How to use Microsoft SharePoint - Beginner's Tutorial

hi there Jamie Keet here today at Teacher's  Tech hope you're having a great day today   today i want to show you how to use sharepoint  to build a team site so this team site is a place   where you can store share and organize with  your organization to really get some strong   collaboration happening let's get started with  how to use sharepoint today on teachers tech

sharepoint allows you to create a website  for your organization so what you need   though is you need a microsoft 365 account  whether that be for your organization or an   education account if you have that then after that  all you need is a browser something like microsoft   edge google chrome firefox to create your website  now i'm going to show you how to access this first   and i'm logged into my office. com 365 account  here and if you're trying to find sharepoint   to know if you have it just take a look at your  apps on the left hand side here if you go down   you can see sharepoint right here you can go down  even more if you want to see all apps and then   you'll be able to find it right through here so go  ahead well i'm going to open this up once you're   in here what you're going to see first of all if  you are part of an organization with lots of sites   that you're part of you're going to see it right  through here you can also if there's any sites   that you want to be put into following you just  have to go ahead and click on the start and it   will put it under following then you'll be able to  see recent uh here and if we look at the side here   where you can go through where you can see any  sites that you're working on you're going to see   any news so these are ones that part of all the  ones that you belong to through your organization   and these are just your files here now i'm going  to go ahead and create a new sharepoint site and   to do this what we're going to do is just go up  to create site right here and i'm clicking on this

in today's tutorial i'm focused on this team site  so with this team site what you're going to have   it's a place that you can share documents a really  great collaborative space for groups you can have   document libraries there and if you take a look  at this communication site which i'll do in a   different video this is more about communicating  uh to your organization not quite the same thing   as this place where it's more of that connected  group because this actually creates a group for   you inside microsoft 365. i'm going to go ahead  and choose this one right here and for today's   purpose i'm just going to call it demo so we'll  see and you can go through and edit any of these   things after but as i go through this will create  a group email address here so this is one of the   differences with the communication site versus the  team site you won't get a demo email address here   so here's the demo site address you can see kind  of the url that it will be part of this is where   i can give a description of it and i can change  all these things later this is the privacy setting   so only members can access this site so we can  also turn this public anyone in the organization   can access this site so you have to choose what  you want at that point and you can see we have in   language selection i'm going to hit next is there  any additional owners to this so in this case i   am going to add another owner here uh i'll just  put kathy in here and i'm going to add a member   also so then i'll log in after and you can see  what they're seeing the differences between if   they're an owner or if they're just a member  of it so i'm just going to add one more here   and i'm gonna hit finish and then it's creating  the site here so you can see uh right now start   designing i'm getting this uh this thing that says  browse templates i'm gonna show you how you can   change templates to this later i'm just going to  hit maybe later but you can play with that right   away if you want to choose a design but i'm just  going to show you how it works from this so we   have our demo sharepoint team site created now  and right now i just want to show you how you   can make some quick changes to placements of  different parts on it so i just want to give

you a little walk around of what you're seeing on  this website here and now if we start on the left   hand side these are this is the navigation menu  here where uh when you were creating new pages you   can add it to here or your document libraries you  can add them to here uh if you click on different   ones you'll see if i go to documents it brings me  to that page i'll just go back to home the other   thing i want to point out here you can see we have  a new i'm going to drop down where you can create   a new list a document library a page and i'll be  going through that creating uh some of those for   you in this tutorial today we have page details  so when i click this that's going to open up more   details i like the analytics uh every uh sometimes  organizations create you they create pages   do you want to know if it's getting used or people  accessing this when that when you click on it it   gives you an idea of the viewers on it average  time spent so those are some good details for   organization to see if they're actually putting up  uh you know important things now i'm going to go   just up top i'm going to close this page details  we can see that i created a private group here   and this can be changed i'm not following this so  in my home page for sharepoint if i wanted to hit   the star if i click it now it would be part of  following and i have three members to it and in   the middle what you're seeing are different web  parts so this news is a web part this activity   quick links web part documents now  if i click this on this you can see i can add new   documents to this and if people have the right  permissions they will be able to do this too so   they would be able to create a word file right  in here or these other apps from microsoft here   you can see you can create folder for organization  so you get to can understand already the   capabilities for a collaboration site here but  let's say you want to start changing your site   because right now we can't it's published just  like this you can go ahead and hit edit right here

and then once you do that this is where  you can start to make some more changes   sharepoint makes it extremely easy to edit this  website and you don't have to need any special   skills to do this i when you're in the edit so  everything's turned on in the edit mode right now

if i go ahead and just click on any of these web  parts you're gonna see i have some choices i can   edit the web part i can move can  duplicate it or i can delete it so if there's   ones right on there right now that you don't  want you can go ahead and delete them now i'm   going to go and just click on the edit here now  to show you how quickly you can make some changes   so if i hit edit the web part you get to see right  here this is a news source here so i could select   it from where the new source is then we have our  layout so if i wanted this in a list if i click on   it you can see it quickly changes how it's looking  on this so you can go ahead and make the change on   how you want and then if you go down everything  is just going to be a slide a toggle on or off   depending on what you want whether you want to  show the author all these different things we have   a filter built in here that can filter out the  news from the different parts of the organization   based on what you're going to be putting in here  or you can even add any add a filter to so again   if you click on any of these here you'll see that  you'll get this edit feature i'm just going to   click off of this and just to show you how easy  it is to move things around if i hover over so i   can move it in a couple of different ways if i  click i get that move here but even if i don't   if i just hover over you can see i have my move  on my mouse i can just click and drag it to the   top so i can start to move things around very  quickly to start organizing the page exactly how   i want or you could delete different ones now  you can even add more web parts that are there   than what's being shown and to do this if i just  hover across the top whenever you see this kind

of this red edition here if i click on this you'll  see that these are different web parts they can do   a search but you get an idea of all the different  ones that you can add do you need a document   library more places for links we can put buttons  in here we can add images in here i can import   i can put a link right to a youtube video through  here so there's many things that you can do is   there a list that you want to create to work  through so take a look at the different ones   a twitter feed so you could put a twitter  in there from your organization to see   the latest tweets from there so take a look at  the different ones try adding one all you have   to do is click on it and it gets added you want  it to see working right away we can hit republish   because until we do that this doesn't take place  for the organization so you can see i quickly   added a twitter feed from microsoft here so i  showed you how you can quickly add web parts or

edit the web parts that you already have through  the ones that got installed but i want to just   point out this edit over here this isn't for a web  part this is for the web how the page is laid out   here so if i go ahead and edit this section you  can see right now it's on one third if i go ahead   and add two columns it evens it out if you wanted  a third column now i have another column where i   could add more web parts too we can even change  uh the section shading background so i'll pick   this one then you can see it really easily and we  can even make sections collapsible uh if we turn   this on or off so go ahead and try customizing a  little bit more your sharepoint sites to really   get it the way you want once you're done making  any changes you can save this as a draft too so

if you don't want it published yet but  you do want it saved you can save this as   a draft we can undo up top or even discard but  i'm going to go ahead and republish this as   a site that my organization could see and at this  point i want to show you how you can actually add   some new pages to this on the left hand side now  i'm going to go ahead and start and i'm just going   to do a page so maybe you want to create a page  and just give information some graphics on it   i'm going to go ahead and click this you can see  we can go from blank visual or basic text i'm   going to go ahead and actually choose a visual  on this so it gives a little bit of an idea   what things will look like and i'm going to go  ahead and hit create page down at the bottom here   and what you'll notice we have this kind of this  nice looking easy to read uh page here i haven't   published anything it has uh you know places for  the text and everything and where you would put   your information but this is where you can quickly  edit it and you're not worrying about design so if   i go ahead i could put a just whatever information  here i could click on the background here i'm   going to go to edit web part and you can see that  we have a color block image and title where if i   wanted to change anything i can go ahead and make  these changes we have alignment uh you do this is   what is so great about sharepoint you don't have  to know anything about web design you can just   go through and check off different boxes and see  what it does or write different things in it and   until you hit publish it's not going to be seen  by your organization so i'm just going to close   out of this because i just really  want to show you how you can edit   at any point you can go ahead and type any  information in here you can delete any information   you could type whatever you want in here  and you're just using this as uh you know you   can format your text how you'd want add links if  i go ahead and click on an image like this one   i can go to my edit the web part you can see i  can resize i can crop we have these different   options with alignment and reset back to it  but i'm going to just hit the web part here   we can change the image so if i hit change on it  and i could even i could do an upload from here   but if i do a web search i can check different  things so if i'll just go ahead i'm going to go to   teamwork here and i can choose an image right from  here the bottom right hand corner insert and now   i've updated that image so everything works  very easily to it we can add text over the image   right through here i'm going to go ahead and close  this again to show this to your organization you'd   have to hit publish like this and then you can  see it's just prompted me to give some information   the page address if i wanted to share it out now  if i take a look at this though i don't see it   under here under my list here under my navigation  i'll show you how you can add this to it now

so i want to add this page to my navigation  right here i'm just back on my home page   everything's republished if i go down to site  contents right here this will show me all the   different things i have on my site in it you can  look and i have pages right here so i'm going to   click and open up pages you can see i created  this page right here created by jamie keate   i can go ahead and once i select it up top you'll  get some options so we could go share republish   copy link i could delete the page from here or  even make sure it's always pinned to the top   if it's an important page uh i actually want to  rename this before i put it over here i'm going   to rename this and there's a few different ways we  can rename this if you take a look at the ellipsis   here if i click on this you can see renamed here  and i get these different options that i showed   you up here through there too so i'm going to  just choose there i'm going to rename this and   let's say this is a marketing page here so i'll  just call it marketing i'm going to say rename   now i want to take this marketing page and  put it on my navigation link and you can see   it's right here so i'm going to go ahead and click  on this and just like this so you can get in the   habit of clicking it a bunch of times you don't  see it right here but it is there if i go to home   now you can see marketing is there so don't go  ahead and clicking it a bunch of times because it   will put it there on the page every time you click  on it just click on home to double check that   it is there after that first click now i can  take this off too if you don't want this on   your navigation or you want it as a sub page to  something if i click edit here again take a look   at this so under marketing i could go ahead move  this up move this down i can actually drag it up   and down too but i can edit here i can make it  a sub link or i could remove it so if you want   to take something away from your navigation  uh your navigation on the left hand side here   just go through this so as i said if we make this  a sub link you can see how it's moved in but i can   move this around very quickly and move it back  the level up and make it not a sub link too   so those are just some things about navigation  and making your pages appear on the navigation

if you want to push news out to your organization  through an article it works very similar to what i   just showed you with creating a page except you're  going to pick a new category different category   you can see up top here if i drop down there is  a new news post that i can pick the other way   we can do it let's say i'm just going to go edit  and add a web part right back up top here again so   i'm going to hit this ad here and you can do  searches for this i'm going to say type news   i'm going to add this one here and so again  i could go ahead through and edit it like i   showed you before i'm just going to leave it like  this i'm going to hit republish on it now at this   point i could go and hit add news at here and  it's going to create the same thing if i go new   and go news post it's going to bring me to  the same part here but if you want this to   be pushed out looking like this where your  organization would see the news at the top   of the page you just go ahead and do this and  then you walk through and just add it to the page   just like i did showed you with the a new page  you can go through and edit and put your content

in what i find what makes sharepoint such a  great collaboration spot for groups is the   document library so i could go ahead and create a  new document library you can have more than one i   just want to point this out document library i'm  just going to use the one here this documents here   and just show you the different things that  you can do with this so right now i don't have   any documents in here but the information if  i put a document in here it can be shared and   worked on together with group members so i could  go ahead and start a new document from here or   maybe we're working on a presentation i could  choose powerpoint is going to open up   maybe we have to have it for the marketing team  here so i could go ahead and give it a name   i'll just call this marketing team and we'll  just go like that and if i go back now to my   documents you can see uh inside here it's here  now everybody can work on this that's part of   this team in live time if i click on this right  here you see the different options from the share   and i mentioned it up top we can get to it too but  we can take a look at who would have that share   in here if i drop down i can change this if i  want can go can edit or can view on this too   we also have who who's getting access to this is  it just people inside this organization people   with the existing link or specific people so you  can go ahead and adjust these too but right now   anybody that is part of the group will have  uh have this that they can work on together   and they could add more files to work in  here you can change the views of this too   so i if you take a look at this if i drop down i  can go from a compact list to tiles and it will   quickly change the view i can drag here's  a word document i'm just dragging from my   from my desktop and it's going to take this and  put it into here you can see it's uploading that   one item and it just is a little bit larger on it  i can even take a video and upload it into here   and once it's uploaded everybody's going to have  access to it so now i have these different files   uploaded to this shared place you can see i have a  video that they could watch through here this was   a larger file that i just dragged and dropped  from my computer and now people can open this up   and it's going to open it up in microsoft word and  then they can start editing it from there together i want to show you a couple more things to know  about in the document library when you're working   together collaborately and you want to make  sure you stay on top of things or let's say if   someone changes something and you didn't want it  changed there is version history inside this too

i'm going to right click on this document here  this powerpoint let's say somebody makes a bunch   of changes and you want to revert it back take a  look here we have version history if i go ahead   click on that it's going to open up the version  history right now i don't have any but if this   would be the original if other people worked on  it you would see other names come up and what they   did and you can always click on the one that you  want to revert it back to there are some changes   you didn't want the other thing i want to point  out what you can do if i go ahead and right click   on it you can alert me you can click alert me  when you want uh to know if somebody's working   on making changes on that document so if there's  changes on it you can be alert alerted based on   that document so you can go through and whether  you want an email do you want a text message i   go through in pic on pick how you would like to be  alerted so inside these collaborative environments   i think those are two great things to be aware of  in the document library i just want to show you a   couple other things you can add to your team site  to really help with collaboration one could be a   list and if you take a look at this we have a list  right at the top and i'm going to go ahead and   choose this we do have templates we could have two  we could use right here that you could just follow   along and we'll have things already set up for  you i'm going to go ahead and do a blank list just   for this demo here and i'm just going to call it  uh great ideas here so i'll call it great ideas   and i'm not going to worry with the description do  i want this in my navigation on the left i could   check this or uncheck this i'll go ahead and  hit create from here and it's going to create   a list that people could add right to here so  if they get another great idea uh they could   tell you about uh you know an idea we'll just put  less work they could add an attachment they could   add links to it and then we have this less that  we have this inside our list and we also have it   over here on the menu now the other place  we could put this if i go back at this point   and i'm going to go to my edit and i'm going  to go on the right hand side here i'm going to   go and hover over and just click and i'm going to  go and type list here if i click on it and you'll   see that the list is there created so now i can  go ahead and put this on the front of the page   republish so if people are coming to the front of  the page they would see it right there but they   could also create it from there so they could add  a new item from the list right on the front page

another thing you might be interested in adding to  your sharepoint site is a way to kind of collect   surveys or ask questions and collect that  information if i go up here and hit the plus   here i'm going to go ahead and look for forms  right here so i'm just going to click forms   and you can see microsoft forms so what it's  adding here is you can create a survey a quiz   a poll and put it right here you can go ahead  and create a new form maybe you have an existing   form you could add it here but you could go ahead  hit new name it and then walk through process of   creating a form to collect that information i do  have a tutorial about microsoft uh forms and i'll   put that in the link down below but then they can  go ahead and answer the question that you put out   there and to get some quick feedback from your  organization you can see i made a quick change

here with the way how it looks in all the colors  and that's what i want to show you how to do now   before i was mentioning about templates and themes  to change it it's up in the gear right here so   if we go to settings you can see that there's  the change the look so if i hit change the look   and go to theme i can go ahead and choose  different the different themes that they have   set here so it shows you what you have currently  and then when you find one that you like you can   go ahead and just hit save at the very bottom  so if i was going to leave it in this dark blue   i'll hit save the other thing i want to  point out i'm going to go back and i'm   going to click change the look again and look  at the header how we can make more changes so   as i click on different ones you can see how the  header is changing based on what i'm choosing   do we have our background we have our display  site logo so if you want to change the logo   that's where that d is up here we can hit change  and we can go find that file upload it and it's   going to take the place of that one so those are  just some quick changes you can do inside your   just with the change the look the other thing i  want to point out is under apply a site template

so if i go to apply a site template and you  might want to do this from the very beginning   when you're creating your site you can choose  one of these ones right here so if i go   let's say training courses and i'm going to use  this template now it's taking that template and   applying it to the work that i've already done  uh on it so you can still see that i have my   documents here we still have my links that i put  on here for marketing but it's added a few links   uh here and i can go through and edit any of these  just like i showed you before if i go and click   the edit i if i wanted links on any of these i  can click on these individually and i can go edit   and at this point uh the links it shows me where  it's linking to the title on it and i can change   the icon if i hit change here you can quickly  pick another one and just using that template make   those changes type what you want link it to where  you want but the templates have so there's some   nice looking uh sites there that will make  things look pretty professional in quite a hurry   the other thing i want to point out to you is the  permissions if i go back to this uh this gear here

uh you can see i can add pages from here i showed  you a different way but we have site permissions   and site information uh if i go to site  permissions if i want to add more members to this   i can go right from here and add members to the  group or share site only this shows me what each   members will get on it so you can open them up to  see what control that they have on it so that's   where you're gonna find uh site permissions on  these ones and if i go to a site information here   and click on this i can go and change my name  on here so if i didn't want this to be a demo   anymore i could go ahead and change it i can  change my privacy settings and i can even delete   the site from here so when i hit save uh this will  make the setting to it and i'll reload it and then   you can see teachers tech up here and then i could  go upload my logo uh and put it in place right   here so it's very easy to make those changes  to your site one of the last things i want to show

you here is down in the bottom left hand corner  and that is adding microsoft teams to this and it   can be done very quickly i'm going to go ahead and  do this now add microsoft teams and you can see   as you gives you some ideas why you would want to  be using this if you haven't used microsoft teams   i'll add that down below that tutorial i have on  there but i'm going to hit continue and now it's   going to say pin resources as tabs and then i can  go through and pick which ones i want so do i want   any list pinned to these so as i select and i'll  show you when i open up uh these and i'm going to   pick up pick this is already picked i'm going to  go ahead and add two teams here so now i'm going   to go ahead and open up my microsoft teams and  then you can see the site that's over there now   so i've opened up my microsoft teams here and you  can see there's a teachers tech team this was the   one that was created through that sharepoint  site and if i look across at the tabs under   general you can see i have great ideas that's the  list that i create so if i click on great ideas   you're going to see i can actually or the team  could add these ideas to here just like they were   in sharepoint if i go to my files if i go back a  level right now i'm in general if i hit documents   take a look these are the ones that i uploaded  inside my sharepoint i can even go to the site   because i have a site tab right here and i can  even make edits inside here so teams gives another   place of that great collaboration area and it's  all connected through sharepoint at the same time   i could go and add even more tabs if you  have different document libraries you can see   what you can add from here to add more tabs to  your microsoft team so do remember that your   sharepoint can connect to microsoft teams after  you're creating it you can create it and send it   over here i just want to show you another spot  where you're going to have access to your files

that you've uploaded in sharepoint and that's in  onedrive so i'm going to go up to the app launcher   up here and go to my onedrive and you'll be able  to see that i have a teachers tech quick access   here and not so i can go to my microsoft teams and  access files there but if i click on this you can   see i have the same files that i was uploading  to sharepoint or if i was doing it to teams   they would be right here so microsoft makes it  easy to access those in many different places   i wanted to show you i'm logged in here to to  a person's that i added as a member here so

it's nothing's popping up here i can  do a search if they're looking for   a certain site and they could go ahead and click  on it and at that point they could uh follow   or unfollow through here so as soon as they hit  follow so this is following here now if i go back   to it and click on their following you're gonna  see that it comes up as frequent here too so this   is where the true collaboration comes in with  the people that you add from your organization   the members to here they can go to whether it be  here's the documents we could go create a document   from here maybe they want to start a presentation  and save it in to that point then they'll be able   to do that and then they can start that instant  collaboration with their groups uh so i hope   you like this kind of this walkthrough of this  beginner's tutorial on sharepoint i showed you   a lot of different information for it and there's  still more to learn but hopefully this gets you   started on creating a sharepoint or working with  them with your within your organization thanks   for watching this week on teachers tech i'll see  you next time with more tech tips and tutorials