SharePoint Fundamentals: The Complete Guide

This section is packed with beginner-friendly resources to help you build confidence using SharePoint in the real world. Explore our video series, step-by-step guides, and Getting Started blog series — all designed to walk you through the basics like libraries, lists, site types, navigation, and permissions. Whether you’re just getting set up or looking to understand the difference between SharePoint and OneDrive, this is your go-to hub for learning the essentials.

Introduction

Welcome to the definitive guide to SharePoint fundamentals. Whether you’re completely new to SharePoint or looking to solidify your foundational knowledge, this comprehensive resource will equip you with everything you need to confidently navigate and utilise Microsoft SharePoint.

SharePoint has evolved significantly since its inception, becoming a cornerstone of Microsoft’s collaboration and content management ecosystem. Today, it serves as the backbone for document management, team collaboration, and information sharing for organisations of all sizes. Understanding SharePoint fundamentals is essential for anyone working in a modern digital workplace.

In this guide, we’ll break down SharePoint’s core concepts, features, and functionality in clear, jargon-free language. You’ll learn how to navigate SharePoint, work with documents and libraries, understand site structures, manage permissions, and much more. By the end of this guide, you’ll have the confidence to use SharePoint effectively in your daily work.

What is SharePoint?

SharePoint is Microsoft’s collaborative platform that integrates with Microsoft 365 and serves as a secure place to store, organise, share, and access information from virtually any device. Think of SharePoint as a central hub where teams can work together seamlessly, regardless of their physical location.

Key SharePoint Benefits:

Centralised Document Management: Store all your documents in one secure location, accessible from anywhere
Streamlined Collaboration: Work together on documents in real-time with version control
Improved Organisation: Create structured information hierarchies that make sense for your team
Enhanced Communication: Share updates, news, and information across your organization
Customisable Experience: Tailor SharePoint to meet your specific needs and workflows
Robust Security: Control access to sensitive information with granular permissions
Seamless Integration: Connect with other Microsoft 365 applications like Teams, Outlook, and OneDrive

SharePoint comes in two primary deployment options: SharePoint Online (cloud-based, part of Microsoft 365) and SharePoint Server (on-premises). This guide focuses primarily on SharePoint Online, which is the most widely used version and receives the latest features and updates.

SharePoint Site Types

SharePoint organises content into sites, which serve as containers for your pages, documents, lists, and other content. Understanding the different site types is fundamental to using SharePoint effectively.

Communication Sites

Communication sites are designed for broadcasting information to a wide audience. They’re perfect for corporate communications, departmental news, or knowledge sharing.

Key Features:

Visually appealing layouts optimised for communication
Easy-to-use web parts for displaying content
Simplified publishing process
Mobile-friendly design
Ideal for one-to-many communication

When to Use Communication Sites:

Company intranet
Department portals
Knowledge centers
Policy and procedure repositories
Showcasing projects or products

Team Sites

Team sites are designed for collaboration, allowing team members to work together on documents, share information, and coordinate activities.

Key Features:

Connected to Microsoft 365 Groups
Integrated with Microsoft Teams
Shared calendar, document library, and task list
Team news and announcements
Collaborative editing of documents
Ideal for many-to-many collaboration

When to Use Team Sites:

Project team workspaces
Department collaboration
Cross-functional team coordination
Committee or task force work
Document co-authoring environments

Hub Sites

Hub sites connect and organise related sites, allowing you to:

Apply common navigation, branding, and search across associated sites
Aggregate news and activities from all associated sites
Easily discover related content across sites

Hub sites are not a separate site type but rather a designation that can be applied to either communication or team sites, creating a hierarchical structure.

Document Libraries

Document libraries are the foundation of content management in SharePoint. They provide a secure location to store files where you and your team members can find them easily, work on them together, and access them from any device at any time.

Key Document Library Features:

Version History: Track changes and revert to previous versions if needed
Co-authoring: Multiple people can edit documents simultaneously
Check-in/Check-out: Lock documents while editing to prevent conflicts
Content Approval: Implement review processes for document publishing
Metadata: Add custom properties to documents for better organisation
Views: Create custom views to display documents based on specific criteria
File Previews: View document content without opening the file
Sharing: Share documents with internal or external users with specific permissions
Sync: Synchronise libraries to your computer for offline access

Creating and Managing Document Libraries

Creating a Library:
- Navigate to the site where you want to create the library
- Click “New” and select “Document Library”
- Name your library and add a description
- Configure version settings, approval requirements, and other options
Adding Documents:
- Upload files by dragging and dropping or using the upload button
- Create new documents directly in the library using Office Online
- Sync the library to your computer and add files through File Explorer
Organizing Documents:
- Create folders for basic organization (use sparingly)
- Add metadata columns to categorize documents
- Create views to filter and sort documents based on metadata
- Use content types to apply consistent metadata and templates
Managing Document Settings:
- Configure version history settings
- Set up content approval workflows
- Manage permissions at the library or document level
- Create alerts for notification when documents change

SharePoint Lists

SharePoint lists are versatile tools for organizing and managing structured information. Think of them as spreadsheets with superpowers, allowing you to track information, manage processes, and create custom data solutions.

Common List Types:

Task Lists: Track assignments, due dates, and status
Contact Lists: Manage contact information for people and organizations
Issue Trackers: Monitor problems, solutions, and status
Event Lists: Schedule and manage events and appointments
Custom Lists: Create from scratch to meet specific needs

Key List Features:

Custom Columns: Create various column types (text, number, choice, date, etc.)
Views: Filter, sort, and group information based on specific criteria
Forms: Customize data entry forms for adding and editing items
Validation: Ensure data meets specific requirements
Calculated Columns: Create formulas based on other column values
Alerts and Notifications: Receive updates when items change
Integration: Connect with Power Automate for workflows and process automation

Creating and Managing Lists

Creating a List:
- Navigate to the site where you want to create the list
- Click “New” and select “List”
- Choose to create from scratch, from Excel, or from an existing list
- Name your list and add a description
Customizing Lists:
- Add columns to capture the information you need
- Create views to display information in different ways
- Set up validation rules to ensure data quality
- Configure permissions to control who can view and edit
Working with List Data:
- Add new items through forms
- Edit items individually or in bulk
- Export to Excel for advanced analysis
- Create charts and visualizations

SharePoint Navigation

Effective navigation is crucial for a good SharePoint experience. SharePoint offers several navigation elements that help users find content quickly and understand the site structure.

Global Navigation

Global navigation appears at the top of every page within a site collection, providing consistent access to major sections of your SharePoint environment.

Best Practices:

Keep global navigation simple and limited to 5-7 main items
Use clear, concise labels that describe the destination
Organize by user tasks rather than organizational structure
Consider using mega menus for complex navigation structures

Site Navigation

Each SharePoint site has its own navigation menu that can be customized to reflect the content and purpose of that specific site.

Components:

Top Navigation: Horizontal menu below the suite bar
Quick Launch: Vertical menu on the left side of the page
Hub Navigation: Appears when sites are connected to a hub

Best Practices:

Align site navigation with user needs and common tasks
Use consistent naming conventions across sites
Limit navigation depth to 2-3 levels
Regularly review and update navigation based on usage patterns

Page Navigation

Within pages, navigation elements help users move between sections and related content.

Components:

Section anchors: Jump links to page sections
Related links: Connections to relevant content
Breadcrumbs: Show the user’s location in the site hierarchy

Permissions & Sharing

Managing access to SharePoint content is essential for both security and collaboration. SharePoint’s permission system allows you to control who can see and edit your content with granular precision.

Permission Levels

SharePoint includes several built-in permission levels:

Full Control: Complete access to manage content and settings
Design: Edit pages, lists, and documents, but not site settings
Edit: Add, edit, and delete list items and documents
Contribute: Add and edit items but not delete them
Read: View-only access to content

SharePoint Groups

Groups simplify permission management by allowing you to assign permissions to collections of users rather than individuals:

Owners: Have full control of the site
Members: Can contribute content to the site
Visitors: Have read-only access to the site

Sharing Content

SharePoint provides several ways to share content:

Site Sharing: Grant access to an entire SharePoint site
Library/List Sharing: Share specific libraries or lists
File/Item Sharing: Share individual documents or list items

Sharing Options:

Anyone: Create a link that anyone can use (no sign-in required)
People in your organisation: Create a link that only people in your organisation can use
Specific people: Share with specific individuals or groups
People with existing access: Create a link only for people who already have access

Best Practices for Permission Management

Follow the principle of least privilege (grant only the permissions needed)
Use groups rather than individual permissions when possible
Regularly audit and review permissions
Be cautious with “Anyone” links for sensitive information
Consider time-limited access for temporary collaborators
Document your permission strategy for consistency

SharePoint vs. OneDrive

SharePoint and OneDrive are complementary Microsoft 365 services that often cause confusion. Understanding when to use each will help you collaborate more effectively.

OneDrive for Business

OneDrive for Business is your personal storage space in the cloud, similar to having a personal drive on a traditional network.

Best for:

Personal documents and files
Early-stage drafts before they’re ready to share
Limited, ad-hoc sharing with specific individuals
Files that don’t require team collaboration
Accessing your files across devices

SharePoint

SharePoint is designed for team and organizational content that needs to be accessible to multiple people.

Best for:

Team documents and collaborative content
Files that multiple people need to access regularly
Content that needs consistent metadata and organization
Information that should remain accessible even if an employee leaves
Documents subject to compliance and retention policies

How They Work Together

OneDrive and SharePoint are designed to work seamlessly together:

Files can be moved easily between OneDrive and SharePoint
Both support co-authoring and version history
Both can be synced to your desktop for offline access
Both are searchable through Microsoft 365 search

Rule of Thumb: If it’s just for you, use OneDrive. If it’s for the team, use SharePoint.

Getting Started with SharePoint

Now that you understand the fundamentals, here’s how to begin using SharePoint effectively:

1. Explore Your Environment

Take time to navigate through your organization’s SharePoint environment:

Visit the SharePoint start page (sharepoint.com)
Explore featured sites and news
Check out sites you’re following or frequently visit
Search for content relevant to your work

2. Learn Basic Document Management

Practice essential document tasks:

Upload documents to a library
Create a new document directly in SharePoint
Share a document with colleagues
Co-author a document with teammates
Check version history of a document

3. Customise Your Experience

Make SharePoint work better for you:

Follow sites you visit frequently
Sync important document libraries to your computer
Create personal views for lists and libraries
Set up alerts for important content changes

4. Connect with Microsoft Teams

If your organisation uses Microsoft Teams:

Understand how Teams and SharePoint work together
Access SharePoint files directly from Teams channels
Learn when to use Teams vs. SharePoint for collaboration

5. Mobile Access

Install the SharePoint mobile app to:

Access your content on the go
Stay updated with site news and activities
View and edit documents from your mobile device
Capture and share photos and information from the field

Common SharePoint Challenges & Solutions

Even with a solid understanding of the fundamentals, you may encounter some challenges when using SharePoint. Here are solutions to common issues:

Navigation Confusion

Challenge: Users get lost in the SharePoint environment and can’t find what they need.

Solutions:

Create a clear, consistent navigation structure
Use hub sites to connect related content
Implement a site directory or landing page
Train users on SharePoint’s navigation features
Use descriptive page and document titles

Document Overload

Challenge: Libraries become cluttered with thousands of documents, making it difficult to find information.

Solutions:

Implement a consistent folder structure (when appropriate)
Use metadata to categorize and filter documents
Create targeted views for different user needs
Regularly archive outdated content
Implement content types for consistent document templates

Permission Complexity

Challenge: Managing who has access to what becomes overwhelming.

Solutions:

Document your permission strategy
Use SharePoint groups instead of individual permissions
Implement consistent permission inheritance
Regularly audit and clean up permissions
Train site owners on permission best practices

Adoption Resistance

Challenge: Users resist using SharePoint, preferring old methods of file storage and sharing.

Solutions:

Provide clear training and documentation
Showcase specific benefits relevant to users’ daily work
Start with simple use cases and gradually expand
Identify and support SharePoint champions
Gather and act on user feedback

Advanced SharePoint Topics

Once you’ve mastered the fundamentals, you might want to explore these more advanced SharePoint capabilities:

Content Types

With Content Types you can create reusable collections of settings, columns, and templates that can be applied to documents and items.

Site Designs and Site Scripts

Automate the creation of sites with predefined lists, libraries, and configurations.

Power Automate Integration

Build workflows to automate business processes like approvals, notifications, and data collection.

Power Apps Integration

Create custom forms and applications that interact with SharePoint data.

SharePoint Framework (SPFx)

Develop custom web parts and extensions using modern web technologies.

Step-By-Step Guide

Getting Started Video Series

Conclusion

SharePoint fundamentals provide the foundation for effective collaboration, document management, and information sharing in the modern workplace. By understanding the core concepts covered in this guide—site types, document libraries, lists, navigation, and permissions—you’ll be well-equipped to leverage SharePoint’s powerful capabilities.

Remember that mastering SharePoint is a journey. Start with these fundamentals, practice regularly, and gradually explore more advanced features as your confidence grows. With each step, you’ll discover new ways to enhance productivity, streamline processes, and collaborate more effectively with your team.

Have questions about SharePoint fundamentals? Need help with a specific SharePoint challenge? Contact us for personalised guidance, or explore our courses for structured learning opportunities.

Last updated: April 2025

Getting Started Series

Getting Started is a FREE series of blog posts designed for beginners to learn the basics of SharePoint. Start with an introduction to what SharePoint is and work your way through to learn about how to create a site and to work with and collaborate on documents.