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SharePoint Full Course Tutorial — Transcript

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0:07Welcome to SharePoint Beginner. You're
0:08learning with Mo Jones, IT professional
0:11and educator.
0:12This is what we'll cover today in this
0:14course. Whether you are new to
0:15SharePoint, whether you have just been
0:19exposed to SharePoint, if you will, or
0:22maybe you've been using SharePoint for
0:23quite some time, but have not really
0:26taken a deeper dive into all of the
0:28basics. We've got you covered.
0:31This is what we'll explore today.
0:34Um we'll start off just by spending a
0:35lot of time answering this first
0:37question. So, why SharePoint online? And
0:40how does it fit with collaborating,
0:42communicating, disseminating
0:44information,
0:45among other things as well. Also, how to
0:48get to SharePoint. And what else can we
0:49do on SharePoint rather than just
0:51accessing files and folders?
0:53How does it fit?
0:55We'll also take a look at the modern
0:57collaboration tools that
1:00come with SharePoint online.
1:04We'll spend a lot of time on there as
1:06well. And then we'll just have a brief
1:07introduction to editing pages. So, as a
1:11SharePoint owner, you can edit pages so
1:14that your members can access more
1:15engaging content.
1:17As a SharePoint member, just with the
1:19basic membership group, you are able to
1:23edit the page. So, you can add what's
1:25called web parts. You may want to add,
1:27for example, a news feed um to
1:30communicate with your team. You may want
1:31to incorporate incorporate some type of
1:33calendar.
1:34Or you may just want to, I don't know,
1:37start a book club and add a really,
1:40really nice um page where you can just
1:43communicate there as well.
1:45We'll also take a look at the search
1:47feature.
1:48Um there's different levels of search. I
1:50I like to consider it level one, level
1:53two, and level three searches.
1:55SharePoint is a great place to go once
1:57you have adopted SharePoint to find
2:00files, folders, messages, meetings,
2:04sites, and even people as well.
2:08So, go ahead. I hope that you have a
2:10SharePoint site that you can practice
2:12on. If not, it's okay. Feel free to
2:16pause this recording. Um rewind there as
2:19well. But, I will give you some time to
2:21just get set up. If you do have a
2:25SharePoint site that you can just go
2:27ahead and click around on or maybe even
2:31edit as well.
2:33Welcome back. Here's our course
2:34overview. So, this course is for you if
2:36you are a member and or a site owner. A
2:40site owner is someone who basically
2:43creates a site. They either have access
2:45to create their own site, add their own
2:48content, their own navigation, uh create
2:51a document library, or you may ask your
2:53IT department to create a
2:56site for you so that you can um share
2:59that site with your team
3:01and be able to collaborate there as
3:03well. As a member, typically, you are
3:05invited to a site and you access the
3:08site so that you can access resources
3:11and collaborate on the resources and uh
3:14just keep on going from there.
3:17You may be asked to access a list, form,
3:21file,
3:23um documents within a folder, some type
3:26of planning application.
3:28So, um we'll we'll get you covered here
3:31as well.
3:32Um so, this aims to understand the
3:35collaborative features of a SharePoint
3:37Online site.
3:39We'll also explore communication sites
3:42versus team sites. So, we'll see the
3:43difference between the two.
3:45Um So, if you're just learning
3:47SharePoint or if you're familiar with
3:49its online features, um you will gain an
3:52essential understanding from this
3:54course.
3:55So, we will keep it simple.
3:58If you are seeing it for the first time,
4:01uh make sure after you complete this
4:03course to complete the advanced course
4:05as well. Let's take a look at a use case
4:08for SharePoint before we dive into the
4:10application start clicking around.
4:13In this case, you start with a small
4:14company. The company has grown. Now, you
4:16have a several departments.
4:18And you need to improve communication.
4:20And collaboration across your various
4:22staff and all of the different
4:24departments as well. So, this is a good
4:26thing. Your company has grown. But, you
4:29want to use modern communication tools.
4:32Well, this is currently how your staff
4:33is collaborating and communicating.
4:36They're using Microsoft Outlook and
4:38they're attaching files and sending
4:40messages back and forth.
4:42They're using the on-premise file
4:44server. They have a P drive that's
4:46mapped to their computer. And they're
4:48pulling files from there as well.
4:50Well, there's several problems.
4:52Um this creates a situation where you
4:54have multiple versions of the same file
4:56in different places. And uh you have to
4:59use additional communication tools to be
5:01able to just, you know, you can't just
5:03leave a comment on a file. You may pick
5:05up the phone and call your colleague.
5:07You may send an email or a text.
5:10And so, we need a solution. And that's
5:12where SharePoint comes in. We'll see how
5:14SharePoint is a single place for
5:16collaboration or can be a single
5:18solution for collaboration. Uh you can
5:21manage files effectively.
5:23And you'll have interactive integrations
5:26as well.
5:29So, if you were to consider how you are
5:32currently
5:34communicating, there you go. You'd open
5:36up your Outlook.
5:37You'll send a message to the team.
5:39You'll go ahead and add your subject
5:41here. Maybe you'll just say please
5:42review.
5:44And then you go ahead and attach a file.
5:47So, I'll browse my computer
5:49and here is my P drive over here.
5:52All right, so here's my P drive and here
5:54are the different files that I can
5:56attach. So, I can say let's go ahead and
5:58up and review the team expenses. So,
6:02I'll go ahead and press okay.
6:04And then I can go ahead and send this
6:06out if I want to.
6:08But the problem is that this file has a
6:11lot of has a lot of issues. This file is
6:14going to be
6:15going to once we email this and your
6:17recipient works on the file
6:20we're going to have two different
6:21versions of this file.
6:23And typically what happens is your
6:24recipient will make changes
6:26then they have to send the file back to
6:28you and then you have to merge all of
6:31those changes together.
6:33And then you may need to go ahead and
6:34repeat the process again. Send the file
6:36out over and over and over again.
6:38And that's really not the way you want
6:40to operate. Instead of doing all that
6:42work yourself
6:43what you would prefer to do is is to use
6:45an existing SharePoint site. So, here's
6:47a SharePoint site. For now, let's just
6:50focus on the document library.
6:52So, here's the actual document library
6:54in here.
6:55And you can see we have files in here.
6:57We have all the basics that we need. So,
7:00if I were to go ahead and just send a
7:02link or add members to this site, this
7:05is an internal website here is the link.
7:08You're added as a member. We'll see how
7:11to get there in just a little bit. But
7:12for now, instead of
7:14using all the email, we can essentially
7:16eliminate the need to attach attach
7:19files and send messages here. I can go
7:21ahead and simply just open up this Excel
7:23file. So, if I click here
7:26this actually opens up right in the
7:28browser.
7:29It's okay if you don't like the browser,
7:31you can actually open this in the
7:32desktop application as well. So, I can
7:35click here and open in desktop. But
7:37that's it.
7:38Any changes that I make to this file
7:41it will be updated in that specific
7:44location.
7:45And now look what what I can do. I can
7:47add comments on the file
7:50if I want to.
7:51And we can all work on the file at the
7:53same time, whether it's three of your
7:54colleagues or whether it's 10 of your
7:56colleagues. So, we can leave notes for
7:57each other, we can get things done, and
7:59we can communicate right here within the
8:01file. Typically, once your colleagues
8:03start um once they click on the link,
8:05you'll see their avatars appear uh up
8:08here, and you can see what they're
8:10doing.
8:11And again, you can communicate.
8:13So, that is a much better option
8:16than
8:17having to go through the process of
8:18using a file server and Outlook as well.
8:21So, that's a major benefit, and it goes
8:24beyond that. We have more modern tools
8:26that we can use. It goes beyond files
8:28and folders. There's a lot of really
8:30modern things that we can do as well,
8:32and that's what we'll dive into in this
8:34course. Let's get started.
8:36Let's answer the question, how do we
8:38actually get to SharePoint? Well,
8:40there's several ways.
8:41Uh we can get there from the app
8:42launcher. Most of the times, you will
8:45receive a link. You can also get there
8:47from the from any Office desktop
8:49application as well. So, let's take a
8:51look at how we can get to SharePoint.
8:53Now, if I go ahead I'm going to going to
8:56open up my email here.
8:58So, here's my email, and you can see
9:01typically this is what you'll receive in
9:03the email.
9:04And this basically says that you can go
9:07ahead and access this either the site by
9:10clicking on the link. So, here's a link
9:12to the site. If you hover over the link,
9:14you'll see the actual URL. You'll see
9:16the first point there is sharepoint.com
9:19with the name of your organization on
9:21the front end.
9:23So, I can access the home site from
9:24there,
9:25or you may just want to go ahead and
9:27access the actual file. So, here's the
9:29actual link that you'll click on.
9:31I'll click here first to head on over to
9:33the SharePoint home site. So, if I click
9:35here,
9:39and here is the home page. So now I can
9:42access all the resources,
9:44the OneNote notebook, the document
9:46library,
9:47and any other contents that are on here
9:49as well.
9:50And I'll go back. So that's one way. Now
9:52what if I just want to be able to jump
9:53into the file, a specific file?
9:56I'll go ahead and click here. So this
9:57file lives
9:59on that SharePoint site,
10:01and this will open up right here in
10:03Microsoft Word for me. So this a getting
10:05started guide for managing a project.
10:08And I'm good to go. We'll see a little
10:09later. If you don't like the web
10:11interface, you can use the desktop
10:13application to make changes or to view
10:15the file um here as well.
10:17So those are two quick ways. So again,
10:19typically you're working from a link
10:21that someone sends to you. You were
10:23already granted access to either that
10:26site or that library or that folder or
10:29that file, and this allows you to to
10:31access that resource there as well. How
10:33else can we get to SharePoint? Let's
10:35take a look at how we can access from
10:37the actual app launcher.
10:39So if I go back here, I'm using Outlook
10:42online. You can see this is a web
10:43version.
10:44And on the top left here, we can see we
10:47have the app launcher. So if you're
10:49using OneDrive or Teams, you can click
10:53on the app launcher here, and you can
10:55take a look at the apps. So I'll go
10:57ahead and click here. Once I click on
10:59there, I can see SharePoint appear right
11:01here on the actual app launcher. So I
11:04can click here,
11:06and this brings me to SharePoint home.
11:08So this is SharePoint home. Here's the
11:11icon for the SharePoint start page.
11:14And once right here, this is the landing
11:16space. So we can see all of the sites
11:18that I have access to.
11:20Now wait, what you have access to is
11:22what you will see. So your colleague may
11:24have more or fewer sites that you that
11:27they have access to than you here.
11:29I have have to quite a few.
11:32If I scroll down here,
11:34right? So, here are just the different
11:35sites that I have access to.
11:37What's really nice about SharePoint
11:39home, so again, this is where you can
11:40access all the sites that you are given
11:42access to.
11:43You can also follow a site. So, if you
11:45just want to kind of make it a little
11:46easier for you to find the actual sites,
11:49um I can click on the star here, and
11:52this will add it to the section that
11:55we're following. So, this is another way
11:56just kind of parking your favorite sites
11:59that you can use.
12:01Um the home page does a lot of work for
12:02you. It shows you your recent sites that
12:05you've visited as well.
12:06I'm not currently following this
12:08learning and development site, so I'm
12:10going to go ahead and follow it, and
12:11let's see if it will appear right away
12:13on the following. To follow a site, I'll
12:15click on the star icon right here.
12:19And you can see it pretty much showed up
12:21right away.
12:22So, you can see it showed up right over
12:23here,
12:24learning and development. If you want to
12:26stop following a site, you can just go
12:27ahead and unclick it.
12:30There as well.
12:31So, we can get there uh from the app
12:33launcher. So, this is this was kind of a
12:37shortcut way. Another way, you can
12:39simply just go to office.com.
12:44So, once you head over to office.com,
12:46you can see all the different apps are
12:48here. You can also uh get to SharePoint
12:50from here as well. So, whether you're
12:52using an existing online app
12:54and using the app launcher,
12:57or you can just go to office.com.
12:59Actually, this has been rebranded. This
13:01is now m365.cloud.microsoft.com.
13:07I'm sorry, microsoft /apps. So,
13:11if you type office.com, it will redirect
13:13you here.
13:14I'm still not used to typing this long
13:17URL here, m365.cloud.microsoft
13:21/apps.
13:23So, again, I can come here, and I can
13:24click on SharePoint. You can also click
13:26on all apps from here. But, I'll go
13:28ahead and click on SharePoint here.
13:32And you can see it brings me right to
13:34SharePoint. Even the SharePoint home has
13:36the app launcher here as well
13:38that that you can focus on.
13:40Another way to get to SharePoint is
13:42directly from the Office desktop
13:44application. In this case,
13:47here is my Microsoft Word.
13:49And this is the start page here. I can
13:51click on the open tab. So, here's open.
13:55Once I click on open, you can see I'm
13:57already connected to SharePoint. So,
13:59under the quick access area,
14:02here are the different SharePoint sites
14:04that I have access to. Here's that
14:05project team.
14:07So, I'll go ahead and click here.
14:09And then this will show me the different
14:10document libraries that are available in
14:12here.
14:13I'll go ahead and click on general.
14:17And let's see what's in here.
14:20That's the team memo. That's not what I
14:22want. Let's go back up a little bit
14:23here. Let's take a look at project A.
14:25And here's that getting started guide
14:27that we're able to look at earlier.
14:30If I click here,
14:31this will open it up here in the desktop
14:34application.
14:35So, I can get to
14:37a SharePoint site from the desktop
14:40application.
14:41You can also save to SharePoint from
14:44here as well. So, many different ways
14:47that we can actually um get to
14:50SharePoint. Let's take a little bit of
14:52time and visit a SharePoint site.
14:55This will give us the opportunity to
14:58learn the structure of the different
14:59elements of a SharePoint site. So again,
15:02here I am on SharePoint home. I do want
15:04to access a site that I'm following.
15:08Uh actually, I'm not following the
15:10project team. So, I'll go ahead and
15:11follow this one.
15:14And there we go. So, I'll go ahead and
15:15visit this site.
15:17So, I'll click here.
15:19And
15:20so here is the actual
15:23site. So, we can see the URL here at the
15:25top.
15:26We can see um just a few things. So,
15:29here's the URL.
15:31Here is the icon. So, this can be
15:33customized. We'll cover that later.
15:34Here's the name of the site. And we can
15:37see
15:38that this was created from a team as
15:41well.
15:42If you take a look over to the right,
15:44you can see that this is a private
15:45group. So, this is not open to everyone
15:48in the organization.
15:50It's open to these five members that are
15:53actually over here.
15:54Right? So, if we just take a look at
15:55that top, we can see a few things that
15:58are already set in place.
16:01Over on the left, we can see the
16:03navigation pane. So, here's the
16:05navigation pane. These This is just the
16:08basic generic navigation.
16:10We can customize this. We can even move
16:12it so that it's more of a horizontal
16:15navigation pane. We'll cover that a
16:17little later. But for now,
16:19we have the vertical stack.
16:21And these are all just right out of the
16:23box when a team is created. So, we have
16:26the the conversations.
16:28We can view the documents that are in
16:30the library. Spend most of our time
16:32here.
16:34There is the OneNote notebook
16:36if it's being utilized um by the
16:39members. The OneNote notebook is
16:41accessible to all the members.
16:43And then these are more admin, you know,
16:46being able to view the different pages.
16:47Sometimes you can hide pages. So,
16:49sometimes pages are actually hidden.
16:52So, depending on your role, you may or
16:55may not see the pages there.
16:57Also, the site contents. Typically,
16:59these are hidden as well. And of course,
17:01you have the recycle bin. And then you
17:03can edit this actual navigation. So, you
17:07can kind of rearrange things in here. I
17:09like to just rearrange them. Um
17:11typically, I don't use the
17:12conversations. Or I'll go ahead and hide
17:15the pages and the site contents because
17:17you can get to them from the settings
17:20menu here, over here as well.
17:22Okay, so those are the basics what we
17:24would expect from the page. We have a
17:26navigation pane. Um then we have a kind
17:29of a a quick bar right here. And if I
17:32were to click on here, this allows me
17:34depending on your permission. So, I am
17:36the owner of this site, so I can create
17:38things like a new list, a new document
17:40library. I can add a new page. I can
17:43integrate an application in here as
17:45well.
17:46So, these are a little more for Again,
17:48these
17:49this little toolbar here more for
17:51designers or for
17:53uh SharePoint site owners.
17:56Now, what we're looking at here is we're
17:57we'll see a few kind of containers. So,
18:00we can see here's a news,
18:03right? Kind of a section that's
18:04recording news if news is being used.
18:07We have another section here
18:09for quick links. Right? So, if you click
18:11on this link, this teaches you
18:14about a team site or how to add a page.
18:17Here is a document library. So, these
18:20are actually called web parts.
18:22So,
18:23you know, synonymous with um
18:27you know,
18:27containers, if you will.
18:30But, these are actually called web
18:31parts. So, there's an actual web part in
18:34the library called quick links.
18:37There's a reusable web part called news.
18:39There's a reusable web part called
18:41activity.
18:42So,
18:44this is pretty much what it consists of.
18:47Now, we can add more content in here if
18:49we want to. So, I can add some more
18:52things like maybe a Power BI report, a
18:54calendar, the weather app. So, there's a
18:56lot that we can actually integrate in
18:58here. So, it's not just files and
19:00folders. We have a lot of more engaging
19:02tools that we can actually use.
19:05So, typically you're on the home page or
19:07or if any other pages were created, they
19:09will show up here. You can access them.
19:12For now, I'll click on the documents.
19:13This is typically where you would go.
19:18And as expected, the document library
19:21has organized files and folders that you
19:24can work on. So, if I click here under
19:26the project A,
19:28you can see that this is the basic
19:30document library. We have the type of
19:32file, the name of the file,
19:34the last time it was modified, who it
19:36was modified by, and created. We can
19:39also add other columns in here as well.
19:42And those are the Those are the basics.
19:44So, you have the home page,
19:47you have any additional pages that can
19:50be visited. Each page consists of web
19:53parts that you can edit. We'll take a
19:55look at that a little later.
19:57And that's pretty much it for touring a
19:59SharePoint
20:02page.
20:03So far, we were able to visit a team
20:05site. Let's take a look at a
20:07communication site and see if we can see
20:09the difference between a communication
20:11site versus a team site.
20:15So, here is my team site. So, again,
20:18this was created from a team. We have
20:20the basic web parts in here.
20:24I'm going to go back to SharePoint home.
20:27Several ways I can get there. I can
20:29either um I can click on this icon here
20:33or I can click on the icon here. Either
20:35one
20:37pretty much does the same thing. I'll go
20:39ahead and click on the SharePoint here.
20:43And let's visit this communication site.
20:45I've just called it communication site
20:47for the purpose of this training, but I
20:49do have other ones in here like learning
20:50and development. Here's a help desk one
20:52that I created as well.
20:54For now, I'll just click on the
20:54communication site.
20:58And typically with a communication site,
21:00you'll notice a few things. You'll
21:02notice that um we're seeing,
21:05you know, fewer options under the
21:07navigation.
21:08Right? So, with there's no OneNote
21:10notebook. Um there there is no,
21:13you know, other content in here. We have
21:15a document library. We have the home
21:16page. You also see more engaging
21:19content. So, this is this was created
21:21from a template. And what we're looking
21:24at here, so this is a web part. This is
21:26a hero web part. So, a lot of ways to
21:29engage with your members. Hero allows us
21:31to add, in this case, up to five
21:34different pieces of content. It may be
21:36an image. It can be text. It can be a
21:38link. It can be a video. It can be a
21:42document, maybe a PDF that you can
21:44scroll through right here.
21:45If I scroll down, you'll see here's a
21:47Power BI report.
21:49News feed.
21:51And at the bottom, typically you'll have
21:53options to be able to to chat or engage
21:56with one another there as well.
21:58So, this is a communication site. Now,
21:59what is one of the main differences
22:01between a communication site and the
22:03team site? The team site is typically
22:05for collaboration.
22:07You want to have conversations. You'll
22:08be collaborating on file.
22:10A lot of members where you can edit
22:13content. A communication site though,
22:16um typically you have few members which
22:19can actually edit things and you have a
22:22lot of viewers.
22:23So, this is a great example. You want to
22:25come here and you want to be able to
22:27access reference material.
22:30You may access an employee handbook. You
22:32can view it, but you cannot make any
22:34changes to it.
22:36And again, we'll see a lot of different
22:37engaging content in here as well.
22:40So, this is a communication site. So,
22:41here's the documents.
22:44Right? So, typically you'll access
22:45reference material. Not all
22:47communication sites behave that way.
22:50Typically, they disseminate information.
22:53And
22:54the visitors can view the information,
22:57but not make changes. Some communication
22:59sites
23:00will allow a lot of members to be able
23:02to edit, but that's very, very rare.
23:06So, there you go. We can see also we
23:07have a horizontal navigation. That's
23:10pretty common. Usually there's, you
23:12know, a long navigation here as well.
23:14Um just to link to different pages. So,
23:16in this case,
23:18um here's the main site, but we do have
23:20different pages in here. So, these are
23:22secondary pages.
23:24So, if I want to click on the
23:26company protocols, I can view material
23:29related to company procedures.
23:31If I want communication tools, I can
23:33click here.
23:34This opens up another page on the site.
23:37So, a site can have many pages just like
23:39a modern website.
23:41And here's another, you know,
23:44pretty much customized a
23:47website that we can see here, or page
23:50rather.
23:51Nice big header.
23:53Buttons that we can click on. So, if I
23:55click on these, these will actually take
23:57me somewhere.
23:59And then we have some places for
24:00comments down in here as well.
24:03So, a communication site, you want to
24:04disseminate information,
24:06you'll have more engaging content, and
24:09you'll have more pages
24:11uh to be able to to work with as well.
24:14A team site typically is for a
24:16collaboration. You have many members
24:19that have a higher higher level access.
24:22Let's continue to part two here. So,
24:23visiting a site page. We've done so
24:26already. We're going to take a deeper
24:28look around uh for a specific site page
24:32here as well.
24:33Now, we'll
24:35take a look at We'll spend a little bit
24:37of time seeing how content is added with
24:40web parts. Web parts are important
24:42because as a SharePoint owner, you want
24:45to integrate the appropriate web parts
24:49onto your page so that you can engage
24:52with the members of that specific site
24:55page there as well.
24:57Now, we'll also take a quick look at how
24:59permissions impact the experience.
25:03So, I'll go back to my I'll be using the
25:06project team here.
25:08And the first thing we'll take a look at
25:10is the permissions. So, over here on the
25:12far right
25:14we can see that this this has five
25:16members. If I were to click here,
25:19this will show me who those five members
25:21are.
25:22Now,
25:23if you take a look, you'll notice that
25:25we have different permissions here.
25:26Diego is an owner, Adele is an owner,
25:29Megan is a member, and Nestor is a
25:31member, and Grady is also a member.
25:36So, this is really important. So,
25:38because we have members and owners here,
25:41so it's it's typical for a SharePoint
25:43site to have at least two owners or
25:46co-owners.
25:47So, if Diego is not available or Adele
25:49is not available,
25:50um they can both go ahead and manage the
25:52actual
25:53contents of the actual page, whether
25:56they are information or whether they're
25:58files and folders
26:00for collaboration here as well.
26:02Now,
26:03based on the permissions here,
26:06permissions is all about what you can
26:08access.
26:10Right? So, it's all about
26:12what you can access
26:14and also what you can see.
26:18So, the owner, while the owner may be
26:20able to see all of the page details, for
26:24example,
26:25the analytics,
26:27right? And any other hidden,
26:30um they can also edit the navigation
26:31over here.
26:33The members may not have access to a lot
26:36of these different things. One of the
26:37One of the biggest things as well in
26:39terms of permissions,
26:41right here, I'll go ahead and close the
26:43permissions group here.
26:44So, right here from the main page, this
26:47is where you can create things to add
26:49it. So, you can create a new list, a new
26:51document library,
26:53or
26:54um attach an app as well.
26:56So, this is also based on permission.
26:58So, you may or may not be able to, for
27:02example, add a list or a document
27:04library or a page,
27:06or even that. You may be able to add a
27:08news post or a link. You may be able to
27:11add a form. So, it all depends on the
27:15type of permissions that have been
27:16granted. There's several permission
27:18groups, which we'll discuss later. We
27:20have members, we have owners, we have
27:22contributors, we have designers. So,
27:25there's a lot of different groups that
27:26we can actually work with.
27:28But for now, let's take a look at how
27:30this page is set up. So, again, these
27:32are called web parts. So, we have the
27:34news web part, the activity web part,
27:37and the quick links as well.
27:41What I'm going to do is click on the
27:42edit button here.
27:44And this will allow us to see we'll
27:47basically enter into content management
27:49mode, and we'll be able to see
27:53what which web parts are being used, and
27:56we can also move things around as well.
27:58But for now, go ahead and click on the
28:00members icon on the top right. Go ahead
28:02and
28:03just kind of view the different members
28:05and what type of permissions were
28:07granted to them. Let's go ahead and
28:08explore the editing feature. So, again,
28:12if you have the appropriate permissions,
28:14you are able to edit
28:17a page. Editing a page will basically
28:21allow us to enter content management
28:23mode,
28:24and then we can manage existing web
28:26parts. So, for example, we can move them
28:28around if we want to.
28:30We can add more sections in here, more
28:33rows and more columns as well.
28:36We can even go ahead and remove things
28:37or add things. I'll go ahead and click
28:39on edit.
28:43And don't worry, we won't do too much
28:45here. We just want to kind of just
28:47understand the layout and the concept of
28:49using web parts to add engaging content
28:52to a
28:53a site page.
28:55So, once this loads here,
28:57let's see. Okay. So, you can see we're
29:00in content management mode. Over here is
29:02the toolbox. And these are the different
29:04types of web parts that we can add.
29:06I can see the current web parts. Notice
29:08when I move my mouse around,
29:11we can see we we get some cues here. So,
29:13I can do something like
29:16add a new web part in that column. So,
29:19right now, the way that this page is
29:20constructed, we have basically two
29:22columns. We have what's called a 2/3
29:24column uh left here.
29:27And over here on the right, we have a
29:291/3 column.
29:31So, the content in this column in column
29:33one is larger than the content that's in
29:36column two.
29:38So,
29:39I'll just go ahead and maybe I'll move
29:41the document library
29:43over here. So, to move it, you can click
29:46on the little
29:48dots here, and then you can move the web
29:50part.
29:51And you can move it anywhere you want
29:52to. I'll go ahead and move it there.
29:55And now you can see we we have a bigger
29:58view of the document library
30:00because it's in that first column that
30:01has a bigger space for it.
30:04Uh let's see. What else is in here?
30:07I'll go ahead and just add one more.
30:09I'll go ahead and move this one down a
30:11little bit. So, here's the quick links.
30:13See if I can move this down here.
30:15It's not allowing me to move it. I'll go
30:17ahead and just add something basic here.
30:19I'll go ahead and add, for example, I'll
30:21click on see all web parts.
30:24If this pane is not showing, you can
30:26also just kind of hover over an existing
30:28web part. And at the bottom, you can see
30:30it says add a new web part in column
30:32two.
30:33It's the same thing. It's going to pull
30:34up the list.
30:36So, different types of web parts that we
30:38can add,
30:39we have text, media, and content. So,
30:42here's the hero we discussed earlier, a
30:45link to a resource, even a YouTube
30:47video.
30:50We have documents, files,
30:55countdown timer, events,
30:57news,
30:59Power BI reports, Microsoft Forms.
31:02I just want the weather.
31:05The whole idea with a web part, you add
31:07the web part, the web part has
31:08properties.
31:09This particular web part, if I click on
31:11the edit properties here,
31:14it's just asking me a few things. I need
31:15to go ahead and add a location.
31:17Do I want to display the temperature in
31:19Fahrenheit or Celsius? So, depending on
31:20the web part you're working with, you'll
31:22have more or less options here to work
31:26with.
31:27So, I'll just go ahead and put San
31:28Francisco.
31:33There we go. I can even go ahead and add
31:34another location. So, let's say we also
31:36have an an office in Miami, Florida.
31:41And you can see it's kind of pulling up
31:42the real-time information in here.
31:44And I'll just say
31:47um
31:48our
31:51weather today.
31:54And then I should be able to move this
31:55up now.
31:58Take the place of that quick link there.
32:00Oh,
32:01I'll move that actually move it up to
32:02that very top row. It's not what I
32:04wanted. I'll go ahead and move it over
32:05here.
32:07Be all right under there.
32:09There we go.
32:10All right. So, that's it.
32:13I do want to republish it.
32:15So, once I click on republish, all the
32:17changes I've made will be visible to
32:19everyone that accesses the page.
32:22So, I'll click on republish.
32:24And the next time my members visit the
32:25page, they'll see the weather web part
32:28right here.
32:29And we've brought the document library
32:32um so that it's the first thing that we
32:34see when we navigate to the site. and
32:37then here's our weather
32:39and other options there as well.
32:42So, you can see just from all the web
32:43parts that are available, you can really
32:45build a really nice engaging site just
32:48by adding existing web parts
32:50and specifying their properties as well.
32:53Welcome to part three. We'll discuss
32:55document libraries. Now, in terms of a
32:57document library, it sounds like a big
32:59fancy word, but it's just an online
33:02cloud storage space where you can manage
33:04files and folders.
33:06So, if you've opened your OneDrive,
33:08you'll notice you can manage your files
33:09and your folders. You'll have different
33:11views that you can use as well. You can
33:13also sort. So, a lot of things that you
33:15can do with your file explorer,
33:17you can do in OneDrive and you'll see
33:19some similarities with the interface for
33:22SharePoint as well.
33:24In part three, we'll take a look uh just
33:26an overview of the document library
33:28and we'll make some just a few
33:29customizations that may help you
33:32um to have a better experience with the
33:35document library.
33:36So, again, here is my team site
33:39and what I want to do is head on over to
33:41the
33:42document area.
33:43Now, this is named documents. This could
33:45be named something else, something more
33:47specific. This is just a generic
33:49document library.
33:50So, and you can have more than one
33:53document library. You can have several.
33:55Um but either way, typically you get to
33:58SharePoint, you want to find the
33:59document library
34:01and open the file or the folder you're
34:04looking for and collaborate.
34:06I'll click on documents here
34:08and this will load the document library.
34:10And here is the document library. So, so
34:12just like in SharePoint, we have our
34:16kind of our just our little
34:19navigation or headers here. So, we have
34:21the type of the file,
34:23the name,
34:25last time it was modified, who it was
34:27modified by,
34:28and when it was created. You can also
34:31add other columns. We'll cover this um
34:33in the next course here.
34:36But if I go back up here to the um to
34:39the very very top, there's a couple of
34:40things that we can do. We can add a
34:42shortcut to OneDrive. We'll discuss
34:44these a little later um here as well.
34:47But all the way to the far right, we you
34:49can create or you can upload. Well, this
34:51is the root of the of the document
34:54library. So, I'm going to click on the
34:56project A here.
34:59And here you can see we have some
35:00specific files that are in here.
35:03And well, what if I wanted for example
35:06uh change the view? Well, I can go ahead
35:09and do that.
35:11So, to change the views, the interface
35:12has changed just a little bit, but I
35:15have to click over here where it says
35:16options. And if I click right here,
35:19you can see I have a few different
35:21views. So, I I'll go ahead and choose
35:23the list view.
35:25So, this is the list view.
35:27I'll go ahead and change it to the
35:28compact list.
35:30So, the compact list just allows you to
35:32see more content on one page. It's very
35:35subtle. We only have four pieces of
35:37content here, but if we had a lot, we
35:40can see how it would roll it up for us
35:42here as well.
35:43So, that's the list view versus the
35:45compact list. I'll click on auto fit
35:49height.
35:50And this is kind of gives us um this
35:52kind of uniform layout here in terms of
35:55the height of the rows.
35:58And then we have another one here, which
35:59is tiles. So, if you like to see
36:02um typically with the tiles, you can see
36:04the first page of the actual document
36:08and the type of document that's in here
36:09as well. So, this could be a view that
36:12works best for you. You can see we don't
36:14get the preview for folders, but um for
36:17files, we can get that in here as well.
36:20And then you can simply just click on
36:21the file and you can go ahead and launch
36:23it.
36:24Now, I'm I'm to go back to the I'll go
36:26back to the list view. Let's see. Here's
36:28list. Just want a little better spacing.
36:31Okay, so I'll just choose the auto hide
36:33view. Um and then I'm going to go to go.
36:36Other things that you can do is you can
36:38sort, you can group.
36:41So, you can simply just click on a
36:43column if you want to. So, right now
36:46uh we can see this is I can go ahead and
36:48sort by name.
36:50Right.
36:52So, there you go. Or maybe I want to
36:54view the last modified, so I can say the
36:56newer. Right. So, which file was
37:00uh modified most recently. Again,
37:02folders doesn't really fit into that.
37:05It's going to sort based on folders and
37:07files. So, even though
37:10this file was the most recent
37:12um modified,
37:15it's under the
37:16it's under the folders in here as well.
37:19So, you can always just click on a
37:20column, then you can go ahead and do a
37:23quick
37:24sort. Um you can also filter. You can
37:27also group. We don't really have a lot
37:30of content in here um to really see how
37:33the how how the grouping works. Let me
37:36go back to another library. Let me go
37:38back up one level. So, here's the
37:40hierarchy. So, we're currently in the
37:41document library. Here's the project A.
37:44And I can go back
37:45to the main level.
37:47And so, let's see. Here is under
37:51general. Let's see what we have under
37:52here. We don't have a lot in there under
37:54there either.
37:56What about project beta?
37:58We only have one in here.
38:01And that's fine. We'll go ahead and add
38:02some content in here. Then we can really
38:05see how the grouping actually works. So,
38:07that's just a good way to start. Go
38:09ahead and
38:10just choose your view.
38:13Go ahead and sort the document library
38:16as needed. Again, depending on the
38:18columns that you have, you can sort, and
38:21you can go ahead and group as well. Now,
38:23for the last part here of part three,
38:26this has to do with with collaborating
38:28in a library. So, we'll spend most of
38:30our time here.
38:32This is really where you want to kind of
38:34dig in and just focus and take notes if
38:37you need to. Remember, you can always
38:39rewind, you can pause, you can rewatch
38:42here again.
38:43So, I'll go to the project A
38:46document library here. And when it comes
38:49to collaboration, well, the question is,
38:50well, how can I collaborate?
38:53Well,
38:54what I like to do is just either click
38:57on the three dots right next to a
38:59particular file,
39:01or you can right click on the file. So,
39:03if I were to right click on it here,
39:05we'll see a long list of options. All of
39:07the current collaborative tools that we
39:09need, they are right here. So, for
39:12example, if I want to open this in the
39:14desktop application as opposed to
39:16opening it in the browser, I can do
39:17that.
39:18Um I can go ahead and make this a
39:20favorite.
39:22I can go ahead and open the file. So, I
39:25can open the file and I can go ahead and
39:26make changes there as well.
39:28Um we can view the version history. So,
39:32a really nice thing about SharePoint is
39:35as user edits are made to a particular
39:38file, SharePoint is saving different
39:41versions of the file for us.
39:43That's important because that allows us
39:45to fall back to an earlier version.
39:48We can also set up alerts. So, if a
39:50column changes or if a document changes
39:52that you have created, you can receive
39:54an email alert.
39:55And we'll also take a look at the
39:58checkout feature as well. So, we'll just
40:00go from the top to the bottom here.
40:03But for now, we just
40:05want to see what the options are
40:08for collaborating.
40:11So, here is the file. I'll go ahead and
40:13click on it.
40:17Now, when you click on a file in
40:18SharePoint, it's going to open in the
40:20web. So, here is Word for the web and
40:24here is the actual ribbon. So, the first
40:26thing we'll talk about is just editing
40:27in the web versus the desktop
40:30application.
40:31Now, the first thing that you may notice
40:32when you open up a file in SharePoint,
40:35it opens in the web and the ribbon looks
40:37different, right? This is kind of the
40:40the web-based ribbon
40:42and may be hard to find things that
40:43you're looking for. So, I just simply
40:45maybe want to just bold the text, right?
40:49Or and you can see kind of the short
40:51list is here.
40:53So, what you can do is click on the
40:55ribbon display options right over here.
40:57And what I like to do is just change it
40:59to the classic ribbon.
41:01So, I'll go ahead and click here.
41:03And you can see right now we're using
41:04the single-line ribbon. So, I'm going to
41:07change that to the classic ribbon and
41:09I'm also going to choose the option to
41:10always show the ribbon.
41:12And by doing these two things, this
41:15gives you more of the desktop, right?
41:21desktop look and feel. So, let's see
41:24what that looks like. I'll go ahead and
41:26choose classic.
41:28I'll also go ahead and
41:29always show the ribbon. And there you
41:31go. So, here's the clipboard command
41:33group, here's the font command group,
41:35here's the paragraph command group, and
41:36then of course here are my different
41:37styles in here as well.
41:39I'll go ahead and for example, just
41:41apply the title style
41:43to the title there.
41:45And I'm good to go. Maybe I'll change
41:46the color as well. I'll make it uh more
41:49of a
41:50a bluish tone.
41:51And there we go. So, we're good. So,
41:54well, if I want to be able to So, this
41:56is a big part of collaborating. Um if I
41:58want to if you click on the editing mode
42:01here,
42:02notice you do have the capability right
42:04here to open this in the desktop. So, I
42:06can actually click right here and this
42:08will open up the desktop application for
42:10me.
42:11I can also get there by going back to
42:14the document library.
42:16And remember, when we click on the three
42:18dots, the very first thing that we see
42:20is the capability to open this in the
42:21desktop application.
42:23So, I'll go ahead and open this in the
42:24desktop app.
42:27And this will launch as long as you're
42:29logged in to
42:32Microsoft Office, which you should be.
42:34I'll go ahead and zoom in here.
42:38Right? So, there we go.
42:40Now, how do we know that we are actually
42:43syncing?
42:45Well, you'll If you take a look, you'll
42:46notice that we have the the auto save is
42:49turned on.
42:50And if I were to click on the name of
42:52the file right here,
42:54it tells me exactly where it's located.
42:57Right? So, it's telling me right here
43:00that's clearly on a SharePoint site
43:03called Project A.
43:06And here is the document library that
43:08it's a part of there as well.
43:10Well, what I want to do,
43:12so you may say, "Well, Mo, I open in the
43:14desktop application, but if I make
43:16changes, will they sync to SharePoint?"
43:19And the answer is yes. I'll go ahead and
43:20change the color here. I'll make the
43:22title orange.
43:24Right? And I'll just go ahead and add
43:27another
43:28Well, you know, I'll just give this a
43:30quick style.
43:31So, I'll give this a heading two type of
43:34style in here as well.
43:36And maybe I'll add a table of contents.
43:38Right? So, we do have
43:40some headings in here, so I'll
43:44generate an automatic table of contents.
43:46And let's see.
43:49There we go. So, here's our table of
43:50contents.
43:52We can see it's saving. Once it that
43:55saving icon goes away, I know it's
43:57saved. And what I'll do is go back to
43:59the web version.
44:03Actually, I can do it now. I don't
44:04necessarily have to wait. So, let me go
44:06back on the
44:09So, here it is. I'll go ahead and open
44:10it here.
44:13And let's see if those changes have been
44:14made. And there you go.
44:16Here's the change in color. Here's the
44:18table of contents that wasn't included.
44:21And we can see we have the heading two
44:23style over here as well. So, mission
44:26accomplished. So, that's the first step
44:28in collaborating. Just right-click on
44:31any particular file
44:33and your very first step is to to decide
44:35how you want to open the file in the
44:36browser or in the desktop app. Now, we
44:39have the confidence of knowing we open
44:42it in the desktop application
44:44we have the tools necessary and the
44:46changes are being synced as well. Let's
44:49continue collaborating. Well, other
44:50thing that we can do to collaborate um
44:53we can go ahead and create or upload.
44:55So, I can upload existing files into
44:57here if I want to. I can also go ahead
44:59and just create something new. So, maybe
45:01I want to create a new Excel workbook.
45:04And notice once I create
45:05the workbook, it opens up
45:08here for Excel in the web. Again, you
45:11can go ahead and open it in the desktop
45:13application if you want to.
45:15But, I already have it here. I'm going
45:16to see if I can give this a quick name.
45:20And I'll just call this one task list.
45:25Uh
45:25I'll call this task spreadsheet,
45:27actually.
45:30All right. So, there's my task
45:31spreadsheet. And I'm good to go. And
45:34I'll just put some basic information in
45:36here such as the task number
45:39and who's the owner of the task
45:44start date
45:46end date
45:48priority
45:50and any notes that I want to put in
45:53there as well. All right. So, just a
45:54basic one in here.
45:56Now, the whole idea with this is all of
45:58my team members can actually
46:00access this content. I'm going to
46:02convert this into a table. Let's see.
46:05I'll make this into a table.
46:07A table with headers. I'll go ahead and
46:09press okay.
46:10And there we go. I'll go ahead and call
46:13this tasks.
46:17And I'm good to go. I'll go ahead and
46:19close this.
46:21And here is the task spreadsheet right
46:24here.
46:26So, pretty cool. I'll go ahead and put
46:27this back to
46:29sorting by name.
46:31And I'm good to go. So, you can upload,
46:33you can even drag and drop into here if
46:36you want to. All right. So, really nice
46:39way to be able to collaborate here as
46:40well. Well, I just added this file.
46:43And I'm going to open up Adele's version
46:48of SharePoint. And let's see if Adele
46:50and I can work on this document at the
46:53same time.
46:55Okay. So, I'll go ahead and open up
46:57Adele's here. So, here it is.
47:02One second. Let me go ahead and open
47:03this first here. All right. So, I have
47:05it open here.
47:07And then I'll go ahead and open it on
47:10Adele's.
47:11So, here is Adele. You can see Adele is
47:14logged in here. Adele will go ahead and
47:16open up that that Excel sheet as well.
47:20And
47:22let's see what happens here.
47:24Wait for everything to load. And there
47:26you go. So, Adele is currently looking
47:28at the document. And because I'm in
47:30here, Adele can see that I'm in here.
47:33Adele can see where I am.
47:35And exactly what I'm doing here as well.
47:38All right. If I go back to my version of
47:40it, I can see where Adele is and what
47:42Adele is doing as well. So, this is the
47:45whole idea. We can mark up the document
47:46at the same time.
47:48And um we can also leave comments. So,
47:51if I want to go ahead and leave a
47:52comment. So, this is a great way just to
47:55kind of keep tabs on the
47:58conversations regarding the actual file.
48:01So, I'll just go ahead and add a new
48:03comment.
48:04And I'll use the @mention here.
48:07Okay. So, the @mention when you use
48:08that,
48:10you can send notifications to that
48:13colleague. They'll receive a
48:14notification via email that a that a
48:17comment was left for them in a
48:19particular
48:20file. Right? So, I'll just say, "Please
48:24add the first task."
48:29And I'll go ahead and post that comment.
48:33And there we go.
48:35And let's see. If I go back to
48:39my version here,
48:42let's see. I'll go ahead and
48:47refresh.
48:54And if I click on the comments, I can
48:55see the comment that's actually here as
48:57well. So, if I if I were to go ahead and
48:59open up my Outlook, I would see the
49:00message notifying me that a comment was
49:03left. And I can simply click on that
49:05link within the email.
49:07And that will bring me right to this
49:08spot here in the actual document.
49:11So, pretty pretty nice way to go here.
49:14I'll go ahead and close this out.
49:19So, there we go. So, now I'm back here.
49:22And that's the whole purpose of
49:24SharePoint. We can all markup the file
49:26together or we can simply just view the
49:28file. But, this file lives in one place.
49:31We don't have,
49:32you know, um
49:3420 different versions of this file. It's
49:37all accessed from this actual cloud
49:39location.
49:41All changes are merged automatically.
49:44And we're good to go.
49:46So, go ahead and practice. When we come
49:48back, we'll take a look look of the
49:50other options that are available
49:52just by going down this list here as
49:54well. What else is there to
49:55collaborating in a document library?
49:58I'll click on my spreadsheet this time.
50:01So, we talked about opening in the
50:02browser versus the app. We talked about
50:05how to add or create a file and how to
50:10collaborate real time on that file here
50:12as well.
50:13Other things that I can do
50:15just a quick mention, we can download
50:17the file. Now, just be careful with
50:19downloading the files. So, if you were
50:21to download the file
50:23this creates a separate copy, right? So,
50:27if you download the file and make
50:28changes
50:30it does not sync, right? So, there's
50:33there's no syncing there. You're
50:34basically downloading your own separate
50:36copy of that file and making changes but
50:39those changes will will not sync.
50:42Um you can also pin this file to the
50:45top. Why is this important? Well,
50:48if this is a really important file
50:51you want everyone to kind of be able to
50:53focus on it and be able to find it as
50:55opposed to scrolling through the list.
50:57If I click on pin at the top
50:59you can see it pins it here at the top
51:01for me and we have that tile view
51:04um there as well. So, we can do that.
51:07Uh what else can we do here? If I choose
51:10to favorite the file, now this is
51:12important as well. If I favorite this
51:13file
51:15when you favorite a file, the file is
51:17going to show up in your favorites
51:18folder
51:19on OneDrive, right? So, this will be
51:22available in your OneDrive
51:26favorites.
51:29So, it's basically just a link to that
51:32particular file. It's a great way to
51:34store
51:35uh your files in OneDrive.
51:37Okay, we can also rename the file,
51:40right? So, you can rename it right here
51:41if you want to.
51:43Maybe I'll just say task spreadsheet.
51:48And I'll call this Q1.
51:50Go ahead and update it here.
51:52I can also open the file
51:54and actually rename it right from there
51:57as well.
51:58But there we go.
52:00Okay, what else can we do here?
52:02Um so, other things that you can do
52:05don't really recommend this, but you can
52:06move this
52:08if you want to. You would need to
52:10communicate to all of your colleagues
52:12who are accessing the file, letting them
52:14know that you're going to move it.
52:16You may realize that there's a better
52:18place. Maybe maybe there's a folder
52:20called Q1.
52:21And this will be a a better landing or
52:25space for this particular file. So, you
52:26can do that. You can also copy a file.
52:29Not a big fan of that because you
52:31basically have that file living in two
52:33places.
52:34So, not the best thing to do there um as
52:36well.
52:38We'll cover the automation
52:40um a little later. But for right now,
52:42let's take a look at the version
52:44history.
52:46Now, the getting started may have more
52:48options, more versions created so far
52:50since I've made some edits.
52:52So, when it comes to the version
52:54history, there's several ways that you
52:56can access it. If I click here,
52:59it pulls up this this list here and
53:01shows me the different versions that
53:02have been created so far. So, we can see
53:04we have four versions so far.
53:07And I can go ahead and click on one of
53:08these and I can open that version.
53:11But what I prefer to do is to access the
53:13version history from the actual
53:15application. So, what I'll do is I'll go
53:17ahead and open it here.
53:24So, once I have it open, I can click on
53:26the
53:27I'm just waiting for it to load here.
53:29All right. So, I can go ahead and click
53:30on the file tab and right here is the
53:33actual version history. So, just click
53:35on file
53:36and access the version history. So,
53:39we'll take a look at how we can access
53:40the version history using the online
53:44app and the web app as well. I'm going
53:47to exit the file from Adele's end. So,
53:50typically when you want to restore to an
53:52earlier version, everyone has to be out
53:55of the file.
53:56But for now, I just want to go ahead and
53:57view it. I'm not necessarily going to
53:58restore it. So, I'll click on version
54:00history here.
54:06And we can see we have two entries 12
54:07minutes ago. I'll go ahead and expand
54:09this. And you can see we have several in
54:12here.
54:13So, we have 1 2 3 4 different versions
54:16of this particular file.
54:18So, let's see what the state of this
54:20file was like, let's say 8 hours ago.
54:23And as expected, it was a blank
54:25document.
54:28Okay. So, this one
54:30a little less than 8 hours ago, we had
54:32some detail in here. I am showing the
54:35edits. So, when you're viewing it, you
54:37can see what has changed from one to the
54:40next. So, typically that red or maroon
54:42text
54:43um shows you what has changed from one
54:45version to the next.
54:48Here's the state of the file up to 14
54:50minutes ago.
54:56And we can see right here this
54:58vertical line lets us know that there
55:00was a a change right here as well.
55:03So, we just made a change to the style.
55:06That converted that to a title.
55:08And then of course, here is up to 13
55:10minutes ago.
55:12Right. We added the table of contents.
55:14So, pretty nice. It's tracking
55:15everything for us. Now, if I want to
55:17restore this particular version, um I
55:20can go ahead and do that.
55:22If I click here, we can't really do that
55:24right now because we have someone else
55:26in the file. So, I would need to make
55:27sure that Adele
55:29has exited the file.
55:31If you don't want to restore it, you can
55:33simply just click on on back to the the
55:36And here we go. Well, let's see what
55:38this looks like in the desktop. I'm
55:41going to just pause really quickly.
55:43I'm going to close out the web
55:45applications and open the desktop
55:47version. And let's see the process for
55:51restoring to an earlier version in the
55:53desktop application.
55:57I was able to open the desktop version
56:00here.
56:01Now, for the desktop version, what I
56:02need to do, I could click on the file
56:05tab
56:06and go to info.
56:08And I can click on the version history
56:10here.
56:11But there's a quicker way to get there.
56:12I can click on the name of the file
56:15here.
56:16And right here, I can access the version
56:18history. So, let's just see what the
56:20difference is here.
56:21I'll click on version history.
56:24And what this will do, this will open up
56:27two
56:28two copies of the file. So, here's the
56:30version history. In the background,
56:32that's the current state of the file.
56:34This window here that's moving, this is
56:36the
56:39window that allows me to, you know, to
56:41basically view the different version
56:43histories here as well.
56:44So, here we go. So, here are the here
56:46are a few versions in here.
56:51And as you can see, I can simply click
56:53on the restore button here
56:55to restore the file. When you restore an
56:58earlier version, it does not delete the
56:59versions. It just swaps places. So, it
57:03will move this to the top, make this the
57:05current version,
57:07and this one will move down.
57:10So, pretty nice. So, that's what you
57:11need to know
57:13about accessing the version history. If
57:16you don't want to restore, just go ahead
57:18and close this window,
57:20and then you can go ahead and continue
57:22working on the document, or you can go
57:25ahead and close it out as well. We've
57:27covered quite a bit so far. Again, it's
57:30great to know that you can simply right
57:31click on an existing file or click on
57:33the three-dot menu here and access all
57:36the collaborative tools that are
57:38available to us.
57:40We'll take a look at an important one
57:42called checkout. So, if you go all the
57:45way to the bottom, and by the way, you
57:46can also, if you want a shorter menu,
57:49you can
57:50I can go ahead and select the file from
57:52here.
57:54And from the quick toolbar here,
57:56I get a shorter list of options that I
57:58can use, and checkout is also right
58:01here.
58:02Well, what is actually What does it mean
58:04to check out a file?
58:06Well, let's say I want to open this
58:08file, and I want to make some major
58:10changes to it. All right, so I'll go
58:12ahead and open the file here.
58:13So, maybe I want to kind of just kind of
58:15rearrange my table of contents,
58:17move some things around.
58:20It's going to be very difficult when
58:21others are in the file working on it at
58:24the same time.
58:26So, the first thing I want to do is is
58:27to communicate to my team,
58:29I need to make some major changes to the
58:31file, so please exit the file. I'll let
58:34them know exactly what I'm doing and
58:37when the file will be checked back in.
58:39When you check out the file, you are
58:41checking out the file exclusively, so
58:43that only you can make changes to the
58:45file. No one else can make changes to
58:47the file while you have it checked out.
58:51As a matter of fact, they cannot even
58:52see what you're doing until you check
58:54the file back in.
58:55As an example, I'll go ahead and check
58:57out the file here.
58:59So, I'll make sure I have it selected,
59:01and I'll click on the quick toolbar
59:02here.
59:03I'll go ahead and check out the file.
59:05As long as no one else is in the file,
59:07you are able to check it out. You can
59:09see it's been checked out here,
59:11and we have a small icon here letting us
59:14know that that it has been checked out.
59:17Going to head on over to Adele's
59:18SharePoint, and let's see what that
59:20looks like.
59:21So, actually I'm I'm actually currently
59:23in Adele's, so Adele checked this out.
59:26So, I'll go back to I'll go back to
59:29to Nestor's here.
59:31All right. So, here it is Nestor. And
59:34you can see if you kind of move your
59:36mouse over it, it says Adele Vance
59:38checked out this item.
59:40Well, let's see. I'll go ahead and open
59:42this this document here and let's see
59:44what the experience looks like.
59:48Now, notice the ribbon is gone. I cannot
59:51make any changes. I can only view the
59:54file. I can still interact with it, but
59:55I cannot make any edits. There is no
59:58ribbon. The ribbon has been has is
1:00:00basically gone. I'm not allowed to make
1:00:03any changes until Adele checks this file
1:00:05back in.
1:00:06Now,
1:00:07one thing to note, as Adele is making
1:00:09changes, even if Adele makes some
1:00:11changes, I cannot see the changes here
1:00:14until Adele checks it back in.
1:00:16So, I'll go back to I'll go back to
1:00:19Adele's here.
1:00:20I'll go ahead and open up this file.
1:00:24And I'll keep it simple. I'll just make
1:00:26a few changes.
1:00:27I'll go ahead and change the heading
1:00:29here.
1:00:30And I'll go for a Let's see. Well, let's
1:00:33go for a dark purple.
1:00:36And I'm going to just maybe move this
1:00:38content down.
1:00:42Right.
1:00:43So, there we go.
1:00:45All right. So, just some basic changes
1:00:47that I've made.
1:00:49And I'm going to close this file.
1:00:56And let's see. I'm not going to check it
1:00:58back in yet. I want to see what
1:01:01it looks like on the other end here.
1:01:04So, I'll go back to
1:01:06Um so, here it is Nestor.
1:01:09I'll go ahead and refresh.
1:01:11Let's see what happens here.
1:01:15Okay. So, I just refreshed and as you
1:01:16can see, those changes that I've made
1:01:19So, remember I I
1:01:20change the color here
1:01:22and I did move part one down to the next
1:01:25page.
1:01:26So, no one can see any changes until I
1:01:29actually check the file back in.
1:01:31So, I'll go back and forth just a little
1:01:34bit here
1:01:35to check the file back in. Simply click
1:01:38back, select the file, click on more
1:01:40commands, and I want to say check the
1:01:43the file back in.
1:01:44This is another way of just publishing
1:01:46the new version of the file.
1:01:48If I don't want to Let's say I've made
1:01:51some mistakes or I'm not ready, I can
1:01:52discard the changes that I've made, but
1:01:55in this case, I want to check the file
1:01:56back in.
1:01:58Optionally, you can leave a comment in
1:02:00terms of what was changed, and I'll just
1:02:02say updated
1:02:05styles.
1:02:07I'll go ahead and check that back in
1:02:10and I'm good to go. So, now the file is
1:02:12checked back in, and now I should be
1:02:14able to access the actual file
1:02:17um from Nestor's computer. Let's see. I
1:02:20may need to go back to the document
1:02:21library.
1:02:22Nope, I can just refresh it right here,
1:02:24and there you go.
1:02:25So, since the file's been checked back
1:02:27in,
1:02:28all of my
1:02:29all of the members of that site or that
1:02:31document library
1:02:32can see all the changes that have taken
1:02:34place here as well. Just remember to
1:02:36check the file back in. So, the first
1:02:38step is to communicate to your
1:02:40colleagues, let them know that you you
1:02:42are checking out the file,
1:02:44make your changes in good time, and just
1:02:47go ahead and check the file back in.
1:02:50If you go on vacation, your team members
1:02:52cannot access that file until you
1:02:54actually check it back in.
1:02:56Great tool when you want to make major
1:02:58changes to a particular document. What
1:03:01else can we do in order to collaborate?
1:03:03Well, again, if you click on the
1:03:05menu here, there's some things that we
1:03:07did not discuss like sharing. So, to be
1:03:10typically, you don't share
1:03:13outside of a SharePoint site because
1:03:16it's intended for the members of the
1:03:18site.
1:03:20So, typically the the SharePoint owner
1:03:22will be the one to
1:03:25enable sharing.
1:03:27So, maybe you want to share it to
1:03:28someone that's not a member,
1:03:30but that's not typically how SharePoint
1:03:32is set up. You typically add the member
1:03:34and then they can have access to the
1:03:36resources here as well. This is the same
1:03:38share dialogue you'll see from OneDrive
1:03:41and from Teams as well.
1:03:43So, just choose who you want to share
1:03:44with and what type of access you want
1:03:46them to have.
1:03:47Again, most SharePoint owners will not
1:03:49allow you to um to share outside of the
1:03:53members. So, typically you would need to
1:03:55contact them if you do need to
1:03:58um share a resource with someone that's
1:04:01not a member of this particular site as
1:04:04well.
1:04:06So, we can do that. We have sharing.
1:04:08Um and then we have Let's see. So, you
1:04:11can delete. So, you can delete the file.
1:04:14Once you delete the file,
1:04:15um it will appear in the recycle bin.
1:04:19So, you can access the recycle bin here.
1:04:22Different corporations or organizations
1:04:25have different rules in terms of
1:04:27in terms of how long
1:04:29a deleted file can be recovered. So, we
1:04:33have that option there as well.
1:04:36One thing we'll talk about is uh just
1:04:39setting up an alert.
1:04:41So, we'll take it setting up an alert
1:04:43here.
1:04:44And we'll just do a quick preview of how
1:04:47we can actually add a column. So, I'll
1:04:49go ahead and show you how we can add
1:04:51another column first. And then we'll
1:04:53we'll go ahead and set up an alert.
1:04:56Now, when it comes to adding columns, we
1:04:57already have hidden columns that are in
1:04:59here.
1:05:01And in the next course, we'll cover
1:05:04um custom columns. So, you can restore a
1:05:07hidden column or you can add your own
1:05:10columns in here as well.
1:05:12What I would like to do is I'd like to
1:05:13show the notes for the checkout. So,
1:05:17remember when we checked out that file,
1:05:19we left a note in there.
1:05:22So, we need to add a column to be able
1:05:23to see those details. I'll click on add
1:05:26column.
1:05:28And I want to show or hide columns. This
1:05:30is for part two, but for now, I just
1:05:32want to show or hide columns.
1:05:36And here is the check-in comment right
1:05:38here. And I can simply just go ahead and
1:05:40click on apply.
1:05:43And it should show up. So, here's that
1:05:45note that Adele left when the file was
1:05:48actually checked out.
1:05:50Next thing I would like to do is go
1:05:51ahead and set up an alert. So,
1:05:54you can set up an alert for the entire
1:05:57library, or you can set up an alert for
1:05:59a specific
1:06:00file. Right.
1:06:03I'll just go ahead and set up an alert
1:06:05for the entire
1:06:06uh for the entire library here. So,
1:06:10let's see. Actually,
1:06:13let's see.
1:06:16Yep. So, I'll click on alert me. I'll
1:06:18just do it for this document for now.
1:06:20So, I'll click on alert me.
1:06:22And the dialog box will open up for us
1:06:24to be able to use.
1:06:26Now, alerts are going away,
1:06:28uh but don't worry, it's the same
1:06:29process. We have another tool called
1:06:32rules.
1:06:33So, as expected, it's going to ask us to
1:06:37create the name for the alert. So, this
1:06:39one is
1:06:40bringing in the name of the document and
1:06:42the name of the document.
1:06:44How do you want to receive alerts? Well,
1:06:45I want to receive an email.
1:06:48And when do I want to receive alerts? If
1:06:52anything changes, or if someone else
1:06:54changes a document, someone else changes
1:06:56a document created by me, I'll choose
1:06:58this one.
1:07:00So, if anyone changes this document,
1:07:02please send me an alert immediately.
1:07:05You can also set up a daily summary
1:07:07at a specific time every day.
1:07:10Or you can send a weekly summary. So,
1:07:12let's say every Friday
1:07:16maybe before you
1:07:17leave for the day, you can do that as
1:07:19well.
1:07:20So, several different ways that you can
1:07:22do that. And that's it. So, the name of
1:07:25the alert, what do you want to receive
1:07:27alerts for, and how and when do you want
1:07:30to receive the alerts? I'll go ahead and
1:07:32press okay.
1:07:36And there you go. That alert is just for
1:07:38me. So, I will be the only one that
1:07:41receives emails letting me know that
1:07:43something was changed either in the
1:07:45document library or for this particular
1:07:47file.
1:07:49Now, if I want to go ahead and manage my
1:07:50alerts,
1:07:51right next to right underneath alert me,
1:07:54I have manage my alerts. So, if you want
1:07:56to make a change to an existing alert,
1:07:59you can see I only have one here.
1:08:02Um I can go ahead and click on it.
1:08:06And then I can go ahead and make any
1:08:07changes. I can delete it if I want to.
1:08:10I'll actually go ahead and delete this.
1:08:12I no longer need it.
1:08:15And I'm good to go.
1:08:17So, those are just a few different
1:08:20things that we can do
1:08:22to further collaborate in a document
1:08:26library. Welcome to part four. We'll
1:08:28take a look at SharePoint lists. Now,
1:08:31our lists are like a library.
1:08:33It's just set up a little differently.
1:08:35So, typically you will create a list
1:08:37because you want to be able to collect
1:08:40information.
1:08:41And the process of
1:08:43adding information to the list is a
1:08:45little different than working in a
1:08:47library. So, we'll go ahead and take a
1:08:48look at how a list works in SharePoint
1:08:52and how it's leveraged. So, we'll take a
1:08:54look at an overview. We'll also take a
1:08:56look at at how we can collaborate in a
1:08:58list. And we'll take a look at different
1:09:01list views as well.
1:09:03I'll go ahead and go back to my
1:09:04SharePoint site. Now, in terms of what a
1:09:07list is,
1:09:09if I click on the new tab here from the
1:09:11home page, we can create a list. So,
1:09:15this is the best way to see what a list
1:09:16is all about. I'll go ahead and click
1:09:18here.
1:09:19And what's really nice is we have a lot
1:09:21of built-in templates that we can use
1:09:23for a particular list.
1:09:25So, if I scroll down, here are some
1:09:27lists from Microsoft. We have quite a
1:09:29few.
1:09:30And you can see right away why you would
1:09:32want to use a list. Maybe you're
1:09:34tracking issues. Maybe you're in
1:09:37onboarding employees.
1:09:39Maybe you're tracking assets in the
1:09:40field.
1:09:43Maybe you're managing travel requests.
1:09:46So, we have quite a few in here. Your
1:09:48organization can add some in here as
1:09:51necessary.
1:09:52You can also go ahead and create a blank
1:09:54list
1:09:56from an Excel file or a CSV file. But,
1:09:59let's take a look at Let's go for
1:10:01employee onboarding.
1:10:03We're not going to create it. We're just
1:10:05going to go ahead and take a look. So,
1:10:06once the list is created, this is what
1:10:07it would look like. And you'll notice we
1:10:09have some dynamic columns in here.
1:10:12Things like choices, drop-downs, and so
1:10:16here's the work that needs to be done,
1:10:18the description,
1:10:20complete by. We have a a simple check
1:10:23mark column. Has it been completed?
1:10:26We have a date column indicating when it
1:10:29was completed.
1:10:30We have a people column, so you can
1:10:33assign that to one of one of your
1:10:35colleagues
1:10:36from the global address list.
1:10:38Any relevant links or any relevant files
1:10:40in here as well.
1:10:42So, this is pretty much what a list is.
1:10:45It allows us to collect information.
1:10:48I already have a list up and running
1:10:49here. Um here's a expenses list. And
1:10:52this list I actually just uploaded from
1:10:54an Excel file,
1:10:56converted the Excel file into a list.
1:10:59And so, here's the list.
1:11:03So,
1:11:05just some expenses. We have the
1:11:06transaction ID, we have the date,
1:11:09the vendor, category. So, let's just
1:11:12give this a quick run. One thing to
1:11:14note, when you are
1:11:16working with a list in SharePoint, you
1:11:18have two options. You can either click
1:11:20on edit in grid view,
1:11:22and this basically turns the list into
1:11:24an Excel type of experience. So, you can
1:11:27click on each cell,
1:11:29and then you can you can access the the
1:11:32drop-downs.
1:11:34If I click on the date column here,
1:11:37I'll get the date picker.
1:11:39And so, that's pretty much how it works.
1:11:41So, a lot of these are mostly drop-down
1:11:43columns.
1:11:45Um you can even add more columns if you
1:11:47want to.
1:11:48So,
1:11:49really, really nice option. So, if I
1:11:51wanted to go ahead and modify a
1:11:53particular list, so let's say this one,
1:11:54I'll go ahead and just modify this. I'll
1:11:56go ahead and change the amount. So,
1:11:58let's say this was $600.
1:12:02Right? So, the change has been made. And
1:12:04I'll say that this was approved.
1:12:08And once I'm finished, I can just click
1:12:09on ed- exit grid view.
1:12:12So, there's no save button. Once I click
1:12:14on exit grid view, this pretty much
1:12:16saves it. So, I'll go ahead and just
1:12:18click on click on exit.
1:12:20And there you go.
1:12:22Now, what if I wanted to maybe add a new
1:12:24item?
1:12:25Well,
1:12:26I can do that in two ways. I can click
1:12:28on edit in grid view,
1:12:30and you can see down here
1:12:32we have the add new item button.
1:12:35And this basically just allows us to
1:12:37enter a line.
1:12:40So, I'll click on add new item here. And
1:12:42here's the placeholder for that new
1:12:43line. So, I'll put in 251.
1:12:46I'll go ahead and put in the date.
1:12:49And I'll just choose today.
1:12:52And then
1:12:53Uh, it didn't take. Let's see.
1:12:57There we go.
1:12:58And then I'll head on over.
1:13:00This is a drop down, so I'll go ahead
1:13:02and just choose this.
1:13:04So, you can see it's a little different
1:13:05than working with the library. We're
1:13:06dealing with files and folders. Here
1:13:08with the list, we're dealing with
1:13:09records. Now, some lists can
1:13:12um incorporate files as well. So, but
1:13:16this particular one, this is just
1:13:17working with a flat file.
1:13:20So, I'll just go ahead and put in IT
1:13:21equipment, and I'll just finish this out
1:13:23here.
1:13:24And let's see, this is a monitor.
1:13:27And I'll put in the amount, $399.
1:13:32And this is from the
1:13:34for the remote office.
1:13:36And this is pending.
1:13:38And that's it. I can go ahead and exit
1:13:39grid view,
1:13:41and I'm good to go. You may prefer to
1:13:43click on the add new item button here.
1:13:45This will give us a form view.
1:13:48Forms are a great way of entering
1:13:49information. It makes it just much more
1:13:51efficient to enter the data.
1:13:53So, I'll go ahead and add new item here.
1:13:56And here's the form. So, you don't have
1:13:57to worry about navigating those columns.
1:14:00You have a really nice um clickable
1:14:02actions here. So, let's see how quickly
1:14:04I can do this. Now, I can just press the
1:14:06tab key.
1:14:09I'll choose today.
1:14:13And there you go.
1:14:14Amazon
1:14:17office supplies
1:14:19batteries
1:14:21All right. So, $50.
1:14:24Location, Bellevue, Washington. Approval
1:14:27status,
1:14:28pending. And with the form, you get in
1:14:31the you get a bonus column here. So, if
1:14:33you want to add attachments, maybe add
1:14:35the receipt for that particular expense,
1:14:37you can do that. I'll go ahead and press
1:14:39save.
1:14:41And I'm good to go. So, that's just an
1:14:43overview of what a list is,
1:14:46and how we can
1:14:48edit an existing list or add content to
1:14:52an existing list as well.
1:14:54Working with list, you also notice that
1:14:56we have
1:14:57little kind of condensed
1:15:01section here that has different views.
1:15:04And so, a list will typically come with
1:15:07views or different groupings.
1:15:10And
1:15:12that's there for a reason because again
1:15:14the the list is kind of behaving like
1:15:16like a a spreadsheet or a database file.
1:15:20So, what's really beneficial working
1:15:22with a list is you can run analysis on
1:15:25these columns. So, what if you wanted
1:15:27to, for example, you know, group by
1:15:29vendor or by category
1:15:32um or filter by a location. So, that's
1:15:35what this section is for. We can filter
1:15:38we can group and we can also go ahead
1:15:41and change the different views. So,
1:15:43first I'll just go ahead and change the
1:15:44views. You can also add views here as
1:15:47well. But right now we're just seeing
1:15:49all items. I'll go ahead and click on
1:15:50the drop down here.
1:15:52And so, at the very top you can just
1:15:54change the views. So, right now we're
1:15:56using the auto fit height. Let me click
1:15:59on list and let's see what this does.
1:16:01This just kind of allows us to see more
1:16:03of the content on one screen. Not much
1:16:06Not a big change there.
1:16:08If I click on compact list, so right now
1:16:10we're seeing up to
1:16:12expense 112.
1:16:16If I click on compact, I'm seeing five
1:16:18more. So, I'm seeing up to one 117.
1:16:22But you may just want, you know, to kind
1:16:24of just automatically distribute those
1:16:26those rows so they all have the
1:16:29um uniform height here as well. So,
1:16:32that's kind of the default view. So, you
1:16:34can change that if you want to.
1:16:37Now, down here we have some options for
1:16:40saving the view, save the view as, or
1:16:43reset the view. So, one of the things
1:16:45that we can do is we can, for example,
1:16:48we can move these columns around. So, if
1:16:50you wanted to
1:16:52uh so, you can resize the columns if you
1:16:54want to.
1:16:55For example, let's see if I can
1:16:57move this one over. That first column
1:17:00typically is is kind of difficult to
1:17:01work with.
1:17:02Um but, let's see. I'll go ahead and
1:17:04expand this a little bit.
1:17:06I think they're all pretty much okay.
1:17:09But, I'll just move things around. You
1:17:10can also um rearrange your columns. So,
1:17:14for example, we have the
1:17:16vendor category. Maybe I'll put the
1:17:17category over here next to the
1:17:20transaction date. And then the
1:17:22subcategory.
1:17:23And then the vendor. So, you can
1:17:24reorganize the views if you want to.
1:17:27And that's good. Now, what else can we
1:17:30do?
1:17:32We can go ahead and actually filter out
1:17:33the data that's being displayed right
1:17:35now, right? We also have group by and we
1:17:38have uh sort. So,
1:17:41if you were to click on any column, for
1:17:43example,
1:17:46and I'll say, let's go ahead and sort
1:17:48because right now um we don't
1:17:51necessarily have any type of sorting in
1:17:53here.
1:17:53I'll actually click on the transaction
1:17:55ID and I'll sort in ascending order.
1:17:58So, you can see we're sorted by the
1:18:01order of the transactions.
1:18:03Um
1:18:04it should be tied to the date as well.
1:18:07And it pretty much is.
1:18:09But, if I wanted to go ahead and sort by
1:18:10location, I'll sort A to Z.
1:18:13So, we can see here all the Bellevue,
1:18:15Washington locations
1:18:18followed by um
1:18:20the other ones there as well.
1:18:23I can also um
1:18:25go by approval status.
1:18:28Well, let's see. Let's see if I can
1:18:31um
1:18:31group by approval status. So, I'll go
1:18:34ahead and choose group by approval
1:18:35status.
1:18:36So, you can see a lot of these are
1:18:37already built in and this is really
1:18:39nice. So, here's the grouping. These are
1:18:41the approved
1:18:43and it gives us a number. So, we have
1:18:45114 approved expenses. So, these are all
1:18:49approved.
1:18:50And as I scroll down, I should see
1:18:52another grouping.
1:18:55So, we have 26 pending.
1:18:58So, here are the 26 pending.
1:19:00So, lists are really cool. I really like
1:19:02lists. You may be able to pick up on
1:19:04that already.
1:19:05Microsoft is putting a lot of work into
1:19:07lists. Really, really nice way of
1:19:08collaborating and collecting
1:19:09information.
1:19:11Then we have some down here that are
1:19:13rejected as well.
1:19:15So, these are just different views that
1:19:16we can work with
1:19:18um which are pretty cool. So, you can
1:19:20filter. Um you can go ahead and and
1:19:23sort.
1:19:24Now that I've actually grouped this by
1:19:27um
1:19:29by status, if I want to, you know, I
1:19:31could go ahead and kind of just save
1:19:33this as a view.
1:19:35So, I can I'll say save this view as and
1:19:38I'll go ahead and click on here.
1:19:40I can give this a name
1:19:42and I can say
1:19:45um group
1:19:49by approval.
1:19:54Optionally, I can make this a public
1:19:56view. So, if you want to make this view
1:19:58available to your other members of the
1:20:00site, you can turn this on. If you just
1:20:02want it to be just for you, then you can
1:20:04uncheck that button there as well.
1:20:06I'll go ahead and click save. So, if you
1:20:08do make this public, when your other
1:20:10members
1:20:11click on the all items, they will see
1:20:13this view as an option there.
1:20:16I'll just keep it personal. I'll go
1:20:17ahead and press save.
1:20:20Now, when you change the view, so here's
1:20:22the group by approval, you can see it's
1:20:24showing up here.
1:20:26And if I want to just go back to the
1:20:27default view, um I can go ahead and I
1:20:29can go ahead go back to all items. So,
1:20:31I'll click here.
1:20:33So, here's all items.
1:20:35I don't have to manually group by
1:20:37approval. I can just click here
1:20:40and I can save that view. So, that's
1:20:42pretty much it. If you filter out the
1:20:44data, you can save it as a view. If you
1:20:46group the data, you can save it as a
1:20:48view. You can also rearrange the columns
1:20:51and save that as a view as well. So,
1:20:53those are just a few
1:20:55um beneficial ways of
1:20:57utilizing the view
1:21:00filter and grouping section over here on
1:21:03the SharePoint list. Welcome back. Let's
1:21:06take a look at part five here. We'll
1:21:07take a look at SharePoint search. So,
1:21:09how does it work and what can we search
1:21:11for? The main thing to know is that you
1:21:14we have different levels.
1:21:16What I like to call level one search,
1:21:18level two search, or level three search.
1:21:21The other option as well is when you're
1:21:23searching, you do have options.
1:21:26So, you can search within a library.
1:21:31You can search within a site page.
1:21:35Or, you can search from SharePoint home.
1:21:39So, SharePoint home gives you the
1:21:42most results. The site page,
1:21:46you're only searching within that page.
1:21:49So, any libraries that are on that page,
1:21:51any lists, it will search. And then if
1:21:54you're in a specific library, it's only
1:21:56going to search the files and folders
1:21:58that are in that library. So, if you
1:22:00know exactly where you want to go, just
1:22:02go directly to the library or the page.
1:22:04But, if you just want to do a broad
1:22:05search, you'll go to SharePoint home.
1:22:08We'll do a quick run through of library
1:22:10searching in a library, searching a
1:22:13page, and then we'll focus more on
1:22:14SharePoint home.
1:22:16So, I'll go back to my SharePoint here.
1:22:18And so, let's see. So, I can actually
1:22:20search this list. I'm right here in the
1:22:22list. So, notice when I hover over the
1:22:25search, it says search this list.
1:22:28And so, if I try to look for something
1:22:30that's not in this list, let's say I'm
1:22:33looking for a file
1:22:36called collaboration,
1:22:39it's not going to find anything because
1:22:41there's no file in here called
1:22:42collaboration. So, I can only search
1:22:45for, you know, specific
1:22:48options in here.
1:22:50If I go to a document library,
1:22:54and so, let's say I want to go ahead and
1:22:56do a search here. So, let's say
1:22:57training.
1:23:00So, this is level one. It It finds it
1:23:03right from the search bar. And if I find
1:23:05it, great. I can go ahead and click on
1:23:07it and I can open it.
1:23:09But if I
1:23:10still have not found I'm looking for, I
1:23:12can go ahead and press the enter key.
1:23:15And this introduces more of a level two
1:23:18search. This is level two because we
1:23:20have some more
1:23:22um filters here that we we can use.
1:23:25All right. So, what do I want to
1:23:27actually search for?
1:23:29I can go for that as well.
1:23:31So, if you know exactly where you want
1:23:33to look for a file, then that's
1:23:35perfectly fine.
1:23:37I'll go to the home page of the site.
1:23:41So, this is not SharePoint home. This is
1:23:43from the project team here.
1:23:45And once this loads, this this search
1:23:48box says search this site.
1:23:51So, if I want to search this site, so,
1:23:55I know the file I want to find. I'm just
1:23:56not sure if it's in the documents area,
1:24:00if it's on a if it's in this, you know,
1:24:02this list, if it's on another page. So,
1:24:05this is a good place to come to search
1:24:07as well. So, I'll go ahead and type
1:24:08here.
1:24:09And let's see. I'll go for and you can
1:24:12see once you click on the search box, um
1:24:15a lot of the recent files will actually
1:24:17show up here. So, again, this is level
1:24:19one,
1:24:20but
1:24:21I'll go ahead and search for
1:24:24I'll just type approval.
1:24:28And I'll go ahead and press enter. I
1:24:30don't have any hits here.
1:24:32All right, so I'll go ahead and do that.
1:24:34But, you can see once I press enter,
1:24:36it's already found something here. Maybe
1:24:38that's still not what I'm looking for.
1:24:41And so, here's level two. So, I can
1:24:43search for files related to approval.
1:24:47All right. Um I can change this to file
1:24:50type. So, maybe I'm looking for a
1:24:52PowerPoint or an Excel.
1:24:55I can even drill down to the
1:24:59for a specific range. So, let's say it
1:25:01was modified in the past 3 months.
1:25:05I can do that as well.
1:25:06And so, um
1:25:08you can also search archive files. So,
1:25:10if you're still not finding what you're
1:25:12looking for, you can go ahead and search
1:25:14the archive here as well. So, those are
1:25:16just two different ways to search within
1:25:18either the uh the document library or
1:25:22from the site level.
1:25:25When we come back, we'll take a look at
1:25:26searching
1:25:27um from SharePoint home, and we'll see
1:25:30how we can unlock some more features.
1:25:33Let's take a look at searching
1:25:35SharePoint at the top level. So, you can
1:25:38see here I'm on SharePoint home. We know
1:25:41this is SharePoint home.
1:25:43If I click here,
1:25:44and you can also see the search box is
1:25:46telling us to search SharePoint. All
1:25:49right, here.
1:25:50So, what this means is we can search for
1:25:53a lot in here. So, we can search sites,
1:25:57we can search messages, we can search
1:25:59for files. Lots of things that we can do
1:26:02here. I'll just go ahead and click in
1:26:04that box, and this gives us a good idea
1:26:07of what we can search for here in
1:26:10at the top level of SharePoint or
1:26:13SharePoint home. So, we can search for
1:26:16sites. We can see that indicated here.
1:26:19We can search for a files. We can search
1:26:21for people.
1:26:23There is a lot that we can do. If you
1:26:24hover over those different objects,
1:26:27you'll see different things that we can
1:26:28interact with. For example, we can copy
1:26:31the link from here. We can download this
1:26:34file here. We can actually open the file
1:26:35right from here as well.
1:26:37Um we can go ahead and copy an email or
1:26:39we can open the contact card. So,
1:26:41there's a lot that we can actually do
1:26:43here.
1:26:44Here are some quick um
1:26:46searches from the history.
1:26:49I can also click on the settings to
1:26:50manage my search history. But for now,
1:26:53let's just go through the process of
1:26:55going through level one, two, and three
1:26:57search.
1:26:58So, I'll go ahead and type here. I'm
1:26:59going to look for a collaboration.
1:27:04And let's see what results we get. So,
1:27:06we already have one hit for a site
1:27:08called August Collaboration Tools. And
1:27:11we have some files in here.
1:27:13A few Word files, PDF,
1:27:17right, and even a Loop control.
1:27:19So, if I'm not finding what I'm looking
1:27:21for, I can just go ahead and press
1:27:23enter. So, right now, this is level one.
1:27:26If I If I find what I'm looking for, I
1:27:28click on it, I'm good to go.
1:27:30To get to level two, I can click on show
1:27:32more results or I can just go ahead and
1:27:33press the enter key.
1:27:38So, now that I've pressed the enter key,
1:27:39you can see I have more results in here.
1:27:41I can scroll down. There's a lot that's
1:27:43in here.
1:27:44And now I can go ahead and kind of
1:27:46introduce my level two search. So, am I
1:27:48looking for a file?
1:27:50Am I looking for sites?
1:27:53Am I looking for
1:27:55people?
1:27:56News, messages.
1:28:00Yes, you can search your messages. So,
1:28:01here are my messages from the the posts
1:28:04in my Teams channels.
1:28:07Images, videos, Power BI reports. So, we
1:28:11can search for a lot in here as well.
1:28:14Now, I do want to focus on files. So,
1:28:17let's see. So, for example, I'm looking
1:28:19at files here. Now, let's see how the
1:28:21search works. So, if you have the name
1:28:24if you have that name in the title of
1:28:26the file, it will appear here.
1:28:28And if you also have
1:28:30the name in the body of the file, it
1:28:33will show up here as well. So, it's not
1:28:35in the title of this slide deck here,
1:28:37but it is within or inside of that
1:28:40actual file. So, this is a deep search.
1:28:44All right. So, pretty, pretty nice.
1:28:46Okay, well, just like before, I can
1:28:47search for a specific file type. Maybe
1:28:50I'll go for presentation.
1:28:52I'll go ahead and press apply.
1:28:56And maybe by time uh range, so I'll go
1:28:58ahead and say within the past 3 months.
1:29:02And there you go. So, here are my
1:29:04current hits.
1:29:05And I can go ahead and just go ahead and
1:29:07click on one of these here as well. And
1:29:09I'm good to go.
1:29:10Now,
1:29:12one more thing to note. So, again, this
1:29:14is kind of level three. You can drill
1:29:15down to the to the type of file
1:29:18and the date range there as well. So,
1:29:20pretty, pretty nice.
1:29:22Now, one thing to note, I'll go ahead
1:29:23and clear those filters.
1:29:25Um so, when you search these results,
1:29:28these are not all files that are owned
1:29:31by you. So, anything that you have
1:29:33access to. So, if someone has shared a
1:29:34file with you, uh
1:29:36uh it will show up here.
1:29:38So, not just files that you create. So,
1:29:40for example,
1:29:42looks like this one was Let's see.
1:29:45I don't really have an example here.
1:29:47But, all of the files that you have
1:29:49access to will show up here. So, that's
1:29:53why you want to be careful when you're
1:29:54sharing not to overshare. When you're
1:29:56sharing a file, make sure not to
1:30:00make it so that anyone with the link can
1:30:02view or edit the file.
1:30:04Very best thing that you can do when
1:30:05sharing is to share with a specific
1:30:08individual via email.
1:30:10Because if you do that, um your file
1:30:13becomes public, if you will, within the
1:30:15organization.
1:30:16So, really, really nice option. Again,
1:30:18we can search for messages.
1:30:21And then you can go ahead and expand the
1:30:22search to search the entire
1:30:23organization.
1:30:25Or you can keep the search, um just for
1:30:27you here. So, if I click on all,
1:30:29here are the different sources that I
1:30:31can use.
1:30:32File types. So, really, really nice. So,
1:30:35SharePoint home is the place to go when
1:30:37you are looking.
1:30:38Uh if you really cannot find
1:30:41what you're looking for, go to go to
1:30:43SharePoint. And that is your go-to.
1:30:47That concludes our course. I hope this
1:30:48was helpful for you.
1:30:50Just a quick recap. This is what we
1:30:52learned today.
1:30:53We start off just by talking about,
1:30:55well, what is SharePoint? How do we
1:30:57access SharePoint? Why do we need it?
1:30:59And how does it fit within our
1:31:01organization?
1:31:02We spent most of our time taking a look
1:31:05at the collaboration
1:31:08options for SharePoint, how to
1:31:09collaborate in a SharePoint list versus
1:31:12how to collaborate in a document
1:31:14library. What is a document library? How
1:31:17to get to one.
1:31:18Uh we also just had a brief introduction
1:31:21to how pages are edited, how content is
1:31:25added to pages
1:31:27to offer more engagement and to be able
1:31:29to present more information to to
1:31:31members. We also discussed just how
1:31:34permissions um affect what you can see
1:31:37and what you can do
1:31:38on your SharePoint site as well.
1:31:41And then, we finished up by taking a
1:31:44look at different ways that we can
1:31:45search for information
1:31:47using SharePoint.
1:31:49The main
1:31:51takeaway is that that's the best place
1:31:53to go if you want to search what you're
1:31:55looking for, whether you're searching
1:31:56messages, files, pages, or even for
1:32:00people as well.
1:32:01So, that concludes our course. Look
1:32:03forward to seeing you for the next level
1:32:07of our SharePoint course. So,
1:32:10feel free to pause and rewind this one
1:32:12and tune in for the next one as well.
1:32:14Welcome to part two of our SharePoint
1:32:16course. This is the SharePoint advanced
1:32:18course and you're learning with Mo
1:32:20Jones, IT professional and educator.
1:32:23Well, let's take a look and see what
1:32:24we'll be covering today.
1:32:26We've separated into four high-level
1:32:29topics that we'll be covering. We have a
1:32:31lot of subtopics we'll be covering here
1:32:33as well. So, the first thing we'll take
1:32:35a look at is how to create custom sites.
1:32:38So,
1:32:39what role does sites play in SharePoint
1:32:43and why would you want to create one and
1:32:46what can you do once you actually have a
1:32:48site up and running?
1:32:51We'll take a look at managing content
1:32:52services. So, we'll take a deeper dive
1:32:54into clicking on the edit button, going
1:32:57into content management mode, and adding
1:33:00engaging content for your members and or
1:33:03your visitors.
1:33:04We'll also take a look at controlling
1:33:07access through permissions. There's
1:33:09different levels or layers of
1:33:11permissions, if you will. Some you will
1:33:14be comfortable using
1:33:16and once you get to the really advanced
1:33:18level, the best thing to do is to
1:33:20contact your SharePoint admin
1:33:23and for specific guidance.
1:33:26We'll also take a look at how we can
1:33:27improve security. So, beyond
1:33:29permissions, what are some other
1:33:31really things that we need to consider
1:33:34when we're securing the content on our
1:33:36site within our document library or even
1:33:40on the the home site there as well. So,
1:33:43that is what we'll be covering in this
1:33:45course. Here's a quick overview.
1:33:49Now, this is from the perspective of a
1:33:52site owner.
1:33:54So, whether you're an existing owner,
1:33:56maybe you inherited a site and you were
1:33:58tapped on the shoulder to manage the
1:34:00site. Maybe you're planning on actually
1:34:04building a site for your department or
1:34:06maybe for a specific objective.
1:34:09So, this course is for you.
1:34:12I'll give you just a few minutes to read
1:34:13a minute or two just to read go ahead
1:34:15and read the slides. So, feel free to
1:34:17pause.
1:34:18Go ahead and read it. I'm not going to
1:34:20read the entire detail here. I'll just
1:34:21go ahead and summarize it.
1:34:25So, advanced SharePoint site building
1:34:28and administration.
1:34:30Uh we'll also take a look at
1:34:32just the concept of applying templates
1:34:35to a particular site,
1:34:37adding pages, lists, and libraries, and
1:34:40of course, we want to be able to um
1:34:44augment the experience for our members
1:34:47as well. So, that is what we'll be
1:34:48covering in this course.
1:34:51Before we dive in, let's go ahead and
1:34:52take a look at a really nice use case of
1:34:55SharePoint. And this is a very common
1:34:57use case as well.
1:34:59Now, let's say HR would like a custom
1:35:02SharePoint site.
1:35:04They don't have one yet. Maybe you just
1:35:06migrated to SharePoint from another
1:35:08system.
1:35:09Maybe from the traditional file server
1:35:12setup. And now you just want a more
1:35:14modern experience. So, the HR team team
1:35:17has made some discussions. They've seen
1:35:18some other sites. For example, the
1:35:20marketing department has a really nice
1:35:22site that can help them to collaborate,
1:35:26engage,
1:35:27and disseminate information uh as well
1:35:30both internally and externally within
1:35:33the organization.
1:35:34So, they would like a custom SharePoint
1:35:36site and the goal is just to centralize
1:35:38resources and to be able to improve uh
1:35:42the overall employee experience.
1:35:44So, there are some key features that
1:35:47we'll take a look at.
1:35:48Um so, one of the key features is that
1:35:50we can
1:35:52use this site as not just explicitly for
1:35:56an onboarding hub. But one of the things
1:35:57that we can do is we can
1:35:59create an onboarding hub with checklists
1:36:02and training as well.
1:36:04We'll see in just a little bit. We
1:36:05actually have a a document library
1:36:09in the form of a onboarding template
1:36:12that we can apply.
1:36:14We also want to be able to just make
1:36:16sure that the policy and the benefits
1:36:18that they're actually searchable. You
1:36:20can
1:36:21get information on the policy and
1:36:23benefits
1:36:24with
1:36:25within a secure environment. So, you
1:36:27need to be able to log in to be able to
1:36:28see the information.
1:36:30And self-service forms. A really
1:36:34well-written HR page has a lot of
1:36:36self-service. So, uh time off,
1:36:39expenses, reviews, everything should be
1:36:41there for you. So, you don't have to go
1:36:43digging through your emails or searching
1:36:46uh you know, endlessly through a website
1:36:48trying to find information.
1:36:51Another big one is this could be an an
1:36:53employee directory with metadata
1:36:55filters. Metadata filters are really
1:36:57just column you know, data that's
1:36:59collected in columns that you can um
1:37:02further analyze and filter the data out
1:37:04there as well. So, we'll we'll cover
1:37:05custom columns. We'll cover
1:37:08uh custom list views there as well.
1:37:10Here are some of the benefits. So, we
1:37:12want people to access information
1:37:15quicker.
1:37:16And we want it to be accurate.
1:37:19We want to reduce repetitive inquiries.
1:37:23So, instead of emailing me all the time
1:37:25for information, here is the repository
1:37:28for the information that you're looking
1:37:30for.
1:37:30And of course, we want stronger
1:37:32compliance security. No need to go ahead
1:37:35and share out links.
1:37:36Everyone will be able to
1:37:38access what they need to access and be
1:37:40able to see what they need to see.
1:37:43So,
1:37:45go ahead and plug in your department, HR
1:37:47department. I've had companies that
1:37:50wanted to create a a
1:37:53site for the library. So, medical
1:37:55company that I was helping, they had a
1:37:57library and they wanted to create a
1:38:00website for the actual library. So, I
1:38:02helped them to create a SharePoint site
1:38:04for the library and they had a lot of
1:38:06information that they wanted to do
1:38:08disseminate. So, just plug in your
1:38:11responsibility
1:38:13and take a little bit of time and just
1:38:15think about a really good use case for
1:38:19building a SharePoint site. Now, before
1:38:22we actually dive in and start
1:38:24building or creating a site, I do want
1:38:27to pause because depending on the type
1:38:30of setup that you have, you may be able
1:38:33to build your own site. You may have
1:38:36been given the permissions to actually
1:38:39create a site from scratch or
1:38:43it's very common that the SharePoint
1:38:47admin or support team makes it so that
1:38:49you have to request a site. So, just in
1:38:53terms of governance, um they just want
1:38:55to make sure that that process is not
1:38:58falling into the hands of someone who's
1:39:00not trained on using SharePoint. So, the
1:39:03first thing you need to ask is, well, do
1:39:04I have permit do I have the permissions
1:39:07to build a site or is there a company
1:39:10policy or really what is the company
1:39:12policy? Do I need to go ahead and
1:39:14request one? Who do I speak with?
1:39:17Before you even do that though, the main
1:39:19the first question you should ask is
1:39:20does a site already exist for this
1:39:22purpose? So, remember in this case, we
1:39:25want to go ahead and build an HR site
1:39:26because we don't have one. So, in that
1:39:28case, we don't already have a site that
1:39:31exists that's
1:39:33storing information such as benefits,
1:39:35the employee handbook, and things like
1:39:37that. So, we do want to go ahead and
1:39:39create one in this sense.
1:39:42A lot of times a site is requested and
1:39:45then you're told, "Oh,
1:39:47we already have a site for that. So,
1:39:48there's really no need to go ahead and
1:39:50actually create that site." So, make
1:39:53sure you ask that question first.
1:39:55The next thing that I would recommend
1:39:56you do is to contact your SharePoint
1:39:58admin or IT support.
1:40:01And make sure you follow the company
1:40:03protocol. So, if you do have the
1:40:06capability to request or to build a
1:40:08site, there needs to be some type of
1:40:10protocol in place. So, you want to go
1:40:12ahead and make sure that you follow
1:40:13that. Typically, the protocol is before
1:40:16you actually create or request a site,
1:40:18you need need to answer a few questions
1:40:20such as, "What is the name of the site?
1:40:24What is the business purpose? If it does
1:40:26not serve a business purpose, you may
1:40:28not need to create the site.
1:40:31Who are the owners? It's a good idea to
1:40:33have more than one owner of the site.
1:40:35If you're just the sole owner and you're
1:40:37on vacation and you're kind of
1:40:40you know, disconnected, no one else can
1:40:42do anything.
1:40:44Who are the members?
1:40:45So,
1:40:47what type of site is this? Is it
1:40:48collaborative?
1:40:50It will behave like a Microsoft Teams
1:40:52channel.
1:40:54There's a lot of back and forth, a lot
1:40:55of members, a lot of edit access, a lot
1:40:58of exchange of exchanging of
1:41:00information.
1:41:01Or do you want it to be a portal? You'll
1:41:03have few
1:41:05members, many guests, visitors.
1:41:08Your guest and visitors, they can view
1:41:10information but not make any changes.
1:41:13And another one as well is this is Is
1:41:15this going to be an external-facing
1:41:17site? Do you want to be able to share
1:41:19outside of your organization? Or is this
1:41:22just meant for internal
1:41:25communication? So, these are just a few
1:41:27of the questions that you should ask
1:41:29before you actually start building out
1:41:31your site. Welcome to lesson one. We'll
1:41:34take a look at creating custom sites.
1:41:36Now, before we create a custom site, you
1:41:39need to plan, prepare, test, and
1:41:41publish. So, we'll go through that
1:41:43process. Now, the first part we already
1:41:45kind of talked about, planning. Does a
1:41:47site already exist? What are the What is
1:41:50the business purpose?
1:41:52What are the What is the company
1:41:53protocol? The next big part is preparing
1:41:57for your site. And this is where a lot
1:41:59of work takes place. Typically, you
1:42:01would sit down and speak with your
1:42:04uh with your co-owner or your
1:42:06contributors, your designers.
1:42:08Just trying to figure out, well, what do
1:42:10you want your site to look like?
1:42:12Maybe you already Maybe you've already
1:42:14seen another department site, and you
1:42:16want to go ahead and mimic that as well.
1:42:18That makes the process much more
1:42:20efficient. But one of the first things
1:42:22you need to consider is, well,
1:42:24what is the layout of the site? So, we
1:42:26call it a wireframe. So, wireframe is
1:42:29basically just how do you want the site
1:42:31to be laid out? All right? So,
1:42:32typically, a site has a header
1:42:36space, some type of navigation
1:42:39underneath it.
1:42:40And then, from there, it's just about,
1:42:43you know, columns and rows. So, maybe
1:42:45you just want two big columns in one
1:42:49section,
1:42:50two big columns in a row.
1:42:52And so, here's really cells, if you
1:42:55will. So, maybe you can have an image in
1:42:57here or file in here.
1:43:00You may want a single column for the
1:43:02next section,
1:43:03because maybe maybe you want some some
1:43:05text in here.
1:43:07All right? So, you can do that.
1:43:09And then, for the next one, maybe you
1:43:10just uh want a bunch of buttons that can
1:43:13be clicked on.
1:43:14So, you need to go ahead and just kind
1:43:15of
1:43:16grab a piece of paper or any type of
1:43:19drawing app,
1:43:21and you're just going to kind of map it
1:43:22out. Going to go ahead and draw it out
1:43:24and see how you want it to look like.
1:43:28And that's pretty much it. So, that will
1:43:30be the wireframe. So, this does take
1:43:33some time.
1:43:34Now, one thing to note, we do have
1:43:37templates.
1:43:39So, that may take a lot of the work away
1:43:40from you. You may decide, you know what?
1:43:43I like one of these Microsoft templates,
1:43:45or if your SharePoint admin has placed
1:43:47templates in
1:43:49the
1:43:50site creation process, you can use one
1:43:52of those templates. So, we'll actually
1:43:54take a look at a template before we
1:43:55actually start building one. We'll
1:43:57actually build two sites. One will be
1:43:58from a template,
1:44:00and we'll create one from blank as well.
1:44:03But, the first thing you need to do is
1:44:03go ahead and create the wireframe.
1:44:05Um the other thing you need to consider
1:44:07is you want to make sure you have
1:44:09everything ready.
1:44:10Any logos you're going to be using, make
1:44:12sure you have them readily available.
1:44:13They can be in a single
1:44:15file, I'm sorry, in a folder on your
1:44:18computer, or typically on another
1:44:21uh type of cloud storage.
1:44:23Any banners you're going to be using,
1:44:24and the big one is the branding kit. So,
1:44:27more than likely you need to stay within
1:44:30the branding parameters of the
1:44:32organization when you're creating the
1:44:34actual site.
1:44:35That is something that can be controlled
1:44:37from the hub as well, or your SharePoint
1:44:40admin
1:44:41make sure just making sure that whatever
1:44:43page you create, it does inherit the
1:44:45branding from a template, if you will.
1:44:48So, that's one thing that we can do.
1:44:50Another one is um well, again, do you
1:44:53want to use a template, or do you want
1:44:54to start from blank? Does a template
1:44:57already exist for what you need?
1:44:59In this specific case, well, we're going
1:45:01to see an HR template already exists.
1:45:03So, we can just use that one, and
1:45:05it does require work, though, because
1:45:07we're we will need to reprogram all of
1:45:09the current content that's on the page.
1:45:14Another big thing that you want to make
1:45:15sure that you have in preparation is
1:45:17links and resources that your buttons
1:45:19are going to point to. You want to make
1:45:21sure you have those readily available,
1:45:23so that you can just go ahead and
1:45:24program them
1:45:26instead of searching and trying to uh
1:45:28work backwards. So, make sure you have
1:45:30everything available
1:45:32um there as well.
1:45:34And what do you need? Do you want to
1:45:36incorporate libraries, document
1:45:38libraries, forms to collect data,
1:45:41um lists to manage data, etc. So, we
1:45:44need to think about all these different
1:45:46things before you actually start
1:45:49creating the site. So, take a little bit
1:45:51of time, go through the process of
1:45:53creating your wireframe, gathering all
1:45:55of your logos, your banners,
1:45:57go ahead and grab the branding kit,
1:46:00and explore the templates. We'll do that
1:46:02next when we come back. So, go ahead and
1:46:05and
1:46:06just answer these questions here and
1:46:08make sure you have everything in the
1:46:10same place
1:46:11and come right back. I'm ready to go
1:46:13ahead and create my site.
1:46:15I'm on SharePoint home and from
1:46:18SharePoint home, you can go ahead and
1:46:20click on create a site. So, I'm going to
1:46:23click on create a site and I will have a
1:46:26really nice wizard that I can use to
1:46:29actually walk through here.
1:46:31So, I'll go ahead and click on create
1:46:33site.
1:46:35And the very first fork in the road,
1:46:37it's going to ask you what type of site
1:46:39do you want to create? Do you want to
1:46:40create a team site?
1:46:42All right. So, this is
1:46:44more behaves more like a Microsoft team
1:46:47uh collaboration,
1:46:49right?
1:46:50Um lots of members
1:46:52being able to publish content or
1:46:55communication site, right? So, more of a
1:46:57portal,
1:46:59subject focused,
1:47:00and you have many site visitors. So,
1:47:03this is very important. So, very few
1:47:06content authors
1:47:08and then you have many site visitors.
1:47:10So, this one
1:47:11you're just disseminating information,
1:47:14very few opportunities for your members
1:47:16to actually upload content or manage
1:47:20content as well.
1:47:22So, I'll go ahead and choose
1:47:23communication site.
1:47:25And you'll see two tabs that are at the
1:47:28top here
1:47:29from Microsoft. These are updating
1:47:31constantly or from your organization.
1:47:34So, if your organization if your
1:47:36SharePoint admin has placed any
1:47:37templates in here,
1:47:39you can simply use one of these.
1:47:41Or if you're able to, you can see some
1:47:43from Microsoft.
1:47:45Now, I'll just kind of scroll through a
1:47:47few of these here. So, here's a generic
1:47:49department. So, we just want to create
1:47:51one for a department. Uh we have a
1:47:53department one here that you can use.
1:47:55Uh if you're scrolling down,
1:47:58right here is human resources.
1:48:01I'll go ahead and click on this. And
1:48:02what's really nice is you can click on
1:48:05it. You can, you know, kind of poke
1:48:07around to see if this is something that
1:48:10you really, really want.
1:48:12So, on the left here are the details of
1:48:14this particular template. You can see
1:48:16it's already
1:48:18it's it works well right out of the box
1:48:21in terms of just the content. So, you
1:48:23can see this one has um so, here is the
1:48:27navigation. So, we have 1 2 3 4 5.
1:48:31So, we have the home page and then we
1:48:32have four subpages.
1:48:34And we have different um what's called
1:48:36web parts on here.
1:48:38And now I can scroll down on the right.
1:48:40You can see. So, this is a really nice
1:48:42design. And basically what this is, we
1:48:44just kind of take a look at the
1:48:45structure of it. This is what's called a
1:48:482/3 left column taking up 2/3 of the
1:48:51column. And this is 1/3 right.
1:48:55Right? So, really nice design. If we
1:48:57scroll down a little further, we can see
1:48:59just some more
1:49:01clickable actions. So, a lot of
1:49:03clickable actions here that we can use.
1:49:05This is really nice,
1:49:07really, really nice, simple, minimalist
1:49:10design here as well.
1:49:12So,
1:49:13your members would would appreciate the
1:49:16organization.
1:49:17So, over here on the left, showcase
1:49:19information about compensation,
1:49:21highlight resources for learning and
1:49:23development,
1:49:25uh feature benefits, and share cultural
1:49:29priorities and values. So, this comes
1:49:31with one home page, four additional
1:49:32pages, and look at that, I can preview
1:49:35the site. So, I'll go ahead and preview
1:49:36it.
1:49:38And we can't really click around yet on
1:49:40previewing, but we do see the other
1:49:41pages. So, here's the
1:49:43um here is the home page,
1:49:46which we just saw.
1:49:47And if you were to click on the
1:49:50compensation tab here, it brings you to
1:49:52this page.
1:49:54All right. So, nice big header,
1:49:56very minimalist design, some text here,
1:50:00a few clickable actions.
1:50:03All right. Some of these are
1:50:05personal, so these are tied to your
1:50:07login,
1:50:08whereas some of these are
1:50:10um well, different. So, these are just
1:50:12generic information.
1:50:14So, say that column on the left, my pay
1:50:16stub, that's for you alone, my deposit
1:50:18details, tax information. And then you
1:50:21have uh my rewards.
1:50:23So, this is personal, and then
1:50:25annual bonus and compensation
1:50:27philosophy, those may be public as well.
1:50:29If you scroll down, some quick FAQs.
1:50:33All right. So, just information,
1:50:35information, information.
1:50:37Here is the career page. So, this should
1:50:41list career opportunities.
1:50:43Again, nice consistent theme, nice
1:50:45header.
1:50:47This is a hero. We'll take a look at
1:50:48this web part later on.
1:50:53And here we go. So, here's some here's a
1:50:54quick links
1:50:58web part there as well, text.
1:51:01So, really nice.
1:51:02And then here is the benefits page.
1:51:06Again, consistent layout. We can see
1:51:09here.
1:51:10All right.
1:51:11Four columns,
1:51:13text, image, text. text, image, text.
1:51:16So, really, really nice layout.
1:51:18Everything is nice and just really
1:51:20appealing.
1:51:23And then we have the culture page.
1:51:26Right. So, a lot of information in here
1:51:27as well.
1:51:28Articles, blogs, things that we can work
1:51:32with
1:51:33here as well. So, really, really nice.
1:51:35So, if you want to use this, you can
1:51:36just go go ahead and and click on use
1:51:38template. Just keep in mind, once you do
1:51:41that, you would need to program all
1:51:43these buttons here. So, there's quite a
1:51:45few that you would actually need to need
1:51:47to program. These are already programmed
1:51:50for us. These will
1:51:52these pages already exist. But, um all
1:51:55of these buttons down here, like all of
1:51:57these buttons here, you would need to
1:51:58program these. When you click on click
1:52:00on it, it goes somewhere
1:52:02uh down here.
1:52:04We would need to program these as well.
1:52:07So, we'll jump into edit mode and we'll
1:52:10see how we can
1:52:12select an existing web part, click on a
1:52:15piece of the web part,
1:52:17and say I want whenever I click on this
1:52:20link, I want to be able to jump to a
1:52:23particular page or a form or a document
1:52:25library. So, that is what we'll be
1:52:27working with here as well.
1:52:29I'm going to go ahead and use this
1:52:32template. So, I'll click on use
1:52:33template.
1:52:35I'll go ahead and give it a name, and
1:52:36I'll just call this
1:52:38uh
1:52:40human resources.
1:52:44Right. And the site description, I'll
1:52:46just put uh HR portal.
1:52:51I'll go ahead and click next. If you do
1:52:53change your mind, you can change the
1:52:54template here, but I'll go ahead and
1:52:55stick to it.
1:52:58This will be in English. I'll go ahead
1:52:59and click on create site.
1:53:02This will take about a minute or two.
1:53:04So, um go ahead and choose that template
1:53:08or choose another template if you will.
1:53:10And come right back. So, we're still
1:53:12going through the process of creating a
1:53:14custom site. We took a look at some
1:53:17template sites that are currently
1:53:19available
1:53:20that may be a good starting point for us
1:53:22to be able to work with.
1:53:24Now, the important thing to make sure
1:53:26whether we're working with a template
1:53:27site or whether we're building a site
1:53:29from scratch, it's important to make
1:53:30sure that we have all the links and the
1:53:32resources that we want things to point
1:53:33to. We want uh the containers as well.
1:53:36So, any type of libraries, forms, or
1:53:38lists. So, you'll most likely have a
1:53:40document that looks like this. So, it's
1:53:41just a
1:53:42a Word document. It's about five pages.
1:53:45And this kind of just shows the
1:53:46structure. So, here's the here's the
1:53:49home page.
1:53:50Here are the different subpages and
1:53:52sections.
1:53:54So,
1:53:55this is just an idea. We won't have time
1:53:56to go through every single clickable
1:53:59um
1:54:00option in here. But, this is just a
1:54:02good, you know, a good starting point
1:54:05just to kind of see what you want to
1:54:07work with. Lots of information in here.
1:54:09And um even down here, here some of the
1:54:13the content. So, here's the intended
1:54:15banner, some icons that we can use as
1:54:18well.
1:54:18We can also use the use the designer.
1:54:20But, you do want to make sure you have
1:54:22the logo, the banner, any type of icons
1:54:25that you want to be able to use,
1:54:26anything that's related to branding. So,
1:54:29again, more than likely you will be
1:54:31working from a brand a branding kit.
1:54:35Um, but it's important to make sure that
1:54:37you actually have the structure and the
1:54:39the wireframe of the page.
1:54:41Now, one thing that we can do is we can
1:54:42use an existing template. So, again,
1:54:45maybe you've seen another
1:54:47department website within the
1:54:49organization, and you feel like, you
1:54:51know what, that's a good one. We can go
1:54:53ahead and mimic the one that we have
1:54:56there as well.
1:54:57So, that's and that's a possibility. I
1:54:59actually like the layout of this one.
1:55:02The only thing that I would do is put a
1:55:04nice big banner up here. I'll get rid of
1:55:06the and I'll just kind of move things
1:55:08around, but I I always like this type of
1:55:11setup, right? So, image and text, image
1:55:13and text. Three columns always very very
1:55:17um
1:55:18very
1:55:19elegant and minimalist, so I like that
1:55:21as well.
1:55:22I do also like the option of having the
1:55:25the quick links down here. So, if you're
1:55:27working with So, if if you do choose a
1:55:29template, you do have to go into edit
1:55:32mode and you do have to kind of move
1:55:34things around and program things. So,
1:55:36right now, for example, if I click on
1:55:37take the employee poll,
1:55:39it doesn't take me to a poll, it takes
1:55:41me right back to home. So, all of these
1:55:43buttons here, until we actually program
1:55:46them, when you click on them, it's just
1:55:47going to bring you right back to
1:55:49to this page. So,
1:55:51we'll just kind of take a look at at the
1:55:53design and
1:55:55we want to focus on creating a site from
1:55:57a site from from scratch, but we'll just
1:55:59take a look at this template and kind of
1:56:01learn
1:56:03how this was constructed, what are these
1:56:05different types of web parts, what are
1:56:07they designed for.
1:56:09So, the first thing I'll do is I'll
1:56:10click on edit mode here.
1:56:17And once I click on edit mode, you can
1:56:18see I'm now in content management mode.
1:56:21And this is this behaves just like any
1:56:24other modern content management web
1:56:26service
1:56:28when you're building a website. So, the
1:56:30whole idea is you don't have to write
1:56:31any code, everything is drag and drop
1:56:33and everything is interactive.
1:56:35So, you can see that we have a section
1:56:37here.
1:56:38So, this entire
1:56:40So, this is one entire section. We can
1:56:42kind of see the
1:56:44the outline here.
1:56:46Sorry about that.
1:56:49Try and draw that again.
1:56:51There we go.
1:56:53Yeah, so that's one section.
1:56:55So, this section has I'll go ahead and
1:56:57close the toolbox. We don't need that
1:56:59right now.
1:57:00So, just as far as the layout, here's a
1:57:01section and in this section we have a
1:57:03web part that's called a hero. So,
1:57:05here's the hero web part.
1:57:08Each web part has its own properties. If
1:57:10I click on it,
1:57:11you'll see a small tool appear at the
1:57:14top here and this is where I can go
1:57:16ahead and edit the properties of this
1:57:18web part. If I click on edit properties,
1:57:20it opens on the right and you can see
1:57:22this is a hero
1:57:23and here are the different options for
1:57:25the hero. This is
1:57:26it's either a carousel, tiles, or
1:57:28layers. So, this we have tiles
1:57:31and I can add more. So, right now we
1:57:32have one for take the employee poll and
1:57:35one for interviewing here as well.
1:57:37Now, if I were to click on take the
1:57:38employee poll, I expand the properties
1:57:41of it further. I can change the image if
1:57:43I want to.
1:57:45Um I can go ahead and change the header
1:57:48and what I want to do is this is pretty
1:57:50much what you'll find yourself doing.
1:57:52You're going to be programming these
1:57:54different
1:57:55uh clickable
1:57:56objects that are that are on the actual
1:57:59page. So, I'm going to include a show
1:58:01call to action link.
1:58:04So, it says click here
1:58:06and I'm going to
1:58:08make sure that when this is clicked on
1:58:10it takes you to the actual poll. So, I
1:58:12actually have the poll right here.
1:58:14So, I'll go ahead and just paste it in
1:58:16here.
1:58:18So, there's the link to the actual poll.
1:58:21So, it's a form.
1:58:24And there you go. And that's pretty much
1:58:26it. I want to add some more details in
1:58:28there, that's perfectly fine. I'm okay
1:58:29with the image. I'll leave the image as
1:58:31is
1:58:32and I'll go ahead and let's see. I'll
1:58:35just go ahead and I'll preview it. So,
1:58:38I'll click on preview.
1:58:41So, this is really nice. You can preview
1:58:42it before you actually launch it. Now,
1:58:44let's see if this works. If I click
1:58:45here,
1:58:46it does take me to that employee
1:58:48satisfaction survey or that poll. So,
1:58:51we're good to go there.
1:58:53Here's the what it looks like on the
1:58:55mobile as well. So, again, we're in
1:58:56preview.
1:58:58Always looks really nice on the mobile.
1:59:01Okay, so I'll go back. So, what I just
1:59:03did by clicking on a web part, go going
1:59:06into the properties,
1:59:08and editing the properties, especially
1:59:09if you want it to be able to navigate to
1:59:12somewhere,
1:59:13you can um access the the actual link
1:59:16portion of that web part.
1:59:19Now, if I were to click on here, so
1:59:20these are quick links. So, if I click
1:59:21here,
1:59:23and I click on edit properties,
1:59:28and let's see if I can actually click on
1:59:30this one.
1:59:31Second here.
1:59:34Here we go. So, lots of little clicks in
1:59:36here. So, this one is specific to this
1:59:39particular quick link. So, if I click
1:59:41click on edit,
1:59:43here's the link that it's going to you
1:59:45can see it's going right back to that
1:59:46home page. So, you would need to have
1:59:48all of these, maybe this is a document
1:59:50that you want to be able to link to,
1:59:52and um you would just grab the link and
1:59:55program it, and I would just change it
1:59:58here.
1:59:59So, all these things will need to be um
2:00:01just kind of set up. You can also
2:00:03reorganize things. So, if you wanted to
2:00:05maybe move this
2:00:06move these quick links down to the
2:00:08bottom, or maybe move this section up to
2:00:12the top, you can go ahead and do that as
2:00:13well.
2:00:14All right, so I can move the entire
2:00:16section. Maybe I want this to be up
2:00:17here.
2:00:19Uh let's see if I can do that. Probably
2:00:21better off doing it moving this section
2:00:23here. Let's see.
2:00:26So, I'm moving this one down. Sometimes
2:00:27it's easier to move down than to move
2:00:29something up. So, I'll move this down
2:00:31here.
2:00:35And there you go. So, just like that, I
2:00:36was able to just kind of reorganize the
2:00:38page.
2:00:39So, we have our three big buttons here
2:00:41to click on.
2:00:42We have our quick links on the right,
2:00:44and then down here we have some more
2:00:45clickable options here as well.
2:00:48Down here, so again, this these are
2:00:49quick links as well.
2:00:52So, kind of the same thing, same type of
2:00:54properties.
2:00:55And down here, these are this is the
2:00:57people web part.
2:00:59And this basically allows us to
2:01:03add people from the global address list.
2:01:05So, here are some contacts that we can
2:01:07actually use. This may be beneficial
2:01:10when we actually create the site.
2:01:12Once you're done, here's a call to
2:01:14action. A call to action is just a
2:01:15button with a nice image and a clickable
2:01:18icon that you can use as well. So, if I
2:01:20were to click on here,
2:01:23here's the call to action. We have a
2:01:25um we have a
2:01:27link, we have a button, and we also have
2:01:29the background image in here as well.
2:01:31So, again, you would just need to go
2:01:33ahead and program all these and move
2:01:35things around. You may not want some of
2:01:36these web parts. If you want to remove
2:01:38one, you can simply just click on it,
2:01:40and you can actually just delete it.
2:01:43And that saves a little bit more space
2:01:45there as well. So, feel free. Um I would
2:01:47encourage you to
2:01:50add a template, go into edit mode, just
2:01:52click around,
2:01:54and familiarize yourself with the
2:01:56different types of web parts
2:01:58and each property for there as well. I'm
2:02:01going to go ahead and republish.
2:02:03Once I republish,
2:02:05this is now live. So, any any changes
2:02:07that I've made, for example, now I can
2:02:09click here, and this brings me to the
2:02:11actual form.
2:02:12So, go ahead and insert a template.
2:02:15Go into edit mode, and when we come
2:02:17back, we're going to dive into creating
2:02:18a website from scratch. Let's continue
2:02:21working with our template. So, here's my
2:02:23HR template. Now, typically, you'll
2:02:26you'll see a pop-up on the right that
2:02:28just kind of gives us some of the next
2:02:30steps that we need to perform here. The
2:02:32first thing I like to do is just click
2:02:33on site access and assign a co-owner.
2:02:38I've already done so. You can see I've
2:02:40already given Adele full control. So,
2:02:43now we have two owners. We have Nestor
2:02:45and Adele. If I want to add another one,
2:02:47I can simply just type here.
2:02:52And I can I can assign a role to Miriam.
2:02:55So, maybe Miriam is an editor or Miriam
2:02:59has full control.
2:03:01Well, I'll go ahead and give Miriam full
2:03:03control as well.
2:03:05And I'll just say control.
2:03:08I'll go ahead and click on share.
2:03:11And there you go. So, now we have three
2:03:13co-owners. We need to meet on a regular
2:03:16basis and discuss
2:03:18how we want to manage this particular
2:03:20site. Later on, we'll go ahead and add
2:03:23our members and then our visitors. But,
2:03:25we do want to get things set up first
2:03:26because right now,
2:03:28even though these navigation items are
2:03:30working, the compensation is already
2:03:32programmed to go to the compensation
2:03:34page
2:03:35and career
2:03:36and benefits and culture.
2:03:40We can see the edit button as the owner.
2:03:43So, we can move the navigation items
2:03:46around. But, for right now, the main
2:03:48thing that we need to do once we're
2:03:49using a template is we need to program
2:03:51all these web parts. So, here's a hero
2:03:53web part. And when I click on it, you
2:03:55can see it's not really programmed to go
2:03:57anywhere. It's just going back to the
2:04:00going back to the homepage.
2:04:02If I click on find my tax forms,
2:04:05it does the same thing. So, we need to
2:04:06go ahead and program these.
2:04:09And that's why it's good to have all
2:04:10these links readily available so that
2:04:12you can just go ahead and set them up.
2:04:15So, once we take care of one, we'll be
2:04:18able to take care of the rest. So, the
2:04:19first thing I want to do is go into
2:04:21editing mode.
2:04:23And this will open up content management
2:04:25for me. And this will allow me to take a
2:04:27look at the properties of this hero web
2:04:29part. And I can manage this so I can
2:04:33make it so that when you click on it,
2:04:35it actually links to some type of a
2:04:37poll.
2:04:38It says take the employee poll.
2:04:40I'll go ahead and click on edit.
2:04:49So, here is the
2:04:51content management. I'll go ahead and
2:04:52close the toolbox for now. I don't
2:04:54really need this right now. I'm working
2:04:56with existing web parts. I don't want to
2:04:58add any others right now. So, I'll close
2:05:00this to get this out of the way.
2:05:02Now, when you move around, just a quick
2:05:04recap, this is content management so you
2:05:07can create sections.
2:05:08Sections can have their own amount of
2:05:10columns and rows. And in those columns
2:05:13and rows, or those cells, you can add
2:05:15different web web parts.
2:05:17So, if you move to the bottom of an
2:05:19existing web part, you can go ahead and
2:05:21add a web part.
2:05:24So, here is another web part that I can
2:05:26add. Well, this is a hero. I know this
2:05:29is a hero because when I click on it, it
2:05:31says hero, or if I hover over it rather,
2:05:34it says hero on the top right.
2:05:37And
2:05:38every web part comes with its own
2:05:40properties. So,
2:05:42if I click on here,
2:05:44you'll see the properties
2:05:48appear here. I'll go ahead and click on
2:05:49edit properties. I can also do it right
2:05:51here. So, I'll click on edit details
2:05:53rather.
2:05:55And this
2:05:57brings me right to the specific part of
2:05:59this hero. So,
2:06:01basically, this hero
2:06:04consists of two parts. So, we have the
2:06:08you know, we have the take the employee
2:06:10poll, and then we have the interview.
2:06:12It's just it's tiles, and we only have
2:06:15two tiles in here. So, if I want to add
2:06:17more tiles, I can do that
2:06:19and add a link, or I can, you know,
2:06:21convert it to something else if I want
2:06:23to.
2:06:25Um right now, I don't want to do that.
2:06:27Let's go ahead and delete that. So, I
2:06:28want to focus on this particular one
2:06:29here. It says take the employee poll. I
2:06:32already have an employee poll here,
2:06:34and I did copy the link to the
2:06:36clipboard. So, I'm going to go back. I
2:06:38simply just want to go ahead and program
2:06:40this so that I
2:06:41and test it out.
2:06:43So, I'll go ahead and scroll down.
2:06:46And I do want to show the call to action
2:06:48link.
2:06:49And here's the link. I'll go ahead and
2:06:51paste the link to the actual form right
2:06:53there.
2:06:54And I can have a call to action text.
2:06:57So, I can say
2:06:59let's say click here.
2:07:03And that's it. So, I'm pointing to
2:07:05exactly where I want it to go when I
2:07:07click on it.
2:07:08Each web part is going to have its own
2:07:10properties and or settings. The hero has
2:07:13quite a few in here. You can see you can
2:07:15change the image. You can add more text.
2:07:19I want to go ahead and give it a test.
2:07:20Before I republish it, let's click on
2:07:22preview.
2:07:25So, it saves my changes for me
2:07:27automatically.
2:07:28So, I'll go ahead and click on here.
2:07:31And there you go. You can see it takes
2:07:32me to the actual form, which is pretty
2:07:35cool. Right. So, that is working well.
2:07:38Here's the mobile experience.
2:07:41So, if I click here,
2:07:43takes me to the form as well.
2:07:46So, that looks pretty good.
2:07:48Again, this is a hero, so we have a
2:07:49little carousel or just two tiles so you
2:07:52can navigate back and forth.
2:07:54I'll go back.
2:07:56What I want to do is go ahead and
2:07:58republish it. And what we just did,
2:08:00we're just going to rinse and repeat
2:08:03for the different clickable items or
2:08:06content that we have on this particular
2:08:07page. For the sake of time, I'm not
2:08:09going to do every single one of them,
2:08:12but we'll take a look at at least one
2:08:14for each web part so we we can see what
2:08:16the properties looks like for each of
2:08:18these different web parts in here.
2:08:20The other web part here, this is a quick
2:08:21links web part. So, you can see really
2:08:23nice, we have buttons in here that we
2:08:25can control.
2:08:27Right.
2:08:28Down here, this is a single image.
2:08:31This is text, text, text. So, three
2:08:33images and three text.
2:08:35Again, they all come with their own, you
2:08:37know, their own properties.
2:08:39Uh down here, this is quick links as
2:08:41well.
2:08:43And if I click on edit properties, you
2:08:45can see this this quick link is designed
2:08:49for buttons that you can click on.
2:08:51We have others, grid, tiles, list,
2:08:54filmstrip. You can see there are a lot
2:08:56of options here.
2:08:57This is a really nice use of the quick
2:08:59links. Quick links over here as well.
2:09:02Down here, these are the people. So,
2:09:04this is the people
2:09:06section. We'll We'll visit these one by
2:09:08one.
2:09:09But right now, we just have three
2:09:11layouts, small, medium,
2:09:13large.
2:09:14If you want it to be animated, you can
2:09:16do so.
2:09:19And then down here, we have a call to
2:09:20action. So, a call to action is
2:09:21basically button with some more
2:09:25details for the person that's into
2:09:28actually interacting with it. So, here's
2:09:29the label.
2:09:31Here's the link that it goes to. Again,
2:09:33you can point to anything you want to.
2:09:35And here's the alignment, center, right,
2:09:38or to the left.
2:09:41For now, I'll go ahead and republish.
2:09:44We'll come back and we'll We'll go ahead
2:09:46and
2:09:47program out the other buttons as
2:09:49necessary. I'll go ahead and click on
2:09:51republish. Now, once I click here, I'm
2:09:53live.
2:09:55It takes me right to that poll. So, I am
2:09:57good to go. It does show me when it was
2:09:59last published. So, I am good to go.
2:10:02So, go ahead and
2:10:05create a quick poll
2:10:07and go ahead and point that first hero
2:10:09to that poll. Let's go ahead and create
2:10:11a site from blank. I'll go back to
2:10:14SharePoint home
2:10:16because I'm SharePoint home is where you
2:10:17can actually create a site. So, I'm
2:10:19going to create a site.
2:10:25And what I want to do is I do want a
2:10:26communication site.
2:10:30And I want to start with a blank site.
2:10:33So, all the all the way on the bottom
2:10:34left, you'll see blank. So, I'll go
2:10:36ahead and click here.
2:10:38And I'll go ahead and use this template.
2:10:40It just comes with a single home page
2:10:42with a single navigation. I'll click on
2:10:44use template. I'm going to call this one
2:10:46HR portal.
2:10:52And for now, I'll just put HR portal.
2:10:56Now, depending on your organization,
2:10:58you know, you may have some nomenclature
2:11:00that you need to use in terms of
2:11:01creating a site. So, make sure that you
2:11:04you um
2:11:06figure out what that policy is as well.
2:11:09I'll go ahead and click next.
2:11:11English, I'll go ahead and create the
2:11:12site. I'll pause, and once it's
2:11:14launched, I'll come back.
2:11:18Here's my site. So, it just comes with a
2:11:21comes with a home page.
2:11:24We do have a document library, which is
2:11:25good. Let's see. Is this document
2:11:27library up and running?
2:11:29Yep, it is. So, we just have a basic
2:11:30document library in here.
2:11:32And then, we have some other things that
2:11:34we'll take a look at here as well. Um
2:11:36what I'll do now, I do have some content
2:11:38that I want to add to the document
2:11:39library.
2:11:40So, I'll just go ahead and upload them
2:11:42for now. Going to click on the Let's
2:11:45see. We'll go here.
2:11:47And I'll upload some some files in here.
2:11:51So, again, at this point, you want to go
2:11:53ahead and add any material that you want
2:11:54to be able to anything that's clickable
2:11:56like a document, a PDF,
2:11:58um or a Word document, you want to go
2:12:00ahead and upload that. So, I'll I'll go
2:12:02ahead and add those now, and then, um
2:12:05I'll come back once they're all
2:12:06uploaded.
2:12:08So, here we go. So, I just have a few
2:12:10images in here, a few uh few different I
2:12:13need to rename this as handbook.
2:12:18So, this is handbook.
2:12:21And typically what you would do here is
2:12:23you would most likely, because this is a
2:12:25portal,
2:12:27our members are going to be referencing
2:12:29material. So, typically we would convert
2:12:31these into a PDF into more of a PDF form
2:12:35uh to make it easier for everyone to be
2:12:36able to work with as well.
2:12:38All right, so I'll go back to home.
2:12:41So, I do have those kind of parked in my
2:12:43in my document library.
2:12:45And here's where I just want to go ahead
2:12:47and do a little bit of design. So, what
2:12:49I would like to have is a nice big
2:12:50banner here.
2:12:54So, I want a nice big banner.
2:12:56And then uh some text.
2:12:59So, just one section,
2:13:01one column here.
2:13:02And this will just be text.
2:13:05And then down here I want
2:13:08uh you know, three big
2:13:12buttons and text that I can work with.
2:13:16And then down at the bottom, what I
2:13:17would like to have are some quick links.
2:13:19So, these will be some some clickable
2:13:22actions that I can use. So, just nice
2:13:24and simple, all right? So, we have our
2:13:26banner
2:13:27here. And then we have kind of our
2:13:29welcome message
2:13:32in here that we can use. And then we
2:13:33have different buttons that we can click
2:13:35on to bring each different resources,
2:13:37maybe the employee handbook, maybe the
2:13:39summary of benefits, maybe the HR
2:13:41contact list.
2:13:43And then um down here we'll have we'll
2:13:47have a
2:13:49have a good amount of buttons. Just for
2:13:51the sake of time, maybe I'll just add
2:13:52about three or four buttons here
2:13:54that we can click on and actually access
2:13:56content. And that's it. So, we'll just
2:13:59have a really nice uh nice page and
2:14:02we'll
2:14:04take a look at the tools that are
2:14:05available that kind of helps us to do
2:14:06this. But before I do that, what I would
2:14:07like to do is click on these settings
2:14:09here.
2:14:11And once you click on settings, um you
2:14:14want to go ahead and change the look.
2:14:16So, if I click on change the look, this
2:14:18will allow me to just kind of
2:14:20change the overall, first of all, the
2:14:22theme.
2:14:23So, here are the different themes that
2:14:24are available.
2:14:26Um I do like this current theme, but I
2:14:28can probably change it here to this
2:14:29bluish type of theme.
2:14:32So, I'll go ahead and change that.
2:14:35I'll go back.
2:14:36As far as the header, different types of
2:14:39headers that we can use. So, here's a
2:14:41minimal header.
2:14:42You can see it just allows us to see
2:14:44more content on the page.
2:14:46Here's compact. Here's the standard
2:14:48header.
2:14:49And then we have the extended header, so
2:14:51it separates the
2:14:53uh the logo from the actual header. All
2:14:56right. So, just different ones.
2:14:58Uh we'll come back to this once we start
2:15:00once we add the banner.
2:15:02Um and then we have the design as well.
2:15:05So, a lot of options in here. More than
2:15:07likely you'll be working from a template
2:15:10from the hub site. So,
2:15:13more than likely you probably won't be
2:15:14able to make these changes. They'll
2:15:15probably be already integrated for you.
2:15:18You can add an image there as well.
2:15:20Uh we also have the navigation.
2:15:25Um so, as far as the navigation, you can
2:15:27hide the navigation pane.
2:15:29Right? Maybe What Why would you want to
2:15:31do that? Well, maybe you just want to
2:15:32have buttons that you can click on
2:15:34instead of using the navigation.
2:15:36You can do that. And then once you have
2:15:38different subpages, you can have a
2:15:40cascading effect. So, if you hover over,
2:15:42for example, documents, maybe it has
2:15:44several document libraries, you'll get a
2:15:46cascading effect in there as well.
2:15:50Um and then we have the footer.
2:15:52All right. So, the footer's always on
2:15:53the bottom of the page, any type of
2:15:55content that you want down there as
2:15:56well. But, it makes sense to come back
2:15:59to this after we've added to the page.
2:16:01So, I'll go ahead and click on
2:16:04I'll go ahead and to on edit here. So,
2:16:07let's go into edit mode and let's just
2:16:08set up the actual structure of the page.
2:16:12Okay, so right here
2:16:14we have the first section. So, actually
2:16:18have two sections in here. So, here's
2:16:20section one, section two. I do want
2:16:21another section on the bottom, so I'll
2:16:23go ahead and add one more.
2:16:25And this last section is just going to
2:16:27be one column.
2:16:30And in this section what I would like is
2:16:33quick links. So, here's the quick links.
2:16:38So, I'll go ahead and add that.
2:16:40Now, if you take a look to the right,
2:16:41you'll see the design ideas, which is
2:16:43pretty cool, just like in PowerPoint.
2:16:46So, right now everything is just kind of
2:16:47plain black and white. If I click on
2:16:49design ideas,
2:16:50this will give me some design ideas for
2:16:52this particular section. So, here are my
2:16:55four quick links
2:16:57and here's some really nice ideas that I
2:16:59can use. I don't want images though, I
2:17:01just want it to be simple. So, I'll
2:17:03probably just go for this one.
2:17:06So, just some nice quick
2:17:08um quick ones in there as well.
2:17:10Okay, the other section
2:17:12so, this section is going to be
2:17:18Let's see what we have here. Let me
2:17:19close the designer for now.
2:17:22And I'll go ahead and click on this
2:17:23section. Let's take a look at the
2:17:24properties of this of this section here.
2:17:28Because what I would like to do in here
2:17:31is to
2:17:33let's see, I'll put three columns.
2:17:38So, I'll convert this to three columns.
2:17:40So, here's web part one, web part two,
2:17:43and web part three.
2:17:45So, I'd like to do here is to add a
2:17:48new web part in column one.
2:17:51And let's see, I'll go for
2:17:56Well, let's see what design has for us.
2:17:58Let's check out the design.
2:18:00Maybe we'll just save some time here.
2:18:03And this is actually what I'm looking
2:18:05for. I'm looking for images with text on
2:18:07the bottom, just like we saw from our
2:18:09template earlier.
2:18:10So, this is going to save me some time.
2:18:12I can just use one of these.
2:18:14And let's see. Let's see more ideas.
2:18:19And these all look okay. I'll go for
2:18:22this one for now.
2:18:24So, I'll click here. It's really big
2:18:26though, so I may want to come in and
2:18:28just make some some some changes.
2:18:31I don't necessarily And that color's
2:18:33really dark.
2:18:35But now, I'm just setting up the
2:18:36structure, right? And then up here
2:18:39this is going to be text.
2:18:42So, I'm just going to add a single
2:18:46text web part in here.
2:18:49There we go.
2:18:51All right, very good. Let's see what the
2:18:53design gives us.
2:18:54So, headline.
2:18:56So, I can put a nice headline in there
2:18:57if I want to.
2:18:59So, I'm good to go.
2:19:00So, structurally I have the I have the
2:19:04text, which will be the welcome area.
2:19:06I have three big big buttons here that I
2:19:08can click on.
2:19:10Maybe the employee handbook, summary of
2:19:13benefits, and HR support contacts.
2:19:16And then on the bottom, I have more
2:19:18quick links that I can use to actually
2:19:19point to things here as well.
2:19:21So, the structure of my page is set up.
2:19:25When I come back, I'll go ahead and add
2:19:27my text. I'll program these these
2:19:29buttons, and I'll go ahead and and fix
2:19:32the banner as well. So, go ahead and
2:19:34finish up and come right back. Welcome
2:19:36back. Let's go ahead and add a banner.
2:19:38So, I'm going to go ahead and add a new
2:19:40section at the very top.
2:19:42And I want this to be full-width
2:19:44section. Now, once I choose this, it's
2:19:47going to give me some options here. I do
2:19:49want a banner, so I'll go ahead and
2:19:50click on banner.
2:19:54And now, you can see I have a nice big
2:19:56banner there at the actual top. So, I
2:19:58want to work on the banner. Um let's see
2:20:01if I can get some design ideas for the
2:20:03banner.
2:20:05Let me go ahead and first add the title
2:20:07in here. So, I'm going to go ahead and
2:20:08call this HR portal.
2:20:14And let's see if after I type that,
2:20:16let's see if I get any more design ideas
2:20:18for the HR portal.
2:20:23Okay, so we're getting some some hits in
2:20:26here. So, again, just to kind of show
2:20:28that the designer's kind of helping us
2:20:29here. But if I want to, I can just go
2:20:31ahead and add my own image. Um so, to do
2:20:34that, I'll click on the on the actual
2:20:36banner.
2:20:37And right here, I can browse the image.
2:20:39Now, first of all, I can choose the type
2:20:40of banner that I want. If I click on the
2:20:42um the fade here, we have image and
2:20:45title.
2:20:47So, this will place a nice image behind
2:20:48that.
2:20:49Um and you can see here the image
2:20:51integrations. More than likely, you're
2:20:53going to be seeing an image and title.
2:20:55Uh here's plain.
2:20:58And then we have a color block.
2:21:01Takes up a lot of space.
2:21:03And then we have the overlap.
2:21:07Okay.
2:21:08So, I'll keep it simple. I'll go for
2:21:10either fade or image and title. Let's
2:21:12see, I'll go for image and title.
2:21:14And I don't want this detail here to be
2:21:16there. So, I'll just close that. I'll
2:21:18remove the profile from there.
2:21:21All right, that's not necessary.
2:21:23All right, so we have the HR portal.
2:21:25I'll go ahead and click on the
2:21:26properties of the banner. So, again,
2:21:28little repeat of what we what we've seen
2:21:30so far, the image and title.
2:21:32Here's the fade effect.
2:21:35So, we can kind of see how that how that
2:21:37works here. So, as far as the image, I
2:21:39need to go ahead and select the image. I
2:21:40do want to center align the content. So,
2:21:43I'll choose center.
2:21:45And let's see, I don't want to show the
2:21:47publishing date. And that's pretty much
2:21:48it for the banner. I I need to go ahead
2:21:50and and change the actual image. So,
2:21:53I'll go ahead and click on browse
2:21:54images.
2:21:55Now, when you are managing content like
2:21:58this,
2:21:59um
2:22:00you may, right? So, if you're working
2:22:02with the recent images, they'll actually
2:22:04show up here.
2:22:05You can search for stock images from
2:22:07Microsoft. You can search the web as
2:22:09well.
2:22:10If your organization has a
2:22:14let's say a SharePoint container that
2:22:15has images that you can use for banners,
2:22:18I've worked with organizations that they
2:22:20do have
2:22:21preset banners and logos to use to stick
2:22:25to branding, you'll see it an option in
2:22:27here that you can click on.
2:22:30Um but for now, let's see
2:22:32let's see if this will
2:22:34work for me. I'll use this image.
2:22:37This is just an image that I uploaded
2:22:39recently into that document library, and
2:22:42it's already
2:22:44kind of found it. And it's it's pointing
2:22:46to it for me.
2:22:47So, that actually looks pretty good.
2:22:50From now, I'll just go ahead and copy
2:22:51and paste the text um that I have
2:22:55for um
2:22:59for the actual for the actual portal.
2:23:03Okay, so I already have some text. I'll
2:23:04just go ahead and paste it in here.
2:23:07Okay, so again, these are typically
2:23:11you already have this detail in here.
2:23:14But again, you can use the design ideas
2:23:15to kind of keep you
2:23:17within the the theme and the colors in
2:23:19here.
2:23:20Right? So,
2:23:22uh let's see. I'll go for this one.
2:23:25Okay, so here's my header. Here's my
2:23:27banner. Here's my welcome. If I scroll
2:23:30down here,
2:23:31here is my other section. So, now down
2:23:34here, what I want to do is I do want to
2:23:35change the images. I do want to change
2:23:37the actual headlines in here as well. Um
2:23:40so, this one, just going to call this
2:23:42one benefit summary. So, you can you can
2:23:45type right here, or you can open up the
2:23:47actual properties
2:23:49of the
2:23:51you can go into the more options
2:23:53or you can go into the properties of
2:23:54this actual left part if you want to.
2:23:56But for here, I'll just go ahead and
2:23:59and just call this benefit summary.
2:24:06Right, for the second one here, this is
2:24:07going to be employee handbook.
2:24:14And again, we just want to be able to
2:24:15point to
2:24:17to those different resources. It's going
2:24:19to be HR support
2:24:23and contacts.
2:24:27There we go. Uh at this point, I just
2:24:29want to go ahead and copy and paste the
2:24:31text that I already have in my planning
2:24:33document.
2:24:36Okay, so there we go.
2:24:39So this is why it's important to make
2:24:40sure you already have this ahead of
2:24:41time.
2:24:43Right, so I just have a secondary
2:24:44document, that Word document
2:24:47that has all the details.
2:24:51And there you go. So we have
2:24:53some nice options here. And what I'd
2:24:55like to do is change the images
2:24:58um down here as well.
2:25:00But I'll go ahead and move down to the
2:25:02quick links. So
2:25:04just want to focus on structure first
2:25:06and then we'll you know
2:25:10get more granular.
2:25:11So for the actual title, so this will be
2:25:14a button.
2:25:15Uh let's see, I have four buttons here.
2:25:17This one is going to be let's see.
2:25:21First one
2:25:24I'll scroll down here.
2:25:26And I want this one to be let's see,
2:25:31what text do I want in here?
2:25:33All right, so I'll click on this one.
2:25:36And I'll click on edit here.
2:25:39And here's my title.
2:25:41So this one will just be request time
2:25:42off.
2:25:44So, this will take you to a form or some
2:25:46type of app that you can click on
2:25:49and request time off.
2:25:50Right?
2:25:51Second one here
2:25:54is training and certification.
2:26:01So, this will most likely point to
2:26:04a
2:26:05a page that's dedicated to to learning.
2:26:08There's actually a document library for
2:26:10learning, so we can actually we can
2:26:12actually use that.
2:26:14Okay, so this one will be job openings.
2:26:15This will lead us to a a page that
2:26:17actually has
2:26:19job openings.
2:26:22And let's see, we have one more.
2:26:24Um this one will be to submit expenses.
2:26:28All right, so submit expenses.
2:26:30So, again, just setting up the
2:26:31structure.
2:26:36And there we go. So, what have we done
2:26:37so far? We have a nice banner at the top
2:26:40that we can use. We have a welcome
2:26:41section.
2:26:43Um we have um we have another section
2:26:45here with images and and text. We're
2:26:48going to make these clickable
2:26:50so that actually brings you to the
2:26:52these documents referring to benefits,
2:26:55the handbook, and HR support and
2:26:57contacts. Then we have some quick links
2:26:59down here so you can request time off,
2:27:02access training and certification, view
2:27:04job openings, and submit expenses as
2:27:07well. So, from a structure standpoint,
2:27:09we're good to go. We just need to come
2:27:11back in here and clean up, maybe change
2:27:13some of these colors.
2:27:14We'll use the designer to get a more
2:27:17consistent theme. Let's go ahead and do
2:27:19a little bit of clean up here. Let's
2:27:20click on the banner and let's see if we
2:27:22can get some more design ideas in here.
2:27:26Not really too fond of you know, this
2:27:28page is pretty dark. A lot of dark
2:27:30colors. I'll prefer a lot of white space
2:27:33in here.
2:27:34Um so, let's see. We have the
2:27:39I think I like this one a little better.
2:27:40Maybe I'll use this one.
2:27:42Let's see.
2:27:44Or maybe I'll just change the banner all
2:27:46together.
2:27:47Not sure I like what I see here.
2:27:51Let's see. Okay.
2:27:53Let's see this one. That's too dark.
2:27:56This one. Okay, that's fine.
2:27:58Let's see what ideas we get for this
2:27:59section.
2:28:06I think what I'll do is I'll just make
2:28:08this part bold. I do want this to stand
2:28:10out a little bit. So, make the kind of
2:28:14make it look like a heading there as
2:28:15well.
2:28:17So, it looks a little better.
2:28:20Okay.
2:28:21All right, I'll scroll down here.
2:28:23And let's see if we can get
2:28:26some lighter color options. Here we go.
2:28:28This looks a lot better. I'll go for
2:28:30this one.
2:28:31There you go. So, that kind of just
2:28:32makes the page look a little better.
2:28:34Okay. So, I could change the images if I
2:28:37want to.
2:28:38Um, again, I can click on it.
2:28:41And if I already have the the images
2:28:43available, um, you can just click on
2:28:45browse images right here.
2:28:49And there's no recent images that kind
2:28:52of meets that description. If I click on
2:28:54stock images,
2:28:57um, you can do that here as well.
2:29:00So, let's see if I click on
2:29:03search for benefits. It's going to be
2:29:05difficult to find something from the
2:29:06stock.
2:29:10But, if you wanted to change the
2:29:12if you wanted to change them, you you
2:29:14can change them here. Right? So, you can
2:29:16use a stock image, or if you have
2:29:18something on your OneDrive, or you can
2:29:20search the web for something here as
2:29:22well.
2:29:23Right? But, I'll just leave them
2:29:25here for now. What I want to do is
2:29:27program the benefits summary. So, I'll
2:29:29go ahead and click on the
2:29:32I'll click on this web part here.
2:29:35And as far as the hyperlink
2:29:38So, this is the benefit summary. Where
2:29:40do I want this to go?
2:29:42Um
2:29:43I want this to to to navigate to the
2:29:45actual document library.
2:29:48So, what I'm going to do
2:29:50going to I don't have the link yet.
2:29:54Let me just double-check one more place.
2:29:57Let's see.
2:30:06No.
2:30:08Okay. Well, what I can do is just get
2:30:11the link. So, I'm going to
2:30:14I'm going to duplicate this page.
2:30:16See if I can duplicate this.
2:30:21And
2:30:23just want to go back to
2:30:27go back to SharePoint.
2:30:35And where is my portal?
2:30:40Okay, it's not showing up yet.
2:30:42Um
2:30:43that's fine. All right, what I'll do is
2:30:44I'll go ahead and republish.
2:30:50Okay, so here's the republished page.
2:30:52Here's the banner. Here's the welcome
2:30:54message, and here's that three-column
2:30:56section.
2:30:58And I need to go ahead and program these
2:31:00links. So, we've planned our page, we've
2:31:02added our resources, we've designed the
2:31:05page in terms of layout.
2:31:07And
2:31:08we want to now be able to map all of
2:31:11these buttons to these different
2:31:13resources that we've created. Now, you
2:31:15may notice a few of the resources that I
2:31:17created, they're not showing up here.
2:31:19So, the document library is showing
2:31:21uh the expense tracking is showing here,
2:31:24and employee onboarding. But, remember
2:31:25we created some other things in here.
2:31:28So, if you want to be able to see any
2:31:30hidden content or pages or libraries or
2:31:34list, you can click on site contents.
2:31:37So, I'll go ahead and click here.
2:31:39And this shows you the what we have. So,
2:31:42you can see we have a few different
2:31:43document libraries in here, a few lists.
2:31:47And here's the training certification.
2:31:49So, maybe I want to grab the link for
2:31:51this one. I can click here.
2:31:54And here's the training and
2:31:56certification. I can go ahead and grab
2:31:57the link here as well.
2:31:59So, I'll go back to home.
2:32:03And let's go into back into edit mode.
2:32:06So, I'll click on edit here.
2:32:08And let's just
2:32:10map these three buttons here. So, for
2:32:14the benefits summary, what I can do is
2:32:16highlight it.
2:32:18And I'm going to click on the hyperlink
2:32:20here. You can also press control K.
2:32:22And I already have the
2:32:25address here.
2:32:27And I do want to open this in a new tab.
2:32:29So, once once my member clicks on it, it
2:32:31opens up a separate tab for them.
2:32:34I'll go ahead and press uh save.
2:32:41And there we go. So, now this is a
2:32:42clickable
2:32:43option here. For the second one,
2:32:45employee handbook, I'll do the same
2:32:47thing.
2:32:49And
2:32:52So, let's see. So, we can actually do a
2:32:53search in here. Search pages on this
2:32:56site that match your search.
2:32:58Um
2:32:59but it's not relevant here.
2:33:01So, I'll go ahead and So, this one is
2:33:03the employee handbook. So, this again,
2:33:05this links to the Word document in the
2:33:07document library. I already have that
2:33:09link readily available.
2:33:12I'll go ahead and press save.
2:33:14Are we good to go?
2:33:15Finally, HR support and contacts. So,
2:33:18this one is going to link to that
2:33:21that uh that CSV or that Excel file
2:33:26that allows us to do that.
2:33:29I do want this to open in a new tab as
2:33:31well. I'll go ahead and press save.
2:33:34And there we go. So, we have three quick
2:33:37ones that are up and running.
2:33:39Let's go ahead and preview it. So, I'll
2:33:40click on preview.
2:33:42Let's see if this is working fine.
2:33:44Here's benefit summary.
2:33:50This brings us right to the right to the
2:33:52actual document. So, working pretty
2:33:54well.
2:33:55Employee handbook.
2:33:57So, this is a big part of it is just
2:33:58testing everything to make sure
2:34:00uh everything is working properly
2:34:03there as well.
2:34:05HR support and contacts.
2:34:11All right. So, just some basics in here
2:34:13as well. So, that looks pretty good.
2:34:15I'll go back.
2:34:17And now I need to go ahead and repeat
2:34:18the process for my quick links. Now,
2:34:21remember the quick links
2:34:23um
2:34:24a little tricky to work with.
2:34:26You have to kind of click
2:34:28inside of the actual quick link to get
2:34:30the
2:34:31edit option here.
2:34:33And now this is where So, the quick link
2:34:36um I do want this to point to a link.
2:34:39So, I'll go ahead and change this. So,
2:34:40this is request time off.
2:34:42So, this one is going to
2:34:45link to the time off.
2:34:48So, I'll copy that to the clipboard. I'm
2:34:50going to go ahead and
2:34:52and change that here.
2:34:55And
2:34:57let's see. We have recent items, recent
2:35:00pages.
2:35:04Let's see.
2:35:06Yeah, none of these is what I'm looking
2:35:08for.
2:35:09Um I'll grab it from a link.
2:35:11I'll go ahead and paste the link here.
2:35:15I'll go ahead and add that.
2:35:17Okay.
2:35:18So, that goes to the
2:35:20time off
2:35:23for training and certification.
2:35:27I'll click on edit and I'll do the same
2:35:30thing here. And by the way, you can
2:35:32change these icons if you want to,
2:35:34right? Um
2:35:35you can use the designer to get some
2:35:37more
2:35:37We'll take We'll use the designer after
2:35:39we program these. Maybe we can get some
2:35:41better a better look and feel.
2:35:44But for the job openings
2:35:46I'll go ahead and
2:35:49and grab that here.
2:35:52Let's copy that to the clipboard.
2:35:54All right. So, here are job openings.
2:35:59So, same thing from a link.
2:36:05So, here's the job openings. I'll go
2:36:06ahead and add that.
2:36:09Uh let's see, training and
2:36:10certification.
2:36:12Same thing. I need to change that as
2:36:13well.
2:36:19And I'll go ahead and from a link.
2:36:26I'll go ahead and add that. Some web
2:36:27parts are a little more intuitive. You
2:36:29can actually point to an actual page or
2:36:31a list. Um but for now, I'm just kind of
2:36:34going through it the the regular way
2:36:36here. Okay. So, for submitting expenses
2:36:41again, same thing.
2:36:45And from a link.
2:36:47And
2:36:49I'll go ahead and add my expenses in
2:36:50here. Just give me one second.
2:37:01Okay. So, here we go. I'll click add.
2:37:08And there we go.
2:37:10All right. So, that looks pretty good.
2:37:12Let's go ahead and click on republish
2:37:15and let's give this a quick test.
2:37:19All right, so here we go. Let's click on
2:37:20the request time off.
2:37:24All right, so brings us to the
2:37:27the time off.
2:37:30So that's working pretty well. So this
2:37:32one will just I'm just make sure
2:37:33everything is working well. We've
2:37:35already checked our buttons here. So
2:37:37we've programmed seven buttons to link
2:37:40to different resources. All right, so
2:37:43we are good to go.
2:37:45The next thing to do is to come back and
2:37:47just kind of clean up some of the
2:37:48visuals here. I don't like the
2:37:50different, you know, the variations in
2:37:51color.
2:37:52Um I do like this section, a lot of
2:37:55white space. I think down here is fine.
2:37:57Maybe we can get some more details
2:37:59um in terms of this as well. But for
2:38:01now,
2:38:02uh we are up and running. And if you
2:38:04want to add another page, uh you can go
2:38:07ahead and do so
2:38:08um as well. But we're able to map those
2:38:12buttons to resources. Now once you've
2:38:15pretty much finished with the design,
2:38:17all your buttons are working, just a bit
2:38:20of clean up. So I just went into the
2:38:21designer. I kind of changed the
2:38:24the banner a little bit.
2:38:27I changed some of the colors. I changed
2:38:29the image
2:38:31placeholder for the employee handbook. I
2:38:33also used the designer to get just some
2:38:35more visuals down here
2:38:38um for our for our quick links. So feel
2:38:41free to go into edit mode
2:38:45and just click on the designer. And then
2:38:47for for each section, you'll get some
2:38:51quick
2:38:52design ideas in there. You may realize
2:38:54that you maybe want a
2:38:56a better looking banner. I did remove
2:38:58the title because it was kind of
2:39:00redundant have the title and then this
2:39:03here as well.
2:39:04Uh let's see. I actually like this one.
2:39:07Let's see if this one will
2:39:09look a little better. Okay, it's not
2:39:11changing, so that's fine.
2:39:14All right.
2:39:15So, just use the designer, kind of go
2:39:17through each section.
2:39:21So, you'll be a little more hands-off.
2:39:23If you want to be more hands-on, you
2:39:25can, for example, for example, change
2:39:27the images in here if you want to, the
2:39:30colors, the fonts.
2:39:31Um, you can even change these individual
2:39:34icons here if you want to, as well.
2:39:37The designer has kind of changed some of
2:39:38these for me,
2:39:40uh, for job openings, and so forth and
2:39:43so on. But, I'm good to go. So, you can
2:39:46always, um,
2:39:47choose a custom image for the thumbnail
2:39:49if you want to,
2:39:51or you can change it.
2:39:53So, again, different web parts will have
2:39:55their different
2:39:57will have their different
2:40:01properties that we can actually edit
2:40:03here.
2:40:04But, I'm good to go. I'll go ahead and
2:40:06click on republish.
2:40:10Make sure everything is working,
2:40:12everything is clickable, and I'm good to
2:40:14go. Now, the last thing we can do before
2:40:16we just kind of,
2:40:17um, start adding our members here,
2:40:19we need to click on the change the the
2:40:23look. So, I'll click on change the look.
2:40:28And now, we can go ahead and and play
2:40:29around with the theme. All right, so
2:40:31here's the actual theme. If you want to
2:40:32change it,
2:40:34you can go ahead and make some changes
2:40:35there. Just different highlights,
2:40:38accent colors.
2:40:41Here's the, uh, the header space. So,
2:40:43again, you can make it minimal,
2:40:46compact.
2:40:48Here's the standard, and here's the
2:40:50extended. So, you can see the extended
2:40:52takes up a lot of space,
2:40:54whereas the minimal
2:40:56kind of condenses everything for us
2:40:58there, as well. I'll stick with, um,
2:41:00I'll stick with compact.
2:41:03And as far as the design, you can click
2:41:04here as well. You can change the the
2:41:07actual theme here if you want to.
2:41:09You can see the theme is just really
2:41:11affecting the the header space.
2:41:14All right. So, if you want some more
2:41:15colors in there,
2:41:16you can feel free to do that.
2:41:19You can even add your own
2:41:22logo in there if you want to. So, if you
2:41:24want to add the site logo, let's see if
2:41:26I can actually do that. I'll click on
2:41:31So, this will appear here. So, I'll
2:41:32click on change site logo.
2:41:35And
2:41:37let's see if I can use the shield.
2:41:39There we go. So, now we have a nice
2:41:41shield in here that we can use.
2:41:43And I'm good to go. I'll go ahead and
2:41:44press save.
2:41:49And go back into change the look. Let's
2:41:51click on navigation.
2:41:54And so again, you can turn off the
2:41:55navigation.
2:41:58Again, if you're already have buttons on
2:41:59the header you can click on. You can do
2:42:01that, but you may want to show the
2:42:03navigation.
2:42:05Um, and then we have the the actual
2:42:07footer that we can use as well.
2:42:09So, these are different things that you
2:42:10can do. You may also want to edit. So,
2:42:13you can also edit the navigation.
2:42:16So, maybe I changed my mind. I don't
2:42:17want to show the employee onboarding and
2:42:19the expense tracking. I can do that. I
2:42:21can simply just
2:42:23um, remove it. It doesn't remove the
2:42:25actual content. It just hides it from
2:42:28the actual view. So, I can
2:42:30do this.
2:42:32Um, you can even rearrange things, so
2:42:33you can move them around
2:42:35if you want to.
2:42:37And I will hide the site contents
2:42:40though. So, I'll go ahead click here and
2:42:42remove that.
2:42:44And I'll go ahead and press save. I'm
2:42:46good to go.
2:42:48So, here's my new simplified navigation.
2:42:52All right. Well, the next thing I want
2:42:54to do is I want to to ahead and and
2:42:56click on the Let's see. I'll click on
2:42:59site access here.
2:43:00And I do want to add another co-owner.
2:43:03So, I'll go ahead and add Adele.
2:43:07And maybe I want another one here as
2:43:09well. I'll add Grady also as a
2:43:13Actually, you know what?
2:43:14Um just to test, Adele will be read,
2:43:16Grady will have full control. So, Grady
2:43:18will be I'm going to remove Adele for
2:43:20now. So, Grady will have will be my
2:43:22co-owner. So, if I'm not there,
2:43:25um Grady will be able to
2:43:29kind of just manage the page as I'm not
2:43:31there as well.
2:43:33Typically here, you would add your
2:43:34designers as well and anyone else who's
2:43:36contributing to the actual site, for
2:43:38example, managing the document
2:43:39libraries, building the lists or the
2:43:42forms or the
2:43:44uh the page templates for you. You want
2:43:46to add them here. You want to make sure
2:43:48everything is ready before you actually
2:43:49start adding your your actual members.
2:43:52So, your members will be viewing the
2:43:53content. Again, this is a portal, so
2:43:55more than likely
2:43:57um
2:43:58you'll just have you'll just have read
2:44:00access.
2:44:02I'll go ahead and send that message out
2:44:04to Grady.
2:44:05And we are good to go.
2:44:08So, the next thing we'll go ahead and
2:44:09take a look at. So, just go ahead and
2:44:11put the finishing touches on your site.
2:44:13Make sure everything works. Test it out.
2:44:16When we come back, we'll move on to
2:44:19lesson two. We spent a lot of time here
2:44:21in lesson one.
2:44:22We'll take a look at how we can improve
2:44:25the document library
2:44:27and any other resources that we've
2:44:30added. Welcome back for lesson two. Uh
2:44:33the main thing to know is that as a
2:44:34designer or owner, you want your members
2:44:36to be able to interact with dynamic and
2:44:38modern content. So, we've
2:44:42created a nice basic minimalist page
2:44:45that is functional. You can visit the
2:44:48page.
2:44:49You can clearly see
2:44:51and find what you're looking for. It's
2:44:53very simple.
2:44:54So, we've actually gone through the
2:44:56process of
2:44:58just doing some planning here as well.
2:45:01Um so, what we want to do now is we want
2:45:03to take a deeper dive. We want to take a
2:45:05look at the document library.
2:45:08We'll take a look at metadata. So,
2:45:09metadata is just really just columns.
2:45:12So, we can add more columns to a
2:45:14document library. Why would you want to
2:45:16do that? Well, so that we can collect
2:45:18more information. The more data that we
2:45:20can collect, the more analysis
2:45:21capabilities we will have, filtering,
2:45:23sorting, grouping.
2:45:25So, we'll go ahead and take a look at
2:45:26that as well.
2:45:28And then we'll take a look and see how
2:45:29that will affect the actual search.
2:45:32So, I am going to go back to my
2:45:35SharePoint site here. And we'll just
2:45:37focus on the document library. So, I'll
2:45:39go ahead and click on documents.
2:45:45So, right now, this this is the generic
2:45:47document library. So, we have the just a
2:45:50few
2:45:51columns in here. So,
2:45:53uh the type, the name, the last time it
2:45:56was modified, who was modified by. But,
2:45:59then we can add some more columns in
2:46:00here. So, maybe this maybe these will be
2:46:02for our HR team. So, what are some
2:46:04columns that we may want to add in here?
2:46:07Well, maybe if it was approved or not.
2:46:10Right?
2:46:11Maybe if it was approved, what stage
2:46:14it's in,
2:46:15right? Or who the actual owner
2:46:20of it is. So, there's a lot of different
2:46:22pieces of information that we can
2:46:23actually add here.
2:46:25We can So, we have two options when
2:46:26we're when we're adding columns, we can
2:46:29either unhide
2:46:32some columns that are already there,
2:46:35or we can create
2:46:37custom columns. So, let's go ahead and
2:46:40and add a column here.
2:46:42Right? So,
2:46:44let's see the hidden columns. I'll I on
2:46:46show or hide columns.
2:46:48And you can see there's a lot of columns
2:46:51in here.
2:46:52Uh the check in comment will be
2:46:53important because again, you would need
2:46:56to specify who can make changes to these
2:46:59documents. And as changes are being
2:47:01made, it would be a good idea to just
2:47:03kind of leave comments. So, we'll turn
2:47:05on the check in comment in here.
2:47:08If you're using um retention labels, um
2:47:12you can apply them here as well.
2:47:14And so, just public or private or
2:47:17internal. So, you can do that.
2:47:19Sensitivity labels. So, there's a lot in
2:47:21here that we can actually use. I just
2:47:23want to use the check in comment for
2:47:24now.
2:47:26So, I'll go ahead and click on apply.
2:47:27I'll also go ahead and add another
2:47:28column.
2:47:30And this column will simply be a
2:47:33choice column.
2:47:35So, I'll click next.
2:47:37And this is just going to be
2:47:40let's say
2:47:45Well, what I would like to do is to
2:47:47specify whether this is in development
2:47:54or whether this is in production.
2:47:56Right. So,
2:48:00So, development, production, and maybe
2:48:01even beta.
2:48:04Right.
2:48:05So, I'll say beta,
2:48:07development, or production.
2:48:09And so, I need to come up with a title
2:48:10for this. So, maybe the title for this
2:48:12will be I'll just call this um
2:48:15Let's see, stage,
2:48:17if you will. I'll go ahead and click on
2:48:19save.
2:48:21And now we have more details. Right? So,
2:48:24is this document ready for production?
2:48:25Is it still in development? Or is this,
2:48:27you know, kind of in kind of in beta?
2:48:29Because again, the entire organization
2:48:31is going to be accessing the re- these
2:48:32resources. So, we want to make sure that
2:48:34it goes through the correct process of
2:48:37getting to actual um production. So, we
2:48:40have beta, we have development, we have
2:48:42production.
2:48:43So that's one that we can do there as
2:48:44well. We can also move these columns
2:48:46around. So you can rearrange them if you
2:48:48want to.
2:48:49Um other things to work with.
2:48:51All right. So we have I'll add another
2:48:53column. This will simply be a
2:48:56Let's see. This will be a yes no.
2:48:59And this will just be simply approved by
2:49:01manager.
2:49:05Of course there's an an actual approval
2:49:07process that we can set up that we've
2:49:08talked about in the
2:49:10in the
2:49:12introduction or beginner course. I'll go
2:49:13ahead and press save here. So simply yes
2:49:16or no.
2:49:18So now we can go ahead and and add
2:49:20details in here.
2:49:22And we can even add another column. So
2:49:24we can say date and time column.
2:49:28And let's say
2:49:32approved on.
2:49:36And use the friendly format. I'll go
2:49:38ahead and press save.
2:49:40So you can see we're adding a lot of
2:49:41columns in here. So again, the more
2:49:43columns we have, the more capabilities
2:49:45we have to filter the data, search the
2:49:48data, and even analyze the data in here
2:49:50as well.
2:49:51So we can add other columns, we can
2:49:53rearrange the columns. Now once you have
2:49:55columns in here, what you can do
2:49:58um is you can go ahead and actually and
2:50:01actually manage the data. All right. So
2:50:04um
2:50:05if I want to, I can go ahead and just
2:50:07start actually interacting with the
2:50:09actual data in here.
2:50:11So
2:50:13when my members come here, when they
2:50:15have access, if they want to be able to
2:50:17fill out these different fields,
2:50:19they just click on edit in grid view.
2:50:22And this basically turns this into an
2:50:24Excel type of format. You have rows,
2:50:26columns, and cells.
2:50:27So for example, if I click on edit in
2:50:29grid view here,
2:50:31you can see I can click on a cell.
2:50:33And now I can choose the stage. So for
2:50:35the employee handbook, let's say this is
2:50:37in this is in development. It's not
2:50:40really ready yet. HR contact directory
2:50:43is ready for production.
2:50:49Sometimes this happens. This is
2:50:50SharePoint, so there's a lot of sinking
2:50:52in the background.
2:50:54Just make sure it saves before you
2:50:56um start clicking away too fast here as
2:50:58well.
2:50:59All right, so HR contact
2:51:03new hire checklist, these are all
2:51:05approved by manager.
2:51:07So you can see the whole idea is we have
2:51:08these interactive fields
2:51:11that we can work with.
2:51:14Right?
2:51:15And once we have all of this data in
2:51:17here,
2:51:18we can start doing things like filtering
2:51:20and grouping.
2:51:21Right?
2:51:22Um let's see.
2:51:24I'll say summary of benefits. This is
2:51:26also here as well.
2:51:30All right, so
2:51:33this is giving me some issues.
2:51:36All right, so I'll just choose a few.
2:51:37Beta
2:51:39beta
2:51:41and development.
2:51:45Going too fast. I need to slow down.
2:51:48Getting some issues in here.
2:51:51All right, so this will be I'll put
2:51:53production.
2:51:59Just need to take my time and click
2:52:01here.
2:52:02All right, shield is in development.
2:52:05Summary of benefits.
2:52:10I'll put development as well. Once
2:52:11you're done, you can go ahead and um
2:52:14just click on exit grid view.
2:52:18And you're good to go. So that's how we
2:52:19can populate those columns.
2:52:22The check-in comment comes in when you
2:52:23actually check out a file.
2:52:26So when you check out a file, when you
2:52:28check it back in,
2:52:30it will give you the capability to add
2:52:31the actual check-in columns.
2:52:34comments. So, go ahead and add a few
2:52:36columns to your document library and
2:52:39come right back. Now that I have some
2:52:41more columns in here that I can work
2:52:43with, um what I can do now is I can go
2:52:46ahead and actually just start filtering
2:52:50and creating different list views.
2:52:53So, there are several ways to actually
2:52:54interact with the columns. So, a useful
2:52:55thing to do was Well, maybe you want to
2:52:58go ahead and just filter based on stage.
2:53:01We just want to see what's in
2:53:02production. So, if I
2:53:03click on the stage drop-down here, I can
2:53:06go ahead and either sort, I can group,
2:53:08and I can filter. So, let's say I want
2:53:11to filter by
2:53:13and I just want to see what's ready for
2:53:16production. And if I click apply here,
2:53:19it filters out the list for me. This
2:53:21only shows me my production items.
2:53:25Well, what I can also do is I can go
2:53:26ahead and save this as a view if I want
2:53:30to.
2:53:31So, I can click on save view. So, the
2:53:34view is basically the filtered list
2:53:37here.
2:53:38So, I'll go ahead and save this view.
2:53:41And I'll save it as
2:53:43and I'll just call this production.
2:53:51I can also make this a public view. And
2:53:53what that means is if I make this
2:53:55public, it means that others will be
2:53:57able to use it. All right, so other
2:53:58members
2:54:01members
2:54:03will be able to see that view in the in
2:54:06the drop-down. We'll see what this will
2:54:09where this will appear in just a little
2:54:10bit. So, I do want others to be able to
2:54:12access it. So, I'll go ahead and click
2:54:13save.
2:54:17All right, and there we go. So, you can
2:54:18see right here it shows up. So, here's
2:54:20the default all documents.
2:54:23And right now, here is the production
2:54:25view.
2:54:26So, if I want to go back to all
2:54:27documents,
2:54:29here's the unfiltered view versus the
2:54:32production view.
2:54:34So, that's one way to do it.
2:54:36I'll go ahead and click here.
2:54:38Other things that you can do is maybe
2:54:40you want to go ahead and group.
2:54:43Right? So, I'll group by stage.
2:54:45And this is really nice. So, it shows
2:54:47all of the betas versus all of the
2:54:50developments and all of the productions.
2:54:52So, you can see how beneficial this will
2:54:54be as this document library fills up.
2:54:57Really nice way to be able to just
2:54:59analyze the data, just to be able to see
2:55:00what we're actually working with.
2:55:02Well, let's see if I can save this view.
2:55:06So, let's click here. Let's see if I can
2:55:07save this group view.
2:55:10And I'll just call this one grouped.
2:55:15Uh let's see group by
2:55:17stage.
2:55:20I'll go ahead and click save.
2:55:24And there you go. So, you can see the
2:55:25different views over here. So, we have
2:55:27all documents,
2:55:29group by stage,
2:55:30and production. That's a really, really
2:55:32nice option.
2:55:34Depending on your monitor, um
2:55:36you may see a lot of this content maybe
2:55:38over here to the right. So, you can
2:55:40actually work with this list in here as
2:55:41well,
2:55:42um if you want to. So, you can sort by
2:55:45here, you can group by here, and you can
2:55:47also change the the actual
2:55:50um
2:55:51cosmetic views, if you will. So, if
2:55:54you're like I always like this view, but
2:55:57if you want to see, for example, a you
2:55:59know, list view versus a compact list,
2:56:03and then you want to see tiles. So,
2:56:04tiles will show the preview of the first
2:56:07page of that particular document. So,
2:56:09you can change those if you want to.
2:56:11I'll just go back to the
2:56:13auto fit height, and I'm good to go. So,
2:56:17what happens is now that we have all
2:56:19these different columns,
2:56:20when SharePoint is doing its search, now
2:56:24it's going to search
2:56:27this column,
2:56:29that column, and that column. And now
2:56:32it's going to search also the check-in
2:56:33column, the stage column, the approved
2:56:36by column, and the approved on column.
2:56:38So now we've added some more columns
2:56:40that um will be added to the metadata,
2:56:44if you will.
2:56:45And this allows us to do some more
2:56:49extensive searching
2:56:51and get more results based on stage and
2:56:54so forth and so on. So now we can
2:56:55include the language of these different
2:56:57columns into our search so that we can
2:56:59get some more conclusive results. So
2:57:01that's really the benefit, another
2:57:02benefit, if you will,
2:57:04um of of adding more columns in here.
2:57:07So,
2:57:08we can
2:57:10rearrange things, we can move things
2:57:12around, we can add more columns if we
2:57:14want to.
2:57:15Again, we need to just click on edit in
2:57:17grid view, and then we can also export
2:57:20to Excel. So if you click on export to
2:57:21Excel, all it cares about is are the the
2:57:25columns, so the headers here,
2:57:27file names, and the different
2:57:28properties. So that this gives you a
2:57:30little more capability to drill down
2:57:32into um the actual what's what's
2:57:35happening with this actual document
2:57:37library.
2:57:39So those are just a few things that we
2:57:40can do um when it comes to actually
2:57:43managing the content. So,
2:57:46planning and configuring managed
2:57:48metadata, so adding more columns, what
2:57:50type of columns do we want to be able to
2:57:52add,
2:57:53and then being being able to um create
2:57:55different views and filters, grouping,
2:57:59and getting the data that we want to be
2:58:00able to work with as well. Um we do have
2:58:02other ones in here that we can use. We
2:58:04actually have different columns that you
2:58:06can use. If I click on add uh columns
2:58:09here,
2:58:11I can click on see all column types, and
2:58:14this is a little more advanced.
2:58:17So this will up a another
2:58:20page and you can add your own columns in
2:58:22here. So, for example, you can add
2:58:24calculated columns where you can
2:58:27calculate something. We don't we don't
2:58:28really have any numbers in here to
2:58:29calculate.
2:58:31But, um
2:58:32this unlocks more
2:58:35capabilities in here as well. So, we
2:58:37have some logical some logic in here
2:58:39that we can use. So, here's the
2:58:41calculated column.
2:58:43Um so, really really nice.
2:58:47So, very good. So, go ahead and create a
2:58:49few different views. So, start by
2:58:51filtering a column, save it as a view,
2:58:54maybe group by a column, go ahead and
2:58:56save that as a view as well. You can
2:58:59also just click on add view.
2:59:01And when you click on add view, this
2:59:04will allow you to kind of set up the
2:59:06different type of view that you want. Um
2:59:09calendar and gallery don't they're not
2:59:10really relevant here.
2:59:12So, but you can just go ahead and set up
2:59:14a view,
2:59:15name it, and then go ahead and save it
2:59:18as you want to. But, I find it better to
2:59:19just go ahead and um
2:59:21just sort or filter or group and then go
2:59:25ahead and and just save that
2:59:27as an actual view. So, create a few
2:59:29different views and come right back.
2:59:32Let's move on to part three. So, part
2:59:33three is about controlling access.
2:59:36So, we've added our co-owner.
2:59:39We've designed the page.
2:59:41We've set up all of our resources,
2:59:43lists, libraries,
2:59:46forms,
2:59:48and we've mapped everything to those
2:59:50different resources as well. And so, so
2:59:52once we've tested the page, everything
2:59:54looks good,
2:59:55we can start adding
2:59:58our our members.
3:00:00So,
3:00:01we'll take a look at assigning
3:00:04permissions. We'll take a look at
3:00:06managing permissions inheritance.
3:00:08And well, we'll also discuss when to
3:00:10reach out to admin. So, if you're not a
3:00:12SharePoint admin, there's some things
3:00:13that
3:00:14you want to reach out to your admin to
3:00:17take care of because they're a little
3:00:19more complex.
3:00:21So,
3:00:23I'll go back to the home page here.
3:00:28And what I want to do, so there's a few
3:00:31ways that I can add members to this
3:00:34site. If I click on site access, we saw
3:00:36that earlier. I was able to add Grady to
3:00:39give Grady full control as a co- as a
3:00:41co-owner. I can also click here on site
3:00:44members.
3:00:46I'm sorry, or I can I can add a group.
3:00:49Or I can go ahead and add specific
3:00:52individuals and give them access um here
3:00:55as well. I can also click on the
3:00:57settings icon
3:00:59and I can click on site permissions.
3:01:03Now, once you click on site permissions,
3:01:04you'll see So, I like to call this level
3:01:07two. So, you'll see that you have more
3:01:10capabilities here. So, I can share the
3:01:13site.
3:01:14Right. So, again, just to review,
3:01:17site members versus visitors
3:01:21versus versus full control.
3:01:24I can also determine how I want members
3:01:28to be able to share. So, this is a
3:01:30really big
3:01:32one here as well. We also have advanced
3:01:35permission settings. So, this is more of
3:01:37a level three. We'll take a peek in
3:01:39there to see what advanced permission
3:01:41settings are available.
3:01:42If I were to click here on change how
3:01:44members can share,
3:01:45I have a few options. So, site owners
3:01:48and members can share
3:01:49files, folders, and the site.
3:01:52So, people with edit permissions can
3:01:53share files and folders.
3:01:56I may want it so that only site owners
3:01:59can share files, folders, and the site.
3:02:01Again, this is a portal, so I don't want
3:02:04everyone to be able to share. So, I'll
3:02:05go ahead and just click here. I'll go
3:02:07ahead and click save.
3:02:09And I can allow access requests. If
3:02:12someone wants to access something that
3:02:14they don't have access to,
3:02:16it will trigger a
3:02:17a an alert and ask me to approve. I'll
3:02:21leave that on just in case. I'll go
3:02:23ahead and press save.
3:02:25And there we go. So, only
3:02:27myself and Grady can actually share
3:02:31content from from the actual page here.
3:02:34So, we're good to go.
3:02:35All right. So, I'm going to click on
3:02:38share site. Let's see what happens. We
3:02:39can see the same dialogue box
3:02:42appears up here. So, let's see if I can
3:02:43go ahead and search
3:02:45the
3:02:47I'll add the entire group here.
3:02:51And let's see if I click on add.
3:02:54I do want everyone.
3:02:56Now, right here we have read and we also
3:02:59have full control.
3:03:01Well, I don't want everyone to be able
3:03:03to um
3:03:05edit. I just want everyone to be able to
3:03:08read.
3:03:09So, I'm going to go ahead and cancel
3:03:11this.
3:03:17And let's see under site visitors, we
3:03:19don't have anything here. I could assign
3:03:22everyone read and then change the the
3:03:25permissions later on
3:03:26to visitor. But, let's see if I click
3:03:28here on site access. Let's see if this
3:03:30will allow me to
3:03:31choose uh visitors.
3:03:40Okay, so we have read and we have edit
3:03:43as well.
3:03:45All right. So, I need to figure out how
3:03:47am I actually going to
3:03:49um going to set this up.
3:03:51So, let's see. I'll go ahead and
3:03:53and just go ahead and share this out.
3:03:55Now, I'm also part of this as well. So,
3:03:58let's see how the permissions will
3:03:59actually work here.
3:04:00So, I'll go ahead and click on share.
3:04:04So, everyone is invited.
3:04:07And I'm going to go into
3:04:10site permissions.
3:04:18And you can see um it's giving me site
3:04:20visitors. So, even though it said that
3:04:22they have read permissions,
3:04:25um it's saying that they have no
3:04:26control. So, they can they can view site
3:04:29content.
3:04:30Now, I can click here. Well, let's go
3:04:33ahead and give it a quick test. I'm
3:04:34going to go ahead
3:04:36and
3:04:37open
3:04:38Actually, what I'm going to do is I'll
3:04:40click on advanced permission settings.
3:04:42And let's see what this group can do.
3:04:46So, I'll go ahead and click on advanced
3:04:47permission settings.
3:04:50And this will open up a classic
3:04:53interface
3:04:54that looks more like Active Directory.
3:04:57And so, here we go. So, we have Right?
3:05:00So, we have um So, this is a portal. So,
3:05:02portal members can edit.
3:05:05Portal owners have full control, and
3:05:06portal visitors have the read capability
3:05:09in here as well. So, if I click on
3:05:11portal visitors,
3:05:18and you can see um it's a little
3:05:20misleading, right? So, when I added them
3:05:23earlier, it appeared as if they would
3:05:25have the the same type of permissions
3:05:29with a communication site.
3:05:31But, this is a portal.
3:05:33So, it's it's it's a little different.
3:05:35So, here's Contoso members. I'll go
3:05:37ahead and click on them here.
3:05:43So, here's the actual entire domain
3:05:46um for them here as well. All right? So,
3:05:48we can see what's happening there. Going
3:05:50to go back.
3:05:55And so, here again. So, here are the
3:05:57different permission levels in here.
3:05:59I'll click on HR portal owners.
3:06:04So here the two owners.
3:06:09And I'll go back. So, we are good to go.
3:06:13Now, one thing that I can do is I can go
3:06:16ahead and just kind of check the
3:06:18different permission levels. So,
3:06:21if I click here on permission levels,
3:06:24see what we get here. So, this actually
3:06:26shows us gives us a little more detail.
3:06:28We can see we have more
3:06:31uh permission groups in here. So, we
3:06:32have full control.
3:06:34We have design. So, again, you may want
3:06:36to add a designer to help you just to
3:06:38kind of manage the content. Uh we have
3:06:41edit, which is very rare for portal.
3:06:44We have contribute, so you can view,
3:06:46add, and delete. But then here's read.
3:06:49So, you can see the read is a little
3:06:51different from a team site. So, with the
3:06:53read permissions, um you can do more
3:06:56than just view, right? If I click on
3:06:59read,
3:07:01this will actually show me the granular
3:07:04permissions that are allotted to this
3:07:06permission level. So, here's the read
3:07:08permission level. And if I scroll down,
3:07:11here's what they can and cannot do with
3:07:13a list, right? So, list again is a
3:07:15document library. So, they cannot edit,
3:07:17they cannot delete, they cannot add
3:07:19items, they cannot manage lists, but
3:07:21they can view, they can open,
3:07:23they can set up alerts for themselves.
3:07:25That's fine. That that has nothing to do
3:07:26with security.
3:07:29Um they can view forms.
3:07:32And as far as site permissions, as
3:07:33expected, they don't really have a lot
3:07:36here that they can do, right? They can
3:07:38browse. So, again, a lot of just basic
3:07:42basic levels in here.
3:07:44Now, if you want to kind of
3:07:48change the permissions for the entire
3:07:50group, you can come in here and you can
3:07:54make some exceptions. So, maybe they can
3:07:56approve items or maybe they can
3:07:59All right. So, you do have the
3:08:00capability to do that. You would come in
3:08:02here, you'd make the changes,
3:08:03and you would click submit. Or the best
3:08:06thing to do is just to create another
3:08:08another um name,
3:08:11a specific name,
3:08:12and go ahead and click on submit. I'm
3:08:16going to go ahead and hit cancel here.
3:08:19So, let's just talk about different
3:08:20types of permission.
3:08:22So, again,
3:08:24level one, you just click on the site
3:08:26access, you add your
3:08:28owners, your members, and your visitors.
3:08:31Um for level two, you can click on the
3:08:33gear icon and click on site permissions.
3:08:36This gives you a little more capability
3:08:38in terms of what you can actually do.
3:08:40And then level three, if you need
3:08:41advanced permission settings,
3:08:43I would
3:08:44highly recommend you you contact contact
3:08:47your SharePoint admin.
3:08:49Because what happens is when you assign
3:08:50when you assign permissions here,
3:08:52we have those permissions are through
3:08:55the entire site level.
3:08:57So, for example, for Adele, if Adele
3:09:00comes to the site, Adele can only view.
3:09:03If Adele goes to the document library,
3:09:05those same permissions apply here.
3:09:08Cannot edit, can only view.
3:09:10Goes to another document library or
3:09:12template. So, same thing. So,
3:09:15the permissions are inherited at the
3:09:17site level.
3:09:18If you want to break
3:09:20the permissions, so for example, if you
3:09:22want to give Adele more access to a
3:09:25specific document library. So,
3:09:27overall, Adele can view, but in this
3:09:29particular document library, you want
3:09:30Adele to have some more permissions.
3:09:33That is going to be breaking the
3:09:35inherited permissions at the site level.
3:09:38And that can be very, very problematic.
3:09:40So, you want to reach out to your admin
3:09:41if you want to assign specific
3:09:43permissions for a specific resource.
3:09:45Now, let's talk about improving
3:09:47security. We did touch on just managing
3:09:50access. We
3:09:52understand the concept of three levels
3:09:55of security. Now, remember you always
3:09:56have help.
3:09:58The biggest thing that you can do is to
3:09:59have a conversation with your
3:10:00stakeholders, managers, along with the
3:10:03admin team
3:10:04to figure out how you can improve
3:10:06security.
3:10:07The single best thing that you can do is
3:10:09is to apply the concept of least
3:10:12privilege. So,
3:10:13you'd rather provide
3:10:16as
3:10:17less privilege as possible so that
3:10:21you're not oversharing or exposing
3:10:23confidential data beyond what is
3:10:25necessary.
3:10:27So, as an owner,
3:10:28you want to focus on managing access at
3:10:31the site level. So, you use the
3:10:34resources that are available. You add
3:10:36your individual members or you add your
3:10:39um you add a 365 group there as well.
3:10:44And then, if you need to go beyond that,
3:10:46your admin
3:10:48can manage access at the tenant level.
3:10:51So,
3:10:53we have
3:10:55another umbrella in in if you will in
3:10:57terms of how
3:10:59content can be accessed. Your admin can
3:11:02actually also help you with setting up
3:11:04um
3:11:05just specific access just based on your
3:11:10login, what you can see on the site,
3:11:12what you cannot see versus what
3:11:14some what your colleague can see based
3:11:17on the access that they have there as
3:11:19well. So, this does require a
3:11:21conversation or maybe it maybe two or
3:11:23three,
3:11:24but it's important to have the
3:11:26conversation to improve security. You'll
3:11:28be identifying any security breaches,
3:11:31any anomalies that are happening. Um
3:11:34sometimes things do happen. If you
3:11:37Sometimes if I had a client dragged and
3:11:40dropped a file into a SharePoint library
3:11:42and
3:11:43it broke a lot of the permissions. So,
3:11:46you wanted to just make sure that you
3:11:48are
3:11:49addressing them.
3:11:51And other questions that you can ask as
3:11:52well is, well, who can share?
3:11:55Is this site meant just for internal
3:11:59facing to behave like an internal
3:12:01network or internet? Is this Is this an
3:12:04external facing site?
3:12:06A good
3:12:07practice is some corporations that I've
3:12:09worked with, they have a single site
3:12:13that's meant to for
3:12:17external facing. And so, anything that
3:12:18you want to share externally will go
3:12:21through that particular site, right?
3:12:23Also, who can share and what can they
3:12:26share needs to have a big conversation
3:12:29as well.
3:12:30Now, just in terms of SharePoint, again,
3:12:33do the best you can to just kind of
3:12:34remove anything that
3:12:37you don't want your members to be able
3:12:38to access. And remember, you
3:12:40as the owner, you can click on these
3:12:42settings here,
3:12:43and you can always go ahead and click on
3:12:46the site contents.
3:12:49And so, the site contents is hidden from
3:12:51your members' view. So, this shows you
3:12:53everything that you have. Here are the
3:12:55different site assets.
3:12:57Here's the Here are the site pages. We
3:12:59only have one page in here right now,
3:13:01but if you were to, for example, go
3:13:03ahead and create a new page,
3:13:05I'll just create one quick quickly here.
3:13:08So, again, these behind-the-scenes
3:13:10items, these are things that you don't
3:13:11want your members to be able to see, and
3:13:12so, you want to make sure that um
3:13:15you know, that you don't
3:13:17allow them to do that.
3:13:19Actually, this is not what I wanted. I'm
3:13:21going to go ahead and and uh
3:13:24I want to discard this.
3:13:27This is not what I wanted.
3:13:30See, I'll go back to the home page.
3:13:33And I just want to show you that this
3:13:36this area, the site contents, is very,
3:13:37very important. So again, this is where
3:13:39you can hide things, this is where you
3:13:40can park things temporarily,
3:13:42and you can um reveal them as necessary.
3:13:44So if I want to create a new page,
3:13:47and let's just say I'll just give a
3:13:49about the team.
3:13:52And I'll go ahead and use this template.
3:13:57Okay.
3:13:59So we now have another page in here.
3:14:02I'm not going to
3:14:04just going to publish it.
3:14:08And so you may want to go ahead and
3:14:12um you know, for example, let's see.
3:14:15I'll just put the our team
3:14:17in here.
3:14:23And
3:14:25and I'll go ahead and click on I'll go
3:14:27ahead and click on publish.
3:14:32And
3:14:34Okay. So I can add this to the to the
3:14:35navigation if I want to, which is
3:14:37perfectly fine.
3:14:39Now what I can do, if I go back into
3:14:40site contents,
3:14:42you will see another page that exists
3:14:44here. And and what I can do is view the
3:14:46different pages that are available.
3:14:49So for example, if I wanted to go ahead
3:14:50and make the our team the the default
3:14:53home page, I can do that. So I can if I
3:14:55click here, I can make this the actual
3:14:58home page. So this allows you to create
3:15:00different pages.
3:15:02You may want to create for example
3:15:04a just a
3:15:05a simple landing page, and you can make
3:15:08that the home page. So if I click on
3:15:10make this the home page, the next time I
3:15:12click on home, or anyone clicks on the
3:15:14link to come here,
3:15:16this is the
3:15:18the actual landing page.
3:15:20So again,
3:15:21these are things that you don't want
3:15:23your members to be able to to access.
3:15:26I'll go back and reset this to the to
3:15:27the actual default home page.
3:15:36>> And now we are good to go. So, I'll go
3:15:38back to home.
3:15:39And there we go.
3:15:41So, we um we are good to go. Well,
3:15:44mission accomplished. We're able to plan
3:15:47and design a
3:15:50SharePoint site. We're able to
3:15:54add resources, lists, forms, document
3:15:58libraries, templates. We're able to map
3:16:01those resources
3:16:03to
3:16:05clickable content on our pages as well.
3:16:07So, we're able to create a custom site
3:16:09template.
3:16:11We're able to manage content services.
3:16:14We're able to control access through
3:16:16permissions. Remember, there's three
3:16:17levels of permissions.
3:16:19And
3:16:20we're able to just kind of discuss some
3:16:23protocols for improving security as
3:16:25well. So, that concludes our course.
3:16:28Hopefully, this was helpful for you.
3:16:30We'll look forward to seeing you in a
3:16:33another course.

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