**Notes on SharePoint Online**

### **Introduction to SharePoint Online**

- Part of Office 365, used for collaboration and content management.
- Web-based platform by Microsoft, accessible from any device with a browser.
- Allows users to create sites and content for internal and external collaboration.

### **Key Uses of SharePoint Online**

#### **1. Document Storage**
- Functions as a sophisticated library for storing organizational documents.
- Unlike OneDrive or Google Drive, SharePoint uses **metadata** for document
organization.

#### **2. Content Management System (CMS)**

- Supports scheduling, sorting, and filtering of content.

#### **3. Knowledge Management**

- Used for creating and sharing knowledge-based articles.

#### **4. Project & Task Management**

- Enables teams to track project progress through libraries, lists, and assigned
tasks.

#### **5. Online Forms & Automated Workflows**

- Allows creation of forms using SharePoint lists or Microsoft Forms.
- Automates approval processes using **Power Automate**.

#### **6. Information Sharing & Collaboration**

- Eliminates the need for traditional network drives and email-based file sharing.
- Enables **real-time co-authoring** and **document versioning**.

### **Features & Benefits of SharePoint Online**

#### **1. User & Site Management**
- Allows permission-based access for users and administrators.

#### **2. Integration with Microsoft 365**

- Works seamlessly with Power Apps, Power Automate, Exchange Online, Teams, etc.

#### **3. Co-Authoring & Document Versioning**

- Multiple users can edit documents simultaneously.
- Tracks version history for easy rollback of changes.

#### **4. Power BI Reporting**

- Generates reports for document libraries and lists.

#### **5. Automation**

- Can automate tasks using **Power Automate flows**.

### **Comparison: SharePoint Online vs. SharePoint Server**

| Feature | SharePoint Server | SharePoint Online |
|---------|------------------|-------------------|
| Hosting | On-premises | Microsoft cloud (data centers) |
| Updates & Patches | Managed by IT team | Managed by Microsoft |
| Storage | Local servers | Cloud storage |
| Cost | Requires hardware & software licensing | Subscription-based |

### **Team Site vs. Communication Site**

#### **1. Team Site**
- Used for private collaboration within a department or project team.
- Members can upload documents, edit content, and collaborate in real time.
- Integrated with **Microsoft 365 Groups**, automatically creating a group upon
site creation.
- Menu bar is on the **left side**.
- Displays **recently worked documents** prominently.
- Membership is managed via the Microsoft 365 group associated with the site.

#### **2. Communication Site**

- Used for **broadcasting information** rather than collaboration.
- Primarily a **read-only** site where users can view but not edit content.
- Does **not** create a Microsoft 365 Group.
- Menu bar is at the **top**.
- Comes with pre-configured sections like **News** and **Events**.
- Only site owners or designated users with editing permissions can update content.
- Membership is managed manually by SharePoint administrators.

### **Conclusion**
- **SharePoint Online** is a more flexible, cost-effective, and feature-rich option
for organizations looking for cloud-based collaboration.
- **SharePoint Server** is suited for businesses requiring full control over their
data and infrastructure.
- Understanding the difference between **Team Sites** and **Communication Sites**
helps in making the right choice based on organizational needs.

---
**SharePoint Online: Creating a Team Site – Detailed Notes**

---

### **Introduction**
- This is the third video in the "Face 365 Concepts" series about SharePoint
Online.
- Previous videos covered:
- What SharePoint Online is
- Features and benefits of SharePoint Online
- Differences between SharePoint Server and SharePoint Online
- Differences between Team Site and Communication Site

---

### **Creating a Team Site in SharePoint Online (Step-by-Step Guide)**

#### **1. Accessing SharePoint Online**

- Go to **portal.office.com** and log in.
- Click on the **App Launcher**.
- Select **SharePoint**.

---

#### **2. Creating a New Site**

- Click **Create Site** (or click the **"+" icon** on the left and select
**Site**).
- Choose the site type: **Team Site** or **Communication Site**.
- **Team Site**: Used for department collaboration, file sharing, and teamwork.
- **Communication Site**: Used for broadcasting information to a wider audience.
- In this tutorial, a **Team Site** is created for the IT department.

---
#### **3. Selecting a Template**
- Microsoft provides **pre-built site templates**.
- Organizations may have custom site templates under the **"From Your
Organization"** section.
- Select a **template** and click **"Use Template"**.

---

#### **4. Configuring Site Details**

- **Site Name**: Enter a unique name (e.g., "IT").
- Each SharePoint site name must be **unique**.
- **Email Address**:
- A **Microsoft 365 Group** is automatically created for the site.
- The group gets a **dedicated email address** (e.g., `[email protected]`).
- The domain for this email is based on the **default domain in Microsoft 365
Admin Center**.
- To check the default domain:
- Go to **Microsoft 365 Admin Center → Settings → Domains**.

- **Site Description**: Provide a short description (e.g., “This site is for IT

department collaboration”).
- **Site Address (URL)**:
- Format: `https://<tenant>.sharepoint.com/sites/<sitename>`
- The **tenant name** (e.g., "Office365Concepts") remains fixed.
- Only the **site name** changes.

---

#### **5. Privacy Settings**

- **Public Site**: Accessible to everyone in the organization.
- **Private Site**: Only site members can access it.
- In this tutorial, the **Private** option is selected.

---

#### **6. Selecting a Language**

- Choose the site's default language.
- **Important**: Once selected, the language **cannot be changed** later.

---

#### **7. Adding Owners & Members**

- **Owners**: Have **full control** over the site. They can:
- Upload documents
- Modify site content
- Manage permissions

- **Members**: Can:
- **Edit & view** the site content
- Upload files
- Modify pages and site lists

- Owners and members are added to the **Microsoft 365 Group** associated with the
site.
- To change a member to an owner:
- Click the **drop-down arrow** next to their name.
- Select **"Owner"**.

- Click **Finish** to complete the site creation.

---

### **Verifying & Managing the Team Site**

#### **1. Checking the Site URL & Membership**

- **To access the newly created site**:
- Go to **SharePoint Online Home Page → Following tab**.
- The newly created site will appear here.

- **To check site members**:

- Click **Members** on the site homepage.
- View **owners and members** assigned to the site.
- These members are part of the **Microsoft 365 Group** created for the site.

---

#### **2. Managing the Associated Microsoft 365 Group**

- Go to **Microsoft 365 Admin Center → Teams & Groups → Active Teams & Groups**.
- Find the **Microsoft 365 Group** created with the site (e.g., "IT Group").
- Click the group to view:
- **Site Information** (including the SharePoint site address).
- **Email Address** assigned to the group.
- **Membership List** (owners & members).

---

#### **3. Adding Site Visitors (Read-Only Users)**

- **Only administrators** can add **Site Visitors** (users with read-only
permissions).
- To add Site Visitors:
- Click **Site Visitors → Add Site Visitors**.
- Search for the user and add them.
- **Note**: The logged-in user must be a **global admin** to do this.

---

#### **4. Changing Site Privacy Settings**

- By default, the site was created as **Private**.
- To make it **Public**:
- Go to **Settings → Privacy Settings**.
- Change to **Public** and click **Save**.

---

### **Conclusion**
- A **Team Site** is now successfully created in **SharePoint Online**.
- **Key Takeaways**:
- SharePoint **automatically creates a Microsoft 365 Group** for each team site.
- Owners have **full control**, while members can **edit & view content**.
- The **default domain** determines the site’s email address.
- **Site language is permanent** after creation.
- **Admins can add Site Visitors** for read-only access.
- Privacy settings can be **modified later**.

- If you found this tutorial helpful, **like, subscribe, and comment** for any
questions or suggestions.

---
**SharePoint Online: Understanding Team Site Structure – Detailed Notes**

---

### **Introduction**
- This is the fourth video in the "Office 365 Concepts" series about SharePoint
Online.
- Previous videos covered:
- Creating a SharePoint Team Site
- Differences between Team Sites and Communication Sites
- Background processes involved in Team Site creation
- This video focuses on the **structure and layout** of a Team Site in SharePoint
Online.

---

### **1. Overview of a Team Site Structure**

- A Team Site is a **workspace for collaboration** within an organization.
- It provides features like **document storage, search, and site customization**.
- The structure includes default components such as **navigation menus, search bar,
notification panel, and quick launch menu**.

---

### **2. Components of a Team Site**

#### **a. SharePoint Site Bar**

- Located at the **top of the page**.
- Provides access to the site’s essential functions.

#### **b. App Launcher**

- Found on the **left side of the site bar**.
- Used to open **Microsoft 365 applications** (e.g., Outlook, Teams, OneDrive).

#### **c. Search Box**

- Positioned **at the center of the site bar**.
- Allows users to **search documents and content** within the site.
- Users do not need to navigate to the **Document Library** to find files.

#### **d. Notification Panel**

- Located on the **right side of the search box**.
- Displays **site-related notifications**, including:
- Site customization suggestions
- Invitations for new members
- File upload reminders

#### **e. Settings Gear Icon**

- Opens the **site settings panel** where users can:
- Add new pages
- Modify site permissions
- Install applications
- Customize the site layout

#### **f. Help Section**

- Offers step-by-step **instructions for SharePoint tasks**.
- Users can type queries like **"How to manage SharePoint permissions"** to get
guidance.
---

### **3. Site Name and Membership Details**

- The **site name** is displayed on the left.
- Hovering over the name shows:
- The **privacy status** of the site (Public or Private).
- The **Microsoft 365 Group** associated with the site.
- The **number of members** in the group.

#### **a. Sending Emails to Site Members**

- Clicking **"Send Email"** composes an email to the **Microsoft 365 Group**.
- This email is sent to all members associated with the Team Site.

#### **b. Adding Members**

- Click **"Invite Others"** to add members.
- Share a **link with a user** for access.
- The **site owner must approve** new member requests.

#### **c. Accessing the Site Mailbox and Calendar**

- Click **"Outlook"** to open the **Microsoft 365 Group Mailbox**.
- Click **"Calendar"** to access the group’s shared calendar.

---

### **4. Site Privacy and Sharing Options**

- Sites can be **Public or Private**.
- Users can **follow the site** to receive updates.
- Click **"Share Page"** to:
- Share the site with other users.
- Manage permission levels (Read-Only or Edit Access).
- Copy the **site link** and distribute it.

#### **a. Editing the Site**

- Click **"Edit"** to modify the site layout and content.
- Click **"Republish"** to make changes visible to users.

---

### **5. Navigation Menus in a Team Site**

#### **a. Menu Bar (Left Panel)**

- Displays **quick access links** to site sections:
- **Home**: Shows all sites the user follows or recently opened.
- **My Sites**: Lists the sites the user is a member of.
- **News**: Displays updates published within followed sites.
- **My Files**: Shows recently modified or accessed files.
- **My Lists**: Contains user-created lists.
- **Create (+ Icon)**: Allows users to create:
- News Posts
- Pages
- Sites
- Documents
- Lists

#### **b. Quick Launch Menu (Exclusive to Team Sites)**

- **Not available in Communication Sites**.
- Provides shortcuts to:
- **Group Mailbox & Calendar**
- **Document Library**
 - **Notebook**
- **Pages & Site Contents**

---

### **6. Site Contents & Analytics**

#### **a. Site Contents Section**

- Provides an overview of site elements, including:
- Number of **document libraries**.
- List of **uploaded documents**.
- Available **site templates** and pages.

#### **b. Recycle Bin**

- Stores **deleted items** from the site.
- Items can be **restored or permanently deleted**.
- A separate video will cover **Recycle Bin in detail**.

#### **c. New Button**

- Allows users to **create new content**, including:
- Lists
- Document Libraries
- Pages
- News Posts
- News Links

#### **d. Page Details & Version History**

- Users can view **version history** to track site modifications.
- Click **"Page Details" → "Version History"** to see past changes.

#### **e. Site Analytics**

- Displays **traffic statistics** for the site, including:
- **Number of visitors** in the last **7, 30, or 90 days**.
- **Page views** and user activity duration.
- Ability to **filter traffic based on time**.

---

### **Conclusion**
- The Team Site structure includes multiple tools for **collaboration, document
management, and analytics**.
- **Key Takeaways**:
- The **Search Box** enables quick content retrieval.
- The **Notification Panel** provides site customization suggestions.
- **Privacy settings** control access to the site.
- The **Quick Launch Menu** is exclusive to Team Sites.
- **Site Analytics** help track user engagement.

- If you found this tutorial helpful, **like, subscribe, and comment** for any
questions or suggestions.

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**End of Notes**