SharePoint Intro in 30 Minutes or Less

hey what's up everyone april dunham here happy new year for my first video of the new year here i thought i would start with a beginner video on sharepoint sharepoint is one of those tools that's been around for years so i think we sometimes often forget that there's people that are brand new to it every day that need to know the basics so i thought i'd do a quick video walking you through all the basics and what you need to know about sharepoint as an end user i'll walk you through what sharepoint is some of its features and of course we'll do a live demo and walk through how you can start using it all of that and more coming up so what is sharepoint exactly at the most simple level it's a web-based collaboration tool it's going to give you a place that you can securely share information with your company a content management system and a workflow collaboration tool all in one platform there are a few key components of sharepoint that you need to know about as an end user first we have sites to organize content so for example if you're using sharepoint in your organization you might have a site for hr and it and marketing and they store information within each of their individual sites so it's just kind of like a logical boundary for information then within those sites we can have things called pages to surface up information so just think of these as pages that you would have on a normal website so you might have different information on an about page versus a contact us page then within those pages we can have things called web parts to display content on the pages so these are just widgets like you might add again to a website to surface up different information next we have these powerful things called libraries they allow us to have document storage within sharepoint so we can save our word documents powerpoint excel pdfs images videos you name it and finally we have lists for database type data storage how i like to describe list is take anything that you would traditionally maybe store in an excel table or access database then that would be a good use case for a list so rather than having files like a library does you would have data stored within a list and if you keep up with microsoft news you might have heard a lot of talk about something called microsoft list well all microsoft list is is a subset of the functionality that sharepoint already offers which is the sharepoint list so it's really the same thing as sharepoint list just rebranded and you're given an application to manage all of your lists across all the different sites now let's talk about some use cases for sharepoint sharepoint is commonly used as what's called an internet so if you've heard that term internet thrown around what we mean here is a place that serves as an informational hub for a given organization so you know we have the internet which is where we go to get on our social media applications and all of those publicly accessible sites but the intranet on the other hand is behind the firewall and locked down just to authenticated users within a certain organization so that's where sharepoint is commonly used you'll see a lot of businesses using it as their one stop shop to get information out to their employees to share documents and all of that another use case for sharepoint that you might not be aware of is it's actually powering microsoft teams so if you've used microsoft teams little did you know you're actually also using sharepoint each time you create a new team in microsoft teams a sharepoint site is provisioned in the back end and that's what's actually used for the document storage and sharing mechanism that teams offers so just a hidden sharepoint fact for you all there all right now that i've given you a rundown of some of the basics about sharepoint let's jump over to the demo and see how this works in action before i jump into the demo here i first need to explain the different types or versions of sharepoint there are sharepoint comes in two flavors there's a version of sharepoint that you can install on physical servers that you may have heard be referred to as on-premises that was the original way that sharepoint first came out so there's versions of sharepoint that you can install on a physical server starting all the way back from a 2003 version to the most recent 2019. the one that i'm going to be focusing on and showing you demos of is the microsoft 365 version of sharepoint also known as sharepoint online there are several plans for microsoft 365 that include sharepoint so just taking a look at the site here we can see that from everything from business basic that starts at just five dollars a month all the way up to business premium and also what we call the e-skus or the enterprise level skus will include sharepoint so to get to sharepoint you'll log into your microsoft 365 portal and we'll see the sharepoint icon here to launch the sharepoint portal when you click that sharepoint button you're going to be taken to the sharepoint landing page this is a curated list of sharepoint sites that you frequently visit your most recently visited ones and also news that is serviced up from different sharepoint sites so as i mentioned a few minutes ago sites are kind of how you structure and organize data so we might have different sites for various departments or projects we're working on or whatever it might be so as you see here on my list of frequent sites i've been to the hr site an it site and a training site to see an example of what a site looks like let's go into this landing site when i click that link it's opening up this site called the landing and the first thing we see here is an example of what a page looks like in sharepoint on this one you see we have a bunch of different information we have a slider we're showing a countdown the weather the times for different locations some news articles even some embedded videos some documents and some links this is all on one page and the content that we're seeing on this page are web parts so if i click edit i can actually take this page and put it in a mode where i can configure what shows on it so let's click on this slider here and click the pencil this takes us to the edit configuration for this news web part so i can see it's pulling up news from the current site that i'm on in a carousel type fashion and we have all of these settings that we can configure like the number of news posts to show and the seconds between each change of the news post we can add new web parts to a page by clicking on this plus button this opens the web part panel and we can see all of the different web parts that we have baked into sharepoint that we can use so we can have image galleries and file viewers even organization charts and we can just hard code some text on the page by say selecting this text web part that gives us a blank free form text widget that we can type into and each of these web parts have different settings that you can configure for them those will show up here on the right hand side and when you're done just republish and now you've customized your sharepoint page the other thing you may have noticed if we click the new button is we have the ability to create a list or a document library so those are the other big pieces of functionality that sharepoint offers that we went over and we talked about document libraries being a repository for us to upload documents to so let's walk through what those look like and how we create one so we'll select the document library from here and now we can create a brand new document library and all we have to do to start out is give it a name so maybe i'm wanting a document library that will hold some proposals so i'll give it a name of proposals and click create and what we'll get here is a blank document library that's ready to use so to get a feel for how it works let's click the upload button here and we'll upload some files this will take you to your browse menu where we can go and look at our hard drive here and select a file that we want to upload and you see how fast that was it uploaded that to our sharepoint site so now our document is backed up in the cloud in our secured sharepoint site now there's a rich security model that that could be a whole other video in its own to talk about the ins and outs of how security works in sharepoint but at a high level all you need to know is each individual sharepoint site that you go to can have its own unique permissions and every library and list that you create within a given site can have unique permissions as well even all the way down to the individual file so if i had 10 different files in this library and i wanted some people to be able to see this one but not the others i can control permissions at the file level if i need to as well so one way to upload is clicking the upload and files option but you can also drag and drop so i have my explorer up here on the screen now so i can take say all these files here and i can just click hold and drag and drop them onto the sharepoint page and they'll be uploaded all the same time there so that's a great way to upload multiple files at once and you'll notice when we upload these that we have a few columns that are automatically added for us so it's automatically tracking who uploaded this file and when in these columns so we have some nice built-in tracking going on we can click on any one of these files and it opens up within the browser so we can see and click through and look at all the different documents that we have uploaded here now that's an example of a document library which is pretty self-explanatory it's a place in the cloud secured that you can upload documents now let's talk about lists so if we click the new button here and select list this is going to take us to the create a list screen now list on the other hand you're not going to store files in them but you're going to use those to store data list in sharepoint recently got a big makeover which is what i was talking about with the whole microsoft list so when you click the new list option here in sharepoint you see that we can either create a blank list we even have the ability to create a list from an excel spreadsheet so as i said earlier anything that you might be storing in excel workbooks right now could be replaced with a sharepoint list and to make that easy to update those to sharepoint list they offer you the ability to take an excel file and it will automatically read what columns you have in that file create a sharepoint list based off of that and it can even import your data pretty cool there's also the option to create a new list from an existing list so if you built out several lists in sharepoint and you want to duplicate all of the metadata and columns that you have on that and another list you can start from that existing list and it will basically make a copy of that for you and then the new thing that we have here as part of the microsoft list rollout are these list templates so if say you're wanting a list to track different assets or inventory items we could choose this asset manager list template so for tracking assets we might need to track a tag maybe a photo of the device the status whether it's in use or available the manufacturer the model serial number all of that so those are the typical things that you would expect so what this template is going to do is automatically create a new list with all of this metadata and columns already configured for you so let's just walk through this first so i'm going to select use template here and again we'll give it a name and a description so it's going to automatically populate a name for us of asset manager we can change that if we need to let's just click create and we'll take a look at what a list looks like so this looks fairly similar to the document library we just looked at but instead of having an upload button and uploading a document we see a new button here and when we click that new button we have a form that's opened up on the right hand side that has all of this information for us to fill out so the sharepoint list as you can see are really powerful it is kind of like a lightweight quasi database and a form input control baked into one product so the list itself is kind of like a lightweight database to store the data and along with that you get a input form to fill in the data to populate the database so i click this and i can click on any of these and start typing in data and you see we have some text boxes that i just filled in but if we click the drop down we can also have choice fields in these forms so for manufacturer that was a choice asset type is also a choice field so i can select laptop there and color as well and we also have date pickers that we can choose so i can click on this calendar it's going to open up a date picker control so i can easily select a date so if i click save here this is going to write out all of this information to my sharepoint list so you'll see that pop up here so there you go so now i have a device photo and then all that information that i filled out is populated here in my sharepoint list so all of this stuff that you're seeing here the asset tag status manufacturer these are called columns or also known as metadata they're just fields that we add to our list and to our libraries so that we can tag the data within it and easily search filter and sort the data within our lists and libraries we can add new columns by clicking the add column button here and then we'll get a drop down of all of the different column types that we have to choose from so we have single or multi-line of text we can do numbers booleans yes no's date time choice hyperlink currency images and if we click more we have a few more options that we can use to create columns a couple that i want to highlight here that show up on this section are the lookup and calculated columns i'll start with lookup columns that's a special column type for sharepoint lists and libraries if you come from a database background or know a bit about databases it's kind of like a way to create a foreign key in your table so let's look at an example here so in this particular template we have this manufacturer column and we just configured it as a choice field and we manually entered in some options here for microsoft contoso tray research and fabrikam and this is fine and a great way to surface up drop-down information if you have just a few items there but what if you have a list of say a hundred or more different manufacturers that you needed to choose from that would be pretty tedious to go in and add all of those here in his choices but what would be easier is to maybe use that import from excel option and add in those lists of manufacturers in another sharepoint list but then if you do it that way how do we have a field for manufacturer that could pull from those values so that we can tag our assets with a manufacturer well we can do that with a lookup field to demo this out better let's actually create a manufacturer list so we'll go to new and list and this will be a great use case to demonstrate creating a list from excel so what i'm going to do is we'll create a new excel spreadsheet and we'll just build out a very simple spreadsheet here so i'll create a header called name and then maybe we'll want to track say the city state zip and address of the manufacturer and maybe email so that's the data we want to track and i'll just fill this out with some information here so we'll save this to our hard drive here and i'll come in here and i'm going to highlight our data then we're going to select the format as a table option select any one of these you want confirm the selection there and we'll have that formatted as a table so that's when we import it it knows where our column headers are and our data is okay so we have this saved now let's close out of that so now back here in sharepoint when we created that create new list button let's do the from excel option now and what we'll do is we'll upload a file and we'll point it to that list of manufacturers that we just created and you see how easy it is it's recognizing the different tables that we have in our excel spreadsheet and it was able to tell what our column headers were so we had name city state zip address and email and it's smart enough to identify and map which column types you should create for the data so for city and state it's recommending a single line of text field for the zip it's recommending a number field type and then a single line of text for addressing email now of course we can click and override these if we want but i'm going to leave that as is because that looks good to me now all we have to do is click next and we will give this a much better name so we'll remove that long grid there and voila we have a brand new sharepoint list called manufacturers with all of our columns from the excel spreadsheet and the data populated pretty cool now back to the example i was talking about let's go back to our asset manager list and see how we can create a drop down that would pull from that list rather than the hard coded values so we'll go back to this add column button and go to the more option because the lookup field doesn't show here as an option you have to click more so i'll give this column a name i'll just call this manufacturer lookup and we'll select the lookup type now if we scroll down a bit under this additional column settings in this get information from that's where you're going to tell it which sharepoint list do you want to pull the values from so it's a drop down let's click that and we'll select our manufacturers list then we have to select which column we want to pull data from so we just need the manufacturer name and we map that to the title column so i'm going to leave that as title and that's really all we have to do so i'm going to scroll down click ok and now if we click the new button to add another asset into this list and scroll down a bit now you see we have this new manufacturer lookup option if we click that it's a drop-down that has all of our values from the sharepoint list the other extra column type i wanted to point out if we click the add column again and go back to more is the calculated column this is a special type of column that lets you do excel type formulas in your sharepoint list so for example i'm going to call this column past due and down below in the additional column settings we have a text box that says formula so what we can do here is build out excel type formulas to have calculated information so for example maybe i want in this past due column an easy visual to say if the due date is less than or equal to today make this past due column say past due otherwise say there's still time okay so pretty simple use case we can write a formula in here so we can put in an equal sign and we can put in an if so if we do an if in an open parenthesis now i can pull in data from the columns in this list so i can say if due date so i can just double click this then we'll say less than equal and there's a shortcut we can use we can just type in today with a capital t and open a closed parenthesis so that will actually tell if the due date is less than or equal to today then we can do a comma and then in quotes i'll just type past due exclamation then we'll do another comma and in quotes i'll say still time and i'll close out those quotes and close out the parentheses so that's just a very simple formula now let's click ok and see if this works now i didn't put a due date on this item so let's fill out one and see if our calculated column works so how to edit an existing item in your sharepoint list you can click these three dots and select the edit button so it's going to pop open that same input form so let's fill out a due date and i'll do it for a while in the past here so i'll say december 1st and click save and there you go you see the column is saying past due now let's just test this out and make sure it's actually working so i'm going to click the new button again we'll add a brand new asset into here and we'll put a due date of february 1st for that and click save and if we scroll over we see that that is not less than or equal to today so there is still time so lots of different use cases for these calculated columns but this is just a very simple one you can do things like obviously math logic you know you can do date comparisons like i showed pretty powerful piece of functionality that sharepoint offers here and those are the two most complicated types of columns in sharepoint all the other ones are very simple so if you just need a number column for example you would select the number type here and you can configure all of those settings with this more up-to-date form here so we can just give it a name so maybe we'll have purchase price and then we can configure some additional settings here and click save so it's that easy and it shows up there now another important thing to know about these sharepoint lists and libraries is how to work with the data within them so each of these columns that we have here you see there are drop downs next to them so if we click on the drop down here say next to manufacturer for each of these columns we have the ability to sort either ascending or descending so i can easily sort the information how i need to see it and you can tell if you have sorting applied to a particular column because you'll see a up or down arrow next to it we also have the ability to filter so if we click this filter by option it's going to open up a panel on the right hand side and it's going to show a list of options so it's going to take whatever data you have in here it's going to get all the data in which manufacturer it was tagged with so you can filter by it so for example i only have an empty one or one that's tagged with microsoft so if i only want to see the microsoft ones i can select microsoft from here apply and that filters a list for me and again i can tell that i have a filter on a column because the little filter icon shows next to the column name we also have the ability to group by so before i do that let's show how to clear out a filter so this filter is applied right now but if i click on the filter by again i can just go to clear all and apply and that removes my filter now for the group by let's do the asset type for this one so we'll go to asset type and group by asset type and as soon as we do that it's going to give us a header here so it's going to say asset type laptop and it's going to give you account so if you quickly want to see how many assets you have that are tagged as laptops this is a great way to do that it's going to group that we can collapse and condense these to see a quick summary of that information and finally we can do totals so if we click on the totals button here under the drop down you see for the model number for example we can do a count now we have grouping applied so in this case it'll show us a count of how many items are in this current group and the total items in the list itself so this can come in handy when you have a lot of information in a list and you quickly want to see how many items are in there for the totals the options that show differ based off the type of column that it is so for this purchase price column that's actually a number type of column with that if we go to totals we have several more options here so in addition to count we could do a sum so if you want to see the sum of all purchase price for all of your assets you could do that here this leads me to another check to show you if i have several items in here and i want to edit the data more easily rather than having to click and select edit and all of that we have this option to edit and grid view this is going to turn our sharepoint list into almost an excel like interface so now i can interact with each of these columns and easily fill out information here so you can see i can click in the status the drop down appears and it's a much faster and easier way to tag the information that i have in here all right so let's fill out purchase price and now that we have that information let's exit grid view so that's how we get out of this type of view here automatically saves that for us and now we can see it did a sum of the purchase price column for us everything that i just showed you here with this list with all the columns that we added the sum the filter the sorting the group all of that can also be done on the libraries you create so we created earlier this proposals library if we go back to that we have the ability to create columns here so that we can tag these documents with additional metadata so i can say select a choice column and maybe i want to tag this proposal with the customer that it's for so i can create a choice column called customer and fill in some options click save and now that shows up here and i can easily tag information if i wanted to quickly tag all of these documents that you see here with a particular customer we can do that thanks to the bulk property editing that sharepoint gives us so if we hover over here on the name column you'll see in the left hand side a circle with a check box so if i click that that's going to select all of the documents that i have in this library now i can mass edit the metadata of these documents by clicking the properties tab right here so the only column that i created right now is customers that's the only one that's giving me as an option but now i can select that drop down and i can tag all of these say as contoso and click save and it applies that metadata to all these documents now okay so i just have a couple more things that i want to point out and show you for the rest of this i'm going to go back to that list that we're working on so i showed you if you click on one of these columns you can filter by that particular column but if you look on the upper right hand side we have a filter icon that we can click and this is a great way to filter by multiple different columns at once so if i wanted to for example filter by status of reserved and maybe manufacturer microsoft i can apply multiple filters at once and see that change in real time and then we can select the icon again to clear out all of our filters the next thing i wanted to point out here is this all items icon that we're seeing here with the drop down this is an example of what's called a view in your sharepoint list in libraries a view is just a pre-configured window into the data in a given list or library when you create a sharepoint list you're automatically given one view called all items but we have the ability to create multiple different views so for example we created this asset manager based off of a template that template gave us a bunch of different views pre-configured to choose from so if i wanted to say group this by manufacturer that was already made as a view so all i have to do is click on this drop down select group by manufacturer and it will show me this list with that grouping automatically applied we can create new views by clicking on that drop-down and selecting create new view so we'll create a view called my assets then click create now we can make changes to this so as you see here we have a field called current owner so if i wanted to make this my assets view only show items that the current owner is tagged as myself i can click on the current owner column and go to filter by select my name and click apply alright that's all that i have for you all today i hope if you're new to sharepoint this has given you a good introduction i've been using sharepoint for years and it's a great tool with lots of features and functionality to offer if you like these introduction videos please drop a note in the comments and let me know and as always if you did find this helpful i'd really appreciate you liking hitting that subscribe button and i'll catch you in the next video [Music] [Music] so you

Channel: April Dunnam

Views: 15,840

Rating: 4.9785523 out of 5

Keywords: SharePoint Intro in 30 Minutes or Less, April Dunnam, Microsoft, sharepoint online tutorial, sharepoint tutorial, sharepoint lists tutorial, sharepoint training, sharepoint forms, sharepoint beginners tutorial, sharepoint beginner, sharepoint beginner training for end users, sharepoint beginners guide, sharepoint beginner training, sharepoint beginners tutorial video, sharepoint online beginner, learn sharepoint online, how to use sharepoint, Microsoft lists

Id: 6q8Woozw3IM

Length: 28min 47sec (1727 seconds)

Published: Tue Jan 05 2021