Basics of Learning SharePoint
With the release of SharePoint 2016, there is a lot of discussion about its brand new features collaborative platform’s. It’s been a most anticipated release that depicts Microsoft’s play for document-in-the-cloud and enterprise collaboration dominance. You must have heard about SharePoint in one way or another. We would like to provide a foundation fundamental knowledge about the concepts behind SharePoint.
Whenever you are learning something new, it’s imperative that you get a firm grasp on the basics of the subject. We’ll let you understand the important fundamental concepts of SharePoint.
SharePoint – Meaning?
SharePoint is Microsoft’s browser-based content management system application tool that permits a centralized, protected space for document sharing and collaboration.
Serving more than 200,000+ organizations globally, these companies use SharePoint to build intranets and store, organize and share information across the business at one central location.
SharePoint is flexible and can be used in a multifaceted different ways.
It is a document storage site, however, can also be used as a collaboration tool (it’s a place for running daily workflows and processes).However, it is also a location to read company communications. It’s important not to think SharePoint as a single tool, instead a platform that enables and executes many different workplace activities.
What is a SharePoint Site?
When we talk about “sites” we mean those places where people can work together, locate, search, and save information. Sites also support collaboration.You can invite members of your team to work on a site with you, instantly.
Sites provide a common platform for collaboration.When a multiple users are saving content to a site, that content can be accessed and shared by the other site members, and everyone is aware about the location of specific documents (and their latest versions).
Updated task lists, the latest version of your calendar, all are stored on your Team Site so you don’t have to continuously inquire about these documents. You (or a site administrator) are also allowed to decide on access privileges, as to who all can access what. Rights can be allotted based on criteria like geography, departments, common tasks, etc.
The Value of Search – A Filter Finder
Just think about the amount of content that is generated across your entire organization, from documents to reports to voice to image files and many more. Depending on the capacity of your organization, locating the appropriate document in the haystack could have been difficult, sometimes.Be it an Excel sheet, a PowerPoint presentation, a Word Doc or another piece of information or content. Therefore, search operation is a vital feature of SharePoint.
The best benefit of having all of our teams’ content located at one place is that we can draw insights from that data content which wouldn’t had be possible in case the various pieces of content were located at different inboxes(location), or on individual hard drives or laptops.
List and Libraries
Once we have a good understanding about what SharePoint Sites are, let’s talk about what they’re made up of, namely: Lists and Libraries, now.
Lists are the fundamental building blocks of SharePoint. Almost everything we create in SharePoint is stores &kept in a list. A list is generally headings and rows of data, very much like you would have seen in an Excel spreadsheet. An instance of a list might be your current client list. A SharePoint list is comparatively more dynamic in comparison to clients lists (data)kept in the Excel, for instance.
- View, List and interact with a depth detail in SharePoint that wouldn’t be available in a simple spreadsheet.
- Lists can be viewed and updated from all team site members – without having requirement of creating a new version.
- Easy Link and sync with Outlook and specific users.
- Display and List view of a project – including task timelines which can be accessed, added to, and edited by any member having access rights from anywhere at any time.
SharePoint Libraries (Repositories)
Libraries are actually a storehouse, a kind of knowledge repositories. Your libraries are a kind of folders containing documents and other content. For instance, you might have a library for each existing client. Within these libraries you’d have the content and documents you’ve been working or performing operations upon associated data of other related multiple clients.
So all libraries are lists, but not all lists are libraries. Simple, right?
What is a significance of a SharePoint Column?
Perhaps it’s better to ponder about Columns as tags for the files in your lists and libraries. They are more complicated than this, however, you can think of their functions& properties as:
- Adding extra more information to your documents (segregating &categorizing) in your lists known as a metadata.
- Organizing and planning your documents – for more effective, efficient storage and search.
Columns can be utilized for categorizing documents in many ways, like organizing documents on the basis of multiple columns indicating that they may belong to more than one category, despite being located at a specific Site location. This then permits you to filter, sort, and group your documents elaborating, making them easier to locate.
In common organizations, having hundreds or thousands of employees, constantly require creating, editing, and storing content. Content stored based on respective columns organizes data. And that is the essence of the power behind Columns.
Powerful in its simplicity
As there are a many powerful functions that SharePoint can help you achieve, the generic idea of how it works comes down to Team Sites, Libraries, Lists, and Columns, and by proxy, Search.
Designed & built on these relatively simple concepts is a platform that enterprises use to plan impressive solutions for a wide variety of business issues &problems. Understanding the fundamental basics will help you tremendously as you continue to develop your skills in SharePoint.