To use SharePoint, open your team site and learn its four building blocks: document libraries for files, lists for data, pages for information and the home page that ties them together. Upload files to a library, share the link instead of attachments and sync the library to File Explorer.
SharePoint is the part of Microsoft's business suite where a team keeps its shared files, information and trackers. If somebody has just told you 'it's on SharePoint', this is the guide to what you're looking at and what to do with it. I'll skip the administrator topics and cover the everyday jobs: finding the site, working with files, using lists, building a page and keeping things on your own computer.
What's on a SharePoint site
Microsoft says a team site includes a group of related web pages, a default document library for files, lists for managing data and web parts you can customise. In plain English:
| Part | What you do with it |
|---|---|
| Home page | See news, links and what the team is working on |
| Document library | Store, open and share the team's files |
| List | Track structured information such as tasks, issues or contacts |
| Pages | Share information with text, images and quick links |
There are two kinds of site. A team site is for collaboration on a project. A communication site is for broadcasting information to a broad audience. Knowing which you're in tells you who's meant to add content.
Work with files
- Open the document library from the site's navigation.
- Upload files by dragging them in, or use the Upload button.
- Open a document in the browser or in the desktop app to edit it.
- Share a link to the file instead of emailing a copy, so everyone sees the latest version.
- Use the filters pane in a library to narrow what you see.
Use a list to track things
Lists are SharePoint's alternative to a shared spreadsheet. Microsoft says you can create and share lists to track issues, assets, routines, contacts, inventory and more. To add one, open the site, select New, then List, choose Blank or a template, name it and select Create. A list suits information several people update, such as a task log or an equipment register.
Add a page
- Open the site and select New, then Page.
- Choose a template and select Create page.
- Type a name for the page.
- Select the plus sign where you want content, and choose a web part such as Text, Image, Quick links or News.
- Select Publish when you're ready. Until you publish, readers don't see your changes.
Get the files on your own computer
If you open the same library every day, sync it. In your browser, go to the library, select the three dots and choose Sync. Your SharePoint files then appear in File Explorer under your organisation's name, and you can copy or move files between your computer and SharePoint. Microsoft notes that adding OneDrive shortcuts is the more versatile option where it's available, because shortcuts work on all your devices and sync is tied to one.
Everyday habits that help the team
- Save files to the library, not your desktop.
- Use clear file names and agree a pattern with the team.
- Share links, not attachments.
- Don't create a new folder structure on a whim. Ask first.
- Tell the site owner when something's missing or out of date.
Common problems
- You can't see a site: you probably need to be added as a member. Ask the owner.
- You can't edit: your permission may be read-only.
- A page change isn't showing: it hasn't been published yet.
- Files seem out of step: check the sync status icon in the Windows notification area.
If you need to build a site, my guide to Microsoft tools for small businesses shows how the pieces fit together, and the same thinking about access applies to Power BI data governance.
Find things fast
SharePoint sites can grow messy, so learn to search. Use the search box at the top of the site to look for a file name or a word inside a document, and use the filters pane in a library to narrow a long list by type, name or who changed it. If you can't find a file you expected to see, check whether you're in the right site, because organisations often have many. Ask a colleague for the link to the library, and bookmark it in your browser or add it to your favourites.
Be a good SharePoint citizen
- Name files so someone else can guess what they contain.
- Delete or archive old drafts, because a library full of copies is a trap.
- Use the existing folders and lists before you invent new ones.
- Tell the owner if permissions look wrong. You may see more than you should.
- Publish pages once they're ready, not before.
If you're not sure who owns a site, the home page or the site settings will usually tell you. A site with no owner is a site that rots, so it's worth flagging.
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My verdict
Learn the four building blocks, keep files in the library and share links. Sync the libraries you use daily, publish pages after editing and ask the site owner before you reorganise anything.
Frequently asked questions
How do I use SharePoint?
Open your team site, store files in its document library, track information in lists, share information on pages and sync the library to your computer if you use it daily.
What's the difference between a team site and a communication site?
A team site is for collaborating on a project. A communication site is for broadcasting information to a broad audience.
How do I add a page to SharePoint?
Select New, then Page, choose a template, name it, add web parts and select Publish.
What is a SharePoint list?
A list helps you track issues, assets, routines, contacts, inventory and more, starting from a template, an Excel file or scratch.
How do I get SharePoint files in File Explorer?
Select the three dots in the library, choose Sync and sign in to OneDrive. The files appear under your organisation's name.
