Positioning SharePoint Online and Office 365
Office 365 is a Microsoft cloud service that includes access to Office applications, Exchange Online, Microsoft Teams, OneDrive for Business, SharePoint Online and many other services. In this chapter we will explain the importance of SharePoint Online and the integration it has with many of the other Office 365 services.
- Understanding Office 365
- Office 365 Licensing
- SharePoint Online feature overview
- Overview of other Office 365 Services
Discovering SharePoint sites
SharePoint is a powerful site provisioning engine, allowing you to create different sites for your projects, teams, meetings, products... It makes the distinction between Team and Communication sites, both serving different purposes. In this module you will learn about the basics of SharePoint sites.
- What is a SharePoint Site?
- SharePoint Site Creation
- Classic vs Modern Sites
- Configuring Sites
Modern SharePoint sites
SharePoint offers several tools for content management and communication.
If collaboration is your goal, and you need a place where your colleagues can work together, then a modern team site is ideal.
If you need to publish content for colleagues, customers, suppliers, etc., a communication would be perfect.
- Modern Team Sites
- Office 365 Groups
- Communication Sites
- Integrating connectors
- Site Designs
Building Modern Collaboration & Intranet Environments
With the transition from classic to modern SharePoint, the way we organise our content has drastically changed.
In this chapter we talk about the classic approach of creating subsites to split up and secure our information and documents.
Next we look at how the modern idea of Hub Sites can achieve similar results.
Sites are isolated containers that stand on their own. Obviously, you would like to set up hierarchy between your sites so that content can be structured and configuration can be shared between the sites.
- What is a Site Collection?
- What is a Hub Site?
- Hub Sites Shared configuration
- Content aggregation
- SharePoint look book and site designs
- SharePoint Home Site
SharePoint Content Management
SharePoint offers rich content management features. Lists and Libraries are the core content management components allowing you to store data and documents with the possibility to enrich them with custom metadata. Furthermore, we'll look at the editing and filtering experience you get as well as customizing your lists and libraries into different views in order to satisfy the needs of your colleagues.
- Fundamentals of Apps, Lists and Libraries
- Discovering a Custom List, Document Library and Contacts
- Working with the Filter and Details Pane
- Working with metadata and different column types
- Managing what you see with views
- Provide rich experiences with column and view formatting
- Browsing the SharePoint App Store
- Installing and Working with SharePoint Apps
SharePoint Content Types
Content types are essential tools for managing content at scale. They can be used to enforce standards for custom metadata, document lifecycle, templates and more. A content type is a reusable definition describing the content you would like to store. Content types enable you to manage the settings for a category of information in a centralized, reusable way.
- Providing reusable metadata with site columns and content types
- Content Type guidelines
- Associating templates to content types
Document Management is probably the most popular functionality of SharePoint. SharePoint Document Libraries allow you to easily manage versions, work together with your colleagues on the same document, assign metadata or work with different document templates.
- Keep track of different versions
- Configure check-out and Approval
- Grouping documents in Document Sets
- Receive email Alerts
- Co-Authoring on Office documents
- Recycle Bin
Working with Pages
Pages are essential for providing content to your colleagues. SharePoint page authoring makes it simple to create beautiful immersive responsive pages that integrate applications, data, text, media and many more. Pages are also crucial in providing news within your teams or organization. These news pages can be highly visible, since they are automatically aggregated in hub sites, mobile apps and the SharePoint home experience.
- Working with site pages
- Enriching your pages with web parts
- Authoring and publishing a Site Page
- Using pages as news
- Page approval
- Navigation best practices
- Changing the theme
User Management & Permissions
SharePoint Online allows you to store your data in a secure and protected way. As a site owner you can control access to the content stored within your site. You can invite colleagues or external users and decide if they get read access or more.
With documents stored in SharePoint Online, it has never been easier to share content. Whether you are inside a SharePoint site, using the web browser, or in an Office client application, or in a synced OneDrive folder in Windows Explorer... you can quickly grant access to other people; inside or outside your organization. This module will illustrate how sites handle the users that have access to your site, and how you control what those users can do.
- SharePoint site security architecture
- Simplified access with Site Owners, Site Members and Site Visitors
- Configuring Site Permissions and Group Membership
- Sharing content with internal and external users
- What are the available Sharing Options?
Sharing content with people has evolved a lot in SharePoint and OneDrive.
In this chapter we look at all the different sharing options that are available and the effect they have on the permissions system.
We also discuss how external access and guest accounts work.
- External Sharing in SharePoint Online
- Sharing Options
- Guest Access
Enterprise Content Management
Enterprise Content Management helps you by giving you tools to organize and manage content throughout the content life cycle, from creation to archive. It allows you to enforce different policies on your documents and to manage metadata and content types at enterprise level.
- Metadata at enterprise level with the Managed Metadata Service
- Terms and TermSets
- Publishing of Enterprise Content Types
SharePoint Online includes the ability to search for content across multiple sites and site collections. The SharePoint Search query syntax includes the ability to refine a search based on a number of configurable refiners to find the data you are looking for. Modern SharePoint environments will not only use search by using the Search Centers but will also incorporate Search to drive navigation and to aggregate content from different locations.
- Search query syntax
- Working with Result Sources
- Managing the Search Schema
- Configuring Result Sources, Query Rules, Result Types, ...
- Microsoft Search
Office 365 is designed to help meet your organization's needs for content security and data usage compliance with legal, regulatory, and technical standards. Setting up policies and enabling services that optimize these conditions is an important part of administering Office 365 and SharePoint Online.
- Manage Classifications: Labels, Policies and Sensitive Information Types
- Data Loss Prevention
- Data Deletion Policies
- Data Governance: Archive, Retention, Disposition and Revision
In the world of the business user you will handle information that is probably stored across different software suites, like SharePoint, Salesforce, Excel file, Access database, ... Microsoft PowerApps allows people, without any development skills, to build mobile friendly applications on top of their data. Allowing other people to use the built application to browse the data and maybe even modify it. Besides building custom applications with PowerApps, it can be used to customize SharePoint list views and forms.
- What is Microsoft PowerApps?
- Building PowerApps from a template
- Extending PowerApps with formatting, validation, events, ...
- Making a PowerApp available to your users
- Building custom SharePoint list views with PowerApps
- Customizing list edit forms with PowerApps
Microsoft Flow allows you to create automatic processes, called flows, that react to an event in one app or application (like SharePoint, Twitter, ...), do something with the event data, and then use this data in another service (like SharePoint, Salesforce, Twitter, ...). All this can be done without having to write a line of code. Microsoft Flow comes integrated into SharePoint in order to set up automatic behavior on your content.
- What is Microsoft Flow?
- Building flows using the browser
- Working with approvals
- Microsoft Flow mobile application
- Using out-of-the-box flows in SharePoint Online
- Setting up flows for your lists and libraries
OneDrive for Business
OneDrive for Business provides a place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive (for Business).
- Store Work Files in OneDrive for Business
- OneDrive Mobile Apps
- Synchronize your documents with different devices
- Different Sync Clients
Microsoft Teams, a new chat-based workspace in Office 365. Get flexible communication in the moment and keep everyone in the know. See content and chat history anytime, including team chats that are visible to the whole team.
- Chat-based Workspace
- A Hub for Teamwork
- Teams versus Office 365 Groups
- Desktop, Mobile and Web Teams Client