Microsoft 365 Administration and App usage

540 NAVIGABLE POWER POINT SLIDES TO SUPPORT THE VIDEO LESSONS

Rich in screenshots and comments. Downloadable from section 1.

Navigable by click with convenient indexes for APP, sections, topics.

In each slide link to return to the topic, the section, the index of the APP, the general index.

View slide shows in the first lesson of the course in preview.

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SLIDE TOPICS

1. GET STARTED WITH MICROSOFT 365

A world of applications made to interact with each other with the sole purpose of increasing business productivity. More revenues for the same production factors used or the same revenues using a smaller quantity.

2. MICROSOFT 365. CREATION OF USERS, GUESTS, CONTACTS, GROUPS AND SHARED EMAIL ACCOUNTS

- the admin panel: access, active user list, Office 365 groups list, teams list in Teams active;

- creation of a user model;

- multiple addition of users;

- adding simple contacts;

- adding guests;

- creation of shared mailboxes.

3. MICROSOFT 365. THE SYSTEM OF FIRST-LEVEL PERMITS. ACCOUNT ADMINISTRATORS

- The macro categories of actions: creating, operating, sharing;

- The figure of the administrator;

- Criteria for assigning roles;

- The billing administrator;

- The administrator of Exchanche;

- The Fabric administrator;

- The Global Administrator;

- The group administrator;

- The technical support administrator;

- The license administrator;

- Message center administrators;

- Synchronization of the message center with Microsoft Planner;

- The administrator of the Office APPs;

- The Message Writer of the organization;

- The password administrator;

- The Power Platform administrator;

- The administrator who reads the reports;

- The service support administrator;

- The Share Point Administrator;

- The Teams Administrator;

- The administrator of users;

- The User Experience Success Manager.

4. USE MICROSOFT SHARE POINT

- Introduction to online Share Point;

- Integration of Share point with other Office 365 applications;

- Work with lists in Share Point;

- Work with documents from Share Point libraries reflected in One Drive;

- Features common to lists and libraries of documents in Share Point;

- The pages and web parts of the Share Point site;

- The permissions system on the Share Point site;

- Navigation and search in Share Point;

- Synchronization of Access course management software with Share Point lists;

- Creation of Power Automate workflows and alerts on Share Point lists;

- Data entry in Access course management software synchronized with Share Point.

5. WORK REMOTELY WITH EXCEL, WORD, POWER POINT, AND ACCESS. SMART WORKING

- Save Excel files in: One Drive Business, Share Point, Personal One Drive;

- Creation and management of workbooks in Excel;

- Sharing the Excel file in the Cloud to work on it together with several people;

- Work online with Word and PowerPoint files;

- Work online with Microsoft Access files.

6. WORKFLOWS with Power Automate. In the company, he does everything for us

7. MICROSOFT PLANNER. The perfect organization of work

- Planner and other Microsoft 365 APPs;

- What is Microsoft Planner;

-User interface;

- Opening and managing a plan.

8. OTHER COMPUTER UTILITIES ON THE WORK DESK

EXCEL - Protect all or part of the sheet with a Password;

WORD - Creation of a template with automatic table of contents for work documents;

WhatsApp WEB - Use WhatsApp quickly from desktop for work;

PostPickr - Publish the same post on multiple social networks at the same time and in a scheduled way;

PC DISK - Clean and defragment PC C disk to work quickly;

PayPal - receive payments with button from the site and / or link sent by Email.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, you'll learn about the Office 365 world of a set of applications designed for business productivity and organization.

The focus will essentially be on the connections that can be created between them so that they can give 100% of their potential.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Microsoft 365 is a comprehensive suite of applications designed to improve business productivity. It offers a wide range of tools that include email, calendar, word processing, spreadsheets, and presentation tools, all of which are cloud-based to facilitate real-time access and collaboration. With Microsoft 365, businesses can benefit from popular apps such as Word, Excel, and PowerPoint, which allow them to create, edit, and share documents and presentations efficiently. In addition, the suite includes apps like Teams and OneDrive, which improve collaboration between team members, regardless of their geographic location.

The platform also offers advanced security features to protect company data and ensure compliance with current regulations. Built-in intelligent tools, such as the AI assistant Copilot, are designed to optimize productivity, helping users perform complex tasks with greater ease. For example, Copilot can be used in Teams to facilitate project management, in Word to improve writing, in PowerPoint to create engaging presentations, and in Excel to analyze and visualize data more effectively.

Businesses can choose from a variety of subscription plans to find the solution that best suits their needs, with the option to try out some features for free. Microsoft 365 is therefore an ideal solution for small and medium-sized businesses looking to increase their productivity and grow securely in today's digital marketplace.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, you'll explore the Office 365 admin panel, which is the environment from which you manage every aspect of your account: users, groups, guests, shared mailboxes, subscriptions, permissions, admin roles, etc. Etc.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

Exercise

EXPLORE THE ADMIN PANEL

Find the entry message center where Microsoft announces news every day that it is about to come into operation.

TECHNICAL DESCRIPTION TOPIC

The Microsoft 365 admin panel is a powerful and versatile platform that gives IT admins the ability to effectively manage the applications, services, data, and users within the organization. Through an intuitive and customizable interface, administrators can access a wide range of tools that allow them to configure and monitor various aspects of Microsoft 365 services, thus ensuring simplified and optimized IT management. With features such as adding and managing users, resetting passwords, managing devices, and creating support requests, the admin panel is essential for maintaining day-to-day operational efficiency.

In addition, the admin interface is designed to adapt to the specific needs of each role within the company, offering specialized work environments that provide detailed analysis and operational advice based on urgent data. This data-driven approach helps administrators make informed decisions and implement preventive or corrective actions in a timely manner. The platform also includes interactive intelligence capabilities that guide administrators through the most critical operations, suggesting next actions to take to improve the experience for end users and the entire organization.

Another key aspect of the Microsoft 365 admin panel is its mobile accessibility. With the mobile admin app, administrators can manage settings and perform key tasks even when they're out of the office, ensuring uninterrupted business continuity. This flexibility is especially useful in hybrid or remote work scenarios, where the ability to respond quickly to unexpected situations is crucial.

Finally, the Microsoft 365 admin platform is supported by a wealth of resources, including technical documentation, end-user guides, a public roadmap of upcoming features, and an active technical community. These resources are designed to help administrators develop their skills, stay up-to-date on the latest news, and connect with other IT professionals. In this way, Microsoft 365 not only provides the tools needed for effective IT management, but also the support and training to ensure that administrators can make the most of the platform's potential.

The exercise is designed to familiarize the student with the Microsoft 365 admin panel, providing practical skills to navigate the various account management features. The student will learn how to manage users, set up groups, and analyze reports, thus gaining an initial understanding of how to administer a Microsoft 365 environment.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, you will learn how to logically build your Microsoft 365 account based on your business needs.

An aspect that should not be left to chance but which, at least in its essential points, must be carefully designed and then adjusted when it is actually used.

We will then walk through how to create users and user groups.

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EXERCISE

After thinking about what kind of structure you want to give your Office 365 account based on the type of organization you are dealing with:

- create 15 users;

- create 5 Office 365 groups (put yourself inside each of them);

- Open Outlook and check the list of groups you're a member of.

TECHNICAL DESCRIPTION TOPIC

Setting up a Microsoft 365 account for an organization requires a series of steps that ensure the security and efficiency of the digital workplace. Initially, it's critical to sign in to Microsoft 365 with your work or school account credentials.

Once you're logged in, you can customize settings, such as themes, notifications, password, and contact preferences, as well as set to dark mode for a comfortable viewing experience. It's also important to manage the organizations associated with your account, which you can view and edit in the My Account portal, where you can also review information for your home organization and review other organizations that you have access to.

For added security, we recommend that you set up the Microsoft Authenticator app, which facilitates two-factor authentication and helps protect your account from unauthorized access. In addition, you can manage connected devices, view recent sign-in activity, and manage security information through the My Account portal. If necessary, you can also change the organization associated with your account by selecting the desired organization from the organization switcher located at the top of the My Account portal page.

It's important to remember that if you leave an organization by mistake, you can't undo the action, and you'll need to wait for an invitation from your organization's administrator before you can rejoin. Therefore, it is important to proceed with caution when managing organizational associations. After you've configured your initial settings, you can take additional steps to optimize your use of Microsoft 365, such as managing your security info, auditing account sign-in activity, and setting up two-step verification methods for secure sign-in. With these tools and practices, Microsoft 365 becomes a robust and personalized digital workspace ready to support the communication and collaboration needs of a modern organization.

The exercise aims to guide the student in setting up the general architecture of a Microsoft 365 account for a production company. It focuses on the initial configuration, management of users and roles, security and organization of available resources. At the end of the activity, the student will be able to correctly configure a Microsoft 365 environment to meet business needs.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson you will be shown how to create a user model in terms of operational powers and licenses so that you can quickly recall the model when you go to enter another user of whom, at that point, only the personal data will be entered. Example: warehouse employees.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

Exercise

CREATE A USER MODEL BASED ON 1ST LEVEL EMPLOYEES

- not to grant any license;

- not to attribute any power of administration;

- Insert two new users based on the template you created.

TECHNICAL DESCRIPTION TOPIC

Creating a user template in an organization's Microsoft 365 account is a process that can greatly simplify user account administration, especially when you need to configure multiple users with similar settings.

This practice helps standardize settings for users who share common roles across your organization, ensuring consistency and saving valuable time.

To create a template, you can go to the 'Active users' section in the Microsoft 365 admin panel and select the 'User templates' option. From here, you can choose to add a new template using the drop-down list or save a new user's settings as a template after you finish creating it. Templates can include a variety of settings, such as domain name, password options, licensing and application choices, and user role.

However, it's important to note that some information, such as your first and last name, display name, and username, is specific to each user and won't be included in the template. Using an existing template to add a new user is just as simple: simply select the desired template from the drop-down list in the 'User Templates' section and proceed to add the user.

This approach not only streamlines the process of adding new users, but also ensures that all settings are properly applied in accordance with your organization's policies.

Additionally, template management is flexible, allowing admins to make changes to existing templates or create new ones as needed.

Creating and using user templates is therefore a powerful and versatile tool for system administrators who want to maintain efficiency and order when managing user accounts in Microsoft 365.

The goal of this exercise is to guide the student through the creation of a user template using the Microsoft 365 admin environment. The user template helps automate and standardize the setup of new accounts, simplifying the management process and reducing errors. During the exercise, the student will become familiar with the main tools and commands in the admin center and understand how to use them in a business context.

TECHNICAL DESCRIPTION TOPIC

In this lesson, you will learn how to onboard up to 249 users in a single operation for large enterprises.

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Exercise

ONBOARD TEN NEW USERS SIMULTANEOUSLY

TECHNICAL DESCRIPTION TOPIC

To add multiple users to an organization's Microsoft 365 account at once, you can use the Microsoft 365 admin center.

This process makes it easier to manage users, especially when dealing with large organizations with a large number of users.

Through the admin interface, you can select the "Add multiple users" option and proceed with the import via a CSV file. This file can be prepared in advance by entering the necessary data for each user, such as first name, last name, email address, and other relevant information.

Once the CSV file is uploaded, the system will automatically process the information and create user accounts, assigning the necessary licenses based on the needs of the organization.

It is important to note that the administrator performing this task must have the appropriate permissions, such as a global, license, or user administrator. In addition, users can be synchronized across multiple tenants within a multitenant organization, allowing for more seamless and integrated collaboration across different tenants.

The goal of this exercise is to learn and practice the process of efficiently and correctly adding multiple users within the Microsoft 365 administration environment. The exercise will provide a step-by-step guide to using the tools available in the platform and will provide an opportunity to reflect on what you have learned through self-assessment questions. Finally, you will be shown how to use these skills in a real business context.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, you will learn how to create simple contacts, which will be neither members nor guests of the account, but which can be used in email distribution lists, such as in the case of a corporate marketing campaign.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

Exercise

ADD TEN NEW CONTACTS (remember that they will be neither members nor guests, but can be used in distribution lists).

TECHNICAL DESCRIPTION TOPIC

To add contacts to an organization's Microsoft 365 account, you can use several features that are available in Outlook. Users can sort contacts by different criteria, such as first name, last name, company, or city, and can also add contacts to Favorites for faster access.

You can categorize your contacts by color, making it easy to find specific people. If your organization has set up a directory, users can view information about their colleagues without having to save them as contacts. However, if you want to add additional information such as notes or birthdays, you can save colleagues to your contacts.

This information will only be visible to the user who added it. To manage contacts effectively, Outlook provides the ability to create, view, and edit contacts and contact lists, as well as create groups for group-based collaboration.

Contact lists, sometimes called distribution lists, are useful for sending emails to a group of people, while groups provide a space for conversations, shared files, event planning, and more. For more details on how to manage contacts in Outlook, you can consult the guides provided by Microsoft Support.

The purpose of this exercise is to teach the student how to add contacts in the Microsoft 365 account administration environment. The activity will familiarize the student with the administration portal, understand the steps required to manage contacts, and optimize the configuration of the company account. By the end of the exercise, the student will have developed practical skills useful in managing company contacts.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, you'll learn how to create 365 organization guests, which are people who will have fewer operational powers than members.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

Exercise

ENTER 5 GUESTS

- attribute developer administration power to one of them;

- return to the list of members and assign one of them the role of Global Administrator administration.

TECHNICAL DESCRIPTION TOPIC

Adding guests to your organization's Microsoft 365 account is a process that allows members to collaborate effectively with people outside your organization.

This feature is especially useful when working with partners, vendors, or consultants who are not part of your internal business network.

To add guests, a group owner can invite them to join group conversations, access shared files, and join meetings. Guests can have any email address, whether it is business or personal. Once added, they will receive a welcome email and can participate in group activities.

It's important to note that, by default, guests will receive all group communications in their inbox and won't be able to unsubscribe while they're a member of the group. However, they can leave the group at any time through a link provided in all of the group's emails and calendar invitations.

Admins have the ability to manage guests and their access to Microsoft 365 resources through PowerShell.

In addition, you can add additional users and assign licenses through the Microsoft 365 admin center, following the instructions provided.

It is essential to ensure that the feature of adding new guest users is turned on in the security and privacy settings of the administrative account.

This process helps to ensure that collaboration with guests is secure and in accordance with the organization's policies.

The goal of this exercise is to learn how to add guest users within the Microsoft 365 administration environment. Guest users can be invited to collaborate on documents, attend meetings, or access specific company resources, while maintaining proper security management. This exercise will help the student become familiar with the process and understand the importance of properly configuring permissions.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, you will learn how to create shared mailboxes and the various operational roles, in terms of the ability to write to the outside world, that you can assign to the users or groups that will be part of them.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

Exercise

CREATION OF A TRANSVERSAL MAILBOX

Based on the members and guests you have entered, create a transversal box on a given topic (e.g. organization of the company recreational club).

TECHNICAL DESCRIPTION TOPIC

Creating shared mailboxes in a Microsoft 365 account can be a very useful operation for organizations that want to allow multiple users to access and manage a single mailbox, such as a customer support address or a front desk.

These mailboxes do not require a separate license until they exceed 50 GB of storage. To create a shared mailbox, you must sign in to the Microsoft 365 admin center with a global or Exchange administrator account.

Once you're logged in, you can proceed by selecting 'Groups' and then 'Shared Mailboxes' in the navigation pane, followed by 'Add a Shared Mailbox'. It's important to assign the appropriate permissions to users who need access, keeping in mind that only users within your organization can be authorized.

External users, such as those with Gmail accounts, cannot be added directly to shared inboxes, but you can opt for creating an Outlook group if necessary.

In addition, shared mailboxes can be managed and used through Outlook on the web or through the Outlook apps for iOS and Android, thus providing flexibility and accessibility to authorized users.

The goal of this exercise is to provide students with a hands-on guide to learn how to create shared email inboxes within the Microsoft 365 account administration environment. Shared inboxes allow multiple users to access and manage email from a single address, facilitating business collaboration in areas such as customer service, project management, or internal communication.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will frame the Office 365 administration system which provides precise and well-defined roles in order to ensure that all applications are used and content is seen only and only by those in the company who need to do so for work reasons.

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TECHNICAL DESCRIPTION TOPIC

The Microsoft 365 admin system is a crucial component for managing and securing an organization's IT infrastructure. Administrators are tasked with configuring, managing, and monitoring Microsoft 365 services, ensuring that users have access to the resources they need and that corporate data is protected. With different levels of administrative roles, from global administrators to specific roles such as Exchange or SharePoint administrators, each administrator has a defined set of permissions that allow them to perform specific tasks within the Microsoft 365 environment. These roles are designed to provide granular control over the IT environment, allowing administrators to perform operations without compromising security or data integrity.

Global admins, in particular, have the highest level of access and are responsible for managing your organization's entire Microsoft 365 environment. They can create and manage user accounts, assign licenses, configure security policies, and have the ability to access all data, including data in users' corporate OneDrives. It is important to note that while administrators can access user data, there are strict policies and audits in place to ensure that this access is used responsibly and only for legitimate IT management purposes.

Transparency and traceability are fundamental elements of the Microsoft 365 admin system. Users can verify who has access to their files through the audit logs available in the Microsoft 365 Security & Compliance Center. These logs provide detailed information about when and by whom files were accessed, giving users greater peace of mind about the security of their data.

In addition, Microsoft provides a number of tools and resources to help administrators effectively manage their Microsoft 365 environment. The Microsoft 365 admin center is intuitive and provides interactive intelligence that highlights urgent data and recommends next steps. Admins can also use the Microsoft 365 mobile admin app to manage settings and perform key tasks even when they're out of the office.

To further ensure security, Microsoft recommends that administrators use a separate user account for day-to-day use and an administrative account only when necessary for management tasks. This practice, known as the "principle of least privilege," helps reduce the risk of accidental or intentional exposure of administrative credentials.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, in order to the various applications, we will deal with the concept of creating an object, e.g. a Share Point site, operation, e.g. publishing a news post on the home page of the site, sharing, e.g. the post created on the home page.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Microsoft 365 provides a robust and versatile platform that enables users to create, operate, and share content across the organization.

With a Microsoft 365 Family subscription, you can share your subscription benefits with up to five other people, who can install Microsoft 365 apps on their devices and access 1 TB of personal OneDrive storage.

For businesses, quick setup for employees is essential to start working and being productive immediately, with guides that make it easy to sign in, install apps, set up Outlook and Teams, and transfer files to the cloud.

In addition, for organizations that operate across multiple tenants, Microsoft 365 allows users to be synchronized, making it easier to manage and collaborate across different domains.

Adding a new employee is a simple process that includes creating a Microsoft 365 account for the employee, assigning user IDs and passwords, and assisting them in starting their journey with Microsoft 365.

The goal of this exercise is to learn how to manage and customize the Microsoft 365 administrative environment and work effectively with integrated applications. The student will gain practical skills in creating new resources, configuring users, sharing documents, and collaborating within a business context. This exercise is a great way to understand how Microsoft 365 can be used to improve business efficiency and collaboration.

BRIEF DESCRIPTION OF THE TOPIC

We will first see the figure of the general administrator, who is the one who can do everything: even change the access password and close the account.

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TECHNICAL DESCRIPTION TOPIC

The administrator of a Microsoft 365 account plays a crucial role in the management and control of digital corporate assets. This position holds the responsibility of assigning and configuring access roles, ensuring that each user has the necessary permissions to perform their duties without compromising the security of corporate data. Admins have the power to manage Office 365 users, groups, subscriptions, and services, as well as set security and compliance policies. Additionally, they can perform critical tasks such as recovering compromised accounts, managing threat protection, and overseeing data migration and integration activities.

Administrator powers are divided into several roles, each with specific permissions to perform certain tasks within the Microsoft 365 environment. For example, the global administrator has full access to all services and settings, while other roles such as Exchange administrator or SharePoint administrator have permissions limited to their specific areas. This role segmentation allows for more secure and targeted management of resources, reducing the risk of errors or abuses of power.

To become an administrator, you must be assigned to that role by another administrator or through an administration acquisition procedure, in case there are no active administrators. This process requires you to verify your identity and confirm ownership of your corporate domain. Once you have admin rights, you can sign in to the Microsoft 365 admin center and start setting up your environment as needed by your organization.

It is important to note that due to the sensitive nature of the functions performed, administrators must follow strict security guidelines to protect the integrity of data and IT infrastructure. This includes practicing the principle of least privilege, ensuring that users have only the permissions that are strictly necessary for their activities, and implementing advanced security measures such as multi-factor authentication.

In summary, the administrator of a Microsoft 365 account plays a critical role in ensuring that an organization's IT infrastructure is secure, efficient, and aligned with business goals. Their expertise and ability to manage complex IT scenarios are essential to the successful adoption of Microsoft 365 and maintaining a productive and secure digital workplace.

The goal of this exercise is to help the student understand the role and responsibilities of the Microsoft 365 account owner. The concepts of account management, setting up permissions, monitoring activity, and using the integrated Microsoft 365 tools to ensure effective and secure operation in an enterprise context will be explored.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will deal with the techniques of evaluating the opportunity to give someone administrative powers , that is, the evaluation of the strict need to do so for work needs.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Assigning admin roles in Microsoft 365 is a crucial process that ensures security and operational efficiency within an organization.

Admin roles are categorized according to common business functions and provide specific permissions to manage various aspects of the Microsoft 365 service.

It's critical to follow security guidelines when assigning these roles to protect your organization's sensitive data.

For example, the Global Administrator role gives you unlimited control over your products and access to most data, so it should be assigned with caution.

Other roles, such as group administrator, allow you to manage group settings in the admin centers. To assign a role, you need to go to the Microsoft 365 admin center, select 'Users' and then 'Active users', choose the desired user and manage roles from there.

The exercise aims to guide the student in understanding and applying role assignment policies in the Microsoft 365 administration environment. Through a series of practical steps, the student will learn how to identify available roles, correctly assign them to users, and ensure security and efficiency in the management of company resources.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll look at those who need global access to most of the management features and data within their account.

They are different from the primary administrator, but they can:

- Reset passwords for all users;

- Add and manage domains;

- Unblock another global admin.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

The role of Global Administrator in a Microsoft 365 account is critical to the management and security of the entire digital workplace.

They have almost unlimited control over your organization's settings and much of your data. It is important to note that for security reasons, it is recommended to have 2 to 4 Global Administrators to avoid risks related to excessive access to corporate data and features.

Global Administrators can manage roles and permissions, set security policies, access all important data, and much more.

To become a Global Administrator, you must be assigned to this role through the Microsoft 365 admin center, where you can also manage other administrative roles such as Billing Admin, Exchange Admin, or User Management Admin.

Additionally, it's important to follow security guidelines when assigning roles, making sure to provide administrators with only the access they need to perform their specific functions.

The exercise aims to help students understand the role of the Global Administrator within a Microsoft SharePoint account. In particular, the activity focuses on how the Global Administrator can manage permissions and configurations that are crucial to ensuring the security and operability of the work environment. A case will be analyzed in which the Global Administrator must assign access rights and change sharing settings for a company team.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll look at those who need to access and manage the SharePoint Online admin interface, who can also:

- Create and delete sites;

- Manage site collections and SharePoint global settings.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

The SharePoint Administrator role in Microsoft 365 is critical to managing and organizing corporate content. Users assigned to this role have complete control over the SharePoint environment, allowing them to create and manage sites, assign site administrators, adjust sharing settings, and manage Microsoft 365 groups.

This includes the ability to create, delete, and restore groups, as well as change group owners. Global administrators can assign the SharePoint Administrator role, but they already have all the permissions associated with that role.

It's important to note that changes to user roles, such as access to the SharePoint admin center, can take up to an hour to take effect.

In addition, SharePoint admins don't automatically have access to every user's sites and OneDrive, but they can grant themselves access if needed.

The goal of this exercise is to deepen the understanding of the role of the SharePoint Administrator for a Microsoft 365 account and analyze the actions that this figure can perform to manage and administer a corporate SharePoint environment. The student will learn to perform common operations using the admin panel, setting permissions, configuring sites, and managing users.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll look at those who need to access and manage the Teams admin interface, who can also:

- Manage meetings;

- Manage conference bridges;

- Manage all organization-wide settings, including federation, Teams update, and Teams client settings.

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TECHNICAL DESCRIPTION TOPIC

Within Microsoft 365, the role of Teams Administrator is crucial for the management and coordination of Microsoft Teams, the collaboration platform that integrates chat, video conferencing, calls and document sharing.

This professional is responsible for configuring, managing, and monitoring the Teams environment, ensuring that features are optimized to meet the needs of the organization.

Primary responsibilities include managing the Teams service, creating and administering Microsoft 365 Groups, and controlling organization-wide settings, such as federation and updating teams.

To perform these tasks, the Teams Admin has access to advanced tools in the Microsoft Teams admin center and PowerShell, which allow detailed and personalized management of the service.

The goal of this exercise is to provide the student with a practical understanding of the powers of a Teams Administrator within a Microsoft 365 account. The exercise focuses on a specific management example, such as changing meeting settings in Teams, controlling access, and configuring policies to ensure safe and productive use of the platform.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll look at those who need to do the following for all users:

- Add users and groups;

- Assign licenses;

- Manage most user properties;

- Create and manage user views;

- Update password expiration policies;

- Manage service requests;

- Monitor the health of services.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

As part of a Microsoft 365 account, the role of the User Administrator is critical to managing resources and assigning permissions within your organization.

This figure is responsible for adding or removing users, configuring security settings, assigning licenses, and much more.

Administrator roles can be assigned to multiple users, thus ensuring that critical operations can be distributed among different managers. For example, you could assign a user the role of Password Administrator, which would allow them to help with password resets without granting them full access as a Global Administrator.

This helps reduce security risks by limiting the number of people with unrestricted access to the organization's sensitive data. Role management can be done through the Microsoft 365 admin center, where you can select 'Users' and then 'Active Users' and then proceed with role management.

This exercise aims to provide an understanding of the role of a user administrator in Microsoft 365, with a focus on the actions they can take to manage accounts, resolve issues, and optimize business productivity. The student will learn how to add new users, assign licenses, reset passwords, and manage groups.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll look at those who need to reset passwords for non-admin users and other password admins.

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TECHNICAL DESCRIPTION TOPIC

The password administrator in Microsoft 365 plays a crucial role in managing security and access to corporate accounts.

This figure is responsible for resetting passwords, configuring password expiration policies, and ensuring that users can recover access to their accounts securely.

It's important for the password administrator to be aware of security best practices, such as implementing multi-factor authentication and training users on how to create strong, unique passwords. In addition, the administrator can configure self-service password reset for users, allowing them to manage credential recovery themselves, thereby reducing administrative workload and improving operational efficiency.

Password management is accessible through the Microsoft 365 admin center, where you can follow specific steps for resetting user passwords or changing password policies. If you lose your login credentials, there are step-by-step procedures for recovering your username or password, thus ensuring that users can quickly restore access to their services.

The exercise aims to make the student understand the role and responsibilities of the password administrator in a Microsoft 365 account. Through a practical simulation, the participant will learn how to configure, manage and recover user passwords, ensuring security and efficiency in the corporate environment.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll look at those who need to do the following:

- Manage all administration features for Power Apps, Power Automate, Power BI, Microsoft Fabric;

- Create and manage service requests;

- Monitor the health of services.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Within Microsoft 365, the Power Platform Administrator plays a crucial role in managing and optimizing the use of business applications.

This professional is responsible for creating and managing user accounts, assigning the necessary licenses and configuring security parameters to ensure a safe work environment that complies with company policies.

In addition, the Power Platform Administrator must ensure that users have the appropriate permissions to access the various applications and services offered by the platform, such as Dynamics 365, Power BI, Power Apps, and Power Automate, thus facilitating collaboration and operational efficiency.

Managing Power Platform environments, including overseeing integrations with other Microsoft services and resolving any technical issues, is also his responsibility.

To effectively perform these functions, it is essential to have a solid understanding of the Microsoft ecosystem and its dynamics, as well as the specific technical skills for configuring and administering the platform.

The Power Platform Administrator is therefore a key figure for the success of an organization's digital initiatives, helping to maximize the value of the technological solutions adopted and to promote continuous innovation.

The goal of this exercise is to understand the role and powers of the Power Platform administrator within a Microsoft 365 account. The student will learn how to perform basic administrative operations, such as managing users, configuring environments, and applying security policies, using the Power Platform admin console.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see what SharePoint on line is, in short SharePoint, the Microsoft 365 tool that stimulates communication and digital collaboration between colleagues, allowing you to create sites and publish branded content, as well as being the control center from which to manage lists of files and user permissions.

It can also be used as a Web Database via the "list" functionality.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

SharePoint is a collaboration and content management platform developed by Microsoft, designed to facilitate the sharing and management of information within organizations.

It functions as a browser-based content management system that allows users to create websites for internal collaboration, business communication, and efficient document management.

SharePoint provides a secure environment where documents and files can be stored, organized, and shared, accessible from any device with a web browser.

Organizations can use SharePoint to configure intranet portals , extranets, and various other websites, thereby streamlining data management and improving operational efficiency.

In addition, SharePoint is integrated with the Microsoft Office package and supports advanced features such as document versioning, which allows you to track changes and manage different versions of the same document. SharePoint is available both as a Microsoft-hosted service in the cloud, known as SharePoint Online, and as an on-premises solution, with SharePoint Server.

This flexibility allows businesses to choose the configuration that best suits their specific needs, while ensuring compliance with security and privacy policies. SharePoint is widely used for its Enterprise Content Management (ECM) and Business Process Management (BPM) capabilities, and can be customized to support a wide range of enterprise use cases, from document management to project collaboration, internal communication, systems and process integration, and workflow automation.

With SharePoint, teams can start collaboration by signing in to Office 365 and using SharePoint entry points to tune into conversations and view up-to-date activity through the Newsfeed.

In summary, SharePoint serves as a centralized and secure platform that facilitates collaboration and content management, improving the productivity and efficiency of organizations.

The exercise aims to familiarize the student with the main features of Microsoft SharePoint, a powerful tool for business collaboration and content management. The student will learn to:

· Create and manage document sites and libraries.

· Upload, share, and sync files.

· Configure permissions and manage access to content.

· Use search functionality to find relevant information.

· Customize elements to maximize productivity.

The exercise is designed to simulate a business environment where SharePoint is used for cross-team collaboration and data centralization.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll cover the Home Page of the Share Point site, which provides the company and external visitors with organization-focused news, conversations, and updates, as well as easy access to important links and resources:

- data lists;

- document libraries;

-Subsites;

- system of authorizations and permits.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

The homepage of a SharePoint site is designed to be the central access point that provides an overview and quick access to the site's most important information and features.

Typically, it includes areas for company news, quick links to important documents or pages, and integrations with other Microsoft 365 applications such as Outlook and Teams.

Administrators can customize the homepage by using SharePoint Web Parts, which are modular components that add functionality to the site, such as lists, charts, or social feeds.

In addition, with site templates and site scripts, you can automate site creation with a variety of predefined actions, such as adding lists with specific content types, setting the site logo, registering an extension, or associating the site with a site hub.

DEEPENING

Introduction

SharePoint is a collaboration platform developed by Microsoft that enables organizations to manage content, information, and documents efficiently. The SharePoint Home Page is the primary access point for all users and provides an overview of available tasks, documents, and resources. In this document, we will explore the features and functionality of the SharePoint Home Page in detail.

Main Features of the Home Page

User interface

The SharePoint Home Page is designed to be intuitive and easy to use. The user interface is clean and well-organized, allowing users to quickly find the information they need. Key elements of the interface include the navigation bar, activity feed, quick links, and customizable content areas.

Navigation Bar

The navigation bar is one of the most important components of the Home Page. It allows users to quickly access different sections and features of SharePoint, such as sites, documents, applications, and settings. The navigation bar can be customized to include the links that are most relevant to your organization.

Activity Feed

The activity feed gives you a real-time overview of recent changes, new documents, and user activity. This tool is useful for keeping all team members up to date on developments and news within the organization.

Quick Links

Quick links are customizable shortcuts that give you quick access to frequently used documents, sites, or resources. Admins can configure these links to reflect the specific needs of the team or the entire organization.

Customizable Content Areas

The SharePoint home page provides several areas where users can add and organize content. These areas can include web parts for documents, calendars, task lists, announcements, and more. The flexibility of these areas allows you to create a Home Page tailored to the user's needs.

Customizing the Home Page

Themes and Layouts

Users can customize the look and feel of the Home Page by choosing from various themes and layouts available. You can change the colors, fonts, and overall style to align the page with your corporate brand style. In addition, layouts can be modified to optimize the organization of content according to the user's preferences.

Web Part

Web Parts are modular components that can be added to the Home Page to extend its functionality. Web Parts include lists of documents, charts, calendars, news feeds, and more. Users can add, edit, or remove Web Parts to create a home page that meets their specific needs.

Automation and Workflows

SharePoint supports integration with Microsoft Power Automate, allowing you to automate processes and workflows directly from the Home Page. Users can create workflows to automate repetitive tasks, send notifications, approve documents, and more, improving operational efficiency.

Content Management

Documents and Libraries

Document management is a central feature of SharePoint. Users can upload, organize, and share documents within libraries, which can be customized to reflect the structure of the organization. Libraries support versioning, metadata, and advanced security settings.

Search and Filters

SharePoint's search function is powerful and highly configurable, allowing users to quickly find documents and information. Filters can be applied to narrow search results based on specific criteria, such as modification date, author, or metadata.

Collaboration and Sharing

SharePoint facilitates collaboration between users thanks to its many document sharing and editing features. Users can work on the same documents at the same time, leave comments and feedback, and receive notifications about changes made. Sharing settings ensure that only authorized people can access sensitive content.

Conclusion

The SharePoint Home Page is a critical tool for any organization looking to improve content management and collaboration among team members. With its many features and customization options, SharePoint offers a flexible and powerful platform that can be tailored to the specific needs of any business. By making the most of the possibilities offered by SharePoint, organizations can increase efficiency, improve communication, and create a more cohesive and productive work environment.

The objective of this exercise is to familiarize the student with the home page of a corporate SharePoint site. Exploring the site will help you understand the main features and sections available, identify the layout, and effectively navigate through the available resources. The student will be guided through published content, document libraries, quick links, and interactive areas.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll show you how to create a team site to connect team members, or a communication site to reach more people in your company.

These are the two options that the application makes available to you with two different buttons at the time of creation.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Creating a SharePoint site can be a strategic endeavor for improving collaboration and communication within an organization.

SharePoint provides two main types of sites: the Team Site and the Communication Site.

The Team Site is ideal for workgroups that need a common place to collaborate on projects, share documents, and manage deadlines through shared calendars. This type of site facilitates active collaboration and team task management.

On the other hand, the Communication Site is designed to share information on a large scale within the company, communicate important initiatives, and publish news or updates. It is optimized for one-way communication to a wider audience, rather than interactive collaboration.

To create a SharePoint site, you can select the '+ Create Site' option on the SharePoint home page. From there, you specify whether you want to create a Team Site or a Communication Site and choose an appropriate template. After selecting the template, you enter the name of the site and, if necessary, add a description, set the site address, and select privacy settings. You can also select the default language of the site, and for team sites, you can create an associated Microsoft 365 group, which makes it easy to communicate via email with all team members.

After you create your site, you can further customize it by adding lists, document libraries, pages, and Web Parts to enrich the content and functionality of your site. Web Parts are modular components that can be used to add text, images, links, and other functionality to the page, making the site more interactive and useful to end users.

In conclusion, the choice between a Team Site and a Communication Site depends on the specific goals of the organization and the nature of the information to be shared. Both types of sites offer powerful tools for improving the efficiency and effectiveness of internal communication, but it's crucial to carefully consider which option best aligns with your company needs and culture. With the right planning and configuration, SharePoint can become a valuable asset for any team or organization.

DEEPENING

Creating a SharePoint site

Step-by-step guide

Introduction

Microsoft SharePoint is a versatile and powerful platform used for content management, collaboration, and information sharing in an organization. With SharePoint, you can create websites to share documents, manage projects, and facilitate communication between teams. This guide will provide a comprehensive overview of how to create a SharePoint site, from the basics down to the advanced features.

Step 1: Site Planning

Before you start building your site, it's essential to carefully plan the layout and features you want to include. Consider the following:

· Site objective: Clearly define the purpose of the site. Is it a project management site, a document repository, or a corporate intranet?

· Page structure: Plan the structure of the pages and sections of the site. Decide which main and sub-pages will be needed.

· Permissions and access: Determines who will have access to the site and what permissions will be assigned to different users and groups.

Step 2: Log in to SharePoint

To create a SharePoint site, you must have a Microsoft account and sign in to SharePoint Online through Microsoft 365. Here's how to log in:

· Open your browser and go to www.office.com.

· Sign in with your Microsoft account credentials.

· In the applications menu, select SharePoint.

Step 3: Site Creation

Once you're signed in to SharePoint, you can start creating your site by following these steps:

· Click the "Create Site" button on the SharePoint homepage.

· Select the type of site you want to create: Team Site or Communication Site. Team sites are ideal for internal collaboration, while communication sites are better suited for sharing information with a wide audience.

· Enter the name of the site and, optionally, a description.

· Specify the site's privacy settings: Public or Private.

· Click on "Next" and configure the users and groups that will have access to the site.

· Click "Finish" to complete the creation of the site.

Step 4: Customizing the Site

After you create your site, you can customize it to meet the specific needs of your organization. Here are some customization options:

· Adding Web Parts: Web Parts are add-ons that can be used to view different content, such as documents, calendars, lists, and much more.

· Creating pages: You can create new pages to better organize your information. Use different layouts and add web parts to make pages more dynamic.

· Document management: Organize documents into libraries and use versioning features to track changes.

· Setting permissions: Configure specific permissions for users and groups to control who can view and edit information on the site.

Step 5: Using the advanced features

SharePoint also offers a number of advanced features that can further improve productivity and collaboration:

· Microsoft Teams integration: Integrate SharePoint with Microsoft Teams for more effective real-time collaboration.

· Workflows: Automate repetitive tasks by creating custom workflows.

· Advanced search: Use SharePoint's powerful search feature to quickly find documents and information.

· Metadata management: Add metadata to documents for better organization and search.

Conclusion

Creating a SharePoint site can transform the way your organization manages information and collaborates. By following these steps, you'll be able to create a well-structured and functional site that meets the specific needs of your team. Experiment with different features and customizations to get the most out of your SharePoint experience.

The exercise aims to create a SharePoint site in practice. The student will learn how to use the tools provided by the platform to design and configure a functional, customizable company site that facilitates collaboration between team members. At the end of the exercise, the student will be able to structure and manage a SharePoint site to share documents, monitor activities and centralize information.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will deal with the user interface of the Share Point site, i.e. the system of commands that allow you to provide the company and external visitors with access to news, conversations and updates focused on the organization, as well as easy access to important links and resources.

- data lists;

- document libraries;

-Subsites;

- system of authorizations and permits.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

The user interface in SharePoint is a crucial element that allows users to interact effectively with the platform.

It includes all visual elements such as menus, navigation, and other interactive components that make SharePoint easy to use for content management and collaboration.

A notable feature of SharePoint is its multilingual user interface, which allows the interface to be displayed in different languages, making the platform accessible to a global audience.

Administrators can manage user profiles and customize properties through the SharePoint admin center, thereby optimizing the experience for each user.

In addition, you can add and remove admins for OneDrive, manage audiences, and disable OneDrive creation for some users, giving you granular control over your digital workplace.

For organizations that need custom user profile settings, SharePoint provides options to create and modify these properties, ensuring that information is managed securely and in compliance with company policies.

SharePoint 's flexibility and customization of the user interface make it a powerful tool for businesses looking to improve productivity and operational efficiency.

DEEPENING

The Microsoft SharePoint user interface

Introduction

Microsoft SharePoint is a collaboration platform that allows teams to manage documents, collaborate on projects, and share information efficiently. Its user interface is designed to be intuitive and easy to use, but it also offers a wide range of advanced features.

The Home Page

When you sign in to SharePoint, the first page you see is the home page of your site. This page provides an overview of available resources and recent updates. The main elements of the home page include:

· Navigation bar: Located at the top of the page, this bar gives you quick access to different sections of the site, such as Docs, News, Events, and more.

· Web Parts: These are modular components that can be added to the page to display different types of content, such as document lists, calendars, news feeds, and more.

· Search: A powerful search tool that allows you to find documents, people, and other information within the site.

The Navigation Bar

The SharePoint navigation bar is designed to make it easier to access different areas of the site. The main elements of the navigation bar include:

· Home: Returns to the main page of the site.

· Documents: Access the document library where you can create, upload, and manage files.

· News: View recent updates and news related to the site or team.

· Events: Shows the calendar of scheduled events and activities.

· Other: A drop-down menu that can include additional links to resources and additional sections of the site.

Document Management

One of the key features of SharePoint is document management. The document management interface includes:

· Upload: Allows you to upload files from your computer to the document library.

· Authoring: Allows you to create new documents directly within SharePoint using built-in applications such as Word, Excel, and PowerPoint.

· Organization: Users can organize documents into folders and use metadata to categorize and search files.

· Sharing: You can share documents with other users inside or outside your organization, setting specific permissions for each user.

· Versioning: SharePoint automatically saves previous versions of documents, allowing you to revert to older versions if necessary.

Collaboration and Communication

SharePoint facilitates collaboration and communication between team members through several features:

· Co-editing: Multiple users can work on the same document at the same time, viewing changes in real-time.

· Comments and Discussions: Users can leave comments on documents and participate in discussions directly within the SharePoint interface.

· Notifications: Users can receive notifications via email or within the application when there are important updates or changes in documents or tasks.

Personalization

SharePoint allows for a high level of customization to fit the specific needs of each organization. Users can:

· Edit the Home Page: Add or remove web parts, change the layout, and customize the content displayed.

· Create Sites and Subsites: Set up new sites and subsites to better organize your team's information and tasks.

· Set Permissions: Manage who can access which resources, defining specific permissions for users and groups.

· Use Templates: Apply pre-made templates to quickly create professional-looking pages and sites.

Integration with Other Tools

SharePoint integrates seamlessly with other Microsoft 365 tools, such as Teams, OneDrive, and Outlook, providing a unified work experience. Some examples of integrations include:

· Teams: Create and manage Teams channels directly from SharePoint, allowing for closer collaboration.

· OneDrive: Sync documents between SharePoint and OneDrive for offline access and simplified management of personal and shared files.

· Outlook: Integrate your SharePoint calendar with Outlook to view events and tasks in one place.

Conclusion

The Microsoft SharePoint user interface is designed to be intuitive and versatile, adapting to the needs of different organizations. With its powerful document management, collaboration, and customization features, SharePoint is an essential tool for improving team efficiency and productivity.

The exercise is designed to introduce the student to the core features of the Microsoft SharePoint user interface. The aim is to familiarize yourself with the commands and options available for managing sites, documents and company resources, simulating real activities. At the end of the exercise, the student will be able to navigate and use SharePoint effectively and understand its practical application in a business context.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll show you how to install and use the SharePoint mobile app for iOS and Android to access important news, sites, and links from your team wherever you are.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

SharePoint Mobile is an application developed by Microsoft that allows users to access and interact with the content of SharePoint sites directly from their mobile devices, such as smartphones and tablets.

This app is designed to provide greater flexibility and connectivity, allowing users to work with shared documents, collaborate with colleagues, and stay up-to-date with the organization's activities even when they're on the go.

With intuitive features, SharePoint Mobile makes it easy to navigate between corporate sites, manage content, and communicate within the corporate network. The app supports both iOS and Android devices and integrates seamlessly with SharePoint Online and Microsoft 365, providing a consistent and secure user experience.

In addition, SharePoint Mobile is designed to be accessible and easy to use, with a user interface that mirrors that of the desktop version of SharePoint, but optimized for use on smaller screens.

DEEPENING

Get started with SharePoint Mobile

What it is and how to use it

SharePoint Mobile is an application that allows users to access their corporate and personal SharePoint sites directly from mobile devices. This app is designed to make it easy to collaborate and manage content wherever you are, offering a range of features that make information sharing and communication more efficient.

What is SharePoint Mobile

SharePoint Mobile is the mobile version of Microsoft's SharePoint platform, used for managing and sharing documents, collaborating on projects, and creating corporate intranets. The app is available for both iOS and Android devices and allows you to access SharePoint content anytime and from anywhere, as long as you have an internet connection.

Key features

· Site Access: Allows you to browse and manage corporate and personal SharePoint sites.

· Document View: Open and view Word, Excel, PowerPoint, and PDF documents.

· Collaboration: Facilitates real-time collaboration on documents with the ability to edit and comment on them.

· Search: Offers powerful search tools to quickly find documents, sites, and people.

· Notifications: Receive notifications for updates on relevant content and activity.

How to use SharePoint Mobile

To get started with SharePoint Mobile, follow these simple steps:

1. Download and Install the App

The SharePoint Mobile app is available for free on the App Store for iOS devices and the Google Play Store for Android devices. Search for "SharePoint" and download the app on your device.

2. Log in with Your Credentials

Once installed, open the app and sign in using your Microsoft account or organization credentials. If you don't have an account, you may need to contact your company's IT admin to get one.

3. Browse Sites

After you sign in, you'll see an overview of your SharePoint sites. You can browse your work and personal sites, access documents, and view recent activity.

4. View and Edit Documents

Tap a document to open and view it. You can also edit it directly from the app if you have the necessary permissions. SharePoint Mobile supports editing Word, Excel, and PowerPoint documents.

5. Collaborate with Your Team

Use collaboration features to comment on documents, share ideas, and work together with your colleagues in real time. You can also receive notifications when there are updates on important files and projects.

6. Use Search

If you need to quickly find a document, site, or person, use the search bar within the app. SharePoint Mobile offers advanced search that makes it easy to find what you need.

7. Customize Settings

Access the app's settings to customize notifications and other preferences to suit your needs.

Conclusion

SharePoint Mobile is a powerful tool for those who need to access and manage SharePoint content on the go. With its intuitive interface and advanced features, it facilitates collaboration and productivity, making it possible to work from anywhere, at any time. Download the app today and see how SharePoint Mobile can improve the way you work.

The goal of this exercise is to familiarize yourself with the SharePoint Mobile application, learning how to navigate sites, access shared files, collaborate with your team, and manage content through mobile devices. This exercise will guide you step-by-step through the main features of SharePoint Mobile, allowing you to acquire skills useful in different business contexts.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll look at what a list is, or rather a collection of data that you can share with team members and people who have been given access. There are a number of ready-to-use list templates available that provide a good starting point for organization.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

SharePoint lists are collections of structured data that play a crucial role within the SharePoint ecosystem. These lists allow users to organize, store, and retrieve information efficiently.

Basically, every piece of content within a SharePoint site is part of a list, which can vary in type and structure, thus allowing the creation of customized solutions for viewing and managing data.

You can add documents to favorites, reorder and resize columns, as well as create custom views through filters and groupings.

In addition, Microsoft Lists, a new application integrated into Microsoft 365, extends the capabilities of SharePoint Lists, making them accessible from multiple entry points and facilitating collaboration and data sharing within teams, especially through integration with Microsoft Teams.

DEEPENING

SharePoint lists: What they are and what they are used for

Introduction

SharePoint, a collaboration platform developed by Microsoft, is widely used in organizations for document management, information sharing, and cross-team collaboration. One of the fundamental tools offered by SharePoint is lists, which play a crucial role in managing and organizing data.

What are SharePoint Lists

SharePoint lists are collections of information that can be shared and managed within a SharePoint site. They are similar to databases or spreadsheets, but with advanced features that make it easier to collaborate and manage data. Each list is made up of elements (or records) and columns (or fields) that define the types of data that can be stored.

Types of lists

SharePoint offers several types of predefined lists, each with specific functionality to meet different organizational needs. Some examples include:

· Contact Lists: Used to manage contact information such as names, phone numbers, and email addresses.

· Announcement lists: Used to post news and updates within the SharePoint site.

· Task Lists: Used to track tasks and project deadlines.

· Custom lists: Create from scratch to meet specific requirements, with customizable columns.

What are SharePoint lists used for?

SharePoint lists offer a number of benefits and features that help organizations manage and organize information effectively. Here are some of the top applications of SharePoint lists:

Data management

Lists allow you to collect, store, and manage structured data in an easily accessible and organized format. This is especially useful for managing large volumes of information, such as inventories, contact lists, and event registrations.

Cooperation

SharePoint lists make it easier for team members to collaborate by allowing multiple users to add, edit, and view data in real time. Permissions can be configured to ensure that only the appropriate users have access to certain information.

Process automation

With SharePoint lists, you can automate various business processes using workflows and other built-in features. For example, you can create workflows for document approvals, deadline notifications, or automatic status updates.

Integration with other applications

SharePoint lists can be integrated with other Microsoft applications, such as Excel, Outlook, and Power BI, to further improve data management and productivity. For example, list data can be exported to Excel for in-depth analysis or visualized in Power BI for advanced reporting.

Monitoring and reporting

Lists offer tracking and reporting tools that help you track the status of your projects, tasks, and resources. You can create custom views and reports to visualize data in specific ways and gain valuable insights for decision-making.

Conclusion

SharePoint lists are a powerful and versatile tool for data management and collaboration within organizations. They offer a wide range of features that make it easier to collect, organize, and share information, improving team efficiency and productivity. By leveraging the power of SharePoint lists, businesses can streamline their processes and achieve their goals more effectively.

The exercise aims to introduce students to the use of data lists in Microsoft SharePoint as a tool to organize, share and collaborate on information within an organization. During the activity, students will learn how to create a custom list, configure columns, enter data, and manage information.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll show you how to create a Share Point list from scratch.

In a subsequent lesson we will deal with the structure, i.e. the creation of fields based on the data we want to enter.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

To create a list in SharePoint, you can start from a template, Excel file, or from scratch. If you're using Microsoft Teams, you can also start there.

To access the Lists app in Microsoft 365, select the app launcher at the top of any page, select 'All apps', and then 'Lists'.

On the SharePoint site home page or the 'Site Contents' page, select '+ New List'.

On the 'Create a list' page, choose from the available options: 'Empty list', 'From Excel', or 'From existing list'. If you choose 'Empty List', you can add a name, an optional description, and decide whether to display the list in the left navigation pane of the site.

If you opt for 'From Excel', you can create a list based on an Excel spreadsheet.

If you choose 'From existing list', you can save time by creating a new list based on columns from another list, without including data from the original list.

Once you have selected the desired options, select 'Create'.

Once the list is open, you can add items by selecting '+ New' or change the grid view to add information freely. To add different types of information, select '+ Add column'.

DEEPENING

Create a list in SharePoint

Introduction

SharePoint is a collaboration platform developed by Microsoft that allows you to create, manage, and share content and information effectively. One of the key features of SharePoint is the ability to create lists, which allow you to organize and manage structured data. In this guide, we'll explore step-by-step how to create a list in SharePoint.

Step 1: Log in to SharePoint

To get started, you need to sign in to your SharePoint site. Follow these steps:

· Open your preferred web browser and go to your organization's SharePoint site.

· Sign in with your Microsoft 365 credentials.

· Once you're signed in, you'll be redirected to the SharePoint site's home page.

Step 2: Navigate to the Lists section

Now that you are on the SharePoint home page, you need to navigate to the section where you can create new lists. Here's how to do it:

· In the menu on the left, search for and click on "Site Content" or "Site Settings," depending on your site configuration.

· Within the Site Content section, you'll see a variety of options for creating different types of content. Search and click on "New" and then select "List" from the drop-down menu.

Step 3: Create a new List

Once you've selected the option to create a new list, you'll be guided through a series of steps to set up your list:

· List name: Enter a descriptive name for your list. This will be the title that users will see.

· Description: Provide a brief description of the list, explaining what it is for and what data it will contain.

· Navigation settings: Decide if you want the list to appear in the site's quick navigation menu.

· Click on "Create": Once you have entered all the necessary information, click on the "Create" button to generate your new list.

Step 4: Configure List Columns

After you create the list, it is important to configure the columns to define the types of data that will be stored. Columns act as fields for your data, similar to columns in a spreadsheet:

· Add Columns: In the list view, click "Add Column" to start creating new columns. You can choose from different data types, such as text, number, choice, date and time, yes/no, and many more.

· Configure column settings: For each column, enter a descriptive name and select the data type. You can also set additional options such as defaults, required requirements, and data validations.

· Repeat the process: Continue adding and configuring columns until you've created all the columns you need for your list.

Step 5: Adding Items to the List

Now that the list has been created and configured, it's time to start adding data. Here's how to do it:

· New Item: In the list view, click "New" to add a new item.

· Enter the data: Fill out the form with the required data for each column. Be sure to follow any validation rules you set when configuring columns.

· Save the item: Once you've entered all the details, click "Save" to add the item to the list.

Step 6: Manage the List

Once you've populated the list with data, there are several management operations you can perform:

· Edit Elements: To edit an existing element, select the element and click on "Edit". Make the necessary changes and save the updated item.

· Delete Items: To delete an item, select it and click "Delete." Confirm the deletion when prompted.

· Custom Views: Create custom views to filter and sort data in specific ways. Click on "Create view" and follow the prompts to set up the new view.

· Data export: You can export the list data to Excel or other formats for further analysis and reporting. Click on "Export" and select the desired format.

Conclusion

Creating a list in SharePoint is a simple and straightforward process that can greatly improve the organization and management of data in your organization. By following this step-by-step guide, you'll be able to create and configure effective lists, add and manage items, and make the most of SharePoint's powerful features. Whether you're working on a small project or managing a large team, SharePoint lists offer the flexibility and versatility you need.

In this exercise, you'll learn how to create a SharePoint list dedicated to recording vendor data. This list should have at least 5 fields (or columns) with data types appropriate to the required information. For example: vendor name, address, phone number, email address, and vendor category. The goal is to master the creation, customization, and use of a list in a SharePoint environment.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll see how to create a new row of data or modify it.

We will also see how to reach the list of pages of the site and access them in editing.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

To edit lists and pages on a SharePoint site, you must have the appropriate permissions, such as site owner or SharePoint administrator.

For modern pages, you can navigate to the desired site, select "+ New" and then "Page" to add a new page, or select "Edit" on an existing page to make changes.

You can customize pages by adding and configuring Web Parts, changing the layout, and inserting multimedia.

For lists, you can modify the structure by adding, removing, or modifying columns, as well as customizing views and forms.

In addition, SharePoint provides the ability to change the look and feel of the site, customizing the theme, header, and navigation structure to better reflect your organization's brand.

For classic pages, you'll go to the "Pages" tab and select the page you want to edit, then use the "Edit" button to open the page editor.

You can also set a different page as the home page of your SharePoint site through the site settings.

DEEPENING

Edit Lists and Pages on SharePoint

Introduction

SharePoint is a collaboration platform developed by Microsoft, designed to help organizations manage documents, content, and business processes. One of its key features is the ability to create and edit lists and pages. This guide will walk you through how to do these things effectively.

At. Editing Lists

Creating a New List

1. Go to the SharePoint site where you want to create the list.

2. In the left navigation menu, click Site Content.

3. Click New and select List.

4. Enter a name for the list and, if necessary, a description.

5. Click Create to complete the list creation.

Editing an Existing List

1. Log in to the SharePoint site and navigate to the list you want to edit.

2. Click Settings (the gear icon in the top right) and select List Settings.

3. On the left menu, you can edit columns, add new columns, change views, etc.

Add or Remove Columns

1. Within the list, click Add Column to add a new column.

2. Select the type of column you want to add (text, number, date, etc.) and fill in the details.

3. To remove a column, go to Listing Settings, select the column you want to remove, and click Delete.

B. Editing Pages

Creating a New Page

1. Log in to the SharePoint site where you want to create the page.

2. In the left navigation menu, click Site Pages.

3. Click New and select Page.

4. Enter a title for the page and, if necessary, a description.

5. Click Create to finish creating the page.

Editing an Existing Page

1. Log in to the SharePoint site and navigate to the page you want to edit.

2. Click Edit in the top right to enter edit mode.

3. Make the necessary changes using the text editor and available tools.

4. Click Save or Publish to make your changes visible to all users.

Customize the Layout

1. When you are in edit mode, you can add web parts to customize the layout of the page.

2. Click Add a new web part and select the type of content you want to add (text, images, videos, etc.).

3. Place web parts in the page layout as per your need.

C. Conclusion

Editing lists and pages on SharePoint is a relatively simple process, but one that requires attention to detail to ensure that the information is organized and easily accessible. By following the steps outlined in this guide, you'll be able to effectively manage the content on your SharePoint site.

In this exercise, the student will learn how to effectively edit, manage, and organize a list of data related to the anagrafica of suppliers. This includes adding new suppliers, updating existing information, removing outdated data, and using filters to extract specific information. The objective is to develop practical skills in database manipulation in administrative and commercial contexts.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll learn how to use the Quick Row Editing feature in a SharePoint list and how attachments can also be inserted into them.

With regard to the latter, incidentally introducing the concept of document library, we will focus on avoiding abuses of the use of attachments in lists that do not offer, unlike libraries, the opportunity to be able to add metadata, i.e. fields to enter information that further characterizes them (e.g. paid/unpaid in order to an invoice).

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

To quickly edit a SharePoint list and manage attachments, you can use the grid view, formerly known as "Quick Edit."

This feature allows you to add, edit, or delete multiple items at once, similar to working in a spreadsheet.

To add an item, simply select the cell and enter the desired information. To attach a file, you can use the attachment option in the list item to upload relevant documents.

It's important to note that to perform these operations, you need edit permissions. If you do not have these permissions, you will need to contact your SharePoint administrator.

Additionally, you can modify the list settings to better suit your needs, such as changing the order of the columns or adding new columns.

DEEPENING

Introduction

SharePoint is a powerful tool for managing business information. An essential component of SharePoint is the ability to create and edit lists, which allow you to organize and share data in a structured way.

Steps to Edit a SharePoint List

1. Sign in to SharePoint

· Open your web browser and log in to your company's SharePoint site.

· Enter your credentials to log in.

2. Navigate to the List

· Click on the navigation menu to find the list you want to edit.

· If the list is not immediately visible, use the search bar to find it.

3. Enter Edit Mode

· Once the list is open, click on the "Edit" button at the top right of the page.

· This will allow you to edit the list items directly in the current view.

4. Editing List Items

· To edit an entry, click on the corresponding cell and enter the new information.

· Use the arrows on your keyboard to navigate through the cells or use the mouse to select the next cell.

5. Save Your Changes

· After completing your changes, click "Save" at the top of the page to confirm your changes.

· Make sure all changes are correct before saving, as the changes will be applied immediately.

6. Add or Remove Entries

· To add a new entry, click on "New" and enter the required data.

· To remove an existing entry, select the entry and click "Delete".

Useful Tips

· Use the filter function to quickly find entries that need editing.

· If you're making a lot of edits, consider using the "Datasheet" mode for more efficient editing.

· Make sure you have the necessary permissions to edit the list.

Conclusion

Editing a SharePoint list is a simple process that can greatly improve the organization and management of business data. By following these steps, you can make quick and effective changes to your lists.

The goal of this exercise is to gain a thorough understanding of how and what opportunities SharePoint offers for adding, managing, and using attachments in a data list. Students will learn how to integrate attachments, manipulate them effectively, and leverage their features in team collaboration and project management.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see what a Share Point library is, i.e. a list in which the objects are not a set of data that refer to a concept (supplier's personal data) as for lists, but files that can then be specified with metadata, which is not possible if they are attachments of a list, which can be done.

TECHNICAL DESCRIPTION TOPIC

A library in SharePoint is a critical place for storing, organizing, and sharing documents within an organization.

It functions as a centralized repository that can be easily accessed by team members or external collaborators, allowing them to find, use, and collaborate on documents in real-time.

SharePoint libraries are particularly useful for managing document workflows, maintaining file versioning, and ensuring that everyone has access to the most up-to-date versions of documents.

In addition, libraries can be customized with different views, columns, and security settings to fit the specific needs of a team or project.

DEEPENING

Document libraries in SharePoint

Introduction

SharePoint is a collaboration platform developed by Microsoft, used for managing and sharing documents within an organization. One of the most powerful features of SharePoint is its ability to create and manage document libraries, which allow users to store, organize, and share files securely and efficiently.

What is a document library?

A document library in SharePoint is a library of files that can be shared with team members or the entire organization. Document libraries are designed to facilitate collaboration by allowing users to work on the same documents at the same time, track changes, and maintain a single, up-to-date version of the file.

Key features of document libraries

· Versioning: SharePoint allows you to manage different versions of a document, allowing users to save, retrieve, and compare changes made over time.

· Permissions and security: Administrators can define document access permissions, ensuring that only authorized people can view or edit files.

· Checkout and check-in: Users can checkout documents to edit them without other users making changes at the same time. Once the editing is complete, the document can be checked back into the library.

· Metadata: Document libraries support the use of metadata to categorize and organize files. Metadata is additional information such as author, date of creation, category, etc.

· Advanced search: SharePoint provides powerful search capabilities that allow users to quickly find the documents they need by using keywords, phrases, or metadata-based filters.

· Office integration: Document libraries are tightly integrated with Microsoft Office, allowing users to edit documents directly in Office applications such as Word, Excel, and PowerPoint.

Create a document library

Creating a document library in SharePoint is a simple and intuitive process:

1. Log in to the SharePoint site where you want to create the library.

2. Click on "Site Content" in the navigation menu.

3. Select "New" and then "Document Library".

4. Enter a name for the library and, if necessary, a description.

5. Configure advanced settings such as versioning and permissions.

6. Click "Create" to complete the process.

Managing documents in a library

Once the document library is created, users can start uploading, creating, and managing files. Here are some of the most common operations:

· Upload documents: Users can upload files from their local drive or other external sources directly to the document library.

· Create new documents: You can create new Office documents directly within the document library using Microsoft Office online applications.

· Edit documents: Users can open and edit documents by using Office Online applications or desktop versions of Office. All changes are automatically saved to the document library.

· Organize documents: Users can create folders and subfolders to organize documents in a logical and intuitive way. Additionally, they can use metadata to classify documents and make it easier to find.

· Collaborate on documents: SharePoint supports simultaneous collaboration on documents, allowing multiple users to work together in real time. Users can comment and review documents, facilitating the review and approval process.

Customize a document library

SharePoint provides several customization options to tailor document libraries to your organization's unique needs:

· Custom views: Users can create custom views to show only documents that meet certain criteria. For example, you can create a view that shows only documents created in the last month.

· Workflows: SharePoint supports the automation of business processes through workflows. You can create workflows to approve documents, send notifications, or perform other automated actions.

· Document templates: Users can create standardized document templates to ensure that all documents created in the library follow a consistent format.

· Extensions and integrations: SharePoint can be extended and integrated with other applications and services through the available APIs and connectors. This allows you to add custom functionality or integrate the document library with other business tools.

Conclusion

Document libraries in SharePoint are a critical tool for efficiently managing documents within an organization. With their powerful features and customizability, document libraries help you improve collaboration, increase productivity, and ensure document security and integrity. By using SharePoint document libraries, organizations can streamline their business processes and facilitate information sharing among team members.

The goal of this exercise is to learn how to create, manage, and use document libraries in SharePoint. A document library is a container that allows users to store, organize, and share files and documents within a collaborative environment. The exercise will guide the student through basic operations, providing the skills needed to work effectively with SharePoint in a business context.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will proceed to create a document library (brief illustration in the description of the previous lesson) and to insert files into it.

TECHNICAL DESCRIPTION TOPIC

Creating a document library in SharePoint and inserting content are critical processes for effectively managing information within an organization.

SharePoint provides a robust platform for storing, organizing, and sharing documents, making it easy for team members to collaborate.

To get started, you need to sign in to the SharePoint team site and select the 'New' option from the menu bar to create a new document library.

After entering a name for the collection, you proceed to select 'Create' to establish the collection within the site. Once created, you can upload the documents you want, either individually or in batches, and organize them into folders for easy navigation.

You can also configure versioning to track changes and ensure that only the latest versions of documents are accessible.

In addition, SharePoint allows you to set specific permissions to control who can view or edit documents in the library, thus ensuring the security of sensitive information.

DEEPENING

Create a SharePoint document library and insert content

Introduction

SharePoint is a powerful tool for document management and team collaboration. This guide will show you how to create a document library on SharePoint and how to insert content into it.

1. Create a document library

Step 1: Log in to SharePoint

To get started, sign in to your SharePoint account through your web browser. Make sure you have the necessary permissions to create a new document library.

Step 2: Navigating the Site

Sign in to the SharePoint site where you want to create the document library. This can be a team site, a project site, or any other SharePoint site.

Step 3: Create the collection

· Click the "New" button in the toolbar.

· Select "Document Library" from the drop-down menu.

· Enter a name for your new document library in the dialog box that appears. You can also add a description and configure other options, such as navigation settings and permissions.

· Click "Create" to finalize the creation of the collection.

2. Inserting content

Step 1: Upload files

Once the document library is created, you can start uploading files.

· Click the "Upload" button in the toolbar.

· Select "File" or "Folder" from the drop-down menu, depending on what you want to upload.

· Choose the files or folders from your computer and click "Open" to start the upload.

Step 2: Create new documents

In addition to uploading existing files, you can also create new documents directly in SharePoint.

· Click the "New" button in the toolbar.

· Select the type of document you want to create (e.g., Word document, Excel spreadsheet, PowerPoint presentation, etc.).

· The new document will open in an online editing window. When you're done editing, save and close the document. It will be automatically saved to the document library.

Step 3: Organize your content

To keep your document library organized, you can create folders, add metadata, and apply labels to your files.

· To create a folder, click on the "New" button and select "Folder".

· Name the folder and click "Create".

· You can move files to the folder by dragging and dropping them, or by using the move options in the context menu.

Conclusion

Creating a document library on SharePoint and inserting content is a simple process that can significantly improve collaboration and document management in your team. By following the steps outlined in this guide, you'll be able to make the most of SharePoint features and keep your work environment organized and efficient.

The objective of this exercise is to learn how to create a document library in SharePoint dedicated to managing vendor quotes. This feature will allow you to store, organize and retrieve all quotes in a centralized and structured way, improving efficiency and collaboration within the company.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see the process of creating and saving the Excel file online, analyzing all the possible ones: One Drive for Business, Personal One Drive, Share Point.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

To organize the view of documents in a SharePoint library, you can create custom views that meet your document access and management needs.

SharePoint provides several options for customizing these views, such as selecting which columns to show, sorting and filtering content, and the ability to group items based on certain criteria.

For example, you can create a view that shows only the most recent documents or those that require immediate action. In addition, SharePoint allows you to set a default view, which will be the one that appears first when users access the library.

The objective of this exercise is to learn how to organize and customize the display of documents in a SharePoint library. The student will deepen the configuration of columns, filters and views to optimize document management, improving their availability and usability.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to add metadata to documents inserted in a library, i.e. data that go beyond the main data of the list which is the files (main file: INVOICE - Metadata: paid/unpaid, due date field, etc.).

TECHNICAL DESCRIPTION TOPIC

To add metadata to documents in a SharePoint library, it's essential to understand the concept of managed metadata, which is information about information, such as the title or author of a book.

In SharePoint, metadata can be centrally organized to make it easier to find what you want. A taxonomy is a formal classification system that groups words, labels, and terms that describe something and organizes them into groups within a hierarchy, while a folksonomy is an informal classification system that evolves with the collaboration of users.

Term sets are groups of related terms that can have a different scope depending on their creation. SharePoint supports a range of metadata approaches, from formal taxonomies to user-driven folksonomies, allowing you to implement formal taxonomies through managed terms and term sets, and use business keywords to tag content.

To add custom metadata, you can create columns in your document library that reflect information that is relevant to your organization and help users find the documents they need. It's important to balance the amount of metadata required so as not to overwhelm users and to prevent fields from being filled with insignificant information.

DEEPENING

Add Metadata to Documents in a SharePoint Library

Introduction

Document management is a crucial aspect for any organization. SharePoint is a powerful platform that offers advanced tools for organizing and managing documents. One of the most useful tools is the use of metadata, which allows you to classify, sort, and search documents more efficiently.

What is a metadata?

A metadata is a piece of data that provides information about other data. In the context of documents, metadata can include information such as the title, author, creation date, keywords, and other properties specific to the document. The use of metadata makes it easier to search and manage documents, improving the efficiency of the entire system.

Benefits of metadata in SharePoint

· Greater organization: Metadata allows you to categorize documents in a clear and structured way.

· More efficient search: With metadata, you can quickly find relevant documents using specific filters and keywords.

· Better management: Metadata allows you to easily track and monitor documents, improving overall management.

Steps to add metadata to documents in a SharePoint library

1. Create metadata columns

To get started, you need to create metadata columns in your document library. Here's how to do it:

1. Access the document library in SharePoint.

2. Click "Settings" in the toolbar.

3. Select "Library Settings".

4. Under "Columns," click "Create Column."

5. Specify the column name and type, and then click "OK".

2. Apply metadata to documents

Once the columns are created, you can apply metadata to existing or new documents. Here are the steps:

1. Select the document or documents to which you want to add metadata.

2. Click "About" on the right panel.

3. Enter the metadata values in the columns you created.

4. Save your changes.

3. Use metadata for search and filtering

With metadata applied, you can use SharePoint's search and filter capabilities to find documents more efficiently:

1. Access the document library.

2. Use the search bar to search for specific metadata keywords.

3. Apply filters from column headers to refine your search.

4. Automate metadata enforcement

To make the process even more efficient, you can automate the application of metadata using SharePoint workflows:

1. Log in to "Power Automate" (formerly known as Flow).

2. Create a new workflow.

3. Set conditions and actions to automatically apply metadata to uploaded documents.

Best Practices for the use of Metadata

· Clearly define metadata: Ensure that metadata is relevant and useful for organizing documents.

· Standardize values: Use standardized values for metadata (for example, drop-down lists) to maintain consistency.

· Train staff: Provide training to users on how to apply and use metadata.

· Review and update periodically: Regularly review the effectiveness of the metadata and make updates as necessary.

Conclusions

Adding metadata to documents in a SharePoint library is a powerful strategy for improving document workflow management and efficiency. By following the steps and best practices outlined in this guide, organizations can take full advantage of the use of metadata, ensuring more organized and easily accessible document management. In an increasingly digital and data-driven business world, the effective use of metadata can be a key determinant of operational success.

The objective of this exercise is to learn how to manage a SharePoint library of vendor quotes, using metadata to organize and categorize documents efficiently. Metadata allows you to add structured information to your files, making it easier to find, group, and analyze information. The exercise focuses on creating custom columns for metadata and applying that information to the documents in the library.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to synchronize a Share Point document library, i.e. a list of files with metadata, on our PC through One Drive.

Operation with which the files will also be accessible from the desktop and from there, synchronously with the Share Point and One Drive environments, it will be possible to create other files, folders and subfolders within the synchronized environment.

TECHNICAL DESCRIPTION TOPIC

To sync a SharePoint document library on your PC with OneDrive, there are a few steps you need to follow. Initially, make sure that you have OneDrive for Business installed on your PC.

Next, access the SharePoint site through a browser and navigate to the library of documents you want to sync. Here, you should find the "Sync" option in the toolbar.

By clicking on it, if your browser asks for permission to use OneDrive, you need to confirm.

After you give your consent, you proceed to sign in to OneDrive to begin syncing your files and complete OneDrive setup.

Once syncing is enabled, SharePoint files will be visible in File Explorer under your organization's name, and each location will appear in a separate subfolder.

DEEPENING

Sync the SharePoint Document Library on your PC with OneDrive

Introduction

Syncing your SharePoint document library with OneDrive on your PC allows users to access their files offline, improving productivity and efficiency. This process allows you to work on documents even without an Internet connection and always have your files up to date.

Prerequisites

Before you begin the synchronization process, you need to make sure that you have:

· A Microsoft Office 365 account with access to SharePoint and OneDrive.

· The OneDrive client installed on your PC.

· A stable internet connection.

Syncing Steps

1. Sign in to SharePoint

· Open your web browser and sign in to Office 365.

· Select the SharePoint app from the list of available applications.

· Sign in to the SharePoint site that contains the document library that you want to synchronize.

2. Select the Document Library

· Once you're on the SharePoint site, navigate to the document library you want to sync.

· Click on the library to open it.

3. Start Syncing

· Within the document library, click on the "Sync" button located on the toolbar.

· A popup will appear asking for confirmation to open OneDrive.

· Accept and proceed to open OneDrive.

4. Set up OneDrive

· If the OneDrive client isn't already set up, follow the instructions to sign in with your Office 365 account.

· Once set up, OneDrive will start syncing your SharePoint document library to your PC.

5. Access Synced Files

· Open Windows File Explorer.

· In the left column, under "OneDrive - [Organization Name]," you'll see the synced SharePoint document library.

· Now you can access, edit, and save files directly from your PC. Your changes will automatically sync to SharePoint when your PC is connected to the Internet.

Conclusion

Syncing the SharePoint document library on your PC with OneDrive is a simple but extremely useful process to ensure that your files are always accessible and up-to-date. By following the steps described, users can improve their productivity by working on documents even offline.

This exercise aims to teach you how to synchronize a SharePoint document library with your desktop, using the OneDrive application. Synchronization allows you to access and manage documents saved on SharePoint directly from your computer, even in offline mode, ensuring greater efficiency and flexibility in your work.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will introduce the key concepts of the next lessons regarding the possibility of working online on files shared in libraries together with work colleagues.

We will see that all this will be possible synchronously and, unlike what traditionally happens with online files, without overlapping even when several people work on them.

TECHNICAL DESCRIPTION TOPIC

Working synchronously with colleagues across SharePoint libraries is a process that greatly improves collaboration and efficiency within an organization.

SharePoint, a robust Microsoft 365 platform, is designed to make it easier to manage corporate communications, services, and archives. With its advanced features, it allows users to collaborate on documents in real-time, regardless of their geographic location.

File synchronization through SharePoint allows you to have a copy of the data that updates automatically, thus allowing you to edit documents from any device, even offline. Once the internet connection is re-established, the changes are synchronized with the original version on the server.

This ensures that all team members always have access to the latest version of a document, avoiding conflicts or duplication of work. In addition, SharePoint seamlessly integrates its features with other Microsoft 365 applications such as Teams and OneDrive, creating a shared and optimized work ecosystem.

To start working synchronously, you must select the sync option in the desired SharePoint library settings, sign in with your work account, and complete the setup. Once configured, synchronization takes place in the background, allowing users to focus on their tasks without interruption.

The platform also offers the ability to share documents securely, providing several sharing options that include sending directly via email, creating a shareable link, or using Outlook to send a link to the file in a new message.

These sharing options are essential for keeping collaboration smooth and secure, ensuring that only authorized individuals can access shared documents.

SharePoint is therefore a critical tool for organizations that want to foster a collaborative, modern, and digital workplace, reducing implementation costs and time, and increasing overall productivity.

DEEPENING

Work synchronously with colleagues using SharePoint document libraries

Introduction

SharePoint is a collaboration platform developed by Microsoft that is used by many organizations for a wide range of needs, including document management. SharePoint document libraries provide powerful tools to help teams work synchronously and efficiently. This guide will explore how to make the most of these features to improve collaboration between colleagues.

1. Creating and Sharing Document Libraries

At. Creating a Document Library

To get started, it's crucial to create a document library. Here are the main steps:

· Sign in to your SharePoint site.

· In the left menu, click Site content.

· Click New and select Document Library.

· Name the library appropriately and click Create.

B. Share the Document Library

Once you've created your library, you'll need to share it with your team to start collaborating:

· Open the document library you want to share.

· Click Share in the upper-right corner.

· Enter the names or email addresses of the colleagues you want to share the library with.

· Set the appropriate permissions (viewer, editor, etc.) and click Submit.

2. Real-time collaboration

3. Shared Editing of Documents

One of the most powerful features of SharePoint document libraries is the ability to edit documents in real time with your colleagues:

· Open a document in the document library.

· The document opens in Microsoft Office Online (Word, Excel, PowerPoint).

· You can see the changes made by your colleagues in real time, marked with their name.

4. Version Management

SharePoint keeps track of all changes made to documents, allowing you to manage versions effectively:

· Each time a document is edited and saved, SharePoint creates a new version.

· You can view and restore previous versions by accessing the version history in the document's More menu.

Communication Tools

Comments and Discussions

5. To improve communication while collaborating, SharePoint provides commenting and discussion tools:

· You can add comments directly to documents to provide feedback or ask questions.

· Comments can be viewed in real time by all collaborators.

Integration with Microsoft Teams

6. SharePoint integrates seamlessly with Microsoft Teams, allowing you to have conversations and meetings directly linked to documents:

· You can pin a SharePoint tab in a Teams channel to have direct access to the document library.

· During meetings, you can share and edit SharePoint documents in real time, keeping everyone on the same page.

Conclusion

Working synchronously with colleagues through SharePoint document libraries can significantly improve your team's productivity and efficiency. By following this guide, you'll be able to create, share, and collaborate on documents effectively, taking advantage of all the features that SharePoint has to offer.

This exercise aims to teach you how to use SharePoint libraries to collaborate in real time with colleagues on files. You'll learn how to upload, edit, and share documents, as well as take advantage of co-authoring and versioning capabilities. By the end, you'll have a practical understanding of how SharePoint can improve collaboration and business productivity.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will talk in general about the technologies that Microsoft 365 makes available to us to work online on Office files (Word, Excel, PowerPoint and Access) without overlapping, as traditionally happens even if the file is shared online on One Drive or Google Drive.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC:

1. WORK SYNCHRONOUSLY ON THE SAME FILE WITH ONE DRIVE FOR BISINESS

Working synchronously on a file with OneDrive for Business is a feature that greatly improves collaboration and productivity within companies.

This tool allows multiple users to edit the same document, spreadsheet, or presentation at the same time, ensuring that all collaborators always have access to the most up-to-date version of the file.

Thanks to co-authoring technology, changes are visualized in real time, allowing effective collaboration even when teams are geographically distributed.

To get started, you'll need to sign in to Office 365 with a work account and navigate to the OneDrive section. From here, you can select the files you want to share and use the sync option to make sure your changes are up to date on all your connected devices.

In addition, OneDrive for Business integrates seamlessly with applications in the Office 365 suite, providing a seamless and seamless user experience.

Data security is ensured by robust security protocols, ensuring that sensitive information is protected during collaboration.

With the growing trend towards remote working, OneDrive for Business is proving to be an indispensable tool for companies looking to remain competitive and agile in a rapidly changing market.

2. WORK SYNCHRONOUSLY ON THE SAME FILE WITH YOUR PERSONAL ONE DRIVE

Working synchronously on a file with OneDrive is a process that allows multiple users to collaborate and make changes in real time, ensuring that everyone sees the latest version of the document.

This feature is especially useful for teams working remotely or in different time zones, allowing for efficient collaboration without the need to constantly send email updates or having to wait for a colleague to finish working on a file before you can get started.

With OneDrive, you can share files and folders by selecting the 'Share' option and choosing whether others can view or edit the file.

Additionally, Microsoft 365 subscribers have access to advanced sharing options, such as password protection of shared files and the ability to set expiring links. To sync files to your computer, simply select the OneDrive app, sign in with your account, and complete the setup, after which the sync will happen automatically.

You can also sync your documents by moving the default Documents folder to your OneDrive location.

These features make OneDrive an essential tool for real-time file management and collaboration.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will introduce the concept of the office file on line, i.e. the possibility of working on these applications not from the desktop, but from the browser: the files will have an internet address: for this reason it will be possible to work on them in several people remotely.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Excel Online, also known as Excel for the web, is a free version of the popular spreadsheet software Microsoft Excel that works directly from your web browser.

This version allows users to create, view and edit spreadsheets directly online without the need to install any software.

It offers many of the features of the desktop version, including the ability to use formulas, charts, and data analysis tools. In addition, Excel Online facilitates real-time collaboration, allowing multiple users to work on the same spreadsheet at the same time.

It's especially useful for those who need to access their files from different devices, or those who collaborate with teams in different locations.

To start using Excel Online, all you need is a Microsoft account and sign in to the Microsoft 365 website.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will analyze the different conditions in which the Excel file is already in the cloud, i.e. online, and the one that resides, for the moment, only on the desktop.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Excel files that are in the cloud and those stored locally on your PC have some significant differences.

Files in the cloud, such as those saved on OneDrive, offer the ability to be accessed from any internet-connected device, allowing real-time collaboration between multiple users. This means that changes made by one user can be immediately visible to other collaborators, making it easier to manage shared projects and work as a team. In addition, files in the cloud are protected by automatic backups, reducing the risk of data loss due to hardware failure or human error.

On the other hand, Excel files saved locally on your PC can only be accessed from that specific device unless they are transferred or shared via other methods, such as USB drives or email. This can offer a higher level of security for sensitive data that you don't want to be accessible online. However, without a proper backup strategy, these files are more vulnerable to data loss. Additionally, collaboration on local files often requires multiple versions of the file to be sent between team members, which can lead to confusion and difficulty tracking the last ones.

The choice between using Excel files in the cloud or on your PC depends on your specific needs for accessibility, collaboration, and data security. For businesses and teams working remotely, the cloud offers unparalleled benefits in terms of access and collaboration. For individuals or organizations with high security requirements or working on particularly sensitive data, keeping files locally may be the preferred choice.

The objective of the exercise is to help the student identify the operational and functional differences between an Excel file saved in the cloud (e.g., via Microsoft OneDrive or Google Drive) and an Excel file saved locally on their desktop. Aspects such as collaboration, synchronization, remote access, and security will be explored.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to share an Excel file with a user within the Microsoft 365 corporate organization, that is, with a member or with a guest with a feature that does not require an invitation by Email as in the thing of sharing with an external subject.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Sharing Office files within a Microsoft 365 account is a process that allows efficient and secure collaboration between users.

When you sign in with a business account, you can share documents, spreadsheets, presentations, and other files with colleagues, ensuring that only authorized people can access and edit the shared files.

The sharing process is simple: by selecting the desired file, you can use the 'Share' option to send a direct link to internal users, or you can set specific permissions to control the level of access.

You can also revoke access at any time to maintain data security. For added protection, sensitivity labels can be applied and the 'Block downloads' option can be activated to prevent files from being saved locally.

These capabilities are an integral part of Microsoft 365, which aims to facilitate collaboration and document management in a connected and productive work environment.

The exercise aims to teach the student how to share an Excel file with a user within their organization, using Microsoft 365 features and commands. The steps necessary to ensure controlled and collaborative access to the document will be addressed, with a focus on sharing options and permissions.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to share the Excel file with an external user through the email invitation and the operations to be carried out on his part to be able to work synchronously on the file together with those who have shared it with him.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Sharing Excel (or other Office files) with users outside your Microsoft 365 account can be managed securely and efficiently.

Microsoft provides several options for sharing documents with people outside your organization, while ensuring data security.

You can share an entire SharePoint site or individual documents, inviting external users to sign in with a Microsoft account or a work or school account.

In addition, you can send a guest link that allows you to view specific documents anonymously.

For added security, we recommend that you create a subsite with unique permissions to share content with external users, thus avoiding access to important or confidential information.

For Excel workbook sharing, you can select the appropriate permissions and send an email invitation to external users so that they can view or edit the file as needed.

The goal of this exercise is to learn how to share an Excel file with someone outside of your Microsoft 365 account. You'll learn how to configure sharing permissions, ensure data security, and understand Microsoft Excel's built-in features for collaboration. This is essential for working effectively in distributed teams or for sharing information with external customers or partners.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to extract an Excel file (or other office file) from the library, that is, how to remove the possibility for those with whom we have shared it to make changes when we are not connected online.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

To temporarily prevent changes to your files, you can use different features and methods depending on the software you are using.

For example, in Microsoft Excel, you can protect a workbook or worksheet to prevent unauthorized changes. This can be done by selecting the 'Protect Workbook' or 'Protect Sheet' option from the 'Review' menu.

In addition, you can set passwords to restrict access or modification of files.

Another method is to use Microsoft Word's 'Mark as Final' feature , which makes a document read-only, indicating to other users that you have finished working on it and advising against further editing.

It's important to note that while these measures can deter unauthorized changes, they often don't provide tamper-proof security, so they should be used as part of a broader approach to data security.

Follow the lesson to see a temporary armoring process of the file, that is, until you decide that it can be modified again by the person or persons to whom it has given the powers of modification.

The exercise aims to teach students how to use Excel's "Extract" function to check, filter, and analyze data from a shared file. Through this tool, you can isolate relevant information, optimize data management, and improve collaboration in business settings.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to achieve the same sharing result with the consequent possibility of synchronic and simultaneous online work even without the Office 365 account, that is, with the free personal One Drive that we all have in our Windows tree menu.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

To share Office files through your personal OneDrive account without a Microsoft 365 subscription, you can use the sharing features built into OneDrive.

Files saved on OneDrive are private until you decide to share them with others.

You can share files and folders by selecting the desired sharing option, which may include creating a sharing link that can be emailed or posted on social media, or inviting specific people to view or edit the files.

When you share folders with edit permissions, the people you share with can add the shared folders to their OneDrive, making it easier to collaborate and sync updates.

For added security, you can set expiration dates for sharing links or remove access at any time. Sharing Office files via OneDrive is an effective way to collaborate with others even without a Microsoft 365 subscription.

The exercise aims to teach the student how to share an Excel file using the Personal OneDrive. The task includes configuring the file for sharing, using access and permissions features, and verifying that it is being shared. This exercise helps you gain critical skills for managing and collaborating on digital documents in a cloud environment.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to share and work simultaneously, synchronously and without overlapping with Word files, both with users inside the Office 365 account and with external users. We will also see how to achieve the same result even without the Office 365 account, that is, with the free personal One Drive that we all have in our Windows tree menu.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Sharing Microsoft Word files via the cloud is a simple and secure process that can be done with both OneDrive for Business and Personal OneDrive.

OneDrive offers the ability to share documents and folders so that they can be accessed from any device, while maintaining privacy and control over your data.

When you share a Word document, you can choose to allow others to view or edit it, depending on your needs.

You can also generate a sharing link that can be sent via email or other communication channels.

This link can be set to allow access only to specific people or to be open to anyone who receives it.

In addition, if you work in an enterprise environment, OneDrive for Business integrates additional security and compliance features that are essential for managing sensitive data.

To share a Word file, simply sign in to your OneDrive account, select the file you want, and use the share option to set the appropriate permissions.

In this exercise, you'll learn how to share a Word file using the cloud. The goal is to understand how to upload, share, and manage documents in a virtual space to facilitate collaboration with other people. By the end of the exercise, you'll be able to use tools like OneDrive or Google Drive to share Word documents efficiently and securely.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to share and work simultaneously, synchronously and without overlapping with PowerPoint files, both with users inside the Office 365 account and with external users. We will also see how to achieve the same result even without the Office 365 account, that is, with the free personal One Drive that we all have in our Windows tree menu.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

PowerPoint file sharing using OneDrive for Business and Personal OneDrive provides an efficient and secure way to collaborate with colleagues and personal contacts.

With OneDrive for Business, users can share documents with colleagues within their organization or with external people, while ensuring data security with features such as one-time code identity verification.

For personal accounts, sharing is only possible between users who have a personal Microsoft account, ensuring that files are only accessible to authorized people.

In addition, you can manage sharing permissions and stop sharing at any time to maintain control over your files.

These sharing options are built into Microsoft 365, allowing you to access and collaborate on files from any device, at any time, improving productivity and collaboration in both professional and personal settings.

The goal of this exercise is to learn how to share a PowerPoint file to the cloud using Microsoft OneDrive or another online storage service. The student will learn how to upload the file, configure access permissions, and invite collaborators to view or edit the document. This process is essential for collaborative work in both academic and professional settings.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how to share Office files (Word, Excel, PowerPoint) in the main Office 365 applications, making sure that the same file is reachable and usable by other environments with synchronous modifications for everyone.

It is recommended that you always keep your PowerPoint slides open in another window while you follow the lesson.

TECHNICAL DESCRIPTION TOPIC

Sharing Office files through Teams, SharePoint, and Planner represents a significant evolution in how organizations manage collaboration and communication across projects.

Teams offers a chat-based environment that facilitates real-time communication, while SharePoint allows you to store files in the cloud and share them with your team or organization, using advanced permissions management.

Planner, on the other hand, is a task management tool that allows team members to access a single, interactive planning space.

Integrating these tools allows you to create a seamless workflow where documents can be easily shared and collaborated on in real-time, regardless of the geographic location of team members.

This synergy between Teams, SharePoint, and Planner not only increases efficiency, but also improves transparency and cohesion within teams, contributing to better project management and increased overall productivity. Additionally, the use of mobile devices with Teams ensures that project members can work from anywhere, providing flexibility and accessibility.

Controlled sharing and access to files through these Microsoft 365 tools is a competitive advantage for companies looking to optimize their digital work processes.

The main objective of the exercise is to learn about file sharing features in Microsoft Teams. The student will learn to upload, share and manage documents within a channel or chat, ensuring access to colleagues and collaborators in an effective and organized way.

The exercise focuses on learning how to share files within Microsoft Planner. Through this activity, the student will gain practical skills to organize and share documents with their team using a collaborative work management tool. The goal is to become familiar with the program's commands and understand their role in improving communication and business productivity.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we'll focus on views in Share Point, which are features that allow you to change the way a list appears in the browser. For example, you can create a filter to display only certain items, create a custom sort order to display the most important items first, or add or remove columns in the list to make them easier to read.

TECHNICAL DESCRIPTION TOPIC

Views in SharePoint are customizable configurations that allow users to see and organize data within lists and libraries in different ways.

These views can be used to sort, filter, and group information, making it easier for users to find what they need.

For example, you can have a view that shows all recently modified documents, another that lists items based on their approval status, or one that groups information by category.

SharePoint also provides the ability to create custom views that fit the specific needs of a team or project, thus providing a flexible and powerful way to manage large amounts of data and improve teamwork efficiency.

DEEPENING

Views in SharePoint

1. Introduction to views in SharePoint

Views in SharePoint are a powerful tool that allows users to organize and visualize data in a personalized way. With views, you can filter, sort, and group information based on specific criteria, making it easier to manage and analyze your data.

2. Types of views available

Standard view

The standard view is the default type of view in SharePoint. It is ideal for displaying information in a tabular format, allowing you to filter and sort data by columns.

Calendar view

The calendar view allows you to view events and tasks in a calendar format. It is especially useful for managing deadlines, appointments, and other historical tasks.

Gantt View

The Gantt view is used for project management. Visualize tasks in a Gantt chart, showing the time relationships between different tasks and their deadlines.

Filter view

The filter view allows you to create custom views by applying filters on one or more columns. It is useful for isolating specific information and displaying only relevant data.

Quick Access View

Quick Access View allows you to create shortcuts to frequently used documents and folders. It is ideal for improving efficiency and reducing search time.

3. Creating and customizing views

How to create a new view

To create a new view in SharePoint, follow these steps:

· Navigate to the library or list where you want to create the view.

· Click "Create View" in the options menu.

· Choose the type of view you want (standard, calendar, Gantt, etc.).

· Configure display options, such as columns to show, filters, and sorting.

· Name the view and save it.

Customizing Existing Views

You can customize existing views to fit your needs. To do this, follow these steps:

· Navigate to the view you want to customize.

· Click "Edit View" in the options menu.

· Make changes that you want, such as adding or removing columns, changing the sort order, or applying filters.

· Save your changes.

4. Benefits of Views in SharePoint

· Improved efficiency: Views provide quick access to relevant information, reducing search time and improving productivity.

· Custom organization: Each user can create custom views that address their specific needs, improving data management.

· Data analysis: Views make it easier to analyze data by filtering and sorting, allowing you to gain valuable insights.

Conclusion

Views in SharePoint are an indispensable tool for improving data organization and management. They offer great flexibility and personalization, allowing users to view information in an efficient and targeted way. With a thorough understanding of the different types of views and their functionality, you can make the most of the power of SharePoint to optimize your daily work.

L'objectif de cet exercice est de comprendre comment créer, personnaliser et utiliser des vues dans Microsoft SharePoint pour organiser et afficher efficacement les informations. Les vues permettent de représenter les données dans des listes et des bibliothèques de documents selon des critères spécifiques, améliorant ainsi la gestion de l'information.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will analyze the steps to get to filter a list (list of data or document libraries, i.e. list of files) to obtain the display only of the results that we need to see for work (e.g. only the invoices of the supplier John Smith with a deadline from one date to another).

TECHNICAL DESCRIPTION TOPIC

Filtering data in a SharePoint list is a critical process for effectively managing information within a business environment. SharePoint provides powerful filtering tools that allow users to view only items that meet certain criteria, such as location, item type, or a price range. This feature is particularly useful when you have large amounts of data, as it allows you to reduce the number of items displayed and focus on the ones that are most relevant to your specific needs. For example, if you want to display only items in a list that have been recently modified or that contain a certain value in a specific column, you can set filters to meet these requirements.

Customizing SharePoint lists is another key aspect that improves the user experience. Users can define columns, data types, validation rules, and even create custom forms and views. This flexibility ensures that lists are seamlessly aligned with business processes and workflows. In addition, SharePoint's ability to integrate with its other features, such as workflows, alerts, and document libraries, improves automation and facilitates data-driven processes, thereby increasing overall efficiency.

Filtering data in a SharePoint list is an essential feature that, when used correctly, can transform the way information is managed within an organization. With the right resources and tools, users can take full advantage of SharePoint's capabilities to create a more organized, efficient, and productive work environment.

DEEPENING

Filtering data in a SharePoint list

Introduction

SharePoint lists are a powerful tool for managing and organizing data in a collaborative environment. One of the most useful features of SharePoint is the ability to filter data in a list. Filtering allows users to view only relevant information, thus improving efficiency and productivity.

What is a SharePoint list?

A SharePoint list is a collection of data structured into columns, similar to a spreadsheet. Lists can contain various types of information, such as contacts, tasks, calendar events, and much more. Each item in a list is an "item," and each column represents an attribute of the item.

Types of lists

· Custom lists: created by users for specific needs.

· Predefined lists: such as contact lists, calendars, and tasks.

· Document libraries: collections of files with associated metadata.

Why filter data?

Filtering data in a SharePoint list offers several advantages:

· Efficient: Quickly find the information you need without having to scroll through entire lists.

· Focus: Helps users focus on specific data, reducing noise and distractions.

· Advanced analytics: Facilitates data segmentation for more detailed analysis.

How to create a filter

Creating a filter on a SharePoint list is a simple process that can be done directly from the user interface. Here's a step-by-step guide:

Step 1: Open the list

Sign in to the SharePoint site and open the list that you want to filter.

Step 2: Open the filter panel

In the list toolbar, click on the filter icon or select "Filter" from the drop-down menu.

Step 3: Set the filter criteria

In the filter panel, select the columns you want to filter and specify the filter criteria. For example, you can filter by a specific date, by a numeric value, or by a keyword.

Step 4: Apply the filter

Click "Apply" to view only the items that meet the filter criteria you set.

Advanced filters

SharePoint also offers advanced filtering options that allow you to create complex filters using logical operators such as AND and OR.

Combination filters

You can combine multiple filter criteria to further narrow down your results. For example, you can filter by date and by keyword at the same time.

Dynamic filters

Dynamic filters change automatically based on the data in the list. They are useful for creating views that update automatically as new data is added.

Save and share filters

Once you have created a filter, SharePoint allows you to save the filtered view for future use. Saved views can be shared with other users of the site.

Create a custom view

To save a filter as a custom view:

· Apply the desired filter.

· Select "Save View As" from the toolbar.

· Name the view and specify the sharing settings.

Best practices for filtering data

To maximize the effectiveness of filtering data in a SharePoint list, you should follow some best practices:

Keep your data up to date

Make sure that the data in the list is always up-to-date and accurate to ensure that the filters return relevant results.

Use descriptive column names

Use clear and descriptive column names to make filters easier to apply and understand.

Documenting complex filters

For particularly complex filters, it is useful to document the criteria used and the combination logics for future references.

Conclusion

Filtering data in a SharePoint list is an essential feature that helps improve the efficiency and organization of information. By following this guide, users can take full advantage of the power of SharePoint lists to manage and analyze data more effectively.

This exercise aims to teach students how to filter data in a SharePoint list to organize and customize the available views. Through this exercise, students will learn how to use the program's commands to define specific filters and create views that improve usability and information management in the enterprise.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson, we will see how to access and use the information panel to quickly obtain details about both lists and libraries in their entirety, and about individual objects (e.g. a line with the supplier's master data in a list or the invoice file in a library).

TECHNICAL DESCRIPTION TOPIC

Information panes in SharePoint are essential tools for managing and viewing data within lists and document libraries.

These panes provide a detailed view of the properties of an item or document, allowing users to quickly view key information such as status, author, or last modified date.

Additionally, information panes can be customized to include specific metadata or to show only information that is relevant to certain users or groups.

Customizing information panes can significantly improve work efficiency, allowing users to find and use the information they need more quickly and accurately.

SharePoint also provides the ability to use filters to further refine the display of items in a list or library, making it easier to find specific documents or items that meet certain criteria.

DEEPENING

Info panes in lists and document libraries in SharePoint

Introduction

Microsoft SharePoint is one of the most widely used collaboration platforms in the world, thanks to its ability to organize, manage, and share information efficiently. One of the key features that improve user experience and data management is information tiles in lists and document libraries. This guide will explore in detail how to use and take full advantage of Knowledge Panels.

1. What are information panels?

Info panes are side sections that appear when you select an item or document in a list or document library in SharePoint. These panels provide a detailed overview of the selected item, showing information such as metadata, document status, version history, and recent activity.

2. Key features of the info panels

· Metadata viewing: Info panels show metadata associated with an item or document, such as author, date created, date modified, and other custom fields.

· Quick access to tasks: Users can quickly see recent activity related to the selected item, such as comments, edits, or shares.

· Version history: You can access a document's version history directly from the Information Panel, allowing you to view and restore previous versions if necessary.

· Quick actions: Info panes provide quick links to perform common actions, such as updating metadata, sharing the document, or starting a workflow.

3. How to use information panels

Accessing information panels

To access the information panes, simply select an item or document in a list or library of documents. Once selected, the information panel will automatically appear on the right side of the screen. Alternatively, you can manually activate the information panel by clicking on the "i" icon located in the toolbar.

Customizing information panels

SharePoint administrators have the ability to customize the information panels to fit the specific needs of their organization. You can add or remove fields, change the order in which metadata is displayed, and configure specific quick actions.

· Adding custom fields: To add custom fields to the info panes, you need to change the list or library settings and add the fields that you want. These fields will automatically appear in the Information Panel.

· Configure quick actions: Quick actions can be configured through SharePoint Designer or Power Automate, allowing you to create custom workflows that can be launched directly from the information panel.

4. Benefits of Info Panels

Increased productivity

Information panels improve user productivity by providing fast, centralized access to all relevant information about an item or document. This reduces the time it takes to search for specific details and allows users to focus on important tasks.

Improved collaboration

With visibility into recent activity and the ability to initiate workflows directly from the information panes, collaboration between team members becomes more fluid and organized. Users can easily see who has edited a document, what comments have been added, and what actions have been taken.

Better document management

The ability to access version history and view metadata directly from the information panes makes it easier to manage documents within SharePoint. Users can retrieve previous versions of documents, update metadata, and ensure that the information is always accurate and up-to-date.

Conclusion

Information panes are a powerful tool within SharePoint, which significantly improve document management and collaboration. By making the most of these features, organizations can optimize their work processes, increase productivity, and improve the quality of information management. Implementing and customizing information panels effectively can make a big difference in a team's ability to function cohesively and efficiently.

The goal of this exercise is to learn how to use information panels in SharePoint to browse, view, and manage data in lists and document libraries. Information panels provide a useful overview of metadata and allow you to make quick edits or analyze item details without opening each item individually.

BRIEF DESCRIPTION OF THE TOPIC

In this lesson we will see how the mechanism for setting alerts on lists and libraries works and how it is configured, i.e. the system that allows you to be informed via email or SMS about some events that occur in those environments, such as the modification of a field in a list (e.g. invoice amount) or the modification of a file.

TECHNICAL DESCRIPTION TOPIC

To set alerts about changes to libraries and lists in SharePoint, you can follow a procedure that allows you to receive email or SMS notifications when changes occur.

This notification system is particularly useful for staying up to date on activities within shared and collaborative documents.

To create an alert, you need to navigate to the list or collection you want and select the option to send an alert. After choosing the desired settings, such as the frequency of notifications and the specific events you want to monitor, you save the configuration with one click OK.

You can also manage existing alerts, edit or delete them as needed. In addition, for site administrators, there are options to manage alerts for other users, thus ensuring centralized control of notifications.

These features help you maintain an efficient and informed workflow, reducing the risk of missing important updates.

DEEPENING

Alert settings on changes to SharePoint libraries and lists

Introduction

Change notifications on SharePoint libraries and lists help users be notified early when alterations occur in documents or entries. This tool is crucial for improving collaboration and ensuring that everyone on a team is up-to-date on the latest developments.

1. Trigger alerts

- For bookstores

1. Access the library of documents of interest on SharePoint.

2. Select the Settings icon (represented by a gear) in the upper right corner.

3. Click on Site Side Settings.

4. In the menu that appears, select Collection Settings.

5. Choose Add an alert.

6. On the next screen, configure your alert preferences, such as the frequency of notifications and the type of changes to monitor.

7. Click OK to save the settings.

- For lists

1. Access the interest list on SharePoint.

2. Select the Settings icon in the upper right corner.

3. Click on Site Side Settings.

4. In the menu that appears, select List Settings.

5. Choose Add an alert.

6. On the next screen, configure your alert preferences, such as the frequency of notifications and the type of changes to monitor.

7. Click OK to save the settings.

2. Types of Alerts

SharePoint provides several options for configuring alerts:

· Immediate alert: Users will be notified as soon as a change is made.

· Daily summary: Users will receive an email summarizing the changes made during the day.

· Weekly summary: Users will receive an email summarizing the changes made during the week.

3. Manage and edit alerts

View and edit alerts

1. Sign in to SharePoint and go to the library or list for which you want to manage alerts.

2. Select the Settings icon in the upper right corner.

3. Click on Site Side Settings.

4. Select Manage alerts.

5. Here you can view the list of existing alerts and edit them as needed.

4. Suppressing Alerts

1. Follow the first four steps in the previous section.

2. Select the alert you want to delete.

3. Click Delete and confirm your choice.

Conclusion

Change notifications on SharePoint are a powerful tool for ensuring that everyone on a team is up to date. Setting up these alerts correctly can improve productivity and collaboration within your team, ensuring that no changes go unnoticed.

This exercise aims to teach the student how to set up automatic alerts in SharePoint to track changes to data lists and document libraries. These features allow students to receive email or SMS notifications when important changes occur, improving information management and collaboration within the organization.

In this lesson, we'll learn how to use the primary and secondary recycle bins of your Share Point site, how to recover deleted items, and how to permanently delete an item from your site.

TECHNICAL DESCRIPTION TOPIC

Managing primary and secondary recycle bins in SharePoint is a critical aspect of maintaining data integrity and recovering from accidental deletions.

The primary recycle bin gives users the ability to restore items that they have personally deleted, while the secondary recycle bin, which is accessible only to site collection administrators, contains items that have been deleted from the primary recycle bin.

This two-tier system ensures that items can be recovered even after they have been removed from the primary recycle bin, as long as this is done within the default retention period, which is usually 30 days.

Administrators can manage the recycle bin of a SharePoint site through the Recycle Bin page of Site Collection Administration, which allows them to view, delete, or restore deleted items. It is important to note that if the recycle bin is not visible, it may have been disabled by the service administrator.

In addition, recycle bin settings can be configured to dictate the length of time within which a user can restore deleted content before it is permanently removed and the amount of storage space used by the recycle bin.

DEEPENING

Managing primary and secondary recycle bins in SharePoint

Introduction

In SharePoint, managing and recovering deleted items is facilitated by two levels of recycle bins: the primary recycle bin and the secondary recycle bin. These tools are crucial for ensuring that accidentally deleted data can be easily restored and for preventing loss of important information.

1. The primary bin

Basic functionality

The primary recycle bin, also known as the "First Recycling Level," is the first place where items deleted from a site collection or document library end up. When a user deletes a file, folder, list, or list item, it is automatically moved to the primary recycle bin.

Access and management

Users can access the primary recycle bin directly from their SharePoint interface:

· Select the trash can icon in the menu on the left.

· View the list of deleted items.

· Restore one or more selected items by clicking on "Restore".

· Permanently delete the selected items by clicking on "Delete".

Time and capacity limits

Items remain in the primary recycle bin for a period of 30 days. After this period, if they are not restored or permanently deleted, they are automatically transferred to the second recycle bin.

2. The secondary bin

Advanced features

The secondary recycle bin, or "Second Level of Recycling," is the next level of recovery of deleted items. If an item isn't restored within 30 days from the primary recycle bin, it's moved to the secondary recycle bin, where it remains available for additional recovery time.

Access and administration

Access to the second-stage recycle bin is reserved for site collection administrators:

· Go to your site settings.

· Select "Second-Level Trash" under the "Site Manager" section.

· View and manage deleted items similar to the primary recycle bin.

Shelf life

Items in the second-stage recycle bin remain available for an additional period of 30 days. After this time, they are permanently deleted from the SharePoint system, with no possibility of recovery.

3. Importance of Basket Management

Data loss prevention

Effective management of primary and secondary recycle bins in SharePoint is crucial to prevent data loss. Users have the ability to easily recover accidentally deleted files, minimizing permanent loss incidents.

Storage optimization

Managing recycle bins properly also helps optimize storage space. Admins can monitor and free up space by permanently deleting unnecessary items from recycle bins.

Conclusion

Primary and secondary recycle bin management in SharePoint provides a structured and secure system for managing deleted items. Understanding how to access, manage, and recover items is critical to maintaining data integrity and ensuring an efficient work environment.

This exercise aims to teach students how to manage the recycle bin in SharePoint. This includes recovery, permanent deletion, and understanding the recycle bin features that ensure effective management of soft-deleted documents. The goal is to familiarize students with the main commands and understand the implications of the operations performed.