Sharepoint is not a single application, nor is it even a single tool in Office 365. You will be using two features of SharePoint in this course: SharePoint Sites and file storage. This video introduces what you need to know to use these features, without giving a detailed explanation of the entire SharePoint platform.
- [Narrator] I can't talk about collaboration in Office 365 without talking about SharePoint. On the other hand, it's nearly impossible to give a brief introduction to SharePoint. SharePoint is not a single application, nor is it even a single tool in Office 365. You will see SharePoint as a tile here on the Office 365 website, but it's not like that tile takes you to one place where you can enjoy all of the features of SharePoint. SharePoint is not one tool. It's a platform. It's a collection of tools and services that users interact with in many different ways, some of which integrate with other Office 365 tools.
So naturally I want to refer you to SharePoint Online Essential Training, to really learn what SharePoint can do. But in this course, I'd like to talk about two big features in SharePoint that plug directly into our need to collaborate with our coworkers. I just want you to remember that we're getting a taste of two items in a much larger collection of features. So first you can create websites in SharePoint. To show you an example, I'll start here on our Office 365 website and I do want to click on this SharePoint tile, and by the way, this is not how most people interact with SharePoint.
But it is a good way to introduce SharePoint sites. So here I can see a list of different sites in my company's SharePoint environment. SharePoint is great at making websites for lots of different purposes, and I'll give you two examples. One primary way this is used is to make a website for your company that is full of resources that your employees and coworkers can use. You may be familiar with the idea of an intranet, an internal, closed password protected system for your company.
You'll see if I go over to this list of all sites, one of the sites on this list is Globe Bank Incorporated. This is a site that was built using SharePoint. It's a resource for my company's employees. There are dedicated sub sites for specific projects, which we can see over here on the side bar on the left. There is a task list, there's a shared calendar, and there's also a document library. Some people think of SharePoint as a file storage location.
File storage is such an important factor for collaboration, and we'll be talking more about that in just a minute. But you can see that file storage is just one part of SharePoint. But first, before we dig into that, I said that it's a bit unusual to get to SharePoint by clicking on the SharePoint tile on the Office 365 website. That's because once a SharePoint site has been built for your company most people in your organization will simply go straight to that site, using the address for that site.
In this case the address for this site is globebankinc.sharepoint.com. Anybody who goes to that website address will be prompted to sign in with their Office 365 account. So it's password protected, and only accessible to your organization's employees. So you can build a site like this for your organization in SharePoint, and actually you can build several sites like this, but let me go back to my organization's list of sites. I'm going to close this tab and here we are back on this list.
And here's something else that's important. You'll see that each of the Office 365 groups that have been created for this organization automatically has a site in SharePoint dedicated to that group. You may recognize web designers and engineers and graphic designers as Office 365 groups. We saw those in the separate movie earlier in this chapter on Office 365 groups. Now there's also an option up here at the top of this page to create a new site, and this is just a small glimpse at the site creation tools in SharePoint, but you'll see here once again when we create a SharePoint site it's automatically connected to an Office 365 group.
This can be useful for a lot of reasons. For now, I'm just going to cancel this, and stick with the sites we already have. For some people, the SharePoint site that is generated for the Office 365 group might be your home base for working with that group. Let me click on that graphic designers group. But there's an important thing here that I want you to understand. If you are feeling overwhelmed, a little out of your depth with all of this SharePoint talk, that's completely normal. If that's you, feel free to disregard what we're looking at here.
When you work with Office 365 groups, it might be much easier to go to Outlook on the web to work with your groups. But for some other people, the SharePoint site generated for your groups will give you much more robust functionality, and customization. You can build out multiple pages within this site. You can use this as a starting point for accessing your shared files or shared notebooks in One Note, or, more likely, somebody at your organization will build out tools here that you will interact with by going straight to this SharePoint site, tools which you'll see of course in the SharePoint Online Essential Training Course.
But there's another element here that's really important for this course, file storage. I said that I would talk about two big features in SharePoint and file storage is the second one. It's so big it's a topic that will follow us through this course and will be a major component of the chapter on file sharing and editing. But I want you to see that each of the SharePoint sites that we've looked at has a document library listed over here on the left side. We see it here, we even saw it on that other we looked at a moment ago, but the layout was different, the button was smaller, but it was still listed there.
So a document library naturally is where you can store documents. If I click on this I can see files that have been stored here, I can create folders, and I can organize files here. Since SharePoint content is stored on the cloud, this is a robust, secure cloud storage solution, for the files that you need to store for your organization, and collaboration is core here, because files stored in a SharePoint document library are accessible to the other people in your organization who access this site.
Every member of this Office 365 group can access and work with these files. That's why for many people file storage is the one and only SharePoint feature that they use. Also I want you to recognize that this particular SharePoint site exists because it was created as an Office 365 group. It may obvious to point out that the files stored in the Office 365 group are inherently being stored in the SharePoint document library. The document library that you see when you look at a group in Outlook on the web is exactly the same document library that you see in the SharePoint site for that group.
That means that other Office 365 tools that work with groups, like Microsoft Teams for example, will work with that same document library, and it also means, as we'll see later in this course, you can open files from your SharePoint document library directly in Word, PowerPoint, Excel, and One Note, and you can save files from those applications directly to a SharePoint library. So that gives you a look at two major features in SharePoint along with a big recommendation to check out SharePoint Online Essential Training for much more information about working with SharePoint on the web.
Aside from what you saw here in this movie, we're not going to be talking anymore about creating SharePoint sites in this course, but we definitely will be working with the file storage features with a SharePoint document library.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams