses and what the software included are. Also, in the
Domain page, you can add a custom domain.
 Reports: Here you can see usage report, like email activity, OneDrive files,
SharePoint files, Skype for Business activity, etc. Also, you can see the
Security & compliance report.

 Health: Here you can check the Service health of the Office 365 tenant. You
can see the incidents, advisories. It will also show messages like an overview
of a planned change and how it may affect your users and links out to more
detailed information to help you prepare.
 Admin Centers: You can also see the individual admin centers like
Exchange, Azure Active Directory, SharePoint, Teams and All admin centers.
Add User and Assign License

Now, we will see how we can add user and assign a license in Office 365.
To add a user expand the Users -> Active users
This will open the Add user screen.
Put the basic information of the user and give the user name and set the password
like below:

In the second screen, select the location.
And here you can assign a user a product license.

Then in the next screen, you can select the Role, like Global Administrator. Here
there are various Roles you can choose from. You can select multiple roles you can
assign to a user.

In the final screen, verify the settings and click on Final Adding button.

Then it will display, the user has been added successfully like below:
You can also add multiple users by clicking on Add multiple users.
You can also check an article on how to create bulk users in Office 365.
https://www.sharepointsky.com/create-bulk-users-in-office-365/
You can also check more options in the Office 365 admin center.

SharePoint Online Admin Center

Now, we will discuss the SharePoint Online admin center.
We can access the SharePoint Online admin center in the below two ways.
Approach-1:
We can access the SharePoint Online admin center from the Office 365 Admin
center. Click on the SharePoint link which is under Admin centers.
Approach-2:
We can access SharePoint Online center from the direct URL like below:
https://<tenant name>-admin.sharepoint.com/
Example: https://tsinfodemo-admin.sharepoint.com/

Once you open the SharePoint Online Admin center.
By default, the admin center displays the modern admin center.
In the Home page itself, you can see the Files by activity type, Total and active
sites, Message center and Service health.
In the left navigation, we can see the below links:
 Sites: Here we can see all the active sites and deleted site. We can also
create modern team sites or communication sites etc.
 Policies: Use these settings to control sharing at the organization level in
SharePoint and OneDrive. Also, we can use these settings to restrict how
users are allowed to access content in SharePoint and OneDrive.
 Settings: Here we can control which features are available to your users,
like site storage limits, default admin experience, etc.
 Classic features: Here we can see the classic features of SharePoint Online
admin centers.
 OneDrive admin center: You can use this link navigate to the OneDrive
admin center.
 Data migration: You can use this link to download and install the
SharePoint Migration Tool, which is a free migration tool released from
Microsoft. You can check out more on one article:
https://www.enjoysharepoint.com/sharepoint-migration-tool-video-tutorial/
And https://www.enjoysharepoint.com/sharepoint-migration-tool/

How to use Classic SharePoint Online Admin

Center?
Now, Microsoft made the modern admin center as the default SharePoint Online
modern center.
From the SharePoint Online admin center, click on Classic features link like below:
Here you can see the classic features like Term store, User profiles, Search, Apps,
BCS, Secure store, Records management, InfoPath, Classic site collections page,
etc.


In the Active Sites, we can see all the sites like below:
How to Access Classic settings page?

If you are using the classic SharePoint Online sites, then you may need to enable
custom scripts or some other changes.
From the SharePoint Online modern admin center, click on Classic features and
click on classic settings page like below:

The classic site settings page looks like below:

SharePoint Site
Collection, Sites and Sub
Sites
Site collections, sites or subsites, this is the place where your business users use.
For examples, I will create a site collection for the HR people or I will create a few
subsites under HR for different regions of the HR.
SharePoint site is the place for storing contents. And each site should be presented
in a single site collection.
Organizations create various site collections depending on the business

requirement.
For example, you should not create one site collections for every department in
your organization. Depending on the requirement, you should create different site
collections for various department.
I have written an article on Site collection vs Site in SharePoint 2013/2016/Online,

you can read it here https://www.sharepointsky.com/site-collection-vs-site-in-
sharepoint-2013/
In SharePoint on-premises, we have to deal with concepts like a web application,

site collections, and sites.
But in SharePoint Online, Microsoft allows us to create sites directly through

SharePoint Online admin center.
Note: You should be a global administrator or SharePoint administrator to be able

to create a site in SharePoint Online.

Create Site in SharePoint Online (modern team

site)
Here first we will see what a modern team site/communication site is and then we
will see how to create a modern team site in SharePoint Online.
What is a Modern Team Site?

As the name suggests, team sites are for your team. It is like a private site for your
team if someone does not have permissions to the site, s/he cannot access the
site.
A team site is like a container for your team which is a collaboration space for your
team members. You can create lists to store information like an announcement,
contact, survey, links, etc.
Also, you can create various document libraries to store documents which can be
accessible inside your team. Team sites are secured with permissions, so the data
will be accessible to that person who has access to the site.
According to Microsoft, below is what a modern team site defines: A SharePoint

team site connects you and your team to the content, information, and apps you
rely on every day. For example, you can use a team site to store and collaborate on
files or to create and manage lists of information. On a team site home page, you
can view links to important team files, apps, and web pages and see recent site
activity in the activity feed.
What is a communication site?

A SharePoint communication site is a great place to share information like news,
reports, and status with others. You can share news, reports, statuses, and other
information in a visually compelling format.
If you are still using SharePoint Online classic experience, then I would suggest
going through the below tutorial, where I have explained in details on SharePoint
Online modern experience.
https://www.sharepointsky.com/sharepoint-modern-experience/
https://www.sharepointsky.com/sharepoint-online-switch-to-modern-experience/

https://www.sharepointsky.com/how-to-set-modern-home-page-in-classic-
sharepoint-site-in-sharepoint-online/
Now, we will see how we can create a modern team site in SharePoint Online.
Open SharePoint Online admin center.
https://<Your Tenant Name>-admin.sharepoint.com/
Then Click on Sites -> Active sites.
And, then in the Active sites, click on + Create like below:
Then it will display the options to either a Team site or Communication sites like
below:
This will also display options to create an option to create a team site without an
Office 365 group or to create a document center, Enterprise wiki, Publishing portal.
In this case, you need to select the Other options.

Click on Team site.
Then it will provide a screen to provide the site name, Group Owner, Select
Language, etc. Also in the Advanced Settings, it will display Privacy Settings, Time
Zone and Site Description.
Here, you can either choose a Private site or Public site. In case you choose
private site only team members can access. If you choose for a public site then
anyone can access the site.

Click on Next.
Then it will display a screen where you can add additional owners and members.
Then click on Finish button which will create our modern team site in SharePoint
Online.
You can see the site in the Active sites list like below:

Once you click on the URL and Open the site, this is how the modern team site
looks like:
The modern site is fully responsive and you can see it is various devices like
Laptop, Desktop, Tablet or Mobile devices.
We will check some customizations in this chapter.
Office 365 Groups and SharePoint Online

There is a new concept of Office 365 groups in SharePoint Online.
Office 365 Groups is a powerful and productive platform for SharePoint Online
users that brings together conversations and calendar from Outlook, information,
and files from SharePoint Online, tasks from Planner, and a shared OneNote
notebook into a single collaboration space for your team.

If Office 365 Groups is enabled, all new and existing Office 365 Groups get a team
site.
If Office 365 Groups is enabled, when you create a team site, an Office 365 Group
is automatically created. Any users you add to your team site are automatically
added to your Office 365 Group. Similarly, when you create an Office 365 Group in
Outlook, a SharePoint Online team site is automatically created and any users you
add to your Office 365 Group get added to the team site.
All members of the Office 365 Group have access to the team site and all members
of the team site have access to the Office 365 Group. Members can add additional
document libraries, lists, and web apps as needed. There's no need to create a
distribution list or a SharePoint group.
You can also read an article on Working with Microsoft Office 365 Groups Step by
Step Tutorial: https://www.sharepointsky.com/office-365-groups/
Create Site in SharePoint Online (classic team site)

Now we will check how we can create a classic team site. This will be helpful if you
are still using the classic SharePoint site.
From SharePoint Online Admin Center, Click on Classic features like below:

Then in the Classic features page, click on Open in Classic site collections page
like below:
This will open the Site Collections page, where you can see all the site collections
(classic).

Here click on New -> Private Site Collection.
This will open the New site collection dialog box like below. Here you need to
provide the below details:
 Title
 Web Site Address
 Template Selection
 Time Zone
 Administrator etc.
Comparatively, this will take more than the modern SharePoint team site creation
process.

Once the site created successfully, it will appear in the list of sites like below:

Now, you can how the classic team site looks like.
We will not discuss more on the classic SharePoint team sites, because the target
of this book is to provide information on modern SharePoint Online team sites.
Customize SharePoint Modern Team Site

Let’s discuss how a few things about the modern team site as well as few
customizations in SharePoint Online modern team site.
Below are various components of the modern SharePoint team site home page.
This is known as the App launcher.
Once you will click on the App launcher, it will allow you to quickly navigate to
other Apps like Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, SharePoint,
Yammer, etc.

This shows the Notifications, Settings icon, Help and My Account.
Once you click on the Settings icon, you can see options like:
 Add a page: Allows you to create a page

 Add an app: Allows you to add an app
 Site Contents: Navigate to the Site Contents page
 Site information: Displays and allows you to edit site information like Logo,
Site Name, Site description, privacy settings, Delete site and also displays a
link to navigate to view all site settings page.
 Site Permissions: View site permissions, it will display who are the site
owners, members, and visitors.
 Site usage: Allows you to navigate to the site analytics page.
 Change the Look: Allows you to change the theme and header of the site.
 Site Designs: You can see the site designs.

You can see all the above options.
This displays the Site logo, Site title and it shows private or public. Private means,
users who have permission can view the site. And public means, anyone in the
organization can view the site.

In the above pic display, the Search box and Site left navigation or quick
launch. This search is very powerful. It will displays suggestions even if when you
put the cursor on the search box. It displays suggestions based on files you've
recently worked on or viewed.
You can read an article on Difference between classic search experience and
modern search experience in SharePoint Online Office 365:
https://www.sharepointsky.com/classic-vs-modern-sharepoint-search-experience/
Based on your permission, New option display options to create a new list,
document library, page, News post, News link, plan or App.

The Page details displays page description, thumbnail and custom properties.
This displays button to follow the site so that you can get an update about the
site. And how many members have access to the site?
This displays the page status and displays the Edit button if the user has
permission to edit the page.
In the News section, you can create and display posts about important or
interesting items for your team.
In the Quick Links section, you can add a link to files or web pages to the top of the
page. Just click +Add and either enter the URL or select an item from a list of
recent files or web pages.

This is how the Quick links will appear.
In the Activity section, you can see, at a glance, when someone adds or edits a file,
page, or list on your site.

By default SharePoint Online modern team site also provides a default document
library where users can upload or create documents.
Here you can upload documents or you can create various Office documents.

Site Contents Page in Team Site

The site contents page is where you can see all your site contents like lists,
libraries, subsites etc. on the team site.
You can navigate to the Site Contents page from the left navigation or from the
gear icon like below:
You can see all the lists and libraries as well as Subsites in the site contents page.
You can also add an app (lists/libraries) from this page and also you can create a
new subsite from this page in SharePoint team site.
Below is how the modern site content page looks like. In the Contents tab, it will
display all the site contents. And in the Subsites tab, it will display all the subsites.

From browser itself you can navigate to the Site contents page, by using the below
URL:
https://tsinfodemo.sharepoint.com/sites/Finance/_layouts/15/viewlsts.aspx
Site Settings Page in SharePoint Online team site

The site settings page is where we can see some site-level settings links in
SharePoint team site.
Previously, directly you can access the Site settings page from the Gear icon, but in
a modern team site, Microsoft removed the option from the Gear icon.
From the Gear icon, click on Site information. And then in the Edit site
information, you can see the View all site settings link.
The below is how the Site Settings page looks like, there are fewer options
compared to classic SharePoint site settings page.

You should be a Site collection administrator to see the Site Collection

Administration option.
Add Various Web Parts in Modern SharePoint Page

Microsoft provides lots of web parts which you can add to a modern SharePoint
page.
Click on the Edit button to edit the Home page.
Here you can add a section layout by clicking on the + button like below.
You can add one column, two-column, three columns etc. layout.

Then anytime, you can click on the + symbol to add various web parts to the page.
You can see here, I will add an image web part. Lots of web parts are there and
you can choose and configure according to your business requirement.
Here I have added a banner with that Image web part which looks like below:

Similarly, you can add a few more web parts and design the home page.
Team Site Permissions

Security is very important in any organization, the content should be visible to
those users who have permission to see the content. For example, you might want
your managers to see manager data rather the data will be available to everyone.
SharePoint provides few default permission levels which you can assign to users or
groups based on the requirement. SharePoint online permission levels are defined
at the site collection level and are inherited from the parent object by default.
Below are the default permission levels created by default when you will create a
team site.
Permission Level Description

Name
Full Control Has full control
Design Can view, add, update, delete, approve, and
customize.
Edit Can add, edit and delete lists; can view, add, update
and delete list items and documents.
Contribute Can view, add, update, and delete list items and
documents.
Read Can view pages and list items and download
documents
You can read a tutorial on SharePoint 2016 permission levels:
https://www.sharepointsky.com/sharepoint-2016-permission-levels/

In the new team site under site settings, site permissions have been removed. So
to navigate to permission levels, click on the Gear icon and then click on Site
permissions.
Then it will display Site Permissions dialog box in the right side.
Here you can invite people by clicking on the “Invite People” button. There it will
allow you to add members to group or Share site only.
You can also click on Advanced permissions settings link to open Site
permissions page.

From the ribbon click on “Permission Levels to see all the permission level.
There you will be able to see all the permission levels.
Team Site: SharePoint Groups

SharePoint Online provides groups known as “SharePoint Groups” to manage users.
A SharePoint group is a collection of users who all have the same set of
permissions or permission level.
By using SharePoint groups you can easily manger user permission in SharePoint.
We can easily assign the same permission levels to many people at once.
By default in a team site below SharePoint groups created:
 <Site name> Members which has by default Edit permission levels

 <Site name> Owners which has by default Full Control permission levels
 <Site name> Visitors which has by default Read permission levels
Example:
 Finance Members
 Finance Owners
 Finance Visitors
You can also create your own custom SharePoint groups and assign different
permission levels and then also you can add users to the SharePoint groups.
SharePoint Online Team Site Recycle Bin

SharePoint recycle is important because you can restore deleted items from recycle
bin.
Whenever you delete an item from SharePoint Online list or document library, the
item moved to recycle bin. The item will be there in the recycle bin for a period of
time. You have the option to restore the item from the cycle bind during that time.
In SharePoint Online, you can even view and restore items that were deleted by
someone else, as long as you have edit permissions on the item.
In SharePoint online, the item will be there for 93 days. When you delete the item
from the site recycle bin, it goes into the site collection recycle bin. It stays there
for the remainder of the 93 days and then is permanently deleted. So even if you
delete an item from the first stage recycle bin, it did not delete immediately, it
moves to the second stage recycle bin.
To access the recycle bin click on “Recycle bin” link from the left navigation or the
quick launch.

Second Stage Recycle Bin

To access second-stage recycle bin, go to the Site Settings page and then click on
“Recycle Bin” which is under “Site Collection Administration”.
Once you click on this, then the recycle bin will be shown. There is an option to go
to “second-stage recycle bin”.

You can see the second stage recycle bin and from there also you can restore the
items. Second stage recycle bind looks like below:

SharePoint Online
Modern List
Mostly SharePoint stores and displays information in the form of a list. These are
similar to databases which we use to store information and provides reports as
well.
A list will have 3 components: item, fields, and views.
 Items: An item is like a record in a database, like a customer information.

 Fields: List fields are like columns in database or metadata. Fields can be
customer name, email address, mobile number, etc.
 Views: List used Views to display the list data.
SharePoint provides out of box lists templates which you can use to create a list or
you can also create your own list.
Few templates are like:
 Tasks
 Calendar
 Promoted Links
 Discussion Board
 Issue Tracking
 Survey
 Custom List etc.
Create a SharePoint Online Modern List

If you want to create a custom list, then Modern SharePoint provides an option to
create a custom list on one click.
Click on New -> List.

Then you just need to provide the List Name and Description and click on Create.
If you will check Show in site navigation. Then the list will always display on the
left navigation.
Click on Create to create the SharePoint list.

Here SharePoint does not allow us to choose any of the existing templates to create
the list.
If you want to create a list by using any template, then follow the below approach.
From settings or the gear icon, click on Add an app like below:
Then you can select any template like Announcements.
Give a name for the list.

The list looks like below:
New Features in Modern SharePoint Online List

Now we will various new features of SharePoint Online modern list.
By taking one example, we will discuss a few new features of SharePoint Online
modern list.
Here I have created a custom list which looks like below:
Updated user interface:

Modern SharePoint Online list has an updated user interface like OneDrive for
business. The ribbon is replaced by a command bar. Very easy to create a new
folder and upload files in the browser.

Easily Create Columns:

We can easily add or create columns in SharePoint Online modern list.
Click on + Add column and then select the data type to create the column.
Information icon to see activities

We can use the information to see activities of the whole list, as well as a single
item.
If you select any item then it will display activities of the selected item else it will
display activities of the entire list.

Increase or Decrease the width of Column

Now, it is very easy to increase or decrease the width of a list column by simply
drag a column in SharePoint Online modern list.
Right-click to Open ECB menu

You can easily open the ECB menu simply by right click like below:

Highlight missing required information

Easily in modern SharePoint Online list, you can see missing required information
items.
A new view also will be added as “Item that needs attention” which will display
items which required attention like below:

Once you will select the view, the result will appear like below:
The above SharePoint list view only displays items which required attention.
Create Flow directly from SharePoint Online List

Directly from the SharePoint list, we can create a flow which is like designer
workflows. But it has more features and you can do lots of business automation
using flow.
If you are new to Microsoft Flow, check out an article on What is Microsoft Flow
[Step by Step Tutorial and Example in SharePoint Online Office 365]
https://www.sharepointsky.com/microsoft-flow/

Customize List Forms using PowerApps

We can directly customize list forms or we can also create an app using PowerApps
from the SharePoint list itself.
If you are new to PowerApps, check out Customize SharePoint online list forms like
new, edit and display form using Microsoft PowerApps
https://www.sharepointsky.com/customize-sharepoint-list-forms-with-powerapps/
One-Click Group By
We can create a group by just in a single click. Select the particular column and
Select Group by <column name>.

Easily filter records

Like Group by, we can easily filter using the Filter by option.
Select Filter by from the column like below:
Then you can check which one you want to filter.
You can also see multiple filter options by just clicking on the Filter button. This will
show the columns and you can easily filter records.

Easily Modify and Save Views

We can easily modify and save the views without navigating to any other page.
Modify the view like you can add filter or group by and then click on All Items and
Save view as like below:

These are a few new features of SharePoint Online modern lists.

SharePoint Online
Modern Library
Unlike SharePoint list which we use to store information, we use SharePoint
libraries to store documents.
There are various libraries are like:
 Document Library
 Form Library
 Picture Library
 Wiki Page Library
 Site Assets etc.
Document Library
A document library provides a secure place to store files where you and your co-
workers can find them easily, work on them together, and access them from any
device at any time.
For example, you can use a document library on a site in SharePoint Online to store
all files related to a specific project or a specific client.
Adding files or moving files between folders is as easy as dragging and dropping
them from one location to another.
By default, SharePoint creates a document library when you create a team site.
Create Document Library

To create a document library, you can click on New -> Document library.

Then you can provide the name and description for the library.
Once you click on the Create button, it will create a document library. And the
SharePoint Online modern document library looks like below:

SharePoint Online Modern Library New Features

Now, we will discuss some of the new features of SharePoint Online modern
library.
Main menu
List modern list, modern SharePoint library has no ribbon, the ribbon is replaced by
the main menu which looks like below:
By using the New menu, you can create folder, documents or even you can
provide a link to documents.
You can also Edit New menu and Add new template.

Easily Upload Files (Drag-drop)

In SharePoint Online document library, we can easily drag and drop documents to
the document library as well as we can use the Upload button to upload documents
or folder.
Easily Create Columns

We can easily create columns in SharePoint document libraries as we created in
SharePoint list.

Missing Required Information

Like SharePoint Online modern list, SharePoint document libraries will also display
required info notifications like below:

Notify your team

After uploading a document, we can use the Notify your team button to send a
notification to your team members.
Tiles View
In the modern library, there is a Tiles view where the documents will appear in
tiles view.
Pin Important Documents

In SharePoint Online modern document library, we can pin important documents in
the document library.
Select the document and click on Pin to top to pin the document.

Once you pin the document, the document will appear in the top of the document
library like below:

Copy or Move Documents

We can easily copy or move documents in SharePoint Online modern library. We
can move or copy to a same document library, to another site collection or
OneDrive, etc.
Select a particular document and then click on Copy to or Move to like below:
Then you can select the destination where you want to move or copy the document
like below:

Start a Flow from SharePoint Online Document Library

We can easily create a flow from the SharePoint Online modern document libraries.
Check Library Activities

We can check the recent activities of the SharePoint library or individual document
by using the information icon like below:

Download Documents in .zip format

In modern SharePoint Online library, we can easily download documents in .zip
format.
Select the documents and click on the Download from the main menu.
Share Individual Document with Others

In SharePoint Online modern document library, you can easily share the document
with others.
When you hover an item, you can see a share icon, once you click on Share, It will
ask you to provide a name or email address and then you can click on Send to
share the document with the other users.

Here I have explained few SharePoint Online modern document library features.
This way you can be able to work with SharePoint Online modern document
libraries.

Try SharePoint Training from Microsoft MVP

Hope, you liked this Ebook and you can start working with SharePoint.
I have created a few SharePoint training which may be interesting for you.
All SharePoint Courses:
https://sharepointsky.teachable.com/
Complete SharePoint Development Training:

https://www.sharepointsky.com/sharepoint-development-training/
Nintex Forms and Workflows for Office 365 Training:
https://www.sharepointsky.com/nintex-form-and-workflow-for-office-365-training/
SharePoint Framework (SPFx) Training:
https://www.sharepointsky.com/sharepoint-framework-training/
Microsoft Flow and PowerApps Training:
https://www.sharepointsky.com/microsoft-flow-and-powerapps-training/
SharePoint Site Owner and End-user Training:
https://www.sharepointsky.com/sharepoint-site-owner-training/
SharePoint Online Development Training:
https://sharepointsky.teachable.com/p/sharepoint-online-client-side-development-
training
Few Highlights of the training:
 Lifetime access
 HD Videos
 Free update on future addition to the course
 2 hours of exclusive one to one doubt clear session
 Exclusive WhatsApp group access and many more
 ~100 hours of Video Course

Connect With Us
Let us connect and make your SharePoint learning even better.
Web Sites:
https://www.enjoysharepoint.com/
https://www.sharepointsky.com/
YouTube Channel:
https://www.youtube.com/c/enjoysharepoint
Facebook Pages:
https://www.facebook.com/SharePointSky
https://www.facebook.com/EnjoySharePoint
Twitter:
https://www.twitter.com/SP2019Only
https://www.twitter.com/fewlines4biju
https://www.twitter.com/SharePointSky
https://www.twitter.com/EnjoySharePoint
LinkedIn:
http://in.linkedin.com/in/fewlines4biju/

Conclusion
As a beginner, hope this SharePoint ebook will help you to learn what is
SharePoint, Office 365, SharePoint Online?
What are different ways we can access SharePoint? How we can sign up for an
Office 365 trial?
Then we learn about Office 365 and SharePoint Online Admin center. What are site
collections, sites, and subsites? How we can create a modern site collection as well
as a classic site collection.
Then we discuss modern list and libraries, new features of SharePoint Online
modern list and document libraries.


SharePoint Online Tutorial PDF

Hochgeladen von

Dokumentinformationen

Originaltitel

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

SharePoint Online Tutorial PDF

Hochgeladen von

Copyright:

Verfügbare Formate

SharePointSky.com EnjoySharePoint.com TSInfoTechnologies.

TSInfo Technologies (OPC) Pvt Ltd

Flat G-04, SJR Residency,

TSInfo Technologies (OPC) Pvt Ltd

Bijay is a Microsoft MVP since 2014 (6 times+) specialized in SharePoint. He is

MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5000972

Bhawana is a Microsoft MVP (2 times+) specialized in SharePoint. She has been

MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5003050

TSInfo Technologies (OPC) Pvt Ltd

This EBook is for:

Want to Learn More? Check out our SharePoint

Complete SharePoint Development Training:

Nintex Forms and Workflows for Office 365 Training:

SharePoint Framework (SPFx) Training:

Microsoft Flow and PowerApps Training:

SharePoint Site Owner and End-user Training:

SharePoint Online Development Training:

TSInfo Technologies (OPC) Pvt Ltd

TSInfo Technologies (OPC) Pvt Ltd

Easily Create Columns: ................................................................................................................. 69

TSInfo Technologies (OPC) Pvt Ltd

TSInfo Technologies (OPC) Pvt Ltd

 SharePoint is a browser-based collaboration and document management

Key Features of SharePoint are:

Different ways to access SharePoint

In the case of SharePoint On-Premises, organizations have to install and

Microsoft will not be responsible for anything.

But in the case of SharePoint Online, Microsoft will provide SharePoint as a

What is Office 365?

TSInfo Technologies (OPC) Pvt Ltd

Few Companies provides different types of cloud services like:

 Software as a service (SaaS)

SharePoint Online comes as a part of Office 365, which is a Software as a Service

Few services are like:

TSInfo Technologies (OPC) Pvt Ltd

Advantages of Office 365

 Since it is subscription-based, Pay only for what you use.

TSInfo Technologies (OPC) Pvt Ltd

Office 365 Plans

For Business: SharePoint Only Plans:

 Office 365 Business ($8.25

Enterprise Plans: https://www.microsoft.com/en-us/microsoft-

TSInfo Technologies (OPC) Pvt Ltd

Business or Home plans: https://products.office.com/en-us/compare-all-

SharePoint Online: https://products.office.com/en-us/sharepoint/compare-

Sign Up for an Office 365 Trial

You can visit below two URLs for detailed steps:

Office 365 trial: https://www.sharepointsky.com/office-365-trial/

Join Office 365 Developer Program: https://www.sharepointsky.com/office-365-

Try Office 365 Enterprise E3:

Click on the below URL:

4 Steps are there to sign up the process.

First, provide a work account or school account like below:

After clicking on Setup account:

TSInfo Technologies (OPC) Pvt Ltd

Next, fill the personal and company details like below:

TSInfo Technologies (OPC) Pvt Ltd

This will be your tenant name.

TSInfo Technologies (OPC) Pvt Ltd

TSInfo Technologies (OPC) Pvt Ltd

TSInfo Technologies (OPC) Pvt Ltd

Now we will discuss what is SharePoint Online and advantages of SharePoint

Introduction to SharePoint Online