Introduction to SharePoint

SharePoint is a powerful, web-based platform created by Microsoft that allows teams and organizations to collaborate efficiently. In this video, Microsoft Certified Trainer Allison Gonzalez provides an overview of SharePoint, the key features of SharePoint, and how SharePoint can enhance team collaboration. The session focuses on understanding SharePoint's different site types and its document management capabilities, helping businesses streamline communication and improve workflow efficiency.

What is SharePoint?

SharePoint is a digital hub designed to help organizations store, share, and manage information. It acts as a central location for documents, communications, and workflows. The platform supports collaboration by enabling teams to create sites, automate workflows, and manage content seamlessly.

Key Features of SharePoint

• Sites: SharePoint allows the creation of team sites and communication sites, each serving different purposes. Team sites are used for collaboration and file sharing, while communication sites are designed to broadcast information to a larger audience.
• Team Sites: These sites are perfect for working together on projects. They allow teams to access documents, calendars, tasks, and other project-related resources in one location. Team sites facilitate real-time collaboration and ensure that everyone stays on the same page.
• Communication Sites: These sites are used to share company news, updates, and other important resources across a broader audience. They are similar to an internal internet page and are particularly useful for broadcasting information within an organization.

Creating a Team Site

Allison demonstrates how to create a team site by selecting the "Create Site" option in SharePoint. Users can choose from a variety of templates, such as those for crisis communication, employee onboarding, or project management. Once the template is selected, the user can customize the site, add a description, adjust privacy settings, and choose who can access it.

Customizing and Using Team Sites

• Document Libraries: Team sites feature a document library that enables teams to store and share files in one central location.
• Collaborative Features: SharePoint supports real-time document editing, allowing multiple users to collaborate on files simultaneously, including Word documents, Excel spreadsheets, and PowerPoint presentations.
• Adding Web Parts: Users can add various web parts to customize their site, including images, links, and news feeds. These sections make the site more dynamic and user-friendly.

Communication Sites: A Different Approach

Communication sites are designed to share content with a broader audience, such as company-wide updates or news articles. These sites have a structured layout, focusing on content sharing rather than team collaboration. Allison shows how to create a communication site, select a template, and organize content to ensure easy access for all users.

Document Management in SharePoint

• Version History: SharePoint tracks document versions, allowing users to revert to earlier versions if necessary. This feature helps prevent data loss and ensures documents are always up to date.
• Uploading and Sharing Files: SharePoint provides multiple ways to upload files, such as drag-and-drop and file navigation. Once uploaded, users can edit documents directly in SharePoint using web-based applications like Word Online, Excel Online, or PowerPoint Online.

Final Thoughts

SharePoint is a comprehensive platform that supports both collaboration and content management. Whether you're using team sites for project collaboration or communication sites for broadcasting information, SharePoint offers a range of tools to keep your team organized and connected. Allison concludes by encouraging viewers to explore more SharePoint features through Pragmatic Works’ on-demand learning platform, where they can gain deeper insights into SharePoint’s capabilities.

Don't forget to check out the Pragmatic Works' on-demand learning platform for more insightful content and training sessions on SharePoint and other Microsoft applications. Be sure to subscribe to the Pragmatic Works YouTube channel to stay up-to-date on the latest tips and tricks.