That SharePoint Encyclopedia We All Need

Updated: Sep 17

Today, SharePoint powers a growing number of experiences across Microsoft 365. From files, lists, and videos to engaging sites, custom apps, and knowledge solutions—on the desktop, web, mobile, and increasingly, inside Microsoft Teams, SharePoint is the most flexible content collaboration platform in the industry.

And for the fourth year running, Microsoft has been recognized as a Leader in the Gartner Content Services Platforms Magic Quadrant for 2020, with more than 200 million monthly active users in the cloud.

So as more and more businesses adopt SharePoint, here are some tips and tricks to make your SharePoint life much easier:

Finding and Searching in SharePoint

Searching in SharePoint

The search function in SharePoint is powerful to navigate a file that you are looking for.

There are 4 ways that you can use the search function in SharePoint to find a file

  1. Search whole entire SharePoint site

  2. Search within a library or folder

  3. Search a file name

  4. Search keywords within a file

Easily find shared files directly in Delve

Delve is a cloud-based service that help discover and find content across Microsoft 365 apps. Delve allows you to easily see recent documents you worked on, documents shared via email or even find out what your colleagues are working on. You can even share files to others with a touch of a button.

Easily find shared files directly in Microsoft Office apps

Microsoft office apps allows you to see Office (Word, Excel, PowerPoint, Access, Publisher) files that others have shared with you.Y ou can easily see when files were shared and by whom, as well as the original location where these shared files sit.

Easily find shared files directly in OneDrive

OneDrive allows you to see files that you have shared, and files others have shared with you. These shared files can be located on SharePoint or other people’s OneDrive.

Creating, Saving and Uploading in SharePoint

Creating and saving new documents from your Microsoft Office desktop app and save directly into SharePoint library

Microsoft Office apps allows you to create new documents and save as directly into a nominated SharePoint library and/or folder using the ‘save as’ function. Microsoft will do all the hard work for you, so you don’t need to navigate to SharePoint.

Uploading documents to SharePoint

There are many ways you can upload existing documents to SharePoint.

  1. From web browser:

  2. Drag and drop

  3. Upload function button

  4. From File Explorer via synced SharePoint folders:

  5. Drag and drop

  6. Copy and paste

Sharing in SharePoint

Sharing files from plug-in on Outlook is an Outlook plug-in that connects SharePoint Online to Outlook. You can share and work on documents without the need to navigate to SharePoint Online.

When sharing files using you have 2 options:

  1. Drag and drop

  2. Using the copy command

If you use the copy command you have 3 options

  1. Copy Document

  2. Copy Link

  3. Copy Address

Sharing files from a Synced Library in File (Windows) Explorer

When you have synced a document library with your laptop from SharePoint it will appear in File Explorer.

From File Explorer you have the ability to share files and folders without the need to open Chrome and navigate to SharePoint Online when sharing a link.

Sharing files directly through Outlook

Outlook allows you to directly share files from multiple locations including SharePoint without having to navigate to the exact location.

When sharing files directly from Outlook from a SharePoint document library; you can:

  1. Share link

  2. Attach as copy

There are 5 permission options you can set when sharing a link:

  1. Anyone can view

  2. Organisation can edit

  3. Organisation can view

  4. Recipient can edit

  5. Recipient can view