Sharon demonstrates various SharePoint tasks, including uploading, editing, and sharing files; creating list views; sharing, adding, and editing items in a list; and syncing a site library to a PC.
- [Instructor] SharePoint is an internet solution that a company uses to collaborate and share information internally. I like to think of SharePoint as the central hub for a company. It's the one-stop shop for all of your company's needs. You can access your company's SharePoint site via the Office 365 portal or the app launcher. Once in the SharePoint site, you can see a listing of different sites that are available to you. Typically these will be grouped by department or by role or use. For example, we have one here called the Employee Resources Group.
Another one, the Landon Hotel Sales Team Site. Just by the name you have an idea what's available to you within that site. Let's go ahead and take a look at one of these sites in a little bit more detail. We're going to select the Employee Resource Group site. This site happens to contain resources that are available to our employees. It's our employees' one-stop shop for their needs. If I go ahead and click on Documents, we'll see a list of documents that are available to our employees. We can go ahead and create a new document on the fly if we wish, by clicking New, and then in our case we're going to create a Word document.
And this document will be about long term leave policies. We'll go ahead and name the document. Once you've completed your document, you can go back to the site. We can also upload existing files into our SharePoint site. To do so click Upload. I'm going to go ahead and just Upload Files but you can also upload folders as well. I'm going to upload the Employee Expense How-to, and after a moment you'll see that that is now available to our users. We can also directly share these files with other users by simply selecting on the file, and then clicking Share.
Next, enter the name of the user you'd like to share this with. In our case, we'd like to share this with Leslie, and then go ahead and click Send. And now Leslie will have a link to this document in her inbox. One of the other cool things we can do in our team sites is create lists, and it might be easier to create a list in a team site than having several different lists on different Excel documents. Let's go ahead and take a list that we already have in our Employee Resource team site.
Happens to be a vendor list, and this list contains a list of vendors that employees can reach out to for event planning or these vendors are also providing a discount to our employees. As we can see we do have our list here, and we've got a couple of entries. Let's go ahead and make some edits and add in another vendor. Let's focus in on Flowers by Sue. Sue Kaplan has been running Flowers by Sue for many years, but now she's going to retire, and her son Geoff is going to take over. Therefore we'd like to change the primary contact from Sue to Geoff.
All we have to do is pop into that cell, and make the change. Next, let's go ahead and add in a new vendor. This happens to be a lawn care company. When you create this list it is customizable, and I included a category column. And I did so because it will help me in sorting our list in our next step. Once you've made your edits or additions to your list, you can go ahead and click Done. Our list only has a few entries so it's pretty easy to navigate it, but as this list grows it could be very hard to find exactly what you're looking for, so we can go ahead and actually group the list, in our case by category, and that was one of the reasons why I added in that category heading.
I'm going to go ahead, group by category, and you'll notice now that our companies are grouped by that category. Catering, Flowers, Lawn Care, and Office Supplies. If we wanted to save this view, we could easily do so by coming up into All Items, and Save view. Then we're going to go ahead and name this view. Now when I'd like to look at this list I can easily sort it on categories automatically. To go back to our All Items, go ahead and click on All Items.
You'll also notice that we have a couple of other views already saved, including the Office Suppliers Only view. We click on there and we only have a list of the office suppliers. We have only touched on what SharePoint can do for you and your company. For answers to popular questions and more information, see the SharePoint training center.
- Training users
- Troubleshooting account and startup issues
- Repairing Office apps
- Working with Word, PowerPoint, Excel, Outlook, Visio, and OneNote
- Communicating with Skype and Yammer
- Using OneDrive and SharePoint
- Fixing file synchronization issues