Sharepoint is a web-based collaborative platform launched in 2001. It is integrated with Microsoft Office and is used as a document management and storage system. SharePoint Online is a cloud-based platform created to support content management and collaborations.
It helps users to manage their own as well as colleagues’ documents, data, activities, and information. It also allows the users to create a password-protected sharing environment where they can create, store, and edit documents. It offers seamless accessibility of documents from anywhere such as home, office, mobile, etc.
A global or SharePoint admin can create as well as manage the site collections, can manage user profiles and their permissions, modify OneDrive settings also enable online features in SharePoint and global settings. To manage all the mentioned roles the admin should draw a proper plan.
The following are the important points to be followed while planning to build a SharePoint Online environment.
In order to set up the SharePoint online environment, below developer tools below needs to be installed
npm install -g yo gulp
Plan sites and manage users
The easiest way to have a successful site and a satisfied user is to have a stable plan and good user management strategies.
The site's collections should be managed in a traditional approach that has the same owner who shares administrative settings and permissions. It is always good to have limited trusted owners.
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There are many ways to have an organized site content such as by customer, by project, by content category, by team or department, and by the level of permissions. A plan should be formulated to decide the type of content to be displayed, the type of apps, and whether to create content types or not.
Customizations in SharePoint Online range from simple browser-based to remote provisioning. Elements such as header/footer, workflow, content blocks, General branding, and navigation can be customized in SharePoint Online.
There are many third-party apps available in the SharePoint Store that can be used with a license or the admin can also develop custom apps based on the requirements in the organization and make them available in the App Catalogue.
SharePoint admin is the one who handles file storage of the organization in OneDrive and SharePoint Online. The admins are assigned by global administrators who have access to all the administrative features.
The administrators can create site collection administrators (people who manage sites) and term store administrators (people who can change or add terms in the term store which have common terms that can be used).
Create site collection - A site in SharePoint can have one or more web pages that include the SharePoint parts such as calendar, tasks, Document Library.
Site collections are the collection of SharePoint sites formed as a hierarchy. Each site collection will have a top-level site as the homepage and subsites below.
Deleting a site will delete everything such as site security settings, any subsite which has been created, lists, libraries, files, and history. The deleted site will be retained in the recycle bin of site collection for 93 days.
Preparing for SharePoint Interview? Here’s Top SharePoint Interview Questions and Answers
The following can be done to site collection in SharePoint Online:
To access global workflow management settings which are in SharePoint Central Administration, follow the below steps:
When there is a situation where you have to work with third-party vendors, you can't allow them to use all your features. At that time a global or SharePoint administrator can give access only to specific sites or files.
The following steps can be followed to turn external sharing on or off:
A global or SharePoint admin can add or remove other administrators at any time. To do so one should follow the below steps:
In SharePoint Online the storage limits are set by default and available in the central pool. If you want to change the storage limits then you should choose a manual instead of automatic one. The steps to change the manual from automatic is as follows:
After setting the storage option to the manual, the following steps should be carried out to set storage limits -
As a SharePoint admin, there would be situations where a user might have trouble editing their profiles and you may need to edit them. Or you may have to edit the profile to find the relationship among users and improve the social collaborations. Steps to manage the Online User profiles are explained in detail, later.
Change the Links list on the SharePoint home page
Add a Link:
Edit a Link:
Change the Order of Links:
|Also Read: Top SharePoint Features list|
SharePoint Modern experience gives a flexible and faster environment for creating awesome, dynamic websites, and WebPages. It is designed to be faster and flexible. The modern experience in SharePoint provides the users with readiness, solution planning, assessment, development and testing, and deployment.
Some of the modern experience points are as follows:
In our rapidly changing environment, it is very important to have robust information architecture. Building information architecture is a continuous process as people, organizations and projects change from time to time.
To have a well-maintained and performing portal it is important to have well-constructed information architecture. SharePoint Modern offers an information architecture along with hub sites – connected to navigation, branding, and other elements – which makes it more flexible and easy to use.
The SharePoint modern gives the users seamless navigation. It helps the users in finding their requirements, interact with other users find out what is going on, make decisions, solve problems and many others.
The hub site in the modern achieves cross-site navigation also which is not present in the classic navigation.
It is important to create dynamic and attractive pages in order to publish them to a large community of people. The modern SharePoint experience makes the websites dynamic, interactive, and mobile-ready.
There are many customizable default themes and designs available in the classic SharePoint experience, but the issue with them is that they are inconsistent and not much responsive. SharePoint Online provides more customized themes and designs that the users can use to create their company logos and change colors based on their needs.
It offers specific design layouts and functionalities for the site.
For any site we want the users to find what they are looking for quickly and accurately. SharePoint offers a personal search experience i.e. users have to access those results which they have the privilege of accessing. Others who don’t have access privilege to the files can’t find the private documents of other users.
SharePoint offers SharePoint groups as well as security groups. The groups have their own mail id where the information can be shared among group members.
They also have access to notebooks, calendars, planners,s and Team sites. The users are also made as group members or group owners. Based on the designation the sharing and permissions vary.
SharePoint admin center is designed to keep a track of all the usage reports and activities. It is a simple and powerful design that helps the administrators to use both classic and modern sites from the same view. It keeps track of all the upgrades that have been rolled out.
Following actions can be performed in the SharePoint admin center.
The message center has all the updates and new features available. Any announcements about upcoming features, changes in the existing features, and new additions would be posted there. To open the message center click on health and from that select message center.
Service health has the status of all the issues a user is experiencing in various features such as yammer, Microsoft 365, and others. The users can view the problems in the service health and find ways to solve it by troubleshooting or can call customer support.
Following steps are to be followed to check service health:
SharePoint hub sites help users in classifying the organization sites based on their department, project, region, and division. By classifying, it helps users to find related content soon, manage site structure, branding etc. It also makes searching seamless.
The following actions can be performed in the SharePoint hub site:
To improve the performance and manageability of the site, it is necessary to have efficient sharing and permission strategies. Many sites are created in hurry to solve a specific problem but the structure is default throughout. It makes the job difficult to incorporate future changes in the site.
The following points must be considered while creating sharing and permission plans.
Assign a new permission level to the group:
In SharePoint, the contents are crawled and indexed so that it becomes easier when the users search for particular information. SharePoint makes the search easy and effective. It allows both classic and modern search experiences.
The following sections explain in detail the difference between modern and classic search experiences.
Modern search suggests you terms even before you start typing based on the past works. While typing the search box is updated with new terms. Easily one can get back to the work. Once the search term is entered, it provides all the results that are relevant to you.
The files in which you are working with other people are ranked higher than others so that these documents are displayed first in the search results.
Modern searches are more personal they are updated as one type and highly ranked based on the files you work with. The customizing features are more stable and flexible in modern search than classic.
As modern search results are not built as part of web parts one can't customize the modern search results page or add any additional pages.
SharePoint Online constantly receives updates with new features and such updates can affect a particular type of customization. However, there are many recommended customizations and techniques for branding available for streamlining the updates.
The following sections explain the simple to complex customizations that can be done, third party applications that can be used for customizations, and custom applications
Browser-based customization - It is simple and requires very little expertise. One can change the logo, title, theme, contents of the page, and libraries in their site.
Using tools and applications - There are many tools available to do advanced customizations such as Excel, Access, and Visio which help in creating high ended dynamic sites.
Remote provisioning - One can use custom-made CSOM code present in applications of SharePoint Online to add branding elements to sites and their subsites.
Add-ins - One can use already existing third-party applications or build their own as add-ins. They can add to sites in order to customize specific information or functionality.
SharePoint store has many third-party apps that are accessible from SharePoint Online sites. One can choose the required apps and also can buy licenses for the same for across organization usage.
The organization can also develop its own apps based on the requirements and it can be made available via the App Catalogue site.
Metadata is the data (information) about data. It can be any kind of information such as date of creation, location, item number, and many others. Metadata makes it easier to find what you want in a reliable and fast way.
It can be organized and customized based on the requirements of the organization.
Assign roles and permissions to manage term sets
Add and edit user profile properties:
SharePoint Online provides a cloud service-based modern platform to share access, interact, and collaborate. Teamwork can occur quickly at any place and anytime with the help of SharePoint Online. It offers facilities to seamlessly integrate with other applications such as OneDrive, Office Graphs, and more for creating and sharing ideas. It provides true digital transformation by delivering robust solutions and business value.
Prasanthi is an expert writer in MongoDB, and has written for various reputable online and print publications. At present, she is working for Mindmajix, and writes content not only on MongoDB, but also on Sharepoint, Uipath, and AWS.