{"id":246,"date":"2023-01-04T08:00:34","date_gmt":"2023-01-04T08:00:34","guid":{"rendered":"https:\/\/blogs.imperial.ac.uk\/office365\/?p=246"},"modified":"2023-01-24T12:36:39","modified_gmt":"2023-01-24T12:36:39","slug":"sharepoint-essentials","status":"publish","type":"post","link":"https:\/\/blogs.imperial.ac.uk\/office365\/2023\/01\/04\/sharepoint-essentials\/","title":{"rendered":"SharePoint &#8211; Essentials"},"content":{"rendered":"<p>The Microsoft 365 suite contains many powerful tools and services.\u00a0 SharePoint is the most fundamental in delivering storage to support almost all these services.<\/p>\n<p>SharePoint can, however, be confusing so in this blog post we&#8217;ll aim to try and clear up some of the confusion.<\/p>\n<p>If you take only one thing from reading this post it should be this &#8230;<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"text-align: left\"><strong><strong>One Drive for Business is for Personal file storage.<\/strong><\/strong><\/li>\n<li style=\"text-align: left\"><strong>SharePoint is for group files.<\/strong><\/li>\n<li><strong>SharePoint is for much more than just storing group files.<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>So let&#8217;s dig into this a bit more &#8230;<\/p>\n<p>&nbsp;<\/p>\n<p><strong>1. <\/strong><span style=\"text-decoration: underline\"><strong>Fundamentals.<\/strong><\/span><\/p>\n<p style=\"padding-left: 40px\">SharePoint is NOT just another file share (or the place where your group files are going to be moved to)!\u00a0 SharePoint contains many useful elements and for some it is the versatile swiss army knife of collaboration.<\/p>\n<p style=\"padding-left: 40px\">A SharePoint site can not only deliver file storage so that you and your work group, department or faculty can work together on files.\u00a0 It can also deliver pages of information, news, and act as a landing page for your team where they can discover what&#8217;s happening and see updated information.<\/p>\n<p style=\"padding-left: 40px\">For this to work, you are going to need to understand some other concepts and have people who are prepared to manage and update the site and pages.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>2. <\/strong><span style=\"text-decoration: underline\"><strong>OneDrive for Business vs SharePoint.<\/strong><\/span><\/p>\n<p>&nbsp;<\/p>\n<p style=\"padding-left: 40px\">As already stated, OneDrive for Business (ODfB) is for personal file storage.\u00a0 ODfB is NOT for long term sharing or storage of group files.<\/p>\n<p style=\"padding-left: 40px\">You can see our <a href=\"https:\/\/blogs.imperial.ac.uk\/office365\/2022\/12\/06\/one-drive-for-business-basics\/\">One Drive for Business Basics blog here<\/a>.<\/p>\n<p style=\"padding-left: 40px\">SharePoint is the place for Group files and group working.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>3. <\/strong><span style=\"text-decoration: underline\"><span style=\"text-decoration: underline\"><strong>What&#8217;s a Site, a Page, a Document Library and a Web Part?<\/strong><\/span><\/span><\/p>\n<p>&nbsp;<\/p>\n<p style=\"padding-left: 40px\"><strong>SharePoint Site<\/strong> &#8211; is the collection of pages, documents and information delivered as a managed area where you can set specific access rights for a group of users.<\/p>\n<p style=\"padding-left: 40px\"><strong>Page<\/strong> &#8211; is a webpage in the SharePoint site.\u00a0 You can deliver information and dynamic access using &#8220;web parts&#8221;.\u00a0 A web part is a function which can help you to show information such as a time in a different location, weather or a collection of files or other useful elements.<\/p>\n<p style=\"padding-left: 40px\"><strong>Document Library<\/strong> &#8211; this is a storage space where you can group files and then grant access to a group of people to the whole library.\u00a0 So for example you might want to include different sets of useful information or files into a discreet document library &#8211; e.g. finance files in a separate document library from HR files or work instructions, or maybe you want a more easily accessible video library of meeting recordings or training videos.<\/p>\n<p style=\"padding-left: 40px\"><strong>Web Part<\/strong> &#8211; this is a small piece of pre-written code that is built to work on a SharePoint page to allow you to deliver some specific information.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>4. <\/strong><span style=\"text-decoration: underline\"><strong>Security in SharePoint<\/strong><\/span><\/p>\n<p>&nbsp;<\/p>\n<p style=\"padding-left: 40px\">When a SharePoint site is created it comes with three default groups &#8211; the Owners, Members and Visitors groups.<\/p>\n<p style=\"padding-left: 40px\"><strong>Owners<\/strong> &#8211; these are the people responsible for the maintenance and upkeep of the site.\u00a0 They have the ability to add people to the other groups (Members and Visitors), create new groups and add people to those groups, change the access controls and generally have a large range of controls.<\/p>\n<p style=\"padding-left: 40px\"><strong>Members<\/strong> &#8211; these are the regular collaborating users in the group \/ department \/ faculty.\u00a0 They generally have edit access to the site so can potentially add and update new pages, add, edit and delete files from document libraries and see what is in the site.<\/p>\n<p style=\"padding-left: 40px\"><strong>Visitors<\/strong> &#8211; the people added to the visitors group usually have &#8220;read only&#8221; permission &#8211; so they can read pages of information and view files within the document library, but they can&#8217;t edit the files.<\/p>\n<p style=\"padding-left: 40px\">So the default permissions are &#8230;<br \/>\n<strong><br \/>\nSite Owners = Full Control<br \/>\n<\/strong><strong>Site Members = Edit<br \/>\n<\/strong><strong>Site Visitors = Read<\/strong><\/p>\n<p style=\"padding-left: 40px\">It is possible to change the access for a page or a file so that a restricted set of people have access, or to grant additional people access to a resource within the SharePoint site.<\/p>\n<p style=\"padding-left: 40px\">The other permissions that can commonly be granted to users or groups of users are as follows:<\/p>\n<p style=\"padding-left: 40px\"><strong>Full Control<\/strong>\u00a0\u2013 Has full control<br \/>\n<strong>Design<\/strong>\u00a0\u2013 Can view, add, update, delete, approve, and customize<br \/>\n<strong>Edit<\/strong>\u00a0\u2013 Can add, edit and delete lists; can view, add, update and delete list items and documents<br \/>\n<strong>Contribute<\/strong> \u2013 Can view, add, update, and delete list items and documents<br \/>\n<strong>Read<\/strong>\u00a0\u2013 Can view pages and list items and download documents<br \/>\n<strong>View<\/strong>\u00a0\u2013\u00a0Can view pages, list items, and documents but not download<\/p>\n<p style=\"padding-left: 40px\"><span style=\"text-decoration: underline\"><strong>NOTE<\/strong><\/span> the difference between <strong>Read<\/strong> and <strong>View<\/strong> &#8211; a user with view access cannot download a document but someone with Read access can!<\/p>\n<p>&nbsp;<\/p>\n<p><strong>5. <\/strong><span style=\"text-decoration: underline\"><strong>Metadata<\/strong><\/span><\/p>\n<p>&nbsp;<\/p>\n<p style=\"padding-left: 40px\">Metadata is a means of filtering or refining a data set.\u00a0 So in SharePoint that might be a list of recordings, but with metadata you can filter based on the subject covered, etc.\u00a0 In the exaple shown below we have added a column to contain metadata about the subjects covered in some videos.<\/p>\n<p>&nbsp;<\/p>\n<p style=\"padding-left: 80px\"><img loading=\"lazy\" decoding=\"async\" width=\"300\" height=\"127\" class=\" wp-image-281\" src=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-20-SharePoint-Metadata-300x127.jpg\" alt=\"Image of a SharePoint library showing metadata\" \/><\/p>\n<p>&nbsp;<\/p>\n<p><strong>6. <\/strong><span style=\"text-decoration: underline\"><strong>Syncing<\/strong><\/span><\/p>\n<p>&nbsp;<\/p>\n<p style=\"padding-left: 40px\">The simple rule here is &#8230; <strong>DON&#8217;T Sync SharePoint libraries<\/strong>.<\/p>\n<p style=\"padding-left: 40px\">SharePoint document libraries are generally VERY large.\u00a0 When you sync a document library (or add a shortcut to OneDrive for Business) then the library or shortcut linked area get synced using the OneDrive for Business sync client.<\/p>\n<p style=\"padding-left: 40px\">If you have a whole department&#8217;s or research group&#8217;s files in a SharePoint document library then you also run the risk of accidental deletion and potentially then not being able to recover files.<\/p>\n<p style=\"padding-left: 40px\">As an example, after syncing just 35,000 files from a library containing 230,000 files,\u00a0 it took over 2 hours to &#8220;un-sync&#8221; the library!\u00a0 That&#8217;s on a VERY fast (1.2Gbps) fibre optic internet connection with zero contention.<\/p>\n<p style=\"padding-left: 40px\">Microsoft&#8217;sown documentation has limits and guidance on the total number of files that you should sync across One Drive for Business and synced SharePoint libraries (your &#8220;sync set&#8221;).\u00a0 Many SharePoint libraries would breach this recommendation in their own right, let alone as part of a larger &#8220;sync set&#8221;.<\/p>\n<p style=\"padding-left: 40px\">Imperial ICT do NOT recommend syncing of SharePoint document libraries and in fact on many SharePoint sites the functionality is disabled to prevent offline file storage (synced files).<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li>If you wish to discuss this further then you need to <a href=\"https:\/\/www.imperial.ac.uk\/admin-services\/ict\/contact-ict-service-desk\/\">raise a job with ICT&#8217;s Service Desk<\/a>.\u00a0 Your job will be passed to the SharePoint specialists for consultation and advice.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Microsoft 365 suite contains many powerful tools and services.\u00a0 SharePoint is the most fundamental in delivering storage to support almost all these services. SharePoint can, however, be confusing so in this blog post we&#8217;ll aim to try and clear up some of the confusion. If you take only one thing from reading this post [&hellip;]<\/p>\n","protected":false},"author":1566,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[312312],"tags":[312566,361],"class_list":["post-246","post","type-post","status-publish","format-standard","hentry","category-microsoft-365-general","tag-microsoft-365","tag-sharepoint"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>SharePoint - Essentials - Office 365 News and Updates<\/title>\n<meta name=\"description\" content=\"Blog post covering the essentials of SharePoint, some terms and security principles for understanding and getting started with SharePoint.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blogs.imperial.ac.uk\/office365\/2023\/01\/04\/sharepoint-essentials\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"SharePoint - Essentials - Office 365 News and Updates\" \/>\n<meta property=\"og:description\" content=\"Blog post covering the essentials of SharePoint, some terms and security principles for understanding and getting started with SharePoint.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/blogs.imperial.ac.uk\/office365\/2023\/01\/04\/sharepoint-essentials\/\" \/>\n<meta property=\"og:site_name\" content=\"Office 365 News and Updates\" \/>\n<meta property=\"article:published_time\" content=\"2023-01-04T08:00:34+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-01-24T12:36:39+00:00\" \/>\n<meta property=\"og:image\" content=\"http:\/\/blogs.imperial.ac.uk\/office365\/files\/2022\/12\/2022-12-20-SharePoint-Metadata-300x127.jpg\" \/>\n<meta name=\"author\" content=\"Adrian Mannall\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Adrian Mannall\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/blogs.imperial.ac.uk\\\/office365\\\/2023\\\/01\\\/04\\\/sharepoint-essentials\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/blogs.imperial.ac.uk\\\/office365\\\/2023\\\/01\\\/04\\\/sharepoint-essentials\\\/\"},\"author\":{\"name\":\"Adrian Mannall\",\"@id\":\"https:\\\/\\\/blogs.imperial.ac.uk\\\/office365\\\/#\\\/schema\\\/person\\\/c6b79005531913f0fc86277fd67c7338\"},\"headline\":\"SharePoint &#8211; 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