Configuring and Using SharePoint Online

Table of Contents

SharePoint Online

SharePoint Online refers to website created and used by the organizations accessible by any device. A SharePoint Online is used to store, organize, share, and access information of the project in an organization. SharePoint Online can be used by the employees in the organization to share the documents and information with co-workers, partners, and customers.

Types of SharePoint Site

Two types of SharePoint site can be created:

Signing to SharePoint Online

Pre-requisites

  • A web browser

    Procedure

    1. Open the Internet Explorer.
    2. Enter the URL: office.com/signin on the Address field.
    3. Select the SharePoint title on the Office page.
    4. Enter your login ID and Password. The SharePoint Online window opens.

Team Site

A Team site is used when you want to collaborate with other members of a team or with others on a specific project. With the team site, all members or most members can contribute to the site and information is restricted to those members and project stakeholders. The team can keep track of events, manage tasks and more with a site connected to the Office 365 group

Creating a Team Site

Pre-requisites

  • If you’re a new user, create an account in Office 365 to access the SharePoint online.
  • If you’re an existing user of the Office 365, sign in to the SharePoint Online account.

Context: You can create a Team site for your team to maintain the documents and information within the team; add owners and the respective team members on the site. You can add documents, information on the site so that the team can collaborate the facts among themselves for better understanding and utilization of the resources.

Procedure

  1. Click the App Launcher on the top left corner of the web Page.
  2. Select SharePoint tile. The SharePoint Online page opens.
  3. Click the +Create site button. The Create a site window opens.
  4. On the Create a site window, select Team site. The Team site window opens.
  5. On the Site name field, enter your team name. The Group email address and Site Address appears automatically. The availability of the site appears as green color.
  6. On the Site description field, enter the site description.
  7. On the Privacy settings, select one of the following:
    • Public – anyone in the organization can access this site Anyone in the organization can access this site to know the information.
    • Private – only members can access this site The site is only accessible to limited number of members.
  8. Click Next.
  9. On the Add additional owners field, enter the additional owners name in the organization.
  10. On the Add members field, enter the members you want to be added to the team.
  11. Click Finish. The Team site is created.

Communication Site

A Communication Site is used to share a content which are created a small set of members to a large audience. It is used to broadcast the information to a wide range of audiences. You can use the communication site provides a wide range of layout option compared to the Team Site.

Creating a Communication Site

  1. Click the App Launcher on the top left corner of the web Page.
  2. Select SharePoint tile. The SharePoint Online page opens.
  3. Click the +Create site button. The Create a site window opens.
  4. On the Create a site window, select Communication site. The Communication Site window opens.
  5. On the Choose a design field, click the drop-menu and choose anyone design. There are three types of design available:
    • Topic
    • Showcase
    • Blank The preview of the design appears on the left side of the window.
  6. On the Site name field, enter your team name.
    The Group email address and Site Address appears automatically. The availability of the site appears as green color.
  7. On the Site description field, enter the site description.
  8. Click Next. The Communication site is created.

Creating a Page in SharePoint Online

You can create a page in both the Team Site and Communication Site of the SharePoint Online. The Page can be used to share the information within the project team members and the project stakeholders.

Procedures:

  1. You can create a Page by selecting one of the following options:
    • On the SharePoint Online Team Site or SharePoint Online Communication Site, click the +New button and select Page.
    • On the top right corner of the SharePoint Online page, click the icon and select Add a Page.
  2. On the creation page, enter the title for the page. You can add a background image for the title page by selecting the icon and an image for the title of the page from the local directory on your computer.
  3. Click Save and Close.
  4. On the Page, click + icon and then select one of the following options:
    • Featured Section
    • Text
    • Image
    • File Viewer
    • Link
    • Embed
    • Highlighted Content
    • Section Layout
    • One column
    • Two columns
    • Three columns
  5. For example, you can create two columns of a Sunflower page with the description of an image on the left side and the image on the right side of the Page and select Save and Close.
  6. Once the Page is created, click Publish. The Published page appears.

Creating a Document Library Application in the SharePoint Online

You can create a Document Library application to add, modify, or edit the documents in the application and share within the project team members and project stakeholders.

Procedures:

  1. Select the SharePoint Online Communication Site Page.
  2. On the top right corner of the SharePoint Online page, click the icon and select Add an app. The Apps that you can add page opens and displays the available apps.
  3. On the search field, enter Document Library and select the icon. The list of matching apps displays.
  4. Click Document Library. The Adding Document Library window opens.
  5. On the Name field, enter the name for the Document Library.
  6. Click Create. The Document Library application is created. You can add a new document, upload an existing document, or Quick edit a document in the application.