SharePoint Online Utlimate Tutorial Guide PDF

SharePoint Online: Ultimate
Tutorial Guide
Prepared By:
Bijay Kumar Sahoo (SharePoint MVP)
&&
Bhawana Rathore (SharePoint MVP)
TSInfo Technologies (OPC) Pvt Ltd || Flat G-04, SJR Residency, Devarabeesanahalli, Bellandur,
Bangalore, India, 560103 || Email: contact@tsinfotechnologies.com || Mob: +91-9916854253
Table of Contents
About Authors: ...................................................................................................................................... 2
Bijay Kumar Sahoo: ......................................................................................................................... 2
Bhawana Rathore: ........................................................................................................................... 2
About TSInfo Technologies: ........................................................................................................... 2
Introduction: .......................................................................................................................................... 3
What is portal technology? ................................................................................................................. 3
What is SharePoint? ............................................................................................................................ 3
What is Office 365?.............................................................................................................................. 4
Office 365 Subscription: .................................................................................................................. 5
Sign up for an Office 365 trial: ........................................................................................................ 5
What is SharePoint Online? ............................................................................................................... 5
How to access SharePoint Office 365? ........................................................................................ 5
SharePoint Online subscription:..................................................................................................... 5
Browsers supported in SharePoint online: ....................................................................................... 6
Supported Browsers: ....................................................................................................................... 6
Not Supported Browsers: ................................................................................................................ 6
Advantages of using SharePoint Online: .......................................................................................... 6
How to use SharePoint Office 365? Or how to use SharePoint online Office 365? .................. 7
Access SharePoint Online Site: ....................................................................................................... 11
Create a Site in SharePoint Online: ................................................................................................ 13
How SharePoint Online new Team site looks? ............................................................................. 16
Site Contents Page in Team Site:.................................................................................................... 18
Site Settings page in Team Site:...................................................................................................... 19
Team Site Upload Documents: ........................................................................................................ 20
Team Site: Permission Levels:......................................................................................................... 21
Team Site: SharePoint Groups: ....................................................................................................... 23
Team Site: Recycle Bin: .................................................................................................................... 24
Restore Deleted Item from Recycle Bin: .................................................................................... 24
Second Stage Recycle Bin: .......................................................................................................... 25
How to use SharePoint designer 2013 in SharePoint online? .................................................... 26
Conclusion:.......................................................................................................................................... 27
About Authors:
Bijay Kumar Sahoo:
Bijay Kumar Sahoo is a Microsoft MVP in Office Servers and Services category specialized
in SharePoint. He has more than 11 years of experience in SharePoint. He has worked in
various versions of SharePoint starting from MOSS 2007, SharePoint 2010, and SharePoint
2013. Currently focus more in SharePoint 2016, Office 365 and SharePoint Online. He has
worked in various large scale organization. He has been a SharePoint trainer, consultant
from 2007. On his professional time, Bijay also focuses on SharePoint technical blogging
and blogs in his own multiple blog sites. Currently Bijay is focusing on his own SharePoint
consulting and training venture TSInfo Technologies and working with various clients.
MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5000972
TSInfo Technologies: http://www.tsinfotechnologies.com/
Bhawana Rathore:
Bhawana Rathore is a SharePoint MVP from Microsoft from 2018. She has been working in
Microsoft technologies from more than 8+ years. She has worked in all the versions of
SharePoint from WSS to Office 365. She has also good exposure in Customization and
Migration using Nintex, Metalogix tools, Visual studio workflows, Apps etc. Now exploring
more in SharePoint 2016 & Office 365 SharePoint Online.
MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5003050
About TSInfo Technologies:

TSInfo Technologies, a start-up founded by Microsoft SharePoint MVPs in Bangalore India
We are providing consulting, development and training in various Microsoft technologies.
Our focus areas are SharePoint 2016/2013, SharePoint Online Office 365, Microsoft Azure
and Nintex etc.
Our Expertise in:
 SharePoint & Office 365 consulting

 SharePoint & Office 365 Development
 Branding & Customization
 SharePoint Migration (On Premise & Online)
 SharePoint Apps Development
 Nintex workflow and forms
 SharePoint 2016/2013 and SharePoint Online Office 365 training
(Development/Administration/End User)
 Nintex Workflows & Forms training
Visit: http://www.tsinfotechnologies.com/
Introduction:
In this SharePoint online tutorial pdf, we will discuss about portal technology, SharePoint,
Office 365, how to sign up for an Office 365 trial? SharePoint online, how to access
SharePoint Office 365? What are different SharePoint online subscription, different browsers
supported in SharePoint online, how to use SharePoint Office 365 or how to use SharePoint
online Office 365? How we can access SharePoint online? Then we will discuss how to
create SharePoint team site? Also we will look about site contents page, site settings page,
how to upload documents to a document library? What are different permission levels and
groups and we will discuss about recycle bin n SharePoint online, how we can restore
document from SharePoint recycle bin? What are second stage recycle bin, How to use
SharePoint designer 2013 in SharePoint online?
What is portal technology?

A portal is a place where users can get important information about corporate or
organization. This is the first place for employees to get business information. Various
organizations customize their portal based on their organizations requirement.
A portal may be consists of one or more web sites where information are stored directly on
the web sites or information are stored in file shares or other business applications. The
portal to be the central location users can visit to find information regardless of its actual
storage location. At the same time portal also be secure, up to date and easily accessible.
User should able to search for required information.
A good portal should provide all the company reference and policy information that the
employee needs to review, as well as links to all the information systems and websites that
employee needs to do her job. Information should be stored in easy-to-browse locations,
based on subject or topic.
Portal technologies enables users to handle day-to-day tasks from a single starting point.
What is SharePoint?
This question comes first when we start discussing about SharePoint. There is no particular
definition but lots of people describe it in different way according to its feature and
functionality.
SharePoint is a browser-based collaboration and document management platform from

Microsoft. Its content management feature allows organization or users to securely store,
share and collaborate within each other.
Some says SharePoint is an enterprise information portal from Microsoft that can be
configured to run Intranet, Extranet and Internet sites.
SharePoint is a web application from Microsoft that enables organizations to work more
efficiently by letting users share documents, data and information. It provides document
management, collaboration feature which increased productivity of organization.
We say SharePoint Products and Technologies because SharePoint is a web based
platform which contains various products and technologies to develop various corporate
portals. By using SharePoint organizations can easily create and manage their own
collaborative web sites.
SharePoint is one of the popular portal technologies, lots of small to large scale
organizations are using SharePoint to develop their portal. It is scalable, extensible, and
customizable portal solution for various organizations.
It help you better store, share, and manage digital information within your organization. In no
time you can create team sites to collaborate with each other, by using SharePoint lists and
libraries you can store information, documents etc.
Key Features of SharePoint are:
Share
Organize
Discover
Build
Manage
According to Microsoft official site, More than 200,000 organizations and 190 million people
have SharePoint for intranets, team sites and content management.
What is Office 365?

Cloud is really very much demand in market and various companies like Microsoft, Amazon,
Google, IBM, and HP providing cloud services on subscription based. Whatever people will
use they will pay for that only. Companies provides different types of cloud services like:
 Software as a service (SaaS)

 Platform as a service (PaaS)
 Infrastructure as a service (IaaS)
You can read an article on Cloud computing and Microsoft Azure

(http://www.enjoysharepoint.com/Articles/Details/introduction-to-cloud-computing-and-
microsoft-azure-21911.aspx).
Office 365 comes as a Software as a service (SaaS) from Microsoft. Here user just need to
use the application that they need for their business. Office 365 is the "cloud" solution from
Microsoft. The services are hosted outside your organization, and Microsoft cloud is fully
maintained by Microsoft. Office 365 was available for public on June 2011. As the name
suggest Office 365 provides services like Office (Word, Excel, PowerPoint, OneNote,
Outlook, Publisher, and Access) as well as other services like One drive for business,
Exchange online, Skype for Business, SharePoint Online, and Yammer etc. Users can
access all the services online without any headache of maintaining anything on-premise. So
there will be no headache of on-premise server maintenance, patching or update activities
etc.
Office 365 Subscription:

As you know SharePoint Online is a part of Office 365 suite and we can access SharePoint
online after taking a subscription of Office 365. There are various plans are available for
business in Office 365. There are two popular plans: Office 365 Enterprise E3, Office 365
Enterprise E5. Once you take subscription, you can access SharePoint which is a part of
those plans.
Sign up for an Office 365 trial:

Before buying the Office 365 subscription, if you want to try the features then you can Sign
up for an Office 365 trial from Microsoft. Check out the below article for the same.
Sign up for Office 365 trial (https://www.sharepointsky.com/how-to-sign-up-for-an-office-365-

sharepoint-online-trial-account/).
You can also compare various Office 365 business subscription plans.
https://products.office.com/en-in/business/compare-more-office-365-for-business-plans
What is SharePoint Online?

Office 365 provides SharePoint feature in terms of SharePoint online. SharePoint online is a
perfect tool for collaboration, document management etc. for your organization. You can
creates sites in less than a minute for your team to collaborate, to maintain documents, work
with lists, announcements, blogs etc. Take advantages of check-in, check out features, see
various versions of documents etc. You can share your documents with external users also
in SharePoint online. SharePoint online is tightly integrated with Office products, you can
work with word document and then publish to SharePoint online directly from word. Apart
from these, there are number of advantages of SharePoint online.
How to access SharePoint Office 365?

We can access SharePoint by directly after taking a subscription of Office 365. Or you can
also directly take SharePoint Online subscription.
SharePoint Online subscription:

There are two plans available in SharePoint Online Subscription:
 SharePoint Online Plan 1 ($5.00 user per month)

 SharePoint Online Plan 2 ($10.00 user per month)
In this subscription, only you can access SharePoint and OneDrive. Whatever features
available in SharePoint Online Plan 1, you will get everything in SharePoint Online Plan 2
additionally, you will get Unlimited OneDrive storage in SharePoint Online Plan 2 where are
you will get 1 TB of OneDrive storage per user in SharePoint Online Plan 1.
You can also check and compare both the plans: Compare SharePoint Online subscription
options.
https://products.office.com/en-us/sharepoint/compare-sharepoint-plan
Browsers supported in SharePoint online:

Office 365 SharePoint online supports all the update browsers like Internet Explorer, Mozilla
Firefox, and Safari etc.
Below are the browsers supported in SharePoint online Office 365.
Supported Browsers:
 Microsoft Edge
 Internet Explorer 11
 Google Chrome (latest released version)
 Mozilla Firefox (latest released version plus immediate previous version)
 Apple Safari (latest released version)
Not Supported Browsers:

You can read an article on Browsers supported in SharePoint 2016/2013 and SharePoint
Online (https://www.sharepointsky.com/sharepoint-2016-supported-browsers-browser-
supported-sharepoint-online-sharepoint-2013/).
Advantages of using SharePoint Online:

 Unlike SharePoint on premise version, in SharePoint online, SharePoint resided in
Microsoft data centre. So Microsoft will take care of hardware related stuffs, patches
maintenance etc. So organizations can save cost related to IT admin activities.
Microsoft will take care all.
 Microsoft is investing heavily in SharePoint online, so you will get lots of new features
if you are using SharePoint online. Those features may not be available in
SharePoint on premise versions or may come late.
 In terms of security Microsoft occupied lots of security certifications, so the data is
very much secure.
 Also there is a 99.99% of up time, so SharePoint online site will be always up.
How to use SharePoint Office 365? Or how to use SharePoint
online Office 365?
Once the subscription completed, we need to first create a user, if you want any user to
access SharePoint site. We can create a user in Office 365 admin centre. Login to
Portal.Office.com and then from the user’s section click on +Add a user like below to add a
user into your Office 365 Tenant.
This will open the add user screen where you can provide details like:
 First Name
 Last Name
 Display Name
 User Name etc.
 Password (Either you can create or you can auto generate the password)
Then you can assign roles to the user, here you can see either you can assign as a normal
user, or you can give role as a global administrator or you can also give customized
administrator role, like here I have given SharePoint administrator role.
Then another important thing is to assign product licenses to the user. Here you can see I
have assigned Office 365 Enterprise E3 licenses to the user.
Then click on Add. Which will add the site and will show you a confirmation screen.
Once the User got created now it is time to access SharePoint.
Access SharePoint Online Site:

We can access SharePoint site anywhere from the Office 365 Portal site. Just click on the
App launcher and then you can see “SharePoint”. Check the fig below:
This will open the home page of the site. You can some useful navigation here like:
- Following: It will display what are the sites you are following.
- Frequent Sites: This will display sites you have visited frequently.
- Recent: This section will display sites you have visited recently.
- Featured Links: Some useful links it will display.
The home page looks like below:
Create a Site in SharePoint Online:
Now we will see how we can create a SharePoint online site in Office 365. In the home
page, you can see a “+ create” site button.
Once you click on the above button + Create site, it will ask you to create site either a Team
site or a Communication site.
 Team site: As the name suggests, team sites are for your team. It is like a private
site for your team, if someone does not have permissions to the site, s/he cannot
access the site. Team site is like a container for your team which is a
collaboration space for your team members. You can create lists to store
information like announcement, contact, survey, links etc. Also you can you can
create various document libraries to store documents which can be accessible
inside your team. Team sites are secured with permissions, so the data will be
accessible to those person who has access to the site.
 Communication site: A SharePoint communication site is a great place to share
information with others. You can share news, reports, statuses, and other
information in a visually compelling format.
Here we will discuss about how to create team site. Click on Team site to create a team
site.
Give a site name and description for the site and then it will automatically shows the
Group email address. And on the Privacy settings. You can either choose Private site or
public site. In case you choose private site only team members can access. If you
choose for public site then anyone can access the site.
In the next screen you can add your additional owners if you want to add and also you can
add members who you want they can access the site. Then click on Finish button to create
the site.
Now our Office 365 SharePoint online team site is ready and you can use the collaboration
site.
How SharePoint Online new Team site looks?

SharePoint online modern tem site looks like below.
Below are description about few components:
1- This section known as the quick launch or left navigation, where you can navigate to
different pages. You can customize the quick launch like, you can add/edit link in the
quick launch.
2- Here you will be able to create new list, library, page, news post and app.
3- You can add new News from the +Add icon.

4- That is the gear or settings icon, you can navigate to various settings like Add a
page, add an app, site settings, site contents etc.
5- This section is for the following section and Group conversations section.
6- Edit icon will be used to edit the page.
7- In Quick Links we can add some links to it. Organisations can add useful links to it.
8- In Activity, it will display recent activities.
9- Document is the document library to store related team documents. You can drag
and drop or you can use the Upload button to upload documents.
10- In Comments sections you can add comments and people also can like your
comment or reply one your comments.
Site Contents Page in Team Site:

Site contents page is where you can see all your site contents like lists, libraries, sub sites
etc. You can navigate to the Site Contents page from the left navigation or from the gear
icon.
You can see all the lists and libraries as well as Subsites in the site contents page. You can
also add an app (lists/libraries) from this page and also you can create a new sub site from
this page.
Site Settings page in Team Site:

Site settings page is important for a team site. You can see various settings like Look and
Feel section to change Quick launch, Navigation Elements, Change the look etc. You can
also see other things like Site Actions, Web Designer Galleries, Site Administration, Site
Collection Administration, Site Administration, Search settings etc.
Team Site Upload Documents:
You can upload documents to any document library either by using drag and drop
functionality or by using the upload document.
You can create different types of documents like word document using word online and
directly save through the browser to SharePoint online document library.
You can create or open office documents directly using online office apps like word online,
excel online, PowerPoint online etc.
Team Site: Permission Levels:

Security is very important in any organization, the content should be visible to those users
who has permission to see the content. For example, you might want your managers to see
manager data rather the data will be available to everyone. SharePoint provides few default
permission levels which you can assign to users or groups based on the requirement.
SharePoint online permission levels are defined at the site collection level and are inherited
from the parent object by default.
Below are the default permission levels created by default when you will create a team site.
Permission Level Name Description

Full Control Has full control
Design Can view, add, update, delete, approve, and customize.
Edit Can add, edit and delete lists; can view, add, update and
delete list items and documents.
Contribute Can view, add, update, and delete list items and documents.
Read Can view pages and list items and download documents
You can also able to create your own custom permission levels. You can read an article on:
SharePoint custom permission levels (https://www.sharepointsky.com/sharepoint-
permission-levels/).
In the new team site under site settings, site permissions has been removed. So to navigate
to permission levels, click on the Gear icon and then click on Site permissions.
Then it will display Site Permissions dialog box in the right side, there click on “Advanced
permissions settings” link.
This will open the permissions page, there from the ribbon click on “Permission Levels”
There you will be able to see all the permission levels.
Team Site: SharePoint Groups:

SharePoint online provides groups known as “SharePoint Groups” to manage users. A
SharePoint group is a collection of users who all have the same set of permissions, or
permission level. By using SharePoint groups you can easily manger user permission in
SharePoint. We can easily assign same permission levels to many people at once.
By default in a team site below SharePoint groups created:
 <Site name> Members which has by default Edit permission levels

 <Site name> Owners which has by default Full Control permission levels
 <Site name> Visitors which has by default Read permission levels
Example:
 SharePointSKyTeam Memebers
 SharePointSKyTeam Owners
 SharePointSKyTeam Visitors
You can also create your own custom SharePoint groups and assign different permission
levels and then also you can add users to the SharePoint groups.
Team Site: Recycle Bin:

SharePoint recycle is important because you can restore deleted items from recycle bin.
Whenever you delete an item from SharePoint online list or document library, the item
moved to recycle bin. The item will be there in the recycle bin for a period of time. You have
the option to restore the item from the cycle bind during those time. In SharePoint online,
you can even view and restore items that were deleted by someone else, as long as you
have edit permissions on the item.
In SharePoint online, the item will be there for 93 days. When you delete the item from the
site recycle bin, it goes into the site collection recycle bin. It stays there for the remainder of
the 93 days, and then is permanently deleted. So even if you delete an item from first stage
recycle bin, it did not delete immediately, it moves to the second stage recycle bin.
To access the recycle bin click on “Recycle bin” link from the left navigation or the quick
launch.
Restore Deleted Item from Recycle Bin:

You can select the item and then click on “Restore Selection” to restore the item from
recycle bin.
Second Stage Recycle Bin:
To access second stage recycle bin, go to the Site Settings page and then click on “Recycle
Bin” which is under “Site Collection Administration”.
Once you click on this, then the recycle bin will be shown. There is an option to go to
“second-stage recycle bin”.
You can see the second stage recycle bin and from there also you can restore the items.
Second stage recycle bind looks like below:
How to use SharePoint designer 2013 in SharePoint online?
SharePoint Designer is one of the preferred tool for designing powerful no code solution in
SharePoint. SharePoint designer is a free web editing tool for building solutions for
SharePoint sites. By connecting to the SharePoint site using this tool, you can administer the
site, can work on workflows, can customize pages etc. Microsoft SharePoint designer
renders pages like what you see is what you get (WYSIWYG) editor.
SharePoint Designer 2013 (https://www.sharepointsky.com/sharepoint-designer-2013-

microsoft-sharepoint-designer-2010-sharepoint-designer-2007/)
SharePoint designer 2013 is the latest version from Microsoft and we can use SharePoint
designer 2013 to open SharePoint online site. Once you installed SharePoint designer 2013,
open SharePoint designer 2013. Then click on “Open Site”, to open SharePoint online site.
Then you can put the SharePoint online site URL and then click on Open. This will open the
SharePoint online site in the SharePoint designer, you can see like below:
Conclusion:
In this eBooks, we discussed about SharePoint online tutorial, what is a portal? What is
SharePoint online? How we can sign up for an Office 365 trial? Advantages of using
SharePoint online, how we can create users in Office 365? How we can create a SharePoint
online modern team site? How we can access SharePoint online site? What are different
components of a team site? What are default permission levels and permission group?
Recycle bin in SharePoint online, how we can use SharePoint designer 2013 in SharePoint
online etc.

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SharePoint Online: Ultimate

Bhawana Rathore (SharePoint MVP)

MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5000972

TSInfo Technologies: http://www.tsinfotechnologies.com/

MVP Link: https://mvp.microsoft.com/en-us/PublicProfile/5003050

About TSInfo Technologies:

Our Expertise in:

 SharePoint & Office 365 consulting

What is portal technology?

SharePoint is a browser-based collaboration and document management platform from

Key Features of SharePoint are:

What is Office 365?

 Software as a service (SaaS)

You can read an article on Cloud computing and Microsoft Azure

Office 365 Subscription:

Sign up for an Office 365 trial:

Sign up for Office 365 trial (https://www.sharepointsky.com/how-to-sign-up-for-an-office-365-

What is SharePoint Online?

How to access SharePoint Office 365?

SharePoint Online subscription:

 SharePoint Online Plan 1 ($5.00 user per month)

Browsers supported in SharePoint online:

Below are the browsers supported in SharePoint online Office 365.

Not Supported Browsers:

Advantages of using SharePoint Online:

Access SharePoint Online Site:

The home page looks like below:

How SharePoint Online new Team site looks?

3- You can add new News from the +Add icon.

Site Contents Page in Team Site:

Site Settings page in Team Site:

Team Site: Permission Levels:

Permission Level Name Description

Team Site: SharePoint Groups:

By default in a team site below SharePoint groups created:

 <Site name> Members which has by default Edit permission levels

Team Site: Recycle Bin:

Restore Deleted Item from Recycle Bin:

SharePoint Designer 2013 (https://www.sharepointsky.com/sharepoint-designer-2013-

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