Microsoft SharePoint & Office 365

Microsoft SharePoint is a document management and collaboration tool developed by Microsoft. It's basically an intranet and content management system that is used for internal purposes to assist with bringing an organisation together.

SharePoint is a leading tool used by 78% of Fortune 500 companies to develop their online and offline capabilities. SharePoint is an industry leading platform for intranets, secure document management, collaboration, and much more.

SharePoint is used by companies for intranets, extranets, websites, document management, employee collaboration, process automation and more;

  • File sharing and storage
  • External sharing
  • SharePoint Workflows
  • Communication sites
  • Intranets
  • Mobile apps

File sharing and at least 1 TB of OneDrive storage per user. Find content in electronic format for litigation or audit scenarios. Office 365 makes it easy to share files and folders by creating a shareable link. Recipients can click the link and immediately access the file without having to go through any additional process. You can already create links that can be used by anyone, and links that are internally shareable within people in your organization.

Sometimes you need to share with additional security and require that people with the link prove that they are intended recipients. Office 365 also makes it easy to do this by allowing you to send links that work only for specific people Now, when sending secure links to recipients outside of your organization, those recipients will be sent an email message with a time-limited, single-use verification code when they open the link. By entering the verification code, the user proves ownership of the email account to which the secure link was sent.

Secure links allow external recipients to access files and folders securely without requiring them to create or maintain a Microsoft account. Email-based verification codes are a simple and effective way to provide secure access, familiar to users who access secure internet sites that verify identity by sending a code by email or text message.

Securely share files and content with people inside and outside your organization. Use In-Place Hold to programmatically prevent content deletion or editing. If your organization performs work that involves sharing documents or collaborating directly with vendors, clients, or customers, then you can use the external sharing features of SharePoint Online to share content with people outside your organization. Or, if this is not the case, you may want to limit the use of external sharing in your organization. In this article, we look at the SharePoint Online sharing options and how to plan for them.

SharePoint Online has both global (tenant-wide) and site collection settings for external sharing. The tenant-level settings override any settings at the site collection level, and also affect OneDrive.

For your SharePoint Online tenant and for each individual site collection, you can choose from the following basic sharing options:

  • No external sharing
  • Sharing only with external users in your directory
  • Sharing with authenticated external users
  • Sharing with anonymous users

A workflow is a set of tasks and decision points that lead to one or more outcomes. Think of them as an automated flowchart-like application that controls execution of standard business processes. SharePoint provides a set of templates used to generate workflows that are designed to save you time and effort, and establish consistency and efficiency for tasks you perform on a regular basis.

To add a workflow, you must have the correct permission for the list, library, or site collection where the workflow runs. There are four roles associated with workflows:

  • Workflow creator – the person who creates a workflow template. This is typically someone very familiar with the business process.
  • Workflow author – the person who configures a new workflow using a workflow template by associating it with a specific library, list, or content type.
  • Workflow initiator – the person who starts a new workflow instance for a document or list item. They would also be able to terminate the workflow if necessary.
  • Workflow participant – one of the individuals who perform a task associated with the workflow.

Broadly share and communicate your group’s message across the organization with beautiful, dynamic communication sites. When you create a communication site in SharePoint Online, you can start with a blank site or choose one of the other site designs, each of which comes with a default set of web parts.

The options available are:

  • Topic – to share information such as news, events, and other content.
  • Showcase – to use photos or images to showcase a product, team, or event.
  • Blank – to create your own design.
No matter which one you choose, you can add, remove, or reorder web parts as needed.

Communication sites allow people to create and share recurring updates beyond email. When you create a page on a communication site, you can embed documents and video, and dynamically pull in real-time data from across Office 365, including documents from SharePoint, Power BI reports, Microsoft Stream videos and Yammer discussions. The resulting page is a rich and dynamic communication. And the page persists on the site, so people can refer to it easily, even as the membership of your team changes, so new members can more easily get up to speed.

Inform and engage your organization with intranets and sites to tell your story, announce your news, share resources, streamline processes, and engage people.

With the recent release of SharePoint 2016, we’re really excited about the improvements that have been brought to what is almost certainly the world’s most popular Intranet provider. With cloud accelerated experiences, an improved hybrid search, and a whole host of new features and updates, SharePoint 2016 looks like it could be the best iteration yet.

SharePoint now integrates well with Yammer, Microsoft’s enterprise social network (ESN). ESNs are super useful; they let users speak to one another and work in a natural and interactive manner. Individuals get their own profiles which means a ‘people search’ feels more human, and knowledge sharing is facilitated by silos being broken down. Features such as ‘likes’ and @mentions also make using the Intranet a lot more engaging.

Today’s workers are ever more mobile – they expect to connect to company systems wherever they are, and from whatever device they use. Out-of-the-box SharePoint manages this increasingly well since Microsoft is very focused on the ‘mobile-first’ economy. SharePoint intranets are customization-friendly, however, you should keep in mind that the customization will require time and investments.

Access intranets, team sites and content with the SharePoint mobile app and OneDrive mobile apps for Android, iOS, and Windows.The new SharePoint mobile app helps you keep your work moving forward by providing quick access to your team sites, organization portals and resources, and even a view into what the people you work with are working on. And this new app is infused with the intelligence of the Microsoft Graph, which applies machine learning to activity in Office 365 to connect you to the relevant documents and people around you. The SharePoint mobile app works with SharePoint Online in Office 365, SharePoint Server (2013 and 2016) on-premises and your hybrid environment.

Once you launch the app on your iPhone, you’ll be prompted to sign in with your SharePoint credentials. The SharePoint mobile app lets you easily switch between accounts.

The SharePoint mobile app provides search throughout with clean results—filtered by sites, files and people. When you perform a search in the SharePoint mobile app, you are connecting through full enterprise search, so you can find content and people from across your intranet, SharePoint team sites, company portals and the OneDrive for Business folders you have access to, including content recommendations powered by the Microsoft Graph.

2. OneDrive App
3. Office 365 Admin App
4. Outlook App
5. Outlook Groups App
6. MS Teams and Planner App

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