SharePoint is a web-based platform for intranet, web portal, and corporate social networking. Its goal is to facilitate collaboration between employees using applications and tools to manage documents, share and search information, design and manage workflows, create websites, applications with automated processes over documents, list items and more.
What Functions Does the Sharepoint Provide?
|Document Storage and Management||
SharePoint document libraries offer rich document and file work opportunities. It offers a description of documents using metadata. Stored documents can be organized and sorted using folders or metadata, shared, edited, filtered, searched, approved and so on. It is possible to version documents and automate the movement of documents (e.g. moving to an archive). Data are stored in the cloud on servers in Ireland and the Netherlands.
Information in SharePoint is organized primarily in lists (similar to tables) and in the form of articles that can be displayed and targeted at specific user groups. Lists are suitable for structured and detailed data, and articles are ideal for rapid dissemination and sharing of comprehensive information units. In both tools, you can search, lists also offer advanced filtering, sorting, forwarding, automatic calculations, etc. E.g., for articles, it is possible to generate a Newsletter and send it to groups.
For the work organization of teams and working groups, SharePoint uses Calendar and Tasks primarily. The calendar allows you to plan and organize your team activities (meetings, important deadlines, etc.) and link it to Outlook. Within the Tasks application, it is possible to create, assign, manage and monitor the progress of tasks. Tasks can also be linked to Outlook or Project. You can select different types of views for the task, e.g. Gant.
SharePoint allows you to set detailed access rights for individual users, from just viewing content to full site management. Permission setting is possible from the top level (the entire site or site collection) to the level of individual documents and lists.
Features like search, filtering, individual content display settings, aggregated search results, information, and content forwarding, etc. can be used for all SharePoint components and between them.
SharePoint's basic social feature is to share information (between team members, within the organization and outside the organization). Other social tools include, for example, intranet, discussion board, microblogs, and integration with Yammer newsgroups or Teams applications.
|Integration with Other Office 365 Tools||
The SharePoint site can be linked and integrated with other Office 365 tools. The web can contain OneNote's dedicated notebook, document libraries, calendar, and tasks can be connected to Outlook, documents can be edited in Word, Excel, and PowerPoint online and desktop applications, it is possible to embed videos from the Video/Stream application or Yammer threads into the site pages or linking it with Teams.
SharePoint capabilities and features can be greatly enhanced customizations and third party applications. SharePoint's shop offers a rich variety of extensions (from Microsoft and other companies), covering almost every possible area that SharePoint users would like to take advantage of.
Deploying Automated Processes over Items and Documents
SharePoint allows you to create and start processes (workflows) over list items and over documents that facilitate the circulation of information and documents, provide various processes that the user defines, e.g. approval processes, etc.
Functions overview includes only the basic and widely used features, a description of all SharePoint options is beyond the capabilities of this review. For more information, visit Microsoft Office.
Eligibility and Requirements
SharePoint is a tool available to employees. Basic computer knowledge is required for its use. For basic use, just an internet browser is required, but for more efficient work with individual contents, it is advisable to set up links to other Office 365 tools (client for OneDrive and file viewer, Outlook, Word, Excel, PowerPoint, OneNote, Videos, etc.). The Office 365 account is a requirement for usage. Employees can request online for the establishment of a SharePoint environment, but we recommend first to consult it with your IT support department. If you do not have a more extensive configuration or development requirements, consider using Office 365 Groups.
Installation of Add-ons
For SharePoint sites and spaces, there are in SharePoint Store available add-ons to extend their functionality.
Installation of these add-ons, except for add-ons pre-approved by Office 365 administrators, is not allowed.
Standard and approved add-ons that are allowed to be installed on SharePoint spaces are available under "Your Applications" in the appropriate SharePoint space. The SharePoint space owner can install them.
Office 365 administrators decide to approve any additional add-ons. Only add-ons that are available for free or for which a university-wide license was purchased can be approved.
- In general
- What is a document library?
- Create a new file in a document library
- Upload files to a library
- Add a link in a document library
- Highlight a file, folder or link in a document library
- Create a folder in a document library
- Create a picture library (photo gallery)
- Sharing files
- History versions of documents
- Introduction to lists
- Work with columns in a list
- Work with items in a list
- Create a team calendar (video)
- Adding events to a calendar (video)
- Add tasks to your project
- Create and edit a wiki
- Overview of workflows included with SharePoint
- Tips for search
- Follow a SharePoint site
- Follow web content changes (RSS, notifications)
- Add an app to a site
- Customize permissions for web content parts
- Settings of a content view