SharePoint Online represents a comprehensive and dynamic solution for managing business information in the modern context. Integrated into the Microsoft 365 suite, it offers advanced tools for storing, organizing, sharing, and accessing content from anywhere and on any device. The platform is designed to optimize productivity and promote collaboration among team members , regardless of their geographic location.

SharePoint Online stands out for its ability to effectively meet the needs of organizations operating in an increasingly digital and interconnected world. Thanks to its deep integration with Microsoft 365, the platform overcomes traditional information management barriers, offering a centralized environment where documents, data, and resources are always available, up-to-date, and easily accessible. Users can collaborate in real time on shared projects, simultaneously editing the same file and tracking versions and contributions, without ever losing control over data quality and security.

SharePoint Online's capabilities go far beyond simple file storage: the platform allows you to structure and organize information according to the logic best suited to your business context, thanks to customizable sites, document libraries, and libraries. Fast and intelligent search leverages content indexing, metadata, and tags to provide accurate results even in complex and fragmented environments. Business processes can be automated through workflows that streamline content approval, publishing, and distribution, reducing time and minimizing the risk of manual errors.

Mobility is a key aspect of SharePoint Online: the platform is fully accessible from any device, be it a PC, tablet, or smartphone, ensuring operational continuity even when away from home or on business trips. Dedicated apps make navigation intuitive and tailored to the needs of mobile users, without sacrificing security and performance. Each component of the platform is developed to ensure high standards of protection, thanks to advanced authentication systems, access controls, and constant activity monitoring.

Another strength of SharePoint Online is its seamless integration with other applications in the Microsoft 365 suite. Teams, Outlook, OneDrive, and Power Automate connect seamlessly, creating a digital ecosystem where communication and collaboration are seamless and cross-functional. Data can be shared in just a few clicks, tasks can be managed seamlessly, and information flows are always maintained. This interoperability facilitates the creation of virtual workspaces suitable for distributed teams , international projects, and complex organizational structures.

Personalization is another distinguishing feature: SharePoint Online allows you to shape corporate sites and portals according to your company's identity and specific needs, offering an engaging user experience that's consistent with your internal culture. Thanks to development tools and modular components, you can expand functionality, integrate third-party solutions, or develop custom applications that address specific processes.

The platform also supports compliance with major data protection and privacy regulations, making it suitable for regulated industries and organizations focused on information governance. Reporting, auditing, and version control complete the package of a solution that strives for excellence in managing corporate digital assets.

In short, SharePoint Online is much more than a tool for storing documents: it is a true digital environment for collaboration, innovation, and growth, where everyone can contribute and access collective knowledge, wherever they are, in complete security and with maximum efficiency.

a) Archiving safe from the information

· Data Centralization : Data centralization in SharePoint Online allows you to create a single environment where all company information is collected and organized in a structured way. Documents, images, videos, and data are stored in easily navigable document libraries, organized by project, department, or topic area. This central repository eliminates file fragmentation across devices or platforms, making it easier to find and share resources. Authorized users can quickly access the content they need, collaborate in real time, and ensure information consistency. Access management is flexible: each team can have dedicated or shared spaces, with customized permissions. The modular structure facilitates organizational growth, allowing new content to be added without losing organization or control. In this way, SharePoint becomes the digital hub of the company, supporting processes, communication, and innovation.

· Version control : A key aspect of secure archiving is version control: in SharePoint Online, every change made to a document is automatically recorded. This system not only allows you to track who made changes and when, but also allows you to easily retrieve previous versions of files if necessary. This maintains a complete and reliable history of revisions, ensuring transparency in collaborative processes and facilitating content recovery in the event of errors or unwanted changes. This feature is essential in business contexts where traceability and data governance are essential requirements.

· Security and Compliance : When it comes to security and compliance, SharePoint Online offers an advanced approach to protecting corporate data. The storage system implements encryption both in transit and at rest, ensuring that information is protected throughout every stage of its digital lifecycle. Granular permissions allow you to precisely define who can access, view, or modify content, significantly reducing the risk of unauthorized access. Configurable retention policies are also essential for ensuring data is retained only for as long as necessary and managed in accordance with major regulations, such as the GDPR. The platform also allows you to set up detailed audits and automatic alerts , facilitating continuous monitoring of access and changes, protecting privacy and transparency.

· Backup and recovery : An often overlooked but strategically important aspect concerns the management of backups and recovery procedures in SharePoint Online. The platform uses an automatic backup system that operates in the background, constantly safeguarding the integrity of archived data. This means that all content hosted within sites is periodically duplicated on secure servers, distributed across geographically separated data centers, drastically reducing the risk of loss due to hardware failure, human error, or cyberattacks. In the event of an emergency, such as accidental file deletion or data compromise following an attack, administrators can leverage rapid and targeted recovery procedures. SharePoint Online allows you to recover deleted documents through the integrated Recycle Bin, which temporarily stores files before permanent removal, thus providing a window of opportunity for recovery without the need for IT specialists. For more complex needs, such as restoring entire document libraries or sites, Microsoft offers advanced recovery tools that allow you to return the environment to a previous state in just a few simple steps. These backup and recovery capabilities, combined with transparent version management and access permissions, ensure not only business continuity but also the peace of mind needed to face the challenges of digital transformation with the certainty that corporate information assets are always protected and easily recoverable.

Exercise. Information storage

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to use SharePoint Online to ensure secure, traceable, and compliant storage of corporate information. You will learn how to centralize documents in structured libraries, enable version control to track changes, configure security permissions, and access backup and restore features. This exercise helps improve document governance, reduce the risk of data loss, and ensure regulatory compliance, making SharePoint a reliable information management tool.

🛠️ OPERATIONAL STEPS

1. Centralize data in a document library 📁

ü Log in to https://portal.office.com

ü Go to SharePoint > select your team site

ü Click on Site Content

ü Select + New > Document Library

ü Give it a descriptive name (e.g. “Contract Archive”)

ü Click Create

ü Open the collection and click Add Column

ü Create columns like “Document Type”, “Year”, “Responsible”

ü Create custom views to filter content

ü Add the collection to the site home page via web part

2. Enable version control 🔁

ü Go to the created document library

ü Click Settings ( ⚙️ ) > Collection Settings

ü Select Version Control Settings

ü Enable “Create major versions”

ü Set the maximum number of versions to keep

ü Save changes

ü Upload a file and edit the contents

ü Click on ... > Version History

ü View and restore a previous version

ü Verify that changes are tracked correctly

3. Security and Compliance Configuration 🔐

ü Go to Collection Settings > Collection Permissions

ü Click Stop Permission Inheritance

ü Remove unauthorized users

ü Add users or groups with specific roles (Read, Edit)

ü Go to https://compliance.microsoft.com

ü Select Solutions > Compliance Management

ü Create a retention policy for collection

ü Set the retention period (e.g. 5 years)

ü Apply the policy to the document collection

ü Save and monitor policy application

4. Backup and restore content 💾

ü Sign in to the SharePoint Administration Center

ü Go to Active Sites > select the site

ü Click on Backup and Restore (section integrated with Microsoft 365)

ü View recovery options for collections and files

ü Select a collection and click Restore Collection

ü Choose a reference date

ü Confirm the restore

ü Verify that the files have been restored successfully

ü Alternatively, use OneDrive > Recycle Bin to recover deleted files

ü Document the operation for internal audits

📘 APPLICATION OPERATIONAL SCENARIO

The legal department must store contracts securely and compliantly. Create a centralized document library, enable version control to track changes, set permissions to limit access, and configure a five- year retention policy. In the event of an error, use the restore function to recover files.

· 📁 Centralization : SharePoint > New Library > Add Columns
➡️ All contracts are stored in one structured location.

· 🔁 Versioning : Collection Settings > Versioning
➡️ Every change is tracked and recoverable.

· 🔐 Security : Settings > Permissions > Compliance
➡️ Only authorized users can access or edit.

· 💾 Recovery : Admin Center > Backup and Restore
➡️ Deleted or modified files can be recovered.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
📁 Document collection	SharePoint > Site Content > + New > Document Library
🔁 Version control	Collection > Settings > Version Control Settings
🔐 Permissions and Compliance	Library > Settings > Permissions / compliance.microsoft.com
💾 Backup and restore	SharePoint Administration Center > Active Sites > Restore Library

🚀 PRODUCTIVITY BENEFITS

ü Reduce the risk of data loss thanks to versioning and automatic backup

ü Controlled access to sensitive documents through granular permissions

ü Regulatory compliance ensured with retention and audit criteria

ü Content centralization that makes it easier to search and organize

ü Quick recovery in case of errors or accidental deletions

ü Change tracking for audit and accountability

ü Eliminate file duplication with centralized management

ü Greater efficiency in review and approval processes

ü Reduce the use of email for document sharing

ü Supporting the culture of cybersecurity in the company

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

· Legal Contracts Archive 🧾
With restricted access, active versioning, and long-term preservation.

· ISO Document Management 📑
With revision tracking and automatic backup for audits.

· Repository for corporate policies 🏢
Centralized sharing with read-only access and retention policies.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I enable versioning in a document library?

2. Where do I set permissions to restrict file access?

3. How do you apply a retention policy to a collection?

4. What tools does SharePoint offer for file recovery?

5. Why is it important to centralize company documents?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to use SharePoint Online to ensure secure and compliant information storage. You've created a centralized document library, enabled version control, configured permissions and retention policies, and used backup and restore features. These practices improve security, traceability, and efficiency in document management. You're now able to structure a storage system that protects corporate data and supports regulatory compliance.

b) Organization efficient of the contents

· Site and Library Structure : In SharePoint, the organizational structure is based on a hierarchy of elements that allow the information architecture to be shaped according to the company's needs. At the core are sites, which serve as primary containers for information and resources, each dedicated to specific departments, projects, or topics. Within each site are document libraries, spaces designed to securely and centrally store and share files. Libraries are specialized collections of documents, often customized with views, permissions, and workflow-based automation. Lists, on the other hand, allow for the management of structured data, such as tasks, contacts, or requests, providing timely tracking and collaboration among organizational members. This division faithfully reflects the internal structure of the organization or company, improving clarity, security, and efficiency in managing digital content.

· Tags and metadata : Using tags and metadata in SharePoint allows you to give each file additional descriptive information, such as author, date, category, or document status. These elements are not only useful for quickly filtering and sorting content, but also make it possible to find what you need in seconds, thanks to advanced search based on specific criteria. In practice, adding tags and filling in metadata while uploading or editing documents significantly improves the accuracy and speed of navigating through corporate files.

· Custom templates : In SharePoint, you can create site and library templates to standardize processes and layouts across the company. Using predefined or custom templates, each team can launch new workspaces with structures, permissions, and libraries predefined according to their business needs. This reduces setup time, ensures consistent information organization, and facilitates the adoption of shared best practices. Templates can include custom views, automatic workflows, and metadata fields, allowing you to easily replicate the most effective or compliant layouts with internal policies.

· Organizational Automation : With automated workflows available in SharePoint, you can set rules that guide the systematic and consistent categorization and archiving of corporate content. For example, when a new document arrives in a library, a workflow can automatically assign tags, fill in metadata, move the file to the correct folder, or send notifications to relevant team members . Rules are based on criteria such as author, file type, date, or approval status, ensuring that each piece of information is handled according to company policies. This approach not only reduces manual errors and speeds up daily tasks, but also ensures data traceability and compliance, improving overall efficiency in digital document management.

Exercise. Efficient content organization.

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to structure and manage enterprise content efficiently and at scale with SharePoint Online. You will learn how to create sites and document libraries to organize information, use tags and metadata to facilitate search, apply custom templates to standardize content, and automate classification and archiving with Power Automate. This exercise helps improve document governance, reduce redundancy, and increase productivity through intelligent digital organization.

🛠️ OPERATIONAL STEPS

1. Site and collection structure 🏗️

ü Log in to https://portal.office.com

ü Go to SharePoint > + Create Site

ü Select Team Site

ü Enter the name and description of the site

ü Click Create

ü Go to Site Content

ü Click + New > Document Library

ü Give it a descriptive name (e.g. “Project X Documentation”)

ü Click Create

ü Add the collection to the home page via the “Collection View” web part

2. Tags and metadata 🏷️

ü Open the document library

ü Click on Add Column

ü Select type: “Choice”, “Text”, “Date”

ü Create columns: “Category”, “Manager”, “Status”

ü Go to Collection Settings > Advanced Settings

ü Enable the use of managed metadata

ü Create custom views by filtering by “Category”

ü Upload a document and fill in the metadata

ü Check the display in filtered views

ü Add the view to the site homepage

3. Custom templates 🧩

ü Open Word/Excel/PowerPoint

ü Create a standard document (e.g. report template)

ü Save as template (. dotx , . xltx , . potx )

ü Go to SharePoint > Document Library

ü Click Collection Settings > Advanced Settings

ü Select “Use template”

ü Upload the template file to the collection

ü Set the template as default for new files

ü Create a new document using the template

ü Check format consistency

4. Organization Automation ⚙️

ü Go to https://make.powerautomate.com

ü Click + Create > Automated Flow

ü Give it a name (e.g. “Automatic Document Classification”)

ü Choose trigger: “When a file is created in SharePoint”

ü Select the document collection

ü Add condition: “If Category = 'Report'”

ü Add action: “Move files to 'Reports' folder”

ü Add action: “Send notification via Teams”

ü Save and activate the flow

ü Test by uploading a file with “Report” metadata

📘 APPLICATION OPERATIONAL SCENARIO

A project team wants to organize documentation efficiently. Create a dedicated site with libraries for each project phase, use metadata to classify documents, set up report templates, and automate classification with Power Automate.

· 🏗️ Structure : SharePoint > Create Site > Create Library
➡️ Each stage of the project has a dedicated library.

· 🏷️ Metadata : Add Column > Advanced Settings
➡️ Documents are easily filterable and searchable.

· 🧩 Templates : Collection Settings > Use Template
➡️ Reports are uniform and consistent.

· ⚙️ Automation : Power Automate > Automated workflow
➡️ Documents are automatically archived.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🏗️ Create website and collection	SharePoint > + Create Site / Site Content > + New > Library
🏷️ Metadata	Collection > Add Column / Collection Settings > Advanced
🧩 Custom templates	Collection Settings > Advanced Settings > Use Template
⚙️ Automation	Power Automate > + Create > Automated Flow

🚀 PRODUCTIVITY BENEFITS

ü Clear and scalable content organization

ü Quick search thanks to metadata

ü Uniformity in company documents

ü Reduction of manual activities

ü Greater control and traceability

ü team collaboration

ü Instant access to information

ü Reduction of storage errors

ü Greater efficiency in document processes

ü Support for corporate standardization

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Project Management 🗂️
Each project has a site with collections, templates, and automated flows.

ü HR Documentation 👥
Forms, policies, and reports are automatically classified and archived.

ü Technical archive 🛠️
Manuals and guides are organized by category and updated with versioning.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I create a document library in SharePoint?

2. What types of metadata are useful for classifying content?

3. How do I set up a custom template for documents?

4. What actions can you automate with Power Automate?

5. How does the site and collection structure improve organization?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to efficiently structure content in SharePoint Online. You've created sites and libraries, configured metadata for classification, set up custom templates for standardization, and automated organization with Power Automate. These skills allow you to manage large volumes of documents in an organized, traceable, and scalable manner. You're now able to design digital environments that support business productivity and collaboration.

c) Sharing intelligent and controlled

· Permissions Management : Different permissions can be assigned to individual users, groups, guests, and external partners. This flexibility allows, for example, read-only access to certain files for some people, while other participants can have editing or sharing rights. External guests can be invited with specific permissions, while more extensive and automated security rules can be applied to internal workgroups. This way, partners and external collaborators receive only the strictly necessary and time-limited permissions, ensuring confidentiality is always maintained.

· Real-time collaboration : Office documents can be edited simultaneously by multiple people, with the ability to add comments and suggestions. This real-time co-authoring feature profoundly transforms the way documents are worked on, allowing multiple people to make changes simultaneously without having to wait for turns or send different versions via email . Each change is immediately visible to all collaborators, who can see who is working on which part, drastically reducing errors and overlaps. Furthermore, by adding comments and suggestions directly in the document, comparison becomes faster and more transparent, facilitating decision-making processes and collective revisions. These tools elevate the quality of collaboration and make teamwork more fluid, shared, and traceable .

· Shareable Links : Generate secure links for selectively sharing documents and folders, including expiration dates and passwords. This feature allows you to generate unique, secure links that enable targeted sharing of files and folders both inside and outside your organization. For each document or folder, you can choose whether to create a link reserved for specific people, company members, or, in select cases, external users. SharePoint offers advanced options such as setting a link expiration date and password, ensuring greater security and precise control over how long and how shared content can be accessed. For example, to share a project folder with an external vendor for a limited period, simply generate the link, set the desired expiration date, and set the password. After that time, the link will no longer be active and access will be automatically blocked. This approach allows you to maintain full control over sensitive information and tailor sharing to your actual operational needs, without risking unauthorized disclosure. Each link is traceable and can be deactivated at any time, ensuring maximum flexibility and privacy protection.

· Auditing and Monitoring : SharePoint offers advanced tools for tracking document and folder activity, allowing administrators and security personnel to gain a comprehensive overview of who accesses, modifies, or downloads content. These auditing capabilities allow for detailed reports that include information on the date, time, and type of action performed by each user or group, ensuring maximum transparency and accountability in data management. Additionally, SharePoint can send automatic notifications when significant access or changes occur, facilitating real-time monitoring and the timely identification of anomalous or unauthorized behavior. This level of control is particularly useful for complying with corporate security policies, data protection regulations, and ensuring compliance with professional auditing standards. All tracked activity is easily accessible through intuitive interfaces or exportable for further analysis, ensuring constant protection of the confidentiality and integrity of shared content.

Exercise. Sharing content

🎯 Exercise Objective

The goal is to learn how to share content in SharePoint in a secure, traceable, and collaborative way. You will learn how to configure granular permissions for files and libraries, enable simultaneous document editing, generate shareable links with restrictions, and monitor activity using auditing tools. This exercise improves information security, increases transparency, and facilitates real-time collaboration, reducing the risks associated with uncontrolled content management.

🛠️ OPERATIONAL STEPS

1. Permission Management 🔐

ü Log in to https://portal.office.com

ü Go to SharePoint > select the site

ü Open the document library

ü Click ... next to the file > Manage access

ü Click Advanced to access inherited permissions

ü Select Stop permission inheritance

ü Remove unauthorized users

ü Add users or groups with specific roles (Read, Edit)

ü Save changes

ü Check permissions with the Check Permissions option

2. Real-time collaboration 👥

ü Upload a Word or Excel file to the library

ü Click on the file to open it online

ü Share the file with a colleague with editing permission

ü Check for simultaneous presence of multiple users in the document

ü Add a comment and check the response in real time.

ü Use the built-in chat to communicate while editing

ü Save and close the document

ü Reopen to check changes made by others

ü Access version history to see revisions

ü Restore a previous version if necessary

3. Shareable links with restrictions 🔗

ü Select a file in the collection

ü Click Share

ü Click on Who can view this link

ü Select “Specific people” or “Only people in your organization”

ü Allow editing option if necessary

ü Set an expiration date for the link

ü Disable download if the file is sensitive

ü Click Apply

ü Copy the link and send it via Teams or Outlook

ü Verify login from another account

4. Audit and monitoring 📊

ü Go to https://compliance.microsoft.com

ü Select Audit from the side menu

ü Click Start Search

ü Filter by activity: “Files viewed”, “Files modified”, “File sharing”

ü Set the date range

ü Enter the file name or user name

ü Start the search

ü Export the results to Excel

ü Analyze who viewed or modified the file

ü Save the report for any internal audits

📘 APPLICATION OPERATIONAL SCENARIO

The legal team needs to share a draft contract with the sales department for review. The document is uploaded to SharePoint, with permissions limited to sales team members with read-only access. A shareable link is generated that expires in seven days. The legal team monitors activity to verify who has viewed the file and when.

ü 🔐 Permissions : Collection > Manage Access > Advanced
➡️ Only the sales team can view the file.

ü 👥 Collaboration : Open files in Word Online > Share
➡️ Comments and changes are visible in real time.

ü 🔗 Shareable link : Share > Specific people > Expires
➡️ The link expires and prevents the download.

ü 📊 Monitoring : Compliance Center > Audit > Search
➡️ The legal team checks who opened the file.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔐 Permission Management	File > ... > Manage Access > Advanced
👥 Co-authoring	Open file in Word/Excel Online
🔗 Shareable link	File > Share > Link Settings
📊 Audit log	compliance.microsoft.com > Audit > Start Search

🚀 PRODUCTIVITY BENEFITS

ü Secure and controlled document sharing

ü Simultaneous collaboration without file duplication

ü Traceability of activities for audit and accountability

ü Reduce the use of emails and attachments

ü Greater transparency in review processes

ü Quick and targeted access to content

ü Protect sensitive data with expiring links

ü Granular control over access permissions

ü Automatic notifications for changes and accesses

ü Support for regulatory compliance and governance

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Contract review ⚖️
Share drafts with clients or internal departments with limited access and traceability.

ü Marketing collaboration 📣
Work in real time on presentations and brochures with the creative team .

ü Distribution of corporate policies 🏢
Share documents with expiring links and track who has read them.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I change file permissions in SharePoint?

2. What options does SharePoint offer for creating secure shareable links?

3. How do I find out who has viewed or modified a file?

4. How does real-time collaboration improve efficiency?

5. Where can I access the Advanced Audit Compliance Center?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to share documents in SharePoint intelligently and in a controlled manner. You've configured custom permissions, enabled real-time collaboration, created shareable links with restrictions, and monitored activity using auditing tools. These features allow you to work securely, transparently, and efficiently, maintaining control over who accesses and modifies content. Now you can manage document sharing in SharePoint with awareness and precision.

d) Accessibility from any device

· Cloud-native platform : eliminating the need for local installations: all features are available directly through a web browser. You can access your content and collaboration tools from any PC, tablet, or smartphone by simply logging in online. This flexibility ensures work continuity even on the move, allowing you to access, edit, and share files anytime, anywhere. Information is always synchronized and up-to-date thanks to the cloud infrastructure, reducing the risk of data loss or outdated versions. The intuitive interface and advanced security options ensure a reliable experience for both office and remote workers. The lack of hardware constraints also allows for rapid adoption and centralized management, simplifying corporate IT.

· Dedicated mobile app : The SharePoint Mobile app is designed to provide users with full functionality even on the go. Thanks to a simple and intuitive interface, it allows you to access sites, document libraries, and corporate content in just a few taps . File editing is immediate, both online and offline, thus ensuring maximum flexibility. Real-time notifications inform you of updates, sharing, or collaboration requests. You can upload new documents, take photos, and save them directly to workspaces. The integrated search engine makes it easy to quickly find information. Finally, security is ensured by advanced authentication and centralized permission management.

· Synchronization with OneDrive : The seamless integration between SharePoint and OneDrive allows you to easily synchronize company document libraries directly to your device. This means you can work on files even without an internet connection: every change made locally is automatically uploaded and updated in the platform as soon as the device is back online. This seamless flow between cloud and local ensures not only the availability of data at all times, but also its security, thanks to automatic versioning and the ability to restore previous versions of documents. Furthermore, selective synchronization allows you to choose which folders or files to keep offline, optimizing storage space and adapting to the needs of each user or team .

· Responsive design : ensures that every page and web part is always readable and usable, regardless of screen size or device. Whether on a desktop PC, tablet, or smartphone, content automatically reflows to provide maximum visual and functional comfort. Elements such as menus, images, and tables adapt dynamically, eliminating the need to zoom or scroll horizontally. This flexibility allows everyone to work equally efficiently whether in the office or on the go. Usability remains high even with updates or new features, ensuring a consistent user experience. This ensures that access and collaboration are always simple and immediate for the entire team.

Exercise. Using SharePoint on the go

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to use SharePoint Online on the go and from any device, leveraging its cloud-native nature. Users will learn how to access corporate content from a browser, install and configure the mobile app, synchronize document libraries with OneDrive for offline access, and test the interface's adaptability on mobile devices. This exercise helps ensure business continuity, work flexibility, and effective collaboration even when away from the office.

🛠️ OPERATIONAL STEPS

1. Access to the cloud-native platform ☁️

ü Go to https://portal.office.com

ü Log in with your company credentials

ü Click on SharePoint from the apps menu

ü team or communication site

ü Navigate through document libraries

ü Open a file directly in the browser

ü Verify that no local software is needed

ü Try editing a Word or Excel document online

ü Save and close the file

ü Make sure your changes are visible on other devices too.

2. Installing and using the mobile app 📱

ü Open App Store (iOS) or Google Play (Android)

ü Search Microsoft SharePoint

ü Install the app on your mobile device

ü Open the app and log in with your business account

ü Browse available sites

ü Open a document library

ü View a PDF or Word file

ü Share the file via Teams or Outlook

ü Add the site to your favorites for quick access

ü push notifications for updates

3. Sync with OneDrive 🔄

ü From a browser, access a document library

ü Click on Synchronize (icon with two arrows)

ü Confirm opening OneDrive

ü Wait for sync to start

ü OneDrive app on your PC

ü Go to the synchronized folder

ü Right-click a file > Make it available offline

ü Edit the file even without a connection

ü Reconnect to the Internet

ü Verify that changes are synced

4. Testing the responsive design 📲

ü Access SharePoint from a mobile browser

ü Navigate through the site's pages

ü Check automatic content adaptation

ü Open a document library

ü View a Word or PDF file

ü Try editing a file from a mobile browser

ü Check the readability of menus and web parts

ü Rotate your device to test landscape view

ü Add a comment to a document

ü Make sure the experience is smooth and consistent

📘 APPLICATION OPERATIONAL SCENARIO

A sales manager on the go needs to access an updated presentation. She uses the SharePoint mobile app to open the team site , syncs the Marketing Materials library with OneDrive, and makes the necessary file available offline. During the client meeting, she opens the file from her tablet, even without an internet connection.

ü ☁️ Cloud-native access : portal.office.com > SharePoint
➡️ Access content from any device.

ü 📱 Mobile app : App Store / Google Play > Microsoft SharePoint
➡️ Offers a mobile-optimized interface.

ü 🔄 Sync : Library > Sync > OneDrive
➡️ Files are also available offline.

ü 📲 Responsive design : Mobile browser navigation
➡️ The interface automatically adapts to the screen.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
☁️ Cloud-native access	portal.office.com > SharePoint
📱 Mobile app	App Store / Google Play > Microsoft SharePoint
🔄 OneDrive sync	Document Collection > Synchronize
📲 Responsive design	Mobile Browser > SharePoint Navigation

🚀 PRODUCTIVITY BENEFITS

ü Continuous access to corporate content from anywhere

ü Ability to work offline with automatic synchronization

ü Real-time collaboration even on the go

ü Reducing dependence on specific devices

ü Greater flexibility for workers traveling or working remotely

ü Consistent interface across desktop, tablet and smartphone

ü Push notifications for important updates

ü Reduction of response and decision times

ü Greater autonomy for field teams

ü Business continuity support in any context

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Technicians on the move 🛠️
They access manuals and checklists from tablets even offline thanks to synchronization.

ü Commercials on the go 🚗
They consult offers and presentations directly from the mobile app during customer visits.

ü Managers working from home 🧑 ‍ 💼
They manage documents and approvals from smartphones, maintaining productivity anywhere.

❓ Self-assessment questions

1. How do I sync a document library with OneDrive?

2. What are the benefits of the SharePoint mobile app?

3. How do I make a file available offline?

4. How does responsive design improve user experience?

5. Why is SharePoint considered a cloud-native platform?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to leverage SharePoint's features to access corporate content from any device. You've explored browser access, the mobile app, OneDrive syncing, and responsive design. These skills allow you to work flexibly, even offline, maintaining productivity in any context. You've seen how these features apply to real-world scenarios such as business trips, remote working, and off-site meetings. You're now able to configure and use SharePoint to ensure continuous and secure accessibility to your corporate documents.

e) Improvement from the productivity

· Microsoft 365 Integration : SharePoint integrates seamlessly with the Microsoft 365 ecosystem, boosting workgroup collaboration and productivity. Teams enables chat, video calling, and file sharing directly from SharePoint spaces. Through Outlook, you can manage shared calendars and events linked to team sites . Planner lets you plan and track assigned tasks, viewing deadlines and priorities in a single interface. Power Automate automates notifications, reporting, and approval processes, reducing errors and downtime. OneDrive integration facilitates secure document synchronization and sharing. All workflows are centralized, simplifying day-to-day management and improving cross-departmental collaboration.

· Automated Workflows : With automated workflows, SharePoint helps streamline repetitive tasks like document review, submitting and managing approval requests, and communicating deadlines promptly. These automations reduce the need for manual intervention, minimizing the risk of errors and eliminating process bottlenecks. Using tools like Power Automate, you can configure custom rules that trigger notifications, task assignments, or file movements, ensuring that every step of the workflow is always completed on time and transparently for all team members .

· Dashboards and Reports : Using SharePoint's interactive web parts, you can create dynamic dashboards that aggregate data from lists, document libraries, Power BI, or other integrated sources. Charts, tables, and KPIs are displayed in real time, providing an immediate overview of project progress and key activities. Users can filter, explore, and customize data according to their operational needs. Automated reports help monitor goals, identify potential issues, and promptly address corrective actions. Constantly updated information ensures faster, more informed decisions. Dashboards are also accessible from mobile devices, ensuring seamless data access wherever you are.

· Advanced Search Engine : SharePoint's advanced search engine is a key tool for business efficiency, thanks to its ability to quickly index files, conversations, images, and structured data. Users can apply filters to narrow results by author, date, document type, or specific project, saving valuable time in daily searches. Intelligent suggestions learn from personal and group habits, anticipating information needs and suggesting resources already used. Integration with Microsoft Graph further enhances the relevance of results by connecting related information from Teams, Outlook, and OneDrive. Furthermore, semantic search allows you to find content using keywords, synonyms, or related phrases. All this happens in a secure environment that protects privacy and respects access permissions. This way, everyone can quickly find what they need, promoting more fluid and informed collaboration.

Exercise. Improving productivity

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to leverage SharePoint as a production hub integrated with Microsoft 365. You'll learn how to connect SharePoint to Excel, Teams, and Power BI to create dynamic dashboards, build automated workflows with Power Automate, use the advanced search engine to quickly find content, and integrate tools like Outlook for seamless collaboration. This exercise helps reduce manual tasks, improve data visibility, and speed up access to information, increasing operational efficiency.

🛠️ OPERATIONAL STEPS

1. Integration with Microsoft 365 🔗

ü Log in to https://portal.office.com

ü Go to SharePoint > select a site

ü Open a document library

ü Click Open in Excel to edit files directly

ü Click Share > Copy link > Paste in Teams

ü Add the SharePoint site as a tab in a Teams channel

ü Connect an Outlook calendar to your site using a web part

ü Embed a Microsoft Forms into your site's homepage

ü Connect a SharePoint list to Planner for task management

ü Save and test the interaction between apps

2. Automated workflows ⚙️

1) Go to https://make.powerautomate.com

2) Click + Create > Automated Flow

3) Give it a name (e.g. “File Upload Notification”)

4) Choose trigger: “When a file is created in SharePoint”

5) Select the document collection

6) Add action: “Send notification via Teams”

7) Add Action: “Create Task in Planner”

8) Add condition: “If file contains 'report' in the name”

9) Save and activate the flow

10) Test by uploading a file to the collection

3. Dashboard and reports 📊

ü Open Power BI Desktop

ü Click Get Data > More > SharePoint Online List

ü Enter the URL of the SharePoint site

ü Select the list to analyze

ü Create visualizations (charts, tables, KPIs)

ü Customize filters and fields

ü Save the report

ü Publish to Power BI Service

ü Embed the report in SharePoint using Power BI web parts

ü Check automatic data update

4. Advanced search engine 🔍

ü Go to SharePoint > Search Bar

ü Enter keywords (e.g. “2024 sales report”)

ü Click Show more results

ü Filter by file type (PDF, Excel, Word)

ü Filter by author or modification date

ü Sort results by relevance or date

ü Save search as custom view

ü Add the view to the site homepage

ü Try searching for a specific document

ü Check the accuracy of the results

📘 APPLICATION OPERATIONAL SCENARIO

The sales team wants to monitor the progress of deals and automate notifications. They create a SharePoint list with the data, connect it to Power BI to view the status in real time, and set up a flow that sends a notification via Teams whenever a new deal is added. Team members use advanced search to quickly find related documents.

ü 🔗 Integration : SharePoint > Excel > Teams > Forms
➡️ All Microsoft 365 tools work together.

ü ⚙️ Automated Flow : Power Automate > New Flow
➡️ Automate notifications and reduce manual work.

ü 📊 Dashboard : Power BI > SharePoint Online List
➡️ View the performance of your offers in real time.

ü 🔍 Advanced Search : SharePoint > Filters and Views
➡️ Quickly find relevant files and information.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔗 Integration with Excel/Teams	SharePoint > Open in Excel / Share / Add to Teams
⚙️ Automated flow	Power Automate > + Create > Automated Flow
📊 Power BI Dashboard	Power BI Desktop > Get Data > SharePoint Online List
🔍 Advanced Search	SharePoint > Search Bar > Filters

🚀 PRODUCTIVITY BENEFITS

ü Reduction of manual and repetitive activities

ü Quick access to up-to-date data and documents

ü Clear visualization of business performance

ü Seamless collaboration across Microsoft 365 tools

ü Automation of decision-making processes

ü Greater transparency and traceability

ü Save time searching for content

ü Customize dashboards for each team

ü Real-time notifications for critical events

ü Support for rapid and informed decisions

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Purchasing Office 🛒
Automate purchase requisition approvals and generate monthly reports with Power BI.

ü HR Team 👥
Share forms and policies via SharePoint, with automatic notifications for revisions.

ü Project management 📅
Monitor project progress with integrated dashboards and automatic update flows.

❓ SELF-ASSESSMENT QUESTIONS

How do I create an automated flow in SharePoint?
Which Microsoft 365 tools integrate with SharePoint?
How do I connect a SharePoint list to Power BI?
What are the advantages of advanced search?
How do automated workflows improve productivity?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to use SharePoint to improve productivity through integration with Microsoft 365, creating automated flows, generating dashboards, and using the advanced search engine. You've seen how to connect SharePoint to Excel, Teams, and Power BI for seamless, centralized work. You've created flows with Power Automate to reduce manual tasks and improve communication. You've used advanced search to quickly find relevant content. These skills help you work more efficiently, make faster decisions, and collaborate better with your team .

f) team members

· Team sites : These are dedicated digital spaces where each work group can organize itself efficiently. Within these sites, documents can be stored and shared, always ensuring access to the most up-to-date versions. Shared calendars help coordinate events, meetings, and deadlines, avoiding overlaps and oversights. Activity management is achieved through integrated task lists, assigning specific tasks to team members and tracking project progress. Discussion forums facilitate discussion and idea sharing, promoting structured dialogue. Each space can be customized with tools and layouts suited to the group's specific needs. This makes collaboration simple, transparent, and always aligned with shared goals.

· Real-time co-authoring : In real time on SharePoint, multiple people can simultaneously edit the same Word, Excel, or PowerPoint document, instantly seeing each other's changes. Each contribution is automatically saved, preventing conflicts and overwrites. Other users' cursors and selections are visible, facilitating collaboration without losing track of the work. You can leave comments, suggest revisions, and track the history of changes. This feature speeds up file review and significantly reduces the risk of errors or duplicates. The system notifies you of other collaborators' activities in real time, allowing you to coordinate efficiently. Co-authoring transforms team productivity , making digital collaboration simple and secure.

· Targeted Communications : Announcements, posts, and news instantly reach all members or just selected groups. This feature enables effective information management, ensuring that every communication reaches the right people at the right time. Administrators can choose whether to publish announcements on the site's homepage or send targeted notifications only to specific teams or project groups. This avoids message overload for those not directly involved, keeping the focus on what really matters. News can include multimedia attachments, quick links, and personalized calls to action. Posts are easily commentable, promoting open dialogue among participants. The real-time notification system makes communications timely and always trackable. All this contributes to more focused, engaging, and productive collaboration.

· Project Collaboration Spaces : Project management is supported by dedicated collaboration spaces, designed to provide a structured and centralized environment where each project team can work collaboratively. These spaces include intuitive task trackers that allow you to easily assign, monitor, and update tasks, document repositories for securely storing files and work materials, and a detailed activity timeline that tracks every stage of the project. Each member can quickly access key information, track progress, and contribute in real time to achieving shared goals. Integration with communication tools and automatic notifications ensures everyone is always updated and engaged, promoting seamless and transparent collaboration throughout the project lifecycle.

Exercise. Facilitating Collaboration

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to use SharePoint Online to create effective collaborative environments. You will learn how to create a team site to centralize documents and tasks, enable simultaneous file editing, publish targeted communications on the site's home page, and structure dedicated project spaces. This exercise improves transparency, information sharing, and workgroup productivity, reducing content dispersion and promoting real-time collaboration.

🛠️ OPERATIONAL STEPS

1. Creating a team site 🏗️

ü Log in to https://portal.office.com

ü Go to SharePoint > + Create Site

ü Select Team Site

ü Enter the name and description of the site

ü team members

ü Click Next and then Finish

ü Customize your home page with the Edit button

ü Add web parts: “Documents”, “Activities”, “News”

ü Save and publish the page

ü Share the website link with the team

2. Real-time co-authoring 👥

ü Upload a Word or Excel file to the document library

ü Click on the file to open it online

ü Share the file with other team members

ü Check for simultaneous presence of multiple users in the document

ü Add comments or changes

ü See changes in real time

ü Save and close the file

ü Reopen to check changes made by others

ü Access version history

ü Restore a previous version if necessary

3. Targeted communications 📢

ü team site homepage

ü Click on Edit

ü Add a “News” web part

ü Click on + Add news

ü Enter title and content (e.g. project update)

ü Add images or links to documents

ü Save and publish the news

ü Enable notifications for team members

ü Check the display on the home page

ü Share the news link via Teams or Outlook

4. Collaboration space for projects 📂

ü Go to + New page

ü Choose two-column layout

ü Enter title (e.g. “Q3 Marketing Project”)

ü Add “Planner” web part for activities

ü Add “Shared Documents” Web Part

ü Add “Teams Conversations” web part

ü Insert links to related files or modules

ü Save and publish the page

ü Add the page to the navigation bar

ü Share the page with project members

📘 APPLICATION OPERATIONAL SCENARIO

The communications team launches a new campaign. They create a team website to centralize materials, enable co-authoring to work together on presentations, publish weekly updates on the website's homepage, and create a dedicated project page with documents, deadlines, and reports.

ü 🏗️ Team Site : SharePoint > + Create Site > Team Site
➡️ Centralize files, tasks, and communications.

ü 👥 Co-authoring : Open files in Word Online > Share
➡️ Allows simultaneous editing and seamless collaboration.

ü 📢 Communications : Home > Edit > News Web Part
➡️ Makes important updates and messages visible.

ü 📂 Project Space : New Page > Planner + Teams
➡️ Organize tasks, files, and dashboards in one view.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🏗️ Create a team site	SharePoint > + Create Site > Team Site
👥 Co-authoring	Document Library > Open File > Share
📢 Targeted communications	Home > Edit > Add “News” Web Part
📂 Project space	New Page > Add Web Part (Planner, Docs, Teams)

🚀 PRODUCTIVITY BENEFITS

ü Centralization of content and activities

ü Simultaneous collaboration without file duplication

ü Visible and traceable communications for the entire team

ü Quick access to project documents and tools

ü Reduce the use of emails and attachments

ü Greater transparency in workflows

ü team members

ü Track changes and versions

ü Ease of updating and sharing information

ü Support for agile project management

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Software development team 💻
Backlog management, technical documentation, and sprint updates in one place.

ü Internal Communications Office 📰
Spaces for internal campaigns, with shared materials and weekly updates.

ü Cross-functional project groups 🤝
Centralize files, tasks, and reports accessible to all members.

❓ SELF-ASSESSMENT QUESTIONS

1. team site in SharePoint?

2. What are the benefits of real-time co-authoring?

3. How do you post a targeted message on your website's homepage?

4. What tools can you integrate into a project collaboration space?

5. How does SharePoint improve team collaboration ?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to use SharePoint to facilitate collaboration among team members. You've created a team site , enabled co-authoring to work on documents together, published targeted communications on the site's home page, and organized dedicated project spaces. These features allow you to centralize information, improve communication, and increase productivity. You're now able to design effective and dynamic collaborative environments in SharePoint.

g) Platform customization and adaptability

· Modular Web Parts : These flexible tools allow you to dynamically and individually enrich SharePoint pages. These add-ons include the ability to insert interactive charts for data visualization, dynamic lists for organizing information, and digital forms for collecting user data. You can integrate real-time company news, social feeds to increase collaboration, and dedicated areas for announcements. Web Parts also allow you to present summary dashboards, shared calendars, document libraries, and quick links to useful resources. Each element can be moved, resized, or configured to suit your team's needs . This way, each SharePoint site becomes a customized, functional, and always up-to-date work environment.

· Customizing layouts : Each site can be customized with logos, corporate colors , and custom graphics. Custom layouts allow you to visually tailor each SharePoint site to your organization's needs and identity. You can insert company logos to strengthen your brand , change the color palette to match your corporate colors, and add banners or graphics to make the work environment more appealing. Typefaces can be selected to ensure consistency and readability, while page sections can be organized according to your team's operational priorities . Customized graphics help orient users and improve the navigation experience. Every change you make helps create a unique and recognizable digital atmosphere, fostering a sense of belonging and collaboration among members of the corporate community.

· App Marketplace : Integrate third-party apps to expand platform functionality. The App Marketplace is a key strength of SharePoint, offering the ability to easily integrate third-party solutions to extend and customize the platform's functionality. Through a rich and ever-expanding catalog, you can add applications that support collaboration, advanced document management, project planning, or innovative information sharing. Integrating these apps allows you to address specific operational needs, streamlining processes, and making each workspace even more effective and tailored to your organization.

· Custom development : Developers can create customized solutions through APIs, Power Apps, and the SharePoint Framework. Thanks to these custom development capabilities, SharePoint becomes an extremely versatile platform, capable of addressing specific organizational needs that go beyond standard functionality. Developers can create automated workflows, interactive dashboards, integration solutions with external systems (such as ERP or CRM), and customize approval processes. Using APIs, services can be implemented that communicate in real time with other business applications, ensuring synchronized updates and centralized data management. Power Apps allows for the rapid creation of customized applications that are also accessible from mobile devices, while the SharePoint Framework offers advanced tools for enriching the user experience with modern web components, compatible with development best practices. This way, every organization can shape its digital environments to best reflect workflows, improving productivity, collaboration, and consistency with business objectives.

Exercise. Personalization and adaptability

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to customize a SharePoint site to suit the specific needs of a team or project. You will learn how to use modular web parts to add dynamic content, modify page layouts to improve readability, install apps from the marketplace to extend functionality, and integrate custom-developed components. This exercise will help you transform SharePoint into a flexible, interactive platform that is consistent with your business processes.

🛠️ OPERATIONAL STEPS

1. Adding Modular Web Parts 🧩

ü Log in to https://portal.office.com

ü Go to SharePoint > select a site

ü Click Edit on the home page

ü Click + to add a new web part

ü Select a web part (e.g., “News,” “Documents,” “Activities,” “Power BI”)

ü Configure the web part (e.g. select the collection or list to display)

ü Drag the web part to the desired location

ü Add multiple web parts to create a dashboard

ü Click Publish to save your changes

ü Check desktop and mobile viewing

2. Customize layouts 🧱

ü Still in Edit mode , click on a section of the page

ü Select Section Layout

ü Choose between 1, 2, or 3-column layouts

ü Add sections with colored backgrounds to highlight content

ü Insert headings and titles for each section

ü Add images or icons to improve readability

ü Use the “Text” web part for descriptions or instructions

ü Reorder sections by dragging them

ü Click Preview to check the result

ü Click on Publish

3. Installing apps from the Marketplace 🛒

ü Go to Settings ( ⚙️ ) > Site Content

ü Click on + New > App

ü Click on SharePoint Store

ü Search for an app (e.g. “Shared Calendar”, “Feedback Form”)

ü Click Add

ü Wait for installation

ü Return to the site home page

ü Click Edit > + > select the installed app

ü Set up the app according to the instructions

ü Publish the page

4. Integrating custom development 🧑 ‍ 💻

ü Sign in to the SharePoint Admin Center

ü Go to App Catalog

ü Upload a .sppkg package developed with the SharePoint Framework

ü Click on Distribute

ü Return to the SharePoint site

ü Go to Site Content > + New > App

ü Select the installed custom app

ü Add it to your home page via web part

ü Test the component's functionality

ü Document the integration for the IT team

📘 APPLICATION OPERATIONAL SCENARIO

The HR team wants to create an internal portal for managing communications and documents. They customize the layout with colored sections, add web parts for news, documents, and tasks, install an app for managing vacation requests, and integrate a custom form for employee feedback.

ü 🧩 Web Part : Home > Edit > + > News, Documents, Activities
➡️ Allows you to display dynamic and up-to-date content.

ü 🧱 Layout : Edit > Section Layout > Columns + Colors
➡️ Improves readability and visual organization.

ü 🛒 Marketplace App : Settings > Site Content > Store
➡️ Extends the site's functionality with ready-to-use tools.

ü 🧑 ‍ 💻 Custom Development : Catalog App > Upload .sppkg
➡️ Integrate tailor-made solutions for specific needs.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🧩 Add Web Part	Home > Edit > +
🧱 Layout customization	Edit > Section Layout
🛒 App Installation	Settings > Site Content > SharePoint Store
🧑 ‍ 💻 Custom development	Admin Center > Catalog Apps > Upload Package

🚀 PRODUCTIVITY BENEFITS

ü Creating intuitive and customized interfaces

ü Quick access to relevant content and tools

ü Reducing dependence on external developments

ü Greater end-user engagement

ü Adaptability to different departments and projects

ü Seamless integration with Microsoft 365 tools

ü Real-time content updates

ü Optimized for desktop and mobile viewing

ü Expandability via apps and custom components

ü Support for the digitalization of business processes

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü HR Portal 👥
With web parts for policies, forms, vacation calendars, and requests apps.

ü Sales Dashboard 📊
Custom layout with Power BI charts, Excel reports, and notifications.

ü IT Project Space 💻
Custom development for internal ticketing and activity tracking.

❓ SELF-ASSESSMENT QUESTIONS

ü How do I add a web part to a SharePoint page?

ü What layouts are available for customizing a page?

ü How do I install an app from the SharePoint Marketplace?

ü What are the advantages of integrating custom components?

ü How does personalization improve user experience?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to customize a SharePoint site using modular web parts, flexible layouts, marketplace apps, and custom-developed components. You've seen how to create an interface consistent with your team's needs , improve content accessibility, and integrate advanced tools. These skills allow you to transform SharePoint into a dynamic, scalable, and user-centric platform. You're now able to design customized digital environments that support business productivity and innovation.

h) Security, reliability and compliance

· Multi-factor authentication : It provides additional protection for corporate logins by requiring users to provide more than one form of proof of identity to access digital resources. In addition to a traditional password, the system can require a temporary code sent via SMS or generated by an authentication app. This double verification significantly reduces the risk of credential theft and unauthorized access, even if the password is compromised. MFA configuration can be centrally managed by the IT administrator, who can impose more restrictive policies for groups or individual users based on the sensitivity of the data. Integration with Microsoft 365 and Azure Active Directory allows this security to be extended to all connected applications, providing a seamless yet secure user experience. The adoption of multi-factor authentication thus represents a fundamental standard for information security in modern cloud environments, complying with data protection regulations and international best practices.

· Identity Management : Maximize efficiency through integration with Azure Active Directory. This solution allows you to manage users and groups from a single, centralized console, making it easy to assign permissions and define specific roles for each project or business area. Onboarding and offboarding processes are fast and secure, with the ability to automate access to resources based on user profiles. Every change in identities is instantly synchronized across all connected Microsoft 365 applications, ensuring consistency and control. Administrators can monitor user activity and respond promptly in the event of anomalies. Integration also allows you to apply advanced security policies, such as password management and conditional access. This unified ecosystem ensures scalable management and compliance with current regulations.

· Threat Monitoring : SharePoint integrates advanced anti-malware and anti-fishing systems that constantly protect company data and documents from cyber attacks. The scanning engine detects and blocks infected files before they can be shared or downloaded. Anti-fishing features identify fraud attempts and attacks via suspicious emails or links, immediately alerting affected users. All activity is monitored in real time, with automatic notifications when threats are detected. Integration with Microsoft Defender further enhances security by centralizing alert management and response actions. Detailed reports allow administrators to analyze risks and take targeted preventative measures. This proactive approach ensures a secure digital workplace that complies with the highest data protection standards.

· Audit log : It's a fundamental tool for the security and transparency of digital activities. It provides a detailed record of all user actions, such as logins, document changes, downloads, and sharing. This log allows administrators to monitor who did what and when, facilitating regular audits and timely investigations of suspected violations. Recorded data can be accessed through advanced reports, useful for ensuring compliance with regulations and internal policies. The audit log also supports the analysis of security incidents, providing precise traces of activities performed. This feature helps prevent abuse and protect corporate resources, promoting a secure and controlled digital environment.

Operation. Security, reliability, and compliance

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to configure and use advanced security features in SharePoint and Microsoft 365 to protect corporate data. You will learn how to enable multi-factor authentication (MFA), manage identities and roles using Sign In ID (formerly Azure AD), monitor suspicious activity with Microsoft Defender, and review audit logs for traceability. This exercise helps strengthen information protection, prevent unauthorized access, and ensure regulatory compliance.

🛠️ OPERATIONAL STEPS

1. Enable Multi-Factor Authentication (MFA) 🔐

ü Sign in to https://entra.microsoft.com

ü Go to Users > All Users

ü Click on Multi-Factor Authentication

ü Select the users to protect

ü Click Enable MFA

ü Confirm activation

ü Tell users to complete setup

ü Check MFA status for each user

ü Enable conditional MFA registration if needed

ü Save and close

2. Identity and role management 👤

ü From Login ID, go to Roles and Administrators

ü Look for roles like “SharePoint Administrator” or “Global Reader”

ü Click on a role > Assign

ü Select the user or group

ü Set the duration of the assignment (if temporary)

ü Save

ü Go to Users > select a user

ü Check assigned roles

ü Remove roles that are no longer needed

ü Document changes for audit

3. Threat Monitoring with Microsoft Defender 🛡️

ü Go to https://security.microsoft.com

ü Go to Incidents and Alerts

ü Filter by “SharePoint” or “Office 365”

ü Click on an incident to view details

ü Analyze suspicious activity (e.g., mass downloads, access from unusual IP addresses)

ü Check the users involved

ü Take corrective actions (e.g., revoke access, reset password)

ü Add notes to the incident

ü Close the incident once resolved

ü Export the report for documentation

4. View audit logs 📊

ü Go to https://compliance.microsoft.com

ü Go to Audit > Start Search

ü Select activities to monitor (e.g. “Deleted Files”, “Failed Logins”)

ü Set the date range

ü Enter the file name or user name

ü Start the search

ü View Results

ü Export to Excel

ü Analyze recorded actions

ü Archive the report for future inspections

📘 APPLICATION OPERATIONAL SCENARIO

An IT administrator must strengthen the security of corporate SharePoint sites. Enable MFA for all employees, assign specific roles to limit privileges, monitor for anomalous access using Microsoft Defender, and review audit logs to verify who deleted a sensitive document.

ü 🔐 MFA : Login ID > Users > Multi-Factor Authentication
➡️ Protects accounts from unauthorized access.

ü 👤 Role Management : Login ID > Roles & Administrators
➡️ Restrict privileges based on responsibilities.

ü 🛡️ Threat Monitoring : Microsoft Defender > Incidents
➡️ Identify suspicious behavior in real time.

ü 📊 Audit log : Compliance Center > Audit
➡️ Track all security-relevant actions.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔐 MFA	enter.microsoft.com > Users > Multi-Factor Authentication
👤 Role Management	entra.microsoft.com > Roles and Administrators
🛡️ Threat Monitoring	security.microsoft.com > Incidents & Alerts
📊 Audit log	compliance.microsoft.com > Audit > Start Search

🚀 PRODUCTIVITY BENEFITS

ü Proactive protection of accounts and sensitive data

ü Precise control of privileges and responsibilities

ü Early detection of anomalous activities

ü Complete traceability of actions on files and sites

ü Reduce the risk of data breaches and loss

ü Regulatory compliance support (e.g. GDPR)

ü Greater trust in the corporate digital environment

ü Automation of security checks

ü Centralized access to logs and alerts

ü Better IT emergency management

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Access control in regulated environments 🏥
Mandatory MFA and audit logs to ensure GDPR or HIPAA compliance.

ü Role management in distributed teams 🌍
Differentiated roles for internal and external users in collaborative projects.

ü Continuous monitoring in high-security environments 🔒
Using Defender for SharePoint to detect bulk downloads or logins from suspicious IPs.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I enable multi-factor authentication for my users?

2. What roles can be assigned in Login ID for SharePoint?

3. Where do I see SharePoint security alerts?

4. How do I filter audit logs for specific activities?

5. Why is it important to monitor identities and privileges?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to configure and use advanced security features in SharePoint and Microsoft 365. You've enabled multi-factor authentication to secure access, managed identities and roles to control privileges, monitored threats with Microsoft Defender, and accessed audit logs to ensure traceability. These skills allow you to strengthen security, improve compliance, and prevent incidents. You're now able to proactively and professionally protect SharePoint content.

i) Sustainability and economic benefits

· Reducing IT costs : Thanks to SharePoint Online, companies can eliminate the need to manage physical servers on-site, thus reducing the costs associated with purchasing, installing, and maintaining hardware. Microsoft manages the infrastructure, ensuring maximum reliability and constant updates without operational disruptions. This model also reduces energy costs and investments in physical data security. This frees IT staff to focus on higher-value activities, such as developing innovative business solutions, rather than solving day-to-day technical issues. Furthermore, cloud scalability allows resources to be adapted to the organization's actual needs, avoiding waste and optimizing budgets. Overall, adopting SharePoint represents a strategic choice for improving operational efficiency and pursuing more sustainable and modern management of digital assets.

· Automatic updates : They represent one of the main advantages of SharePoint Online. The platform receives new features, user experience improvements, and security patches on an ongoing basis, without the need for manual intervention by IT staff. This ensures not only maximum security against emerging threats but also immediate access to the latest technological innovations. Updates are implemented in the background, without interrupting operations or causing any disruption to users. This approach reduces the risks associated with outdated versions and allows companies to keep the platform always aligned with best practices. In this way, SharePoint remains a dynamic and reliable solution, ideal for those seeking efficiency and continuity.

· Scalability : One of its greatest strengths is that the platform is designed to easily expand with your organization's growth, without requiring costly IT infrastructure overhauls. You can quickly add new users, increase storage space, or manage a growing number of documents and processes, all while maintaining high performance and security standards. This flexibility allows you to quickly respond to seasonal peaks in workloads, new business initiatives, or internal structure changes, ensuring operational continuity and predictable costs. Furthermore, centralized management facilitates resource and permission control, even in complex and distributed environments. Thus, SharePoint adapts perfectly to the dynamic needs of modern businesses, accompanying business evolution without technical or operational limitations.

· Reduced environmental impact : Adopting SharePoint Online and cloud technologies brings significant environmental benefits. By eliminating the need for corporate data centers and on-site physical servers, electricity consumption and the CO₂ emissions associated with cooling and operating traditional infrastructure are drastically reduced . Major cloud providers, such as Microsoft, are investing in increasingly efficient data centers powered by renewable energy sources. This approach allows companies to actively contribute to sustainability goals while minimizing their carbon footprint. Centralized management and cloud scalability also reduce resource waste, optimizing energy use based on actual needs. In a global context where environmental awareness is crucial, choosing SharePoint means adopting a responsible digital solution that supports business growth while protecting the planet.

Exercise. Sustainability and economic benefits

🎯 OBJECTIVE OF THE EXERCISE

The goal is to understand how SharePoint Online, as a cloud-native platform, contributes to environmental sustainability and economic efficiency. Users will learn to identify features that reduce IT costs (such as eliminating on-premises servers), leverage automatic updates to keep the platform up to date, easily scale the environment based on business needs, and evaluate the positive environmental impact of digitizing processes. This exercise helps develop strategic awareness of the intelligent use of cloud technologies.

🛠️ OPERATIONAL STEPS

1. Verify SharePoint's cloud-native nature ☁️

ü Log in to https://portal.office.com

ü Go to SharePoint and select an existing site

ü Make sure the URL begins with https://<tenant>.sharepoint.com

ü Open a Word or Excel file directly in your browser

ü Edit and save the file without installing Office

ü Check automatic syncing with OneDrive

ü Access the same file from another device

ü Confirm that the changes are visible

ü Conclude that the environment is fully cloud-native

2. Check for automatic updates 🔄

ü Sign in to https://admin.microsoft.com

ü Go to Message Center

ü Filter by category: Product Updates

ü Read the SharePoint release notes

ü Verify that updates are managed by Microsoft

ü View recent update history

ü Find out if SharePoint is automatically updating

3. Capacity expansion (scalability) 📈

ü Sign in to the SharePoint Admin Center

ü Go to Active Sites

ü Select a site > click Storage

ü View used and available space

ü Click Change Storage Limits

ü Increase the space available for the site

ü Save changes

ü Make sure the expansion is immediate

ü Conclude that the platform is scalable on demand

4. Environmental impact analysis 🌱

ü Go to https://sustainability.microsoft.com

ü Sign in with your business account

ü Consult the sustainability reports

ü Look for the “Cloud Sustainability ” section

ü Analyze CO₂ reduction data

ü Download the report in PDF

ü Share it with your IT or ESG team

ü Conclude that SharePoint contributes to sustainability

📘 APPLICATION OPERATIONAL SCENARIO

A company decides to migrate all paper documentation to SharePoint to reduce printing and storage costs. The administrator:

ü ☁️ Experience cloud-native nature by accessing SharePoint from a browser and editing files online.

ü 🔄 Check for automatic updates in the Microsoft 365 Admin Message Center.

ü 📈 Expands storage space to accommodate new documents without additional hardware.

ü 🌱 Consult environmental reports to measure the positive impact of digitalization.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
☁️ Cloud-native verification	portal.office.com > SharePoint
🔄 Automatic updates	admin.microsoft.com > Message Center > Updates
📈 Storage expansion	SharePoint Administration Center > Active Sites > Storage
🌱 Sustainability Report	sustainability.microsoft.com

🚀 PRODUCTIVITY BENEFITS

ü Reduce IT costs by eliminating physical servers

ü No operational interruptions due to manual updates

ü Instant storage expansion without hardware investment

ü Access content from any device, anywhere

ü Reducing environmental impact and supporting ESG objectives

ü Greater efficiency in document management

ü Simplified collaboration across distributed teams

ü Reduce backup and recovery times

ü Greater security thanks to centralized management

ü Support for corporate digital transformation

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Digitization of HR archives 👥
Elimination of paper files, saving on printing and physical space.

ü Legal document management ⚖️
Cloud storage with automatic versioning and secure access.

ü Rapid expansion for temporary projects 🚀
Create scalable SharePoint sites for project teams with no fixed costs.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I know if SharePoint is cloud-native?

2. Where can I check for automatic platform updates?

3. How do you expand a site's storage space?

4. What economic benefits does cloud scalability offer?

5. How does SharePoint contribute to environmental sustainability?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to use SharePoint Online to achieve economic and environmental benefits. You've verified that the platform is cloud-native, controlled automatic updates, scaled storage space, and consulted sustainability reports. These features reduce IT costs, improve operational efficiency, and support ESG objectives. You've seen how to apply these practices in real-world contexts, such as digitizing archives or managing temporary projects. Now you can leverage SharePoint as a strategic tool for sustainable and scalable digital asset management.

j) Practical examples of using SharePoint Online

· Internal communication portals : Thanks to internal communication implemented with SharePoint Online, organizations can create a shared digital environment where information flows in a structured and constantly updated manner. Company news, official communications, internal policies, and training materials are published in a single space accessible to all staff, fostering transparency and a sense of belonging. The portals support the distribution of videos, guides, and multimedia resources, facilitating ongoing training and the rapid dissemination of new information. Through targeted notifications and thematic areas, everyone can easily find what they need to work better and collaborate with colleagues. The ability to interact with content, comment, and offer feedback makes communication two-way and encourages active participation. In this way, SharePoint becomes the hub of digital corporate life, ensuring order, security, and accessibility. The user experience remains intuitive, customizable, and scalable based on growth needs.

· Advanced document management : It allows you to apply customized publishing rules, ensuring that only updated and approved content is accessible to the organization. Each document can be subjected to automatic review flows, with detailed tracking of changes and approvals, ensuring transparency and accountability at every stage of the lifecycle. Archiving processes meet high security and regulatory compliance standards, allowing for orderly storage of files and immediate traceability. Thanks to integrated auditing systems, all document activity is recorded and easily accessible via advanced reports. This structure helps prevent unauthorized access and respond promptly to audit or internal investigation requests. Process automation reduces human error and speeds up operational timelines. This makes SharePoint the ideal tool for efficient, compliant, and reliable document management.

· Interdepartmental collaboration : With SharePoint Online, collaboration between different departments reaches new levels of efficiency and transparency. The platform offers shared spaces where diverse workgroups can coordinate projects, exchange documents, and track task progress in real time. Thanks to tools such as lists, calendars, and dedicated discussion areas, each team contributes to the success of joint initiatives, avoiding waste and duplication. Intelligent notifications and the ability to assign specific tasks allow you to easily monitor responsibilities and deadlines. All data and updates remain centralized and accessible, promoting a clear and shared overview. In this way, SharePoint transforms collaboration between departments into a fluid and integrated process, capable of supporting business growth and innovation.

· Human Resources Management : Thanks to SharePoint Online, human resources management becomes more efficient and intuitive. Through dedicated portals, staff can submit feedback anonymously and in a structured manner, fostering a climate of listening and continuous improvement. Digital onboarding allows newcomers to easily access procedures, training materials, and essential documents, facilitating a quick and seamless onboarding. Benefits, policies, and regulatory updates are published in a single, centralized space, ensuring transparency and immediate access. Automatic notifications ensure everyone is always informed of new developments, while permission management protects the confidentiality of sensitive information. SharePoint thus streamlines HR processes and creates a more cohesive and modern corporate environment.

· Workflow Automation : Thanks to this feature, processes such as expense approvals, vacation time, purchases, and support requests are managed digitally, drastically reducing processing times and minimizing manual errors. Requests can be submitted via intelligent forms, automatically routed to the appropriate managers, and monitored at every stage. Timely notifications keep everyone involved informed of the status of requests, ensuring transparency and traceability. Integration with Outlook and Teams allows approval or rejection directly from the applications used daily, making the process seamless and accessible even from mobile devices. The collected data is centralized and easily analyzed to optimize procedures and identify areas for improvement. In this way, SharePoint transforms authorization management into a simple, reliable experience that complies with company policies.

· Knowledge Management : SharePoint Online enables the creation and management of true knowledge centers, accessible and updateable throughout the organization. FAQ databases keep answers to frequently asked questions at your fingertips, reducing search times and improving productivity. Discussion forums encourage the exchange of ideas, collaborative problem-solving, and sharing of experiences among colleagues across departments. Best practice repositories collect proven procedures, guidelines, and tips, facilitating the rapid dissemination of corporate know-how. Thanks to granular permissions, everyone can participate according to their role, protecting the confidentiality of sensitive information. Integration with advanced search tools allows you to quickly locate relevant content, helping to create a corporate culture focused on continuous learning and the development of internal talent.

Exercise. Concrete uses of SharePoint Online

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to design and use SharePoint Online as an integrated digital platform to support real-world business activities. The user will be guided through the creation of an internal communications portal, the configuration of advanced document management with metadata and versioning, the creation of collaborative spaces between departments, the automation of HR processes, and the construction of a corporate knowledge base. The exercise aims to develop practical skills to improve productivity, transparency, and knowledge sharing within the organization.

🛠️ OPERATIONAL STEPS

1. Create an internal communication portal 📰

ü Log in to https://portal.office.com

ü Go to SharePoint > + Create Site

ü Select Communication Site

ü Enter name and description

ü Choose “Topic” layout

ü Click Create

ü Go to the site home > click Edit

ü Add web parts: “News”, “Events”, “Contacts”, “Documents”

ü Customize colors and headers

ü Click Publish to make the portal visible

2. Set up an advanced HR document library 📁

ü Go to Site Content > + New > Document Library

ü Give it a name (e.g. “HR Documents”)

ü Open the collection > click Add Column

ü Create columns: “Document Type”, “Year”, “Responsible”

ü Go to Library Settings > Version Control Settings

ü Enable versioning and retention limits

ü Set specific permissions for the HR team

ü Create filtered views by document type

ü Add the collection to the site home page

ü Test uploading and editing a file

3. Create a page for interdepartmental collaboration 🤝

ü Go to + New page

ü Choose two-column layout

ü Enter title (e.g. “HR-IT Project”)

ü Add “Planner” web part for activities

ü Add “Teams Conversations” web part

ü Add “Shared Documents” Web Part

ü Add “Calendar” web part

ü Insert links to related files or modules

ü Click on Publish

ü Share the page with the departments involved

4. Automate an HR workflow with Power Automate ⚙️

ü Go to https://make.powerautomate.com

ü Click on + Create

ü Select Automated Flow

ü Give it a name (e.g. “HR Contract Approval”)

ü Choose trigger: “When a file is created in SharePoint”

ü Select the “HR Documents” collection

ü Add action: “Send approval by email”

ü Add action: “Send Teams notification”

ü Add action: “Move files to approved folder”

ü Save and activate the flow

5. Create a company knowledge base 📚

ü Go to Site Content > + New > Document Library

ü Give it a name (e.g. “Company Know-How”)

ü Add columns: “Category”, “Author”, “Update Date”

ü Enable version control

ü Create filtered views by category

ü Add “Collection View” web part to home

ü Insert link to collection in navigation bar

ü Create a “FAQ” page with links to documents

ü Publish and promote the knowledge base

ü Test advanced keyword search

📘 APPLICATION OPERATIONAL SCENARIO

A company wants to digitize HR processes and improve internal communication. The IT team creates a communications site with news and policies, an HR document library with metadata and versioning, a collaboration page between HR and IT, an automated contract approval workflow, and a knowledge base with guides and FAQs.

· 📰 Communications Portal : SharePoint > + Create Site > Communications Site
➡️ Centralize company news, events, and policies.

· 📁 HR Document Management : Collection > Add Columns > Versioning
➡️ Organize and track documents in a structured way.

· 🤝 Interdepartmental Collaboration : New Page > Planner + Teams
➡️ Fosters synergy between departments.

· ⚙️ HR Workflow : Power Automate > New Flow
➡️ Automate document approval.

· 📚 Knowledge base : New Collection > Metadata + Search
➡️ Makes company know-how accessible.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
📰 Create a communication website	SharePoint > + Create Site > Communication Site
📁 HR Document Collection	Site Content > + New > Document Collection
🤝 Collaboration page	+ New Page > Add Web Part
⚙️ Automated HR workflow	Power Automate > + Create > Automated Flow
📚 Knowledge base	New Collection > Add Metadata > Enable Search

🚀 PRODUCTIVITY BENEFITS

ü Centralization of communications and documents

ü Reduce approval times and manual management

ü Seamless collaboration across departments and teams

ü Quick and structured access to company knowledge

ü Greater transparency in HR processes

ü Reduce the use of email and local files

ü Automation of repetitive tasks

ü Track versions and changes

ü Greater employee engagement

ü Support for corporate culture and continuous learning

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

· Onboarding portal 👥
With documents, videos, and checklists for new hires.

· Cross-team project space 🧩
With shared tasks, files, and real-time updates.

· Technical archive 🛠️
With guides, manuals, and procedures for internal support.

❓ SELF-ASSESSMENT QUESTIONS

1. How do you create an internal communication site in SharePoint?

2. What metadata is useful for an HR document collection?

3. How do you automate an approval flow with Power Automate?

4. What tools can you integrate into a collaboration page?

5. Why is a corporate knowledge base useful?

🧾 SUMMARY OF WHAT I LEARNED

You've learned to use SharePoint Online to create practical, integrated solutions: from internal communications to document management, from cross-departmental collaboration to HR process automation, and even the creation of a knowledge base. You've performed detailed operational actions to build a comprehensive, efficient, and scalable digital environment. These skills allow you to digitize business flows, improve productivity, and leverage corporate information assets. You're now able to design and implement SharePoint portals that meet real, cross-functional needs.

2. INTERACTIONS WITH OTHER MICROSOFT 365 APPS

The integration between SharePoint Online and other Microsoft 365 applications is one of the platform's key strengths, elevating the digital business experience to a new level of efficiency and collaboration. Thanks to this synergy, the boundaries between different applications are increasingly blurred, allowing users to work seamlessly across different tools without ever losing track of tasks or information.

Using Teams, for example, you can directly embed SharePoint document libraries into communication channels, allowing team members to collaborate on files in real time, comment, make edits, and track versions—all within a shared, secure environment.

OneDrive, on the other hand, allows you to automatically sync documents stored on SharePoint, making them available offline on any device, whether it's a laptop on the go or a smartphone during an off-site meeting. This two-way synchronization ensures that every change is updated seamlessly and instantly, eliminating the risk of working on outdated copies of files.

Outlook integrates deeply with SharePoint, giving you the ability to attach documents directly from site libraries to emails, host meetings with direct links to sites or resources, and centrally manage project-related communications and tasks.

Office, both online and desktop, also communicates natively with SharePoint, allowing the co-creation of Word, Excel, or PowerPoint documents and ensuring that each contribution is saved in real time in the correct location.

This consistency across applications breaks down organizational barriers, reduces information search times, and facilitates teamwork, even among people and departments operating in different locations. Permission management remains centralized and consistent thanks to SharePoint policies, protecting data security even in the context of extensive sharing. The ability to access files directly from mobile devices and receive notifications about changes or new publications makes the information flow even more dynamic and responsive.

In an environment where speed of adaptation and responsiveness are critical, the integration between SharePoint and Microsoft 365 allows you to orchestrate complex processes while minimizing data loss and simplifying daily work. Working on multiple projects is made easier thanks to shared workspaces, interactive dashboards, and automation tools that connect operational needs to the corporate information architecture.

Approval processes themselves can leverage tools like Power Automate, which integrates seamlessly with SharePoint, Teams, and Outlook, creating intelligent workflows that automate notifications, approvals, archiving, and activity tracking, seamlessly connecting systems. This way, companies can build agile digital ecosystems, where each application contributes to improving overall productivity and enhancing internal information and relational assets.

SharePoint Online thus confirms its role as the central hub of modern collaboration, placing itself at the heart of a network of tools that constantly communicate to offer the end user a unified, simple and powerful experience.

a) Integration between SharePoint Online and Microsoft Teams

· Shared Document Spaces : The integration between Teams and SharePoint Online transforms every team into a structured collaborative space: creating a new team in Teams automatically activates a dedicated SharePoint site, complete with a document library. All files shared across channels are stored in this library, ensuring centralized, secure management that complies with company policies. Users can view, upload, edit, and organize documents directly within Teams, seamlessly across platforms. This unified environment facilitates collaboration, eliminates file duplication, and reduces the risk of data loss. Folder organization and document searches are seamless thanks to integrated SharePoint tools. This way, each team has a shared document space that evolves with their projects, seamlessly supporting every work process.

· Real-time collaboration : Thanks to the integration between SharePoint and Teams, multiple people can work simultaneously on the same Word, Excel, or PowerPoint document, making changes that are immediately saved and visible to all collaborators. Every intervention is tracked, allowing you to see who is editing what in real time. Comments on documents, as well as linked discussions in Teams chats, are always available in context, facilitating the exchange of ideas and direct discussion on individual parts of the file. This approach eliminates overlaps and duplications, allowing for more efficient version management and greater transparency in decisions made. The ability to receive notifications about changes and respond to comments directly from the document speeds up the review cycle. This way, even distributed teams can work in perfect sync, quickly addressing questions and moving projects forward without delays. Collaboration thus becomes more fluid, dynamic, and productive, with each person actively contributing to the final result.

· Access to versions and change history : With this feature, whenever a document is modified, SharePoint automatically saves a new version, without overwriting previous ones. You can consult the version history directly from the document interface, viewing who made each change, when, and what changes were made. This allows you not only to restore a previous version in the event of an error, but also to compare two different versions of the same file, highlighting any differences. Traceability is guaranteed throughout the document's lifecycle, providing security and transparency even in complex collaborative environments. Furthermore, the change history can be used to comply with audit and compliance policies, providing valuable support in the event of audits or reviews. The system maintains versions efficiently, without burdening day-to-day management and contributing to reliable collaboration.

· Web Part and Tab Integration : The web part and tab integration between SharePoint Online and Teams allows you to bring key features of document libraries, custom lists, and information pages directly into channels. Users can add these resources as dedicated tabs, making access to files, lists, and dashboards immediate and without having to switch platforms. This solution reduces information dispersion, improves visibility of key data for each workgroup, and fosters cross-team collaboration. Reports, operational documentation, and monitoring tools are always just a click away and easily updated by all team members . Thanks to this integration, project management is more effective, decisions can be made based on constantly updated data, and each team can customize the environment based on their operational needs, maximizing the potential of SharePoint and Teams in a single digital ecosystem.

· Notifications and Automation : The integration between SharePoint, Teams, and Power Automate allows you to configure instant notifications for any changes, uploads, or updates to documents in SharePoint libraries, delivered directly within Teams. Thanks to automated flows, every team member is promptly informed of relevant activities, without the risk of missing important updates. You can design customized approval flows that involve multiple users and steps, making the entire approval process much faster and more traceable. All actions—from review requests to final approval—are automatically tracked and archived, ensuring transparency and compliance with company policies. This approach dramatically reduces management time and fosters continuous collaboration, even among distributed teams . Automation also extends to recurring tasks such as classification, deadline notifications, or file transfers, streamlining daily processes and improving overall efficiency.

· Practical example : : A project team starts a discussion on Teams to evaluate a new operational proposal . During the chat, someone directly attaches the document stored on SharePoint, making it immediately accessible to anyone participating in the conversation. Group members then begin working on the file simultaneously, making changes and additions in real time, each from their own devices. All revisions are instantly visible and tracked, ensuring transparency into everyone's contributions. Comments entered on individual steps are automatically notified to recipients, who can respond or intervene without leaving the collaborative environment. If necessary, approval flows are activated via Power Automate, with timely notifications at each completed step. This working method allows the document to be finalized quickly, sharing the final result with the entire team and maximizing digital collaboration.

Exercise. SharePoint and Teams Integration

🎯 OBJECTIVE OF THE EXERCISE

🛠️ OPERATIONAL STEPS

1. Internal Communications Portal 📰

ü Log in to https://portal.office.com

ü Go to SharePoint > + Create Site > Communication Site

ü Enter name and description

ü Choose “Topic” layout

ü Click Create

ü Go to the site home > click Edit

ü Add web parts: “News”, “Events”, “Contacts”, “Documents”

ü Customize colors and headers

ü Click on Publish

ü Share the link with the team

2. Advanced document management 📁

ü Go to Site Content > + New > Document Library

ü Give it a name (e.g. “HR Documents”)

ü Add columns: “Document Type”, “Year”, “Responsible”

ü Go to Library Settings > Version Control

ü Enable versioning

ü Set specific permissions

ü Create filtered views by document type

ü Add the collection to the home page

ü Upload a document and fill in the metadata

ü Check the display in the views

3. Interdepartmental collaboration 🤝

ü Go to + New page

ü Choose two-column layout

ü Enter title (e.g. “HR-IT Project”)

ü Add “Planner” web part for activities

ü Add “Teams Conversations” web part

ü Add “Shared Documents” Web Part

ü Insert links to related files or modules

ü Save and publish the page

ü Add the page to the navigation bar

ü Share the page with the departments involved

4. Workflow Automation ⚙️

ü Go to https://make.powerautomate.com

ü Click + Create > Automated Flow

ü Give it a name (e.g. “HR Contract Approval”)

ü Trigger: “When a file is created in SharePoint”

ü Select the “HR Documents” collection

ü Add action: “Send approval by email”

ü Add action: “Send Teams notification”

ü Add action: “Move files to approved folder”

ü Save and activate the flow

ü Test by uploading a file

5. Knowledge Management 📚

ü Go to Site Content > + New > Document Library

ü Give it a name (e.g. “Company Know-How”)

ü Add columns: “Category”, “Author”, “Update Date”

ü Enable version control

ü Create filtered views by category

ü Add “Collection View” web part to home

ü Insert link to collection in navigation bar

ü Create a “FAQ” page with links to documents

ü Publish and promote the knowledge base

ü Test advanced keyword search

📘 APPLICATION OPERATIONAL SCENARIO

A company wants to digitize HR processes and improve internal communication. The IT team :

ü 📰 Create a communication site with news and policies

ü 📁 Set up an HR document library with metadata and versioning

ü 🤝 Create a collaboration page between HR and IT

ü ⚙️ Automate contract approvals with Power Automate

ü 📚 Build a knowledge base with guides and FAQs

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
📰 Create a communication website	SharePoint > + Create Site > Communication Site
📁 HR Document Collection	Site Content > + New > Document Collection
🤝 Collaboration page	+ New Page > Add Web Part
⚙️ Automated HR workflow	Power Automate > + Create > Automated Flow
📚 Knowledge base	New Collection > Add Metadata > Enable Search

🚀 PRODUCTIVITY BENEFITS

ü Centralization of communications and documents

ü Reduce approval times and manual management

ü Seamless collaboration across departments and teams

ü Quick and structured access to company knowledge

ü Greater transparency in HR processes

ü Reduce the use of email and local files

ü Automation of repetitive tasks

ü Track versions and changes

ü Greater employee engagement

ü Support for corporate culture and continuous learning

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Onboarding portal 👥
With documents, videos, and checklists for new hires.

ü Cross-team project space 🧩
With shared tasks, files, and real-time updates.

ü Technical archive 🛠️
With guides, manuals, and procedures for internal support.

❓ SELF-ASSESSMENT QUESTIONS

1. How do you create an internal communication site in SharePoint?

2. What metadata is useful for an HR document collection?

3. How do you automate an approval flow with Power Automate?

4. What tools can you integrate into a collaboration page?

5. Why is a corporate knowledge base useful?

🧾 SUMMARY OF WHAT I LEARNED

b) Integration Between SharepPint online and OneDrive

· Two-way synchronization : Allows users to work on their files wherever they are. SharePoint document libraries can be easily synchronized to OneDrive, offering the ability to access content even offline from any device: PC, tablet, or smartphone. When changes are made to files offline, they are saved locally and, the next time they are accessed online, they are automatically updated and reflected in SharePoint. This system prevents data from being lost or accidentally overwritten, keeping all document versions always aligned. Transparent synchronization promotes dynamic and collaborative management, allowing every team member to work on updated files in real time. This optimizes both operational efficiency and corporate information security.

· Flexible document management : By dragging and dropping files or entire folders into OneDrive, they are automatically synchronized with linked SharePoint libraries. This process significantly simplifies both management and sharing, eliminating complexity and reducing the margin for error. Thanks to synchronization, every change made is immediately shared with the team , promoting a constantly updated work environment. Advanced search capabilities allow you to locate any document in seconds, whether stored on OneDrive or SharePoint. This ensures quick access to information, greater version control, and seamlessly integrated document management. This system improves productivity, streamlines collaboration, and ensures maximum security for company data.

· Secure collaboration : Collaboration between SharePoint and OneDrive ensures that each file retains the access permissions established by the organization, even when synced between the two platforms. This means that permissions configured on SharePoint are automatically applied to documents on OneDrive, preventing unauthorized individuals from viewing or modifying sensitive data. This system promotes rigorous security management, reducing the risk of breaches and information leaks. Team members can work freely on shared files, knowing that every change is tracked and protected by company policies. Constant synchronization ensures that restrictions remain up-to-date and consistent, even when roles or permissions change. This combines productivity with a high standard of data protection, promoting effective and secure collaboration.

· Mobile access : With the OneDrive mobile app, every team member can manage SharePoint files with complete freedom, wherever they are. Whether on a smartphone, tablet, or laptop, the work experience remains seamless and secure, without the need for complex procedures or specific configurations. The intuitive interface allows you to view, edit, and share documents in real time, promoting seamless collaboration even when away from the company headquarters. Push notifications immediately alert you to any updates, so no changes are missed. Even offline, documents are accessible and editable, and all revisions are automatically synced as soon as you return online. Cross-platform compatibility eliminates technical constraints, allowing you to work seamlessly with iOS, Android, or Windows systems. This ensures uninterrupted business productivity and allows everyone to actively contribute to projects, wherever they are.

· Practical example: An employee is on business at a client's site and needs to update the company contract template. Using the OneDrive app on their smartphone, they quickly access the SharePoint document library where the file is stored. During the meeting, they make the changes requested by the client in real time, directly updating the document without having to download anything. As soon as the internet connection is re-established, all revisions are synchronized and made immediately available to the entire team in the office. Thanks to push notifications , colleagues are automatically notified of new developments and can view or add to the updated contract. The system ensures that access permissions remain unchanged, protecting the confidentiality of sensitive data. This way, collaboration between those on business and those working on site is seamless, secure, and continuous.

Exercise. SharePoint and OneDrive Integration

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to use SharePoint Online in conjunction with OneDrive to improve corporate document management. You'll learn how to synchronize document libraries bidirectionally, manage files locally and online, collaborate securely with internal and external colleagues, and access content from mobile devices. This exercise helps you optimize file organization, reduce duplication, increase security, and ensure business continuity while on the move.

🛠️ OPERATIONAL STEPS

1. Two-way sync 🔄

ü Log in to https://portal.office.com

ü Go to SharePoint > select a site > Documents

ü Click on Synchronize (icon with two arrows)

ü Confirm opening OneDrive

ü Wait for the collection to sync to your PC

ü Open File Explorer > Company Name > Site Name

ü Create a new Word file in the synchronized folder

ü Verify that the file also appears on SharePoint

ü Delete a file from SharePoint and verify that it is also removed locally

ü Conclude that sync is active in both directions

2. Flexible document management 📁

ü Open a synced file from File Explorer

ü Edit the content and save

ü Verify that changes are visible on SharePoint

ü Right-click a file > Make it available offline

ü Disconnect from the Internet and open the file

ü Edit and save

ü Reconnect and check synchronization

ü Right-click a file > View online

ü Open the file directly in SharePoint

ü Conclude that you can work locally or online flexibly

3. Secure collaboration 🔐

ü Select a file on SharePoint

ü Click Share

ü Choose “Specific People”

ü Turn off Allow editing if needed

ü Set an expiration date for the link

ü Click Apply > Copy Link

ü Send the link via Teams or Outlook

ü Make sure access is restricted

ü Open the file in Word Online with a colleague

ü Edit together in real time

4. Mobile access 📱

ü Download the app OneDrive and SharePoint from the App Store or Google Play

ü Sign in with your business account

ü Open the SharePoint app > go to the site > document library

ü View a PDF or Word file

ü Open the OneDrive app > access the synced folder

ü Make a file available offline

ü Edit a Word file with the Office app

ü Save and verify synchronization

ü Receive change notifications

ü Conclude that you can work anywhere

📘 APPLICATION OPERATIONAL SCENARIO

A marketing team works on a shared campaign. Files are stored on SharePoint and synced with OneDrive for offline work. Documents are edited in real time by multiple users, shared securely with external partners, and accessed via smartphone during events and business trips.

ü 🔄 Sync : SharePoint > Documents > Sync
➡️ Files are always up to date across all your devices.

ü 📁 Flexible management : OneDrive > Available offline
➡️ You can also work without an internet connection.

ü 🔐 Secure collaboration : Share > Specific people
➡️ Controlled and traceable access.

ü 📱 Mobile access : SharePoint and OneDrive apps
➡️ Documents are always at hand.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔄 Synchronization	SharePoint > Documents > Sync
📁 Offline file management	OneDrive > File Explorer > Available Offline
🔐 Safe sharing	SharePoint > File > Share > Specific People
📱 Mobile access	OneDrive / SharePoint Mobile App > Document Access

🚀 PRODUCTIVITY BENEFITS

ü Access documents always up to date from any device

ü Work offline with automatic synchronization

ü Real-time collaboration with colleagues and partners

ü Granular control over file sharing

ü Reduction of document duplication

ü Greater security in content management

ü Notifications and tracking of changes

ü Seamless integration with Teams and Outlook

ü Reduce the use of emails and attachments

ü Support for mobility and hybrid working

💡 IDEAS FOR USE IN A BUSINESS CONTEXT

ü Management of commercial offers 💼
Files sync between SharePoint and OneDrive so you can work on the go.

ü Technical support on the field 🛠️
Manuals and checklists are available offline on tablets and updated in real time.

ü Collaboration with suppliers 🤝
Securely share documents with limited and tracked access.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I enable sync between SharePoint and OneDrive?

2. How do I work offline with synced files?

3. What security options does file sharing offer?

4. How do I access documents from mobile devices?

5. What are the advantages of two-way synchronization?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to integrate SharePoint and OneDrive for modern, secure, and flexible document management. You've set up two-way sync, worked offline, shared files in a controlled manner, and accessed content from mobile devices. These features improve productivity, support hybrid working, and ensure data security. Now you can take full advantage of the SharePoint and OneDrive integration to optimize collaboration and accessibility of business documents.

c) Integration between SharePoint online and Outlook

· Attach documents: This integration enables a more streamlined workflow: you can easily select files or entire folders directly from SharePoint when composing a message in Outlook, without having to first download the documents to your device. Instead of a traditional attachment, the recipient receives a secure link that allows immediate access to the updated file, ensuring data protection in accordance with company policies. This way, everyone is always working on the latest version of the document, reducing the risk of errors and wasted time due to duplicate or obsolete files. Administrators can also easily monitor and manage access permissions. This solution promotes controlled collaboration and secure sharing, even with people outside the organization, while always adhering to required security levels.

· Meeting Management : When organizing a meeting via Outlook, you can directly insert links to documents or SharePoint sites relevant to attendees into the invitation. This allows attendees to always have access to the most up-to-date versions of the materials, ensuring everyone is aligned on the same content. This eliminates the risk of working on duplicate or outdated files, making meeting preparation and participation more efficient. Furthermore, any updates made to shared documents will be immediately visible to the entire group, without the need to send new copies. The integration also promotes change tracking and information security, as access is managed according to company policies. This makes collaboration during and after the meeting more fluid, secure, and productive.

· Centralizing Tasks : Synchronization between SharePoint and Outlook allows you to manage all project tasks in a single interface, providing a clear and up-to-date view of deadlines and responsibilities. Tasks assigned on SharePoint sites automatically appear in the Outlook calendar and task list, allowing team members to easily monitor progress and receive timely reminders. This integration reduces the risk of forgetfulness or duplication, promoting more streamlined organization and seamless collaboration among team members . Users can update task status directly from Outlook, with immediate synchronization to SharePoint as well. All updates are traceable, providing greater control and reporting on completed and pending tasks. In this way, centralization simplifies company project management and allows everyone involved to stay aligned on tasks and priorities.

· Integrated search : It 's a powerful tool for those who work with large volumes of information every day. Using Outlook's search bar, you can instantly locate both emails and documents stored on SharePoint, without having to switch platforms or open multiple applications. When you start typing a keyword, the system automatically suggests relevant files, conversations, and sites related to current tasks or projects. This allows you to quickly find what you need during a meeting or while preparing a communication. Integrated search also facilitates collaboration, as everyone can access the most up-to-date shared resources directly from their usual work environment. Saving valuable time and reducing information loss becomes a tangible advantage in daily operations.

· Practical example: A project manager needs to gather his team to discuss the progress of a project. He schedules the meeting directly from his Outlook calendar, adding interested members. In the body of the invitation, he includes links to documents stored on SharePoint, so everyone can consult them before the meeting. During the meeting, updated material is shared, ensuring everyone is working on the same files. Immediately afterward, he uses Power Automate to automatically generate follow-up tasks and assign them to the appropriate managers. This way, task status is synchronized between Outlook and SharePoint. The result is more structured, transparent, and productive meeting management.

Exercise. SharePoint and Outlook Integration

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to use SharePoint and Outlook seamlessly to improve business task management and communications. You'll learn how to connect Outlook calendars and meetings to SharePoint, centralize shared tasks in a single interface, and leverage integrated search to quickly find relevant content. This exercise will increase productivity, reduce information silos, and improve team collaboration .

🛠️ OPERATIONAL STEPS

1. Meeting Management 📅

ü Log in to https://portal.office.com

ü Go to Outlook > Calendar

ü team members

ü Insert the link to the project's SharePoint site in the body of the invitation

ü Save and send

ü Go to SharePoint > Edit Page

ü Add the Group Calendar Web Part

ü Connect Outlook Calendar to the Site

ü Verify that meetings are visible on SharePoint

ü Click on an event to open it directly in Outlook

2. Centralization of activities ✅

ü Go to SharePoint > + New Page

ü Planner web part

ü Connect Outlook Group Task Plan

ü Create tasks and assign members

ü Add deadlines and priorities

ü View tasks in board or list format

ü Add the Recent Activity web part

ü Verify that changes are synced with Outlook Tasks

ü Share the page with the team

ü Use the page as an operational dashboard

3. Integrated search 🔍

ü Go to SharePoint > Search Bar

ü Type the name of a meeting or task

ü Click Show more results

ü Filter by content type: events, documents, emails

ü Select a result and open it

ü Go to Outlook > Mail

ü Use the search bar to search for the same term

ü Compare results between SharePoint and Outlook

ü Save search in SharePoint as a custom view

ü Add the view to the site homepage

📘 APPLICATION OPERATIONAL SCENARIO

A project team wants to centralize meeting and task management. The manager creates a shared calendar in Outlook and connects it to SharePoint. Tasks are managed through Planner and displayed on the site. Team members can search for documents, events, and messages from a single interface.

ü 📅 Meetings : Outlook > Calendar > SharePoint Link
➡️ All appointments are also visible on the site.

ü ✅ Tasks : SharePoint > Planner > Outlook Link
➡️ Tasks are synced and assigned in real time.

ü 🔍 Search : SharePoint > Integrated Search
➡️ Content is easily found from a single bar.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
📅 Shared Calendar	Outlook > Calendar > SharePoint Link Invitation
✅ Integrated activities	SharePoint > Planner Web Part > Outlook Group Link
🔍 Integrated search	SharePoint > Search Bar / Outlook > Mail Search

🚀 PRODUCTIVITY BENEFITS

ü Centralize meetings, tasks, and documents in one platform

ü Reduce time spent searching for information across different apps

ü Greater visibility into deadlines and responsibilities

ü Smoother collaboration across teams and departments

ü Quick access to relevant content from SharePoint and Outlook

ü Automatic synchronization between tasks and calendar

ü Reduce redundant emails with shared dashboards

ü Traceability of activities and communications

ü Better organization of daily work

ü Support for agile project management

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Cross-functional project management 🧩
Connect calendar and project tasks between SharePoint and Outlook to coordinate different teams .

ü HR Portal 👥
View onboarding meetings and training activities in a single dashboard.

ü Customer support 🎧
Centralize appointments, tickets, and documentation for each customer in a SharePoint site connected to Outlook.

❓ SELF-ASSESSMENT QUESTIONS

ü How do I connect an Outlook calendar to a SharePoint site?

ü How can Planner and Outlook be synchronized?

ü How do I perform integrated search between SharePoint and Outlook?

ü What are the advantages of centralizing activities?

ü How do you use SharePoint to improve meeting management?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to integrate SharePoint and Outlook to improve meeting, task, and information management. You've connected a shared calendar, synchronized tasks with Planner, used integrated search, and created an operational dashboard. These features allow you to work more organized, reduce information dispersion, and increase team productivity . You're now able to design digital spaces that combine communication, planning, and collaboration into a single, seamless experience.

d) SharePoint Online and Office Integration

· Document co-authoring : Allows multiple people to simultaneously edit the same Word, Excel, or PowerPoint file, seeing every update made in real time. This mode eliminates version conflicts, as all changes are immediately integrated and automatically saved. Comments, suggestions, and revisions can be added without interrupting the team's workflow . Users can see who made the changes and easily revert to previous versions if mistakes are made. Co-authoring facilitates collaboration even remotely , simplifying brainstorming, gathering ideas, and jointly writing content. Everything happens in a secure and traceable environment, reducing the risk of losing important data. This makes SharePoint the hub of shared productivity and modern teamwork.

· Access from anywhere : Using Office Online or the desktop versions of Word, Excel, and PowerPoint, you can open and edit documents stored on SharePoint from anywhere, even when you're on the go. There's no need to download files locally; all you need is an internet connection to work in real time, keeping versions always up to date. This flexibility improves collaboration between colleagues working from different locations and allows you to quickly edit shared documents. Additionally, all changes are automatically saved and tracked, reducing the risk of data loss. Thanks to native integration between Office and SharePoint, you can access the same features from both the browser and the desktop application, ensuring a consistent and productive experience.

· Revision Integration : This feature allows those involved in drafting a document to clearly track every change, suggestion, or observation made over time. Revisions are never lost: they remain tracked and accessible even days or weeks later, allowing you to easily trace the evolution of a project. In case of doubts or errors, you can revert to a previous version, thus avoiding the loss of valuable information. Comments also allow for direct comparison of specific sections of the file, speeding up the resolution of doubts and shared approval of content. This approach increases the final quality of documents, as each section can be subject to collegial review and progressive refinement. Transparency of changes facilitates collaboration between people from different teams , ensuring that all voices are heard and valued in the decision-making process.

· Templates and Automation : Using templates in SharePoint allows you to speed up the launch of new projects and encourage the adoption of shared corporate standards. Templates can include predefined layouts, formatting, and fields, ensuring that every document created adheres to the organization's guidelines and visual identity. Automation, through Power Automate workflows or Office macros, allows you to intelligently manage document approvals, send automatic notifications, and update connected databases. This reduces manual errors and streamlines administrative processes. SharePoint, integrated with automation tools, becomes a dynamic environment where documents are managed transparently, traceably, and always compliant with corporate standards. This synergy between templates and automation frees up valuable time, allowing teams to focus on higher-value activities.

· Practical example: Imagine the HR team needs to prepare a PowerPoint presentation for a new internal training program. The draft is uploaded to SharePoint, where managers and trainers from various locations access the file simultaneously. Thanks to co-creation, each person adds suggestions, comments, and additional resources, which are visible in real time. There's no need to send emails or separate versions: the entire team works on the same updated document. Revisions are tracked, and you can easily revert to previous versions if errors are found. This approach reduces training preparation time and ensures that the final result reflects the needs of the entire team . SharePoint thus becomes the digital meeting point for effective and transparent collaboration.

Exercise. SharePoint and Office Integration

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to use SharePoint Online in conjunction with Office apps (Word, Excel, PowerPoint) to improve collaboration and document management. You will learn how to co-create documents in real time, access files from any device, integrate trackable revisions and comments, and use enterprise templates to standardize content. This exercise will increase productivity, reduce file duplication, and ensure consistency and control in document processes.

🛠️ OPERATIONAL STEPS

1. Real-time document co-creation 👥

ü Log in to https://portal.office.com

ü Go to SharePoint > select a site > Documents

ü Upload a Word, Excel or PowerPoint file

ü Click on the file to open it online

ü Click Share > enter a colleague's email address

ü Make sure the Allow editing option is turned on

ü The colleague will receive a link to edit the file

ü You can both work at the same time

ü Changes are visible in real time

ü All revisions are automatically saved

2. Access from anywhere 🌍

ü Open the file from a browser on another device (e.g. tablet)

ü Make sure the content is up to date

ü Download the app Office or Word/Excel/PowerPoint from the App Store or Google Play

ü Sign in with your business account

ü Open the file directly from the app

ü Edit and save

ü Verify that changes are synchronized to SharePoint

ü Try accessing from OneDrive too.

ü Confirm that the file is accessible everywhere

ü Conclude that access is guaranteed from any location

3. Integration of revisions and comments 📝

ü Open a shared Word file

ü Go to Review > Comment

ü Add a comment to a section of text

ü The colleague receives a notification and can respond

ü Go to Review > Track Changes

ü All changes are highlighted

ü Accept or reject the changes

ü View version history from SharePoint

ü Restore a previous version if necessary

ü All reviews are trackable and collaborative

4. Using templates and automation 📄⚙️

ü Create a Word document with a standard header, logo, and structure

ü Save as template ( .dotx )

ü Go to SharePoint > Library Settings > Advanced Settings

ü Upload the model to the collection

ü Set the template as default for new files

ü Click on + New > the template is used automatically

ü Integrate a Power Automate flow: “When a file is created” → “Send notification”

ü Go to https://make.powerautomate.com

ü Create the flow and connect it to the collection

ü Test automatic creation and notification

📘 APPLICATION OPERATIONAL SCENARIO

A legal team works on shared contracts. Documents are saved on SharePoint, edited in real time by multiple users, accessible from any device, and tracked with comments and revisions. Standardized templates ensure consistency, and an automated workflow sends notifications to the manager whenever a new contract is created.

ü 👥 Co-creation : SharePoint > Documents > Share
➡️ Simultaneous and conflict-free collaboration.

ü 🌍 Access anywhere : Office apps > Files from SharePoint
➡️ Flexible work from any device.

ü 📝 Track Changes : Word > Review > Comments and Changes
➡️ Track and control changes.

ü 📄⚙️ Templates and Flows : SharePoint > Library Settings + Power Automate
➡️ Standardize and automate processes.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
👥 Co-creation	SharePoint > Documents > Share
🌍 Mobile access	Office Apps > Files from SharePoint
📝 Document review	Word > Review > Comments / Track Changes
📄⚙️ Models and automation	SharePoint > Library Settings > Advanced / Power Automate

🚀 PRODUCTIVITY BENEFITS

ü Simultaneous collaboration without file duplication

ü Access documents from any location and device

ü Full traceability of changes and comments

ü Document standardization with business templates

ü Automating repetitive workflows

ü Reduce the use of emails and attachments

ü Greater control over shared content

ü Save time on review and approval

ü Seamless integration with the Microsoft 365 ecosystem

ü Support for agile and secure document management

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Legal contract management ⚖️
Standardized templates, co-creation, and review tracking.

ü Preparation of monthly reports 📊
Excel templates shared and updated in real time by multiple departments.

ü Marketing presentations 📢
Collaborative PowerPoint accessible from desktop and mobile.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I enable co-authoring of a document in SharePoint?

2. How do I access an Office file on mobile devices?

3. How do you track changes and comments in Word?

4. How do I set a default template in a SharePoint library?

5. How do I automate a notification when a file is created?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to integrate SharePoint with Word, Excel, and PowerPoint to improve collaboration and document management. You've co-created documents in real time, accessed files from anywhere, tracked revisions and comments, and used templates with automated workflows. These features allow you to work more efficiently, reduce errors, and ensure consistency across your business content. Now you can take full advantage of SharePoint and Office integration to streamline your document processes.

e) Benefits of integration

· Unified User Experience : A truly unified user experience means managing documents, communications, and tasks without ever leaving your digital workspace. SharePoint, integrated with Teams, Outlook, and other Microsoft 365 apps, allows you to view, edit, and share files from a single interface. This eliminates information fragmentation and reduces the risk of errors caused by constant switching between different platforms. Notifications, comments, task assignments, and version tracking are all centralized, simplifying daily routines. Integrated access makes it easy for everyone on the team to find what they need, promoting clarity and quick decision-making. This makes work more fluid, efficient, and accessible, offering complete control over the entire document cycle.

· Reduced errors and duplications : One of the main benefits of integrating SharePoint with Microsoft 365 applications is the significant reduction in errors and document duplication. Thanks to automatic, real-time synchronization, all changes made by anyone to the file are immediately saved and made visible to the entire team , preventing accidental overwriting or the creation of outdated copies. This way, everyone is always working on the most recent version, with the ability to track revisions and easily retrieve historical data. The risk of confusion between different files is dramatically reduced, as is the risk of losing important information. Furthermore, version control features allow for easy management of corrections and restores, ensuring reliability and consistency in shared document processes.

· Greater security and control : With centralized permission management in SharePoint, all document access can be precisely regulated, ensuring only authorized users can view or edit content. Enforced policies extend seamlessly across Teams, OneDrive, Outlook, and all connected apps, providing granular control over sensitive and confidential information. You can easily set different access levels for individuals or groups, automate permission revocation, and monitor all activities through detailed audit trails . If policies or organizational needs change, permissions are updated in real time across the platform. This integrated approach dramatically reduces the risk of unauthorized access and contributes to regulatory compliance. End users benefit from advanced protection without additional complexity, while administrators maintain full control and visibility over corporate data security.

· Process Automation : Minimize manual and repetitive tasks, improving operational efficiency and accuracy. Power Automate lets you create flows that automatically notify team members when a file is uploaded or modified in a SharePoint library, or initiate an approval process directly in Teams or via Outlook. You can collect data through forms, generate automatic reports, and assign tasks based on predefined rules. These flows adapt to your needs, ensuring traceability and timeliness in corporate communications. Thanks to native integrations, every step is centralized and trackable, facilitating collaboration and speeding up work cycles.

· Accessible anywhere, anytime : Thanks to seamless integration between SharePoint, OneDrive, and the Microsoft 365 apps, you can work on your documents from any device, whether in the office or on the go. The OneDrive mobile app lets you access, edit, and share files even when you're offline; changes are automatically synced as soon as your connection is restored. This ensures business continuity and the ability to respond to your team's needs in real time, wherever you are. Whether you're consulting reports on the go, updating presentations on the go, or collaborating remotely, data access remains simple and secure. All documents are protected by advanced security and backup systems, providing peace of mind even when you're away from the office.

· Cross-functional collaboration : This is best achieved when teams from different business areas share goals and resources on platforms like SharePoint. Through customized dashboards, each group can monitor project progress in real time, view critical data, and quickly identify any issues. Integrated analytics tools enable in-depth performance assessments, enabling timely and informed decisions. Transparency in task management breaks down organizational silos, promoting constant dialogue between marketing, sales, production, and IT. Documents, reports, and key indicators are always accessible, ensuring consistency and synchronization of efforts. In this digital environment, collaboration goes beyond simple file sharing to become a driver of innovation and growth. This supported cross-functional approach makes every project more agile, effective, and results-oriented.

· Cross-functional example: Imagine an organization launching a marketing campaign. It begins by creating a SharePoint site to centralize strategic documents and project materials. The Teams channel is connected to facilitate operational meetings and communication between departments. The resources needed by the field team are synchronized on OneDrive, ensuring accessibility from anywhere. Material approval is automated with Power Automate and Outlook, reducing time and errors. Each step is tracked, workflows are seamless, and cross-functional collaboration becomes natural. Thus, the organization optimizes productivity, security, and control over all campaign processes.

Exercise. Benefits of supplementation

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to use SharePoint Online in synergy with Teams, Outlook, OneDrive, Power Automate, and Planner to manage a marketing campaign collaboratively, securely, and automatically. You will learn how to centralize documents, assign tasks, automate notifications, ensure anywhere access, and reduce errors and duplication. The exercise demonstrates how a unified user experience and cross-functional collaboration improve productivity and process control. Integration between Microsoft 365 apps allows for seamless, traceable, and accessible work from any device, with greater security and consistency.

🛠️ OPERATIONAL STEPS

1. Creating the SharePoint site for the campaign 🏗️

ü Log in to https://portal.office.com

ü Go to SharePoint > click Create Site

ü Select Team Site

ü Enter the name: “Q3 Marketing Campaign”

ü Add a project description

ü Choose an existing Microsoft 365 group or create a new one

ü Set the site's privacy (public or private)

ü Click Next and add team members

ü Click Finish to create the site

ü Verify that the site is accessible and functional

2. Organizing and uploading documents 📂

ü Go to Documents on the SharePoint site

ü Click + New > Folder to create thematic sections

ü Create folders: “Contents”, “Graphics”, “Schedule”, “Reports”

ü Click Upload > File to insert documents

ü Drag multiple files at once to speed up

ü Rename files for clarity and consistency

ü Add custom metadata (e.g. author, status)

ü Set specific permissions for each folder

ü Enable version history for each file

ü Verify that files are accessible and editable

3. Sharing files via OneDrive 🔗

ü Open the file from your company's OneDrive

ü Click Share

ü Select “SharePoint Site” as the destination

ü Set permissions to “Anyone with the link can edit”

ü Add a personalized message for the recipient

ü Send the link via email or Teams

ü Verify that the file is visible in the SharePoint library

ü Check recent activity to confirm login

ü Remove access if no longer needed

ü Archive obsolete versions to avoid duplication

4. SharePoint Site Integration in Teams 💬

ü Open Microsoft Teams

ü Select the project team or create a new one

ü Click + in the tab bar

ü Select SharePoint from the apps list

ü Select the “Q3 Marketing Campaign” site

ü Add the document library as a tab

ü Rename the tab for clarity (e.g. “Campaign Documents”)

ü Verify that files are accessible from Teams

ü Send a message in the channel to inform the team

ü email attachments

5. Task Management with Planner 📅

ü In Teams > click + > select Planner

ü Create a new plan: “Campaign Activities Q3”

ü Add buckets: “Content”, “Design”, “Social”, “Email”

ü Create tasks for each specific activity

ü Assign responsibilities and deadlines

ü Add checklists and attachments to tasks

ü Set priorities and colored labels

ü View the plan in dashboard or calendar view

ü Monitor progress

ü Send automatic reminders to team members

6. Automating notifications with Power Automate ⚙️

ü Go to https://make.powerautomate.com

ü Click Create > Automated Flow

ü Choose the trigger: “When a file is created in SharePoint”

ü Add action: “Send message in Teams”

ü Personalize the message with file name and author

ü Save and activate the flow

ü Test the flow by uploading a new file

ü Verify that the message arrives in the correct channel

ü Add conditions for targeted notifications

ü Document the flow for the team

7. Managing approvals via Outlook ✅

ü Open Outlook > click New Message

ü Click on … > Approvals

ü Enter the subject and description of the approval

ü Add recipients (e.g. marketing manager)

ü Attach file from SharePoint

ü Send the request

ü The recipient receives a notification with Approve/Reject buttons

ü View approval status in real time

ü Archive completed approvals

ü Integrate the process with Power Automate for traceability

8. Review and track changes 📝

ü Open a Word file from SharePoint

ü Go to Review > Track Changes

ü Add contextual comments

ü Reply to the comments received

ü Accept or reject the proposed changes

ü View file version history

ü Restore a previous version if necessary

ü Save the file with resolved comments

ü Notify collaborators of changes

ü Keep a final approved copy

9. Access from mobile devices 🌍

ü Download the app SharePoint from the App Store or Google Play

ü Sign in with your business account

ü Navigate to the “Q3 Marketing Campaign” website

ü Open the document library

ü View and edit Word, Excel, PowerPoint files

ü Download the Teams app to communicate in real time

ü push notifications for updates and tasks

ü Upload photos or files directly from your device

ü Check automatic sync

ü Work anywhere, even offline

10. Monitoring and reporting with Power BI 📊

ü Open Power BI > click Get Data > SharePoint Online List

ü Connect the activity or document collection

ü Create views: task status, uploaded files, approvals

ü Add filters by responsible, date, status

ü Customize the report layout

ü Publish the report to a shared workspace

ü Share the link with the team

ü Integrate the report into Teams as a tab

ü Update data in real time

ü Use the report for progress meetings

📘 APPLICATION OPERATIONAL SCENARIO

An organization is launching a new marketing campaign for Q3. The team includes marketing, sales, graphics, and communications. The goal is to create content, promotional materials, and reporting in a collaborative, secure, and traceable way. SharePoint is used as the central hub, integrated with Teams for communication, OneDrive for sharing, Outlook for approvals, Power Automate for notifications, and Planner for task management.

ü 🏗️ Site Creation : SharePoint > Create Site
➡️ Centralize documents, tasks, and team members in one space.

ü 📂 Document Management : SharePoint > Documents > Upload
➡️ Organize files into thematic folders with custom permissions.

ü 🔗 Sharing : OneDrive > Share > SharePoint Site
➡️ Avoid duplication and ensure controlled access to files.

ü 💬 Collaboration : Teams > + > SharePoint
➡️ Direct access to documents and integrated communication in the channel.

ü 📅 Task management : Teams > Planner > New Plan
➡️ Visually assign tasks, due dates, and responsibilities.

ü ⚙️ Automation : Power Automate > Create Flow
➡️ Automatic notifications for every new file uploaded.

ü ✅ Approvals : Outlook > New Message > Approval
➡️ Trackable, built-in process for content review.

ü 📝 Track Changes : Word > Review > Track Changes
➡️ Full change tracking and collaborative commenting.

ü 🌍 Mobile access : SharePoint / Teams App
➡️ Flexible work from any device, even offline.

ü 📊 Monitoring : Power BI > Create Reports > SharePoint
➡️ View real-time project status.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🏗️ Website creation	SharePoint > Create Site > Team Site
📂 Uploading documents	SharePoint > Documents > Upload
🔗 File sharing	OneDrive > Share > SharePoint Site
💬 Teams Integration	Teams > + > SharePoint
📅 Activity Management	Teams > Planner > New Plan
⚙️ Flow automation	Power Automate > Create > Automated Flow
✅ Approvals	Outlook > New Message > Approval
📝 Revisions	Word > Review > Track Changes / Comments
🌍 Mobile access	SharePoint / Teams App > Sign in with your company account
📊 Monitoring	Power BI > Create Report > Connect to SharePoint

🚀 PRODUCTIVITY BENEFITS

ü Consistent and centralized user experience

ü Reduce errors and file duplications

ü Greater security and access control

ü Automated notifications and approvals

ü Access content from any device

ü Seamless collaboration between different departments and locations

ü Track changes and versions

ü Standardization of document processes

ü Save time in managing tasks

ü Full integration with the Microsoft 365 ecosystem

💡 IDEAS FOR USE IN A BUSINESS CONTEXT

ü International Product Launch 🌐
Marketing, sales, and legal collaborate on multilingual materials, with automated approvals and global access.

ü Corporate Event Management 🎤
Events, communications, and logistics teams share documents, assign tasks, and monitor status in real time.

ü R&D Innovation Projects 🧪
Researchers and engineers co-create technical documents, track reviews, and automate feedback collection.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I create a SharePoint site for a collaborative project?

2. What's the correct way to share files from OneDrive to SharePoint?

3. How do I integrate a document library into Teams?

4. How do I automate a notification for new files?

5. How do you track changes and manage versions in Word?

6. How do I assign a task in Planner?

7. How do I send an approval request from Outlook?

8. How do I access SharePoint files from mobile devices?

9. How do I create a report in Power BI connected to SharePoint?

10. What are the benefits of integrating SharePoint with other Microsoft 365 apps?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to manage a marketing campaign using the integration between SharePoint and Microsoft 365 apps. You've created a site to centralize content, shared files securely, assigned tasks with Planner, automated notifications with Power Automate, and managed approvals with Outlook. You've tracked revisions, ensured mobile access, and monitored the entire project with Power BI. This approach improves collaboration, reduces errors, increases security, and makes work more efficient and accessible. You're now able to orchestrate complex projects in an integrated, traceable, and productive way.

f) Conclusions

Deep integration between SharePoint Online and the core Microsoft 365 suite applications—such as Teams, OneDrive, Outlook, and Office—is now key to building a cutting-edge digital workplace, capable of agilely adapting to the needs of organizations of all sizes. Thanks to this synergy, collaboration is no longer limited by physical or technological barriers: teams can work together wherever they are, securely sharing documents, ideas, and information in real time.

SharePoint Online acts as a true information backbone, centralizing content, processes, and corporate knowledge in a single, structured and easily navigable space. Teams, integrated with SharePoint, allows you to manage chats, meetings, video calls, and shared files in the same place, accelerating the flow of communications and reducing the risk of information leakage. Thanks to OneDrive, everyone has a personal, secure space to store their files, ensuring that every document is always up to date and available on any device, even on the go.

Outlook, integrating with SharePoint and Teams, allows you to automate notifications, quickly manage approval requests, and coordinate shared appointments and tasks, eliminating communication redundancy and increasing transparency across departments. Finally, the Office suite offers advanced productivity tools for creating and co-producing documents, presentations, and spreadsheets, enabling real-time co-authoring and ensuring the traceability of every change.

This integrated approach, in addition to improving individual and team productivity, offers multiple strategic benefits: reduced errors resulting from outdated versions, advanced protection of sensitive data thanks to granular permissions and centralized security policy management, and the ability to monitor the status of projects and campaigns with tools like Power BI, always connected to SharePoint data sources. Automating recurring processes using Power Automate also frees up valuable resources that can be dedicated to higher-value activities.

In an increasingly complex and dynamic world, the ability to orchestrate activities, documents, workflows, and communications in a single, integrated ecosystem makes companies more responsive, innovative, and able to respond quickly to market challenges. The collaboration experience becomes richer and more inclusive, breaking down organizational silos and maximizing human and information capital.

The fragmentation of tasks gives way to harmonious and coherent management, where everyone can access the resources they need in just a few clicks, actively contributing to the success of projects. The digital environment thus created is not only more efficient, but also more secure, transparent, and geared toward continuous growth. Ultimately, the full integration of SharePoint Online with Teams, OneDrive, Outlook, and Office represents the foundation for a new way of working: more connected, smarter, and more human.

3. THE ACTORS IN SHARE POINT

In SharePoint Online, role management is one of the last bastions for ensuring security and flexibility within the corporate digital environment. Each role, from administrator to visitor, precisely determines which functions, data, and processes are accessible to each person, thus shaping the architecture of collaboration and sharing. The SharePoint Administrator role plays a crucial role: this person oversees the overall configuration of the platform, defines security policies, monitors activities, intervenes in resolving technical issues, and updates permission settings according to the organization's needs.

Administrators are the central point of control and governance: they are responsible for creating new sites, managing apps and workflows, protecting sensitive information, and integrating with other services like Teams or OneDrive. Owners, on the other hand, are responsible for managing a specific site or group of sites. In addition to modifying page layouts and Web Parts, they can also decide who can access content, which members to add or remove, and what rules to apply to document libraries. This role is crucial in dynamic environments where projects move rapidly and maximum responsiveness in access management is required. Members are the beating heart of collaborative activities: they can insert, edit, and delete documents, participate in discussions, update calendars and to-do lists, co-author Office files, and interact with others through comments.

The quality of documentation and the speed with which a team responds to daily operational challenges often depend on its members. The Guest role, however, was designed to extend collaboration to people outside the organization, such as consultants, partners, or customers. Guests can access only the areas reserved for them, view certain documents, and perhaps leave feedback or upload useful files, but they remain excluded from advanced settings and confidential information.

This separation reduces the risks associated with sharing sensitive data and allows external stakeholders to be involved only where strictly necessary. Finally, the Visitor role is intended for those who only need to view content, without the ability to make changes: consider, for example, human resources managers who publish regulations, technical manuals for the sales force, or institutional communications accessible to all staff. Restricting visitor permissions is a common practice for maintaining information consistency and preventing accidental or unauthorized changes. Correctly assigning roles in SharePoint Online not only optimizes the user experience but also becomes a strategic lever for information security, regulatory compliance, and the productivity of those involved in business processes.

In complex scenarios, the ability to combine roles, delegate temporary permissions, or configure granular rules for individual documents or folders allows SharePoint to adapt to the evolving needs of the company, maintaining control and traceability of every action performed. It is precisely this attention to role assignment that makes SharePoint a powerful and versatile tool, capable of supporting both small businesses and large multinational organizations with equal effectiveness, always ensuring secure and transparent collaboration.

a) The SharePoint Administrator

· Managing global settings : The SharePoint Administrator role is essential for shaping the corporate digital environment according to the organization's strategic needs. This role has full access to the administration center, a centralized space from which all key SharePoint features can be governed. Here, the administrator can set and update security and compliance policies, defining rules for access, data sharing, and information retention. They are responsible for managing the lifecycle of sites and site collections, from creation to decommissioning, ensuring consistency and control over all digital assets. They can also configure native integration with other Microsoft 365 services such as Teams, OneDrive, and Outlook, enabling cross-tool and user collaboration. Tasks also include customizing regional settings, managing storage limits, enabling or disabling features such as external sharing, and automating recurring processes. The administrator documents every significant change to ensure transparency and traceability, collaborating with the IT team and site owners to ensure a secure, efficient environment that is always aligned with corporate policies.

· Permissions Management : Through permissions management, SharePoint administrators can precisely shape the permissions structure, balancing accessibility and security. They can create customized groups based on operational needs, assigning specific roles such as read, edit, or full control to each group. Administrators can break permission inheritance for individual sites, documents, or folders, ensuring maximum granularity in access control. Every change is documented to ensure transparency and compliance with corporate policies. Each user's effective permissions can be monitored, unauthorized access can be removed, and permissions can be quickly updated in response to organizational changes. This flexibility allows SharePoint to be adapted to both small teams and complex, distributed organizations. This ensures the platform remains aligned with the goals of secure collaboration and efficient governance.

· Control and monitoring : Using tools like Microsoft Purview and audit logs, administrators can filter and analyze every activity within the sites, from simple logins to downloads and document sharing. Automatic alerts can be set for suspicious behavior, data can be exported for in-depth analysis, and logs can be archived according to company policies. Control also extends to data integrity, ensuring every change is tracked and documented. Collaboration with the security manager allows for sharing reports and maintaining high levels of risk awareness. In the event of technical anomalies, timely intervention ensures the rapid resolution of critical issues, while updated configurations keep the platform compliant with regulations and internal standards.

· Creating and managing workflows : By adopting tools like Power Automate, administrators can orchestrate a wide range of automated processes, from simple notification of document changes to the approval of complex requests. Configuring custom workflows reduces manual workload on recurring tasks, speeding up task management and minimizing errors. Administrators define specific triggers and actions, integrating SharePoint with services like Teams, Outlook, or external systems, to create workflows that meet actual business needs. Each workflow is tested and monitored through dedicated dashboards, ensuring visibility into running processes and the ability to quickly address any anomalies. Accurate workflow documentation facilitates maintenance and updates over time. Thanks to these automations, the platform becomes a dynamic tool that supports daily operations and team growth . The result is a more efficient environment, where collaboration is simplified and time spent on repetitive tasks is drastically reduced.

· Security Responsibilities : The SharePoint Administrator plays a crucial role in safeguarding sensitive corporate information. They constantly oversee the implementation of security measures and promptly manage any incidents, assessing risks and adopting corrective measures to reduce the impact on digital assets. They coordinate the application of access policies to prevent data leaks and monitor activity logs to identify anomalous or potentially dangerous behavior. They collaborate closely with the IT Security Manager to ensure regulatory compliance and the resilience of the SharePoint environment. In addition to technical aspects, they plan and conduct user training sessions, promoting a culture of security and raising awareness of best practices. They monitor the effectiveness of existing policies and propose updates based on evolving digital threats. Finally, they ensure that every intervention is documented to ensure transparency and traceability in all security management activities.

Exercise. SharePoint Administrator

🎯 Exercise Objective

The goal is to gain practical skills in the SharePoint Administrator role, learning how to configure global settings, manage permissions, monitor user activity, create automated workflows, and ensure content security. You will learn how to access the administration center, apply security policies, control site and library permissions, and use auditing and automation tools. This exercise helps improve governance, reduce risk, and optimize SharePoint management in complex enterprise environments.

🛠️ OPERATIONAL STEPS

1. Accessing the SharePoint Admin Center 🛠️

ü Sign in to https://admin.microsoft.com

ü Go to Admin Centers > SharePoint

ü Verify that you have the Global or SharePoint Administrator role

ü Explore the side panel with sections: sites, policies, settings

ü Click Settings to access global settings

ü Enable/disable features like OneDrive, external sharing

ü Set the default language and regional settings

ü Set storage limits for sites

ü Save changes and test the application

ü Document internal governance settings

2. Site-level permission management 🔐

ü Go to Active Sites > select a site > click Permissions

ü View default groups: owners, members, visitors

ü Add or remove users from each group

ü Click on Advanced to access detailed management

ü Break inheritance if necessary

ü Create new groups with custom permissions

ü Assign roles: read, edit, full control

ü Check the effective permissions of a specific user

ü Remove unauthorized access

ü Save and communicate changes to the IT team

3. Control and monitoring of activities 📊

ü Go to Microsoft Purview > Audit ( https://compliance.microsoft.com )

ü Select Audit log search

ü Filter by activity: file access, download, sharing

ü Set specific date range and users

ü Export results to Excel for analysis

ü Create alerts for suspicious activity (e.g., mass downloads)

ü Enable activity logging for all sites

ü Verify the integrity of the log data

ü Share reports with the security manager

ü Archive logs according to company policies

4. Creating and managing workflows ⚙️

ü Go to https://make.powerautomate.com

ü Click Create > Automated Flow

ü Choose the trigger: “When a file is created in SharePoint”

ü Add actions: send email , approve, Teams notification

ü Personalize messages with dynamic variables

ü Save and activate the flow

ü Test the flow by uploading a file to the site

ü Check the execution in the Execution History panel

ü Create flows for onboarding, requests, publications

ü Document flows for future maintenance

5. Enforcing security policies 🛡️

ü Go to Microsoft 365 Defender > Policy & rules

ü Configure conditional access policies

ü Set up data loss protection (DLP)

ü Enable file encryption in SharePoint

ü Restrict external sharing to approved domains

ü Enable multi-factor authentication (MFA)

ü Set the expiration of shared links

ü Verify regulatory compliance (e.g. GDPR)

ü Create data retention policies

ü Monitor your application with security reports

📘 APPLICATION OPERATIONAL SCENARIO

A multinational organization has just begun a team restructuring and needs to ensure the SharePoint environment is secure, well-configured, and compliant with new corporate policies. The SharePoint Administrator is responsible for updating global settings, reviewing permissions, monitoring tasks, automating workflows, and strengthening security.

ü 🛠️ Global Settings : Admin Center > SharePoint > Settings
➡️ Configure language, storage, external sharing, and advanced features.

ü 🔐 Permissions : Active Sites > Permissions > Advanced
➡️ Control and customize access groups for each site.

ü 📊 Monitoring : Microsoft Purview > Audit
➡️ Track suspicious activity, unauthorized logins and downloads.

ü ⚙️ Workflows : Power Automate > Create Flow
➡️ Automate approvals, notifications, and document processes.

ü 🛡️ Security : Microsoft 365 Defender > Policy
➡️ Enforce DLP, MFA, encryption, and sharing limits.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🛠️ Global Settings	Admin Center > SharePoint > Settings
🔐 Permission Management	SharePoint > Active Sites > Permissions > Advanced
📊 Audit and monitoring	Microsoft Purview > Audit log search
⚙️ Workflows	Power Automate > Create > Automated Flow
🛡️ Security Policy	Microsoft 365 Defender > Policy & rules

🚀 PRODUCTIVITY BENEFITS

ü Greater centralized control over your SharePoint environment

ü Reduction of risks related to human errors or unauthorized access

ü Automation of repetitive and approval processes

ü Complete traceability of activities and changes

ü Compliance with security and privacy regulations

ü Simplified access for authorized users

ü Greater efficiency in permit management

ü Standardization of configurations across sites

ü Immediate response in case of accidents or anomalies

ü Secure and controlled collaboration between cross-functional teams

💡 IDEAS FOR USE IN A BUSINESS CONTEXT

ü Employee Onboarding Management 👥
SharePoint Admin creates automated flows to assign time off, send documents, and notify managers when new hires arrive.

ü Access control for confidential projects 🔐
Groups with customized permissions are created for legal or R&D teams, with activity monitoring and limited sharing.

ü Document Approval Automation 📄
Power Automate flows manage corporate policy approvals, with automatic notifications and revision tracking.

❓ SELF-ASSESSMENT QUESTIONS

1. Where are SharePoint global settings located?

2. How do I manage advanced permissions on a site?

3. What tools are used to monitor user activity?

4. How do I create an automated flow to notify me of a file upload?

5. What security policies can be applied to SharePoint?

6. How do I limit external sharing of content?

7. Where do I enable file encryption?

8. How do I check the execution history of a flow?

9. Which roles can access the admin center?

10. How do I export audit logs for analysis?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to operate as a SharePoint Administrator, accessing the admin center to configure global settings, manage permissions, monitor activities, and apply security policies. You've learned how to create automated workflows with Power Automate and use auditing tools to ensure traceability. These skills enable you to maintain a secure, efficient, and compliant SharePoint environment. You're now equipped to support your organization in centralizing and strategically managing digital collaboration.

b) The owners of the site

· Complete site control : This translates into the ability to manage the entire site lifecycle, from enabling new features to updating security settings. Owners can oversee the creation and maintenance of document libraries, authorize or restrict access to specific resources, and monitor user activity. One of their key responsibilities is timely permission management, ensuring only the appropriate people can view or edit sensitive content. The role also includes customizing the site to reflect the needs of the team or organization, introducing collaborative tools, web parts, and interactive dashboards. Owners are responsible for ensuring information consistency, preventing data duplication, and promoting best practices in the daily use of the platform. They are also responsible for supporting user training, responding to support requests , and guiding the community through new features. Through proactive and strategic action, Owners help make SharePoint a secure, efficient, and collaborative digital space. Their focus on governance and innovation is essential to the success of projects and the protection of corporate information.

· User Management : Careful user management is a key lever for ensuring the security and smooth operation of a SharePoint site. Owners are responsible for regularly monitoring members, conducting periodic checks on activity and access relevance. By creating groups with specific permissions, they can differentiate permission levels based on role or project, ensuring each person has only the strictly necessary permissions. In dynamic situations, such as onboarding or team changes , the speed with which Owners update the user composition is crucial to avoid workflow disruptions. It's good practice to document every change to maintain traceability and facilitate future audits. Furthermore, Owners play a key role in educating users on security policies and available tools, promoting responsible and informed behavior in using the platform.

· Content Personalization : Allows Owners to tailor the site to the actual needs of their team, showcasing relevant information and making it easier for everyone involved to use. They can create new pages, update documents, and insert multimedia elements to make communication more effective and engaging. They can also redefine the site structure, organizing sections, categories, and links based on project changes or evolving business goals. Constant content updates ensure all information is always up-to-date and easily accessible. Owners can also gather user feedback to optimize the browsing experience and introduce customized tools, such as dedicated dashboards, informative web parts, and notification banners. This way, the site becomes a dynamic and flexible platform, capable of supporting collaboration and continuous innovation.

· Strategic Role : A strategic approach is therefore essential to quickly address organizational changes, onboarding new members, or redefining permissions related to project development. Owners must be able to anticipate the needs of the workgroup, taking timely action to update permissions, implement new security policies, and adapt the site structure to new operational requirements. This responsiveness translates into more secure information management and greater fluidity of collaborative processes, minimizing the risk of disruption and ensuring compliance with corporate regulations. In contexts where innovation and adaptability make the difference, the role of Owners becomes the linchpin on which the effectiveness of digital collaboration revolves, leveraging every transformation as an opportunity for collective growth.

Exercise. SharePoint site owners

🎯 OBJECTIVE OF THE EXERCISE

The goal is to acquire operational skills as a SharePoint site owner. You will learn how to manage users and permissions, customize content and layout, configure site structure, and support team collaboration . The owner has complete control over the site and plays a strategic role in ensuring content is up-to-date, accessible, and consistent with business objectives. This exercise improves site governance, reduces errors and duplication, and promotes a unified and productive user experience.

🛠️ OPERATIONAL STEPS

1. Access the site as the owner 🔑

ü Log in to https://portal.office.com

ü Go to SharePoint > select the site you own

ü Settings link (gear icon)

ü Click on Site Content to view the structure

ü Go to Site Settings for advanced configurations

ü Check the Permissions and Management section

ü Make sure your account is in the “Owners” group

ü If not, please contact the administrator.

ü Save your changes and return to the site home page.

ü Confirm that you have full access to the features

2. User and permission management 👥

ü Click Settings > Site Permissions

ü View groups: Owners, Members, Visitors

ü Add new users to the appropriate group

ü Click Share Site to send invitations

ü Customize permissions for individual files or folders

ü Break inheritance if necessary

ü Create new groups with specific roles (e.g. “Content Editor”)

ü Remove inactive users

ü Document governance changes

ü Verify effective permissions with Check Permissions

3. Customizing the site's home page 🎨

ü Click Edit on the site home page

ü Add sections: one column, two columns, grid

ü Insert web parts: text, images, links, documents

ü Customize the colors and style of the site

ü Add a company logo via Settings > Appearance

ü Insert a welcome message or banner

ü Link the home page to secondary pages (e.g. “Documents”, “Activities”)

ü Save and publish changes

ü Preview on desktop and mobile

ü Collect user feedback for improvements

4. Creating and managing pages and content 📄

ü Go to Site Content > Site Pages

ü Click on + New > Page

ü Choose a layout (e.g., blank, title, highlighted section)

ü Add content: text, video, lists, files

ü Insert dynamic web parts (e.g. recent activity, news)

ü Save as draft or publish directly

ü Set the page as home if necessary

ü Create a page hierarchy for navigation

ü Add tags or categories to make searching easier

ü Track views via Site Analytics

5. Strategic role in collaboration 🤝

ü Organize a meeting with the teams involved

ü Collect information and access requirements

ü Define site structure based on workflows

ü Create a section for each department or project

ü Set up content publishing and updating rules

ü Work with IT on Teams and OneDrive integrations

ü Promote the use of the site as a single point of access

ü Create an “About Us” page with the site's contact information

ü Monitor site usage with Site Analytics

ü Update content periodically to keep it relevant

📘 APPLICATION OPERATIONAL SCENARIO

A project manager has been appointed as the SharePoint site owner for the new "Digital Marketing 2025" initiative. The site will serve as a hub for documents, tasks, communications, and shared resources. The site owner is responsible for structuring the site, managing access, customizing the home page, and ensuring content is up-to-date and consistent with the project's goals.

ü 🔑 Access and role verification : SharePoint > Settings > Permissions
➡️ Grants complete control over the site and its features.

ü 👥 User Management : Share Site > Groups > Control Permissions
➡️ Allows you to assign roles and protect sensitive content.

ü 🎨 Customization : Edit > Add Web Part > Publish
➡️ Improve user experience and site navigation.

ü 📄 Content Management : New Page > Layout > Web Part
➡️ Organize information in a clear and accessible way.

ü 🤝 Strategic Role : Site Analytics > Meetings > Collaborative Structure
➡️ Supports cross-functional collaboration and project governance.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔑 Site Check	SharePoint > Settings > Site Settings
👥 User Management	SharePoint > Site Permissions > Groups
🎨 Home customization	SharePoint > Edit > Add Web Part
📄 Page Creation	SharePoint > Site Content > Pages > New Page
🤝 Analysis and governance	SharePoint > Settings > Site Analytics

🚀 PRODUCTIVITY BENEFITS

ü Complete control over the structure and content of the site

ü Effective access and permission management

ü Personalized and consistent user experience

ü Increase team engagement through centralized collaboration

ü Reduce errors and file duplications

ü Simplified navigation and quick access to resources

ü Track changes and views

ü Alignment between content and business objectives

ü Greater autonomy in site management

ü Support for internal communication and knowledge sharing

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

• Cross-functional project site 📊
The owner structures the site to collect documents, tasks, and reports shared between marketing, sales, and IT.

• Corporate HR Portal 👥
A dedicated SharePoint HR site with forms, policies, FAQs, and an event calendar, managed by the HR team .

• Intranet for internal communications 📰
The communications team creates and updates pages with company news, announcements, and multimedia content.

❓ SELF-ASSESSMENT QUESTIONS

1. How do you know if you own a SharePoint site?

2. What user groups exist on a SharePoint site?

3. How do you customize a website's home page?

4. How do I create a new page and link it to the home page?

5. What tools are used to monitor site usage?

6. How do I assign a user to a group with specific permissions?

7. How do I stop permission inheritance?

8. Which web parts can be added to a page?

9. How do you promote strategic use of the site among teams ?

10. How do I access site analytics to evaluate effectiveness?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to operate as a SharePoint site owner, managing users, permissions, content, and layout. You've acquired skills in customizing the home page, creating information pages, and configuring the site structure. You've understood the importance of the owner's strategic role in promoting collaboration, ensuring security, and keeping content up to date. You're now able to transform a SharePoint site into a true hub for your team or project, improving efficiency and internal communication.

c) Members of the site

· Active Collaboration : SharePoint allows Members to contribute dynamically and meaningfully to the site. In addition to managing documents, they can work together in real time, adding comments, suggestions, and revisions that facilitate the sharing of ideas and the refinement of content. Threaded discussions foster constructive discussion, while @mentions facilitate targeted engagement with colleagues in daily activities. Members constantly update task lists, calendars, and collaborative items, ensuring that information is always current and accessible to the team . This active participation accelerates workflows, reduces response times, and increases operational transparency. Thanks to co-authoring features, multiple people can work simultaneously on the same file, avoiding duplication and ensuring greater efficiency. The ability to track changes and revert to previous versions of documents allows for secure and accountable work. In short, Members, with their continuous contribution, make SharePoint a modern, flexible collaboration environment that is suited to the needs of every workgroup.

· Co-authoring : Allows multiple users to simultaneously edit Word, Excel, or PowerPoint documents directly from the browser, without conflicts or waiting. Every change is saved in real time, making each participant's contributions immediately visible. Avatars show who is working on the file, and the integrated chat facilitates instant communication. Thanks to change tracking, everyone can track the document's progress and comment on it. This mode dramatically reduces the risk of duplication, encourages constructive discussion, and speeds up content finalization. Co-authoring transforms document work into a dynamic and shared experience, enhancing collaboration between team members .

· Quality Accountability : Being responsible for quality means that each member must ensure the accuracy of the data entered, ensuring that the information is always up-to-date and relevant. Careful checking of spelling, formatting, and consistency helps ensure documentation is clear and professional. Timely content review allows for the rapid identification and correction of any errors or gaps. Members are encouraged to report outdated or duplicate material, thus collaborating to maintain an orderly and reliable environment. The use of document verification checklists facilitates compliance with company standards. Furthermore, proper version management ensures that only approved and updated files remain accessible to the team . This shared approach strengthens the team's reputation and operational effectiveness.

· Workflow Participation : Participating in workflows means taking part in automated processes that streamline recurring tasks within the site. Members receive notifications to start, approve, or review documents, fill out forms, or provide feedback , all in a structured and traceable way. These flows, created by administrators or owners, streamline the management of approvals, periodic reviews, and data collection. Active participation helps meet deadlines, reduce errors, and maintain the quality of shared information. Every action is logged, promoting transparency and accountability among members. Thanks to automation, the team works more coordinated and efficiently, contributing to continuous process improvement. This makes SharePoint a dynamic tool for collaboration and innovation.

Exercise. SharePoint site members

🎯 Objective of the exercise

The goal is to develop the operational skills of SharePoint site members, focusing on active collaboration, co-creation of content, accountability for the quality of shared information, and participation in workflows. Users will learn how to edit documents in real time, comment, track changes, comply with publishing policies, and interact with automated workflows. This exercise improves team productivity , reduces errors and duplication, and fosters a culture of responsible and transparent collaboration.

🛠️ OPERATIONAL STEPS

2. Access the SharePoint site as a member 🔑

ü Log in to https://portal.office.com

ü Go to SharePoint > select the assigned site

ü Verify you are in the “Members” group via Settings > Site Permissions

ü Documents section

ü Browse shared folders

ü Check editing permissions on files

ü Check for notifications or assigned tasks

ü Familiarize yourself with the structure of the site

ü See the “Who does what” page if available

ü Start collaborating with the team

2. Active collaboration on documents 👥

ü Open a Word, Excel, or PowerPoint file from the document library

ü Click Edit in Browser

ü Collaborate in real time with other members

ü Add content, comments and suggestions

ü Automatically save changes

ü Use the built-in chat to communicate while editing

ü Check who is active in the document (avatar in the top right)

ü Avoid overwriting other people's changes

ü @mention feature to engage colleagues

ü Close the file only after saving and notifying the team

3. Co-authoring and change tracking ✍️

ü Open a shared Word file

ü Go to Review > Track Changes

ü Add contextual comments

ü Reply to the comments received

ü Accept or reject the proposed changes

ü View version history from SharePoint

ü Restore previous versions if necessary

ü Save the file with resolved comments

ü Notify collaborators of changes

ü Keep a final approved copy

4. Responsibility for the quality of content ✅

ü Review documents before publishing

ü Check spelling, formatting, and consistency

ü Verify that the data is updated and correct

ü Report outdated content to the site owner

ü Use quality control checklists if available

ü Avoid duplication by saving only to the correct folder

ü Rename files in a clear and standardized way

ü Add metadata (author, date, category)

ü Archive inactive versions

ü Help keep the site clean and reliable

5. Participation in workflows 🔄

ü Get notifications from Power Automate (e.g. approvals, uploads)

ü Click on the link received to open the file or request

ü Fill in the required fields (e.g. comments, approvals)

ü Click Approve or Reject if applicable

ü Verify that the action is recorded in the flow

ü View activity history in the file

ü Meet the deadlines indicated in the tasks

ü Report any blocks to the site owner

ü Actively participates in cyclical reviews

ü Contribute to continuous process improvement

📘 APPLICATION OPERATIONAL SCENARIO

A marketing team is working on a new campaign. SharePoint site members collaborate on content creation, graphic design review, and task management. Each member is responsible for actively contributing, ensuring content quality, and participating in automated approval workflows.

ü 🔑 Access the site : SharePoint > Site > Documents
➡️ Allows you to start collaborating with your team in a structured way.

ü 👥 Active collaboration : Edit in browser > @mention
➡️ Encourages co-creation and real-time communication.

ü ✍️ Co-authoring : Review > Track Changes
➡️ Ensures transparency and traceability of changes.

ü ✅ Quality Control : Checklist > Metadata > Storage
➡️ Improve content reliability and consistency.

ü 🔄 Workflows : Notification > Action > History
➡️ Involve members in approval and decision-making processes.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔑 Access and navigation	SharePoint > Site > Documents
👥 Active collaboration	File > Edit in Browser > @mention
✍️ Co-authoring	Word > Review > Track Changes / Comments
✅ Quality control	File > Metadata > Version History
🔄 Stream Participation	Power Automate > Notification > Action

🚀 PRODUCTIVITY BENEFITS

ü Simultaneous and conflict-free collaboration

ü Full traceability of changes and comments

ü Greater individual responsibility for content

ü Reduce errors and duplicate versions

ü Active participation in approval processes

ü Integrated and contextual communication

ü Quick access to updated documents

ü Better quality and consistency of information

ü Direct involvement in workflows

ü Supporting the culture of digital collaboration

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Commercial Brochure Writing 📄
Members collaborate on drafting copy, reviewing content, and participating in the pre-print approval process.

ü Preparing presentations for events 🎤
The team co-authors PowerPoint presentations, annotates slides, and ensures visual and textual quality.

ü Monthly Report Management 📊
Each department updates its own section in a shared Excel file, with change tracking and final approval.

❓ Self-assessment questions

1. How do you check if you are a member of a SharePoint site?

2. How do you collaborate on a document in real time?

3. What tools do you use to track changes in Word?

4. How do you ensure the quality of shared content?

5. How do I participate in an automated approval flow?

6. How do I @mention a colleague in a document?

7. Where can I find previous versions of a file?

8. How do you add metadata to a document?

9. How do I reply to a comment in a shared file?

10. How do you communicate a problem in the workflow?

🧾 Summary of what you learned

You've learned to function as an active member of a SharePoint site, collaborating in real time, co-creating content, ensuring information quality, and participating in automated workflows. You've acquired skills in using review tools, document management, and contextual communication. This role is critical to the success of collaborative projects, as it helps keep shared content up-to-date, consistent, and reliable. You're now able to work effectively within a digital team , leveraging the full potential of SharePoint.

d) Guests of the site

· Extended Collaboration : The Guest role in SharePoint opens up new possibilities for collaboration with people outside the organization, granting controlled access to consultants, partners, or clients on specific projects or documents. This feature allows you to enrich teamwork with external expertise, without exposing sensitive data or critical platform resources. Guests can contribute in a targeted and limited manner, according to the permissions established by Site Owners. Interactions are monitored and traceable, allowing transparency and tracking of activities. Guest integration is always governed by restrictions and time limits, ensuring security and confidentiality remain a priority. Flexible permission management allows you to assign only the permissions necessary for the assigned task. This makes SharePoint an effective tool for expanding the collaboration network while maintaining full control of company information.

· Restricted Access : Guest access to a SharePoint site is strictly limited to ensure security and control over corporate information. Guests can view specific documents made available by the Owners or administrator, and, in specific and limited situations, they are also authorized to upload files as needed for the project. In addition to these activities, they can participate in discussions in shared workspaces, providing helpful feedback or suggestions, but always within the designated spaces. Access to site sections is never generalized: each area, folder, or document available to guests is carefully selected to maintain the confidentiality of the most sensitive resources. Guests cannot freely navigate the site or access restricted areas, advanced settings, or critical governance information. All their actions are tracked and monitored to ensure transparency, while permissions can be changed or revoked at any time. This approach ensures that guest contributions enrich collaboration without compromising the security of the platform and corporate data.

· Restrictions : These are a fundamental pillar of data protection and governance of the SharePoint platform. Here are the main limitations and measures implemented:

Ø Exclusion from advanced settings : Guests do not have access to the site's administrative settings, advanced configuration options, or global permission management features. This means they cannot edit site policies, create or delete workspaces, or change the platform's organizational structure.

Ø Sensitive Information Restriction : Guest access is limited to specific documents and folders selected by the Site Owners. They cannot view, edit, or download data classified as sensitive, such as confidential financial reports, personal data, strategic information, or any other content subject to company restrictions.

Ø Inability to access critical governance areas : Site sections dedicated to platform governance, such as activity logs, workflow management, policy definition, or security oversight, are completely inaccessible to guests. These areas remain reserved exclusively for internal members with specific control and oversight roles.

Ø Timely and limited access : Each document, folder, or area made available to guests is carefully selected; there is no free navigation within the site. Access is granted exclusively to the resources necessary for carrying out the activities envisaged by the project or ongoing collaboration.

Ø Monitoring and Traceability of Activities : All guest activities are tracked and monitored through access logs and activity reports. In the event of anomalies or unauthorized access attempts, the system can generate automatic alerts for IT managers, allowing for timely intervention.

Ø Time Restrictions : Guest permissions can be limited in time, based on project needs or company policies. After the set period expires, access is revoked manually or automatically, ensuring no residual rights to company resources remain.

· Temporary Permissions Management : Allows you to precisely define how long an external party can access specific site resources. This flexibility allows you to tailor access to the actual needs of the project, minimizing the risk of data exposure beyond what is necessary. At the end of the agreed-upon period, permissions are revoked manually or via automation tools like Power Automate, leaving no residual rights. You can set expiration reminders and track all changes, thus maintaining constant and documented control. The process also includes clearly communicating the duration of access to the guest, promoting transparency and compliance with company policies. This strategy protects the organization, ensuring collaboration is always secure and under control.

Exercise: SharePoint site guests

🎯 OBJECTIVE OF THE EXERCISE

The goal is to learn how to manage and use guest access on a SharePoint site, understanding the dynamics of external collaboration, access limits, applicable restrictions, and managing temporary permissions. You will learn how to invite a guest, assign the minimum necessary permissions, monitor activity, and securely revoke access. This exercise helps extend collaboration beyond company boundaries while maintaining control and security of shared information.

🛠️ OPERATIONAL STEPS

1. Enable external sharing on the site 🌐

ü Sign in to https://admin.microsoft.com

ü Go to Admin Centers > SharePoint

ü Click on Active Sites > select the site

ü Click on Sharing

ü Set the level to “New and old guests”

ü Save changes

ü Make sure sharing is also enabled in OneDrive

ü Please consult company policies for any restrictions.

ü your team know that sharing is enabled.

ü Proceed with the guest invitation

2. Invite a guest to your SharePoint site ✉️

ü Go to your SharePoint site > click Settings > Site Permissions

ü Click on Share Site

ü Enter the external guest's email address

ü Select the “Visitors” or “Members” group depending on your role

ü Add a custom message

ü Click on Send

ü The guest will receive an email with the access link

ü Verify that the user appears among the site's members

ü Make sure access is limited to the intended content

ü Register the invitation for traceability

3. Restrict access to shared content 🔐

ü Create a dedicated guest folder in your document library

ü Click on Manage Access

ü Remove permission inheritance

ü Grant access only to guest and necessary internal members

ü Set permissions to “View” or “Edit”

ü Make sure the guest cannot access other folders

ü Add a notice in the folder with usage rules

ü Use metadata to label shared content

ü Enable version history to track changes

ü Save and communicate restrictions to the team

4. Monitor guest activities 📊

ü Go to https://compliance.microsoft.com > Audit

ü Select Audit log search

ü Filter by guest email address

ü Set the date range

ü View activity: logins, downloads, changes

ü Export the results to Excel

ü Create a weekly report for the IT manager

ü Activate alerts for out-of-hours or anomalous access

ü Verify that the guest respects the access restrictions

ü Archive logs according to company policies

5. Manage temporary permissions ⏳

ü Define the duration of access (e.g. 30 days)

ü Create a reminder in Outlook for the deadline

ü Go to Site Permissions > Groups

ü Remove guest manually upon expiration

ü Alternatively, use Power Automate to automate the revocation

ü Create a flow: “On date X” → “Remove user from group”

ü Document the procedure for future use

ü Inform the guest of the duration of access

ü Verify that access has been revoked successfully

ü Update the external access log

📘 APPLICATION OPERATIONAL SCENARIO

A company collaborates with an external consultant to review an advertising campaign. The consultant needs access to a specific folder on the SharePoint site to view and comment on the materials. The site owner enables external sharing, invites the guest, limits access to only relevant documents, monitors activity, and sets an automatic deadline for revoking permissions.

ü 🌐 Enable Sharing : Admin Center > SharePoint > Sharing
➡️ Allows controlled access to external users.

ü ✉️ Guest Invite : SharePoint > Share Site
➡️ Enables collaboration with external partners.

ü 🔐 Access Restriction : Manage Access > Remove Inheritance
➡️ Protects sensitive content from unauthorized access.

ü 📊 Activity Monitoring : Microsoft Purview > Audit
➡️ Ensures traceability of guest actions.

ü ⏳ Temporary Permissions : Power Automate > Revocation Flow
➡️ Automate access duration management.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🌐 Enable sharing	Admin Center > SharePoint > Active Sites > Sharing
✉️ Guest invitation	SharePoint > Settings > Site Permissions > Share Site
🔐 Access restriction	SharePoint > Documents > Manage Access
📊 Activity Monitoring	Microsoft Purview > Audit log search
⏳ Automatic revocation	Power Automate > Create Flow > Remove User

🚀 PRODUCTIVITY BENEFITS

ü Secure collaboration with external partners

ü Granular control over shared content

ü Complete traceability of guest activities

ü Reducing the risk of unauthorized access

ü Automating temporary access management

ü Greater flexibility in intercompany projects

ü Adherence to security and compliance policies

ü Transparent communication with external collaborators

ü Reduce administrative burden on IT

ü Greater efficiency in review and approval processes

💡 IDEAS FOR USE IN A BUSINESS CONTEXT

ü Collaboration with creative agencies 🎨
Temporary sharing of graphic materials with external agencies for feedback and approval.

ü External Technical Support 🛠️
Limited access to technical documentation for vendors or IT consultants during specific interventions.

ü Legal review of contracts ⚖️
External lawyers access a confidential folder to review and comment on contractual documents.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I enable external sharing on a SharePoint site?

2. What are the steps to invite a guest?

3. How do I limit a guest's access to a single folder?

4. Where can external user activity be monitored?

5. How do I set a guest login expiration?

6. What minimum permissions should be assigned to a guest?

7. How do I manually revoke access from a guest?

8. What tools are used to automate revocation?

9. How do I check if a guest still has active access?

10. What risks can be avoided with proper guest management?

🧾 SUMMARY OF WHAT I LEARNED

You've learned how to manage collaboration with external guests in SharePoint, enabling sharing, inviting users, limiting access to relevant content, tracking activity, and setting temporary permissions. You've gained expertise in using security, automation, and tracking tools, which are essential for ensuring effective and secure collaboration. This approach allows you to extend your team's capabilities beyond company boundaries while maintaining full control over shared data. You're now able to manage guests strategically, compliantly, and productively.

e) The Visitors

· Read-only access : This role is essential for safeguarding the integrity of published information and ensuring that only authorized individuals can make changes. The Visitor is therefore a key figure in any context where it is essential to disseminate knowledge, guidelines, or corporate updates without risking accidental or intentional alteration of the content. Read-only access ensures that operational procedures, regulations, or institutional communications remain consistent and reliable, while also allowing immediate and controlled consultation by those who need it. In this way, SharePoint confirms its position as an effective tool for balancing information openness and operational security, supporting the responsible and compliant distribution of corporate data.

· Prevent unauthorized changes : By setting read-only permissions for visitors, the integrity of company data is protected: documents remain unchanged, safe from unwanted alterations. Users can thus access and share information without the ability to delete, overwrite, or modify files and pages. This restriction allows official versions to be kept up-to-date and reliable. Furthermore, it significantly reduces the risk of accidental errors or unintentional actions that could compromise important content. Centralized permission control ensures that only authorized users can actively intervene. This creates a secure environment where collaboration is effective yet always under control.

· Control over information circulation : The visitor role, granting limited access and no editing rights, is an essential tool for ensuring that only accurate and validated information is disseminated within the organization. This way, each document remains faithful to the official version, preventing accidental alterations or unauthorized disclosures. Consultation is always tracked and constrained by company policies, reducing the possibility of errors and promoting individual accountability in the use of shared resources. Centralized permission control allows you to know who can access what content, facilitating any audits and reviews. This careful and structured management safeguards the consistency of communications and fosters trust between different departments and teams , enhancing transparency and information security. Thus, the organization can disseminate knowledge widely, yet always under careful supervision.

Exercise. SharePoint site visitors

🎯 OBJECTIVE OF THE EXERCISE

The goal is to understand and apply the functionality associated with the visitor role on a SharePoint site. Users will learn how to access content in read-only mode, navigate available resources, comply with security policies, and contribute to the controlled dissemination of information. This exercise helps prevent unauthorized changes, ensure document integrity, and promote responsible use of corporate content. The visitor role is essential to ensuring transparency and information access without compromising data quality or security.

🛠️ OPERATIONAL STEPS

1. Access the SharePoint site as a visitor 🔑

ü Log in to https://portal.office.com

ü Go to SharePoint > select the shared site

ü Make sure your account is in the “Visitors” group

ü Click Settings > Site Permissions

ü Check that the assigned permission is “View”

ü Documents section

ü Open a Word, Excel, or PDF file

ü Make sure it cannot be modified

ü Navigate through available folders

ü Read the contents without altering their structure

2. Browse and view content in read-only mode 📄

ü Access the site's home page

ü Click on Documents > select a folder

ü Open a file > click View in browser

ü Use the Search function to find specific content

ü Consult the information pages of the site

ü View PDF files directly in your browser

ü Download documents only if authorized

ü Do not attempt to modify or overwrite the files

ü Report any errors to the site owner

ü Respect the access and consultation policies

3. Prevent unauthorized changes 🔐

ü Don't click Edit in Files (if visible)

ü Avoid saving unnecessary local copies

ü Don't share links to files without permission.

ü Do not forward emails with links to confidential content.

ü Report suspicious logins to the IT team

ü Recognize warning messages about protected content

ü Respect confidentiality labels (e.g. “Read Only”)

ü Do not modify file metadata

ü Do not upload new documents to the site

ü Maintain behavior compliant with company policies

4. Control the flow of information 📢

ü Only view content relevant to your role

ü Do not forward documents to unauthorized users

ü Use company tools to communicate (e.g. Teams)

ü Do not use personal accounts to access the site

ü Avoid saving files on non-company devices

ü Respect the validity dates of the documents

ü Report outdated or duplicate content

ü Do not use the contents for unauthorized purposes

ü Please contact the site owner for clarification.

ü Help maintain information integrity

📘 APPLICATION OPERATIONAL SCENARIO

An employee from another department logs in as a visitor to the marketing team's SharePoint site to view materials for the new campaign. Their role is to read the documents, learn about ongoing activities, and report any errors, without modifying or sharing the content. The site owner has configured read-only access to ensure information security and consistency.

ü 🔑 Controlled Access : SharePoint > Site Permissions
➡️ Ensures that the visitor can only view content.

ü 📄 View documents : Documents > View in browser
➡️ Allows you to access information without modifying it.

ü 🔐 Change Prevention : No Change Permissions
➡️ Protects file integrity and their official version.

ü 📢 Circulation Control : No External Sharing
➡️ Prevent unauthorized dissemination of corporate content.

🧩 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔑 Visitor Access	SharePoint > Settings > Site Permissions
📄 Content Viewing	SharePoint > Documents > View in Browser
🔐 Change Control	File > Read-only (permissions)
📢 Traffic control	No sharing > Company policies

🚀 PRODUCTIVITY BENEFITS

ü Information access without risk of modifications

ü Protecting the integrity of enterprise content

ü Reduction of errors caused by unauthorized interventions

ü Greater control over the dissemination of information

ü Quick and secure consultation of documents

ü Adherence to security and compliance policies

ü Transparent collaboration between departments

ü Tracking of accesses and views

ü Reducing the administrative burden for site owners

ü Support for digital content governance

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

ü Company Policy Review 📘
Visitors access an HR site to read policies, benefits, and procedures without the ability to edit them.

ü Access to cross-functional reports 📊
Managers from other departments access monthly reports published by the finance team in a read-only manner.

ü Viewing training materials 🎓
Employees access a training site to read guides and manuals without altering the content.

❓ SELF-ASSESSMENT QUESTIONS

1. How do you know if you're a visitor to a SharePoint site?

2. What permissions does a visitor have compared to a member?

3. How do I access a read-only document?

4. What happens if I try to edit a file as a visitor?

5. How do you prevent unauthorized sharing of content?

6. What behaviors are prohibited for a visitor?

7. How do I report an error in a document?

8. Can I download a file as a visitor?

9. How do you recognize protected content?

10. Why is it important to control the flow of information?

🧾 SUMMARY OF WHAT I LEARNED

You've learned the role and responsibilities of a visitor on a SharePoint site. You've learned how to access content in read-only mode, navigate available resources, comply with editing restrictions, and help control information flow. This role is essential for ensuring transparency and information access without compromising data security or integrity. You're now able to consult corporate content responsibly, contributing to the governance and protection of shared information.

f) Additional considerations and best practices

· Role Combination : In SharePoint Online, you can assign multiple or temporary roles to users, adapting permissions based on projects, contingent needs, or organizational changes. This flexibility allows you to quickly respond to changes in the work environment, ensuring that each user has access only to the resources needed at each stage of a project. Roles can be assigned temporarily, for example, to cover replacements or support specific initiatives, and then revoked once the need has passed. Combining different permissions on documents, folders, or entire areas of the site allows you to customize the level of access based on actual operational responsibilities. It is essential to document every change and establish clear criteria for assigning and revoking roles. This approach reduces the risk of errors, fosters collaboration, and strengthens the overall security of the corporate digital environment.

· Granular configuration : This is one of the most effective strategies for protecting sensitive data in SharePoint Online. This feature allows administrators to assign specific permissions to individual documents or folders, limiting access to authorized users only. This approach allows for differentiated levels of visibility and modification, ensuring that sensitive information cannot be accessed outside the designated group. Detailed rules also allow for tracking file operations, increasing auditing and incident response capabilities. It's important to regularly update these settings to reflect evolving business and staff needs. Careful permission management reduces the risk of errors or inadvertent breaches. This strengthens security at every level of the digital information system.

· Periodic Monitoring and Review : It is essential to regularly check the correct assignment of roles, updating permissions and privileges based on changes in structure, personnel, or compliance requirements. Effective monitoring and periodic review of the role structure are essential steps for secure and up-to-date permission management in SharePoint Online. It is advisable to schedule regular checks to quickly identify any anomalies, inactive accounts, or inappropriate assignments. Updating privileges following organizational changes or new compliance requirements prevents the risk of unauthorized access and strengthens data protection. Collaboration between IT, area managers, and compliance is essential to maintain consistency between operational roles and responsibilities. Each change should be precisely documented, facilitating the traceability of decisions and facilitating any internal audits. Relying on automatic reporting and alert tools makes it easier to identify critical issues. Only through constant review can the permission structure remain consistent, effective, and secure over time.

· Training and Awareness : All users should be trained on their responsibilities and the limitations of their roles to contribute to the security and efficiency of the corporate digital ecosystem. Promoting training and awareness within the organization is one of the most effective tools for ensuring the safe and intelligent use of SharePoint. Each user, regardless of their role, should receive clear guidance on their responsibilities and fully understand the limitations and capabilities afforded by their permissions. Investing in dedicated training—for example, through how-to guides, webinars, or interactive sessions—helps prevent risky behavior and fosters greater attention to data protection. Only knowledgeable users are able to recognize sensitive content, adopt appropriate behavior when sharing resources, and actively contribute to the overall security of the platform. A culture of widespread accountability reduces the risk of errors or accidental breaches, strengthens governance, and makes the corporate digital ecosystem more efficient and reliable.

· Role of Governance : In SharePoint, governance is the cornerstone of security and management effectiveness. It is based on formalized policies that clearly define roles, responsibilities, and operational boundaries. Escalation procedures are essential, allowing critical issues or violations to be addressed promptly. The audit trail ensures the traceability of every activity performed, providing transparency and support during internal audits. Smooth and transparent communication between all levels of roles fosters consistent decisions and the rapid resolution of any concerns. Effective governance supports regulatory compliance and reduces business risks, promoting trust and awareness throughout the digital ecosystem. Only in this way can SharePoint become a truly strategic tool for organizational growth.

Exercise. Best Practices in Role Assignment

🎯 OBJECTIVE OF THE EXERCISE

The goal of this exercise is to provide a practical guide to effectively manage roles on a SharePoint site, applying best practices for combining roles, granular permission configuration, monitoring and periodic review, user training, and establishing governance. You will learn how to create custom permission levels, assign them via groups, track changes, schedule regular reviews, and promote awareness among collaborators. This exercise is designed to strengthen security, improve transparency, and optimize team collaboration , reducing the risk of inappropriate access and ensuring responsible management of digital content.

🛠️ OPERATIONAL STEPS

1. Log in to the SharePoint site as an administrator 🔐
✓ Log in to https://portal.office.com with your company credentials 🌐
✓ Click on the icon SharePoint in the Microsoft 365 dashboard 🧭
✓ Select the site you want to manage (e.g. “ Project Team ” ) 🗂️
✓ Verify that your account is included in the “ Site Owners ” group 👑
✓ Click on the ⚙️ icon > Site Settings 🛠️
✓ Go to Site permissions to view active groups 🔎
✓ Check if the site inherits permissions from a parent site 🔗
✓ If necessary, click on Break permission inheritance ✂️
✓ Ensure access is limited to authorized users 🔐
✓ Note existing groups for later analysis 📝

2. Analyze existing groups and roles 👥
✓ Click on View advanced permissions 🔍
✓ Review the default groups: “ Owners ” , “ Members ” , “ Visitors ” 🧑 ‍ 🤝 ‍ 🧑
✓ Click on each group to see the assigned users 👁️
✓ Check if there are users with direct permissions (not via group) 🚫
✓ Export the list of permissions to Excel (if available) 📤
✓ Identify duplicate or inconsistent roles ⚠️
✓ Check the consistency between permissions and responsibilities 📊
✓ View change history (if enabled) 🕓
✓ Report issues to the IT team or site owner 📣
✓ Prepare a role realignment plan 🧾

3. Create a custom permission level 🧩
✓ Go to Site Settings > Advanced Permissions ⚙️
✓ Click on Permission Levels > Add New Level ➕
✓ Give a descriptive name (e.g. “ Limited Contributor ” ) 🏷️
✓ Select only necessary actions: view, add, edit ✅
✓ Deselect unnecessary actions: delete, manage permissions ❌
✓ Include only features consistent with the intended role 🧠
✓ Save the new level and document it in a shared file 💾
✓ Verify that the level is available for assignment 📌 ✓
Test the level with a trial account 🧪
✓ Communicate availability to the IT team 📬

4. Create and manage security groups 🛡️
✓ Go to Users and Groups > Create New Group 👤
✓ Give a consistent name (e.g. “ Marketing Team Reading ” ) 🏷️
✓ Enter a clear description of the group 📝
✓ Set the group owner (e.g. department manager) 👨 ‍ 💼
✓ Select who can view the group members 👁️ ‍ 🗨️
✓ Add users with similar needs ➕
✓ Assign the custom permission level to the group 🧩
✓ Avoid direct assignments to individual users 🚫
✓ Document the group composition in a shared file 📄
✓ Verify that the group is active and correctly configured ✅

5. Enable permission change tracking 📊
✓ Go to Site Settings > Auditing & Compliance 🧭
✓ Click on Activity Log or Audit Log 📘
✓ Enable permission change tracking 🔁
✓ Select the actions to monitor (e.g. adding/removing users) 👥
✓ Set log retention for at least 90 days 📅
✓ Configure automatic monthly reporting 📧
✓ Ensure logs are accessible only to administrators 🔒
✓ Store reports in a secure SharePoint folder 📂
✓ Analyze logs to identify suspicious changes 🕵️
✓ Share results with your IT security team 🛡️

6. Plan periodic role reviews 📆
✓ Open Outlook and create a recurring event 📅
✓ Title the event “ SharePoint Permissions Review ” 📝
✓ Invite department heads and the IT team 👥
✓ Prepare a report with the list of groups and permissions 📊
✓ During the meeting, compare roles with current responsibilities 🔍 ✓
Identify inactive or over-permitted users 🚫
✓ Update groups and permission levels if necessary 🔄
✓ Document the changes made 🧾
✓ Archive the review minutes on the site 📁
✓ Communicate the changes to the affected users 📣

7. Promote education and awareness 🎓
✓ Create a PDF guide with role policies 📘
✓ Upload the guide to the “ Internal Documentation” section 📤
✓ Organize a training session on Teams 🧑 ‍ 🏫
✓ Record the session and make it available on the site 📹
✓ Send a verification quiz via Microsoft Forms 📝
✓ Collect the results and identify any gaps 📊
✓ Offer personalized support to users in difficulty 🆘
✓ Send a monthly reminder with best practices 🔔
✓ Create a FAQ section on roles and permissions ❓
✓ Update training materials periodically 🔄

8. Define and publish role governance 🏛️
✓ Draft a document with role assignment policies 📄
✓ Include criteria for creating new groups 🧩
✓ Define the responsibilities of site owners 👑
✓ Specify the frequency of periodic reviews 📆
✓ Indicate how to report anomalies ⚠️
✓ Publish the document in the “ Governance ” section of the site 🌐
✓ Communicate the existence of the document to all members 📣
✓ Request reading confirmation via Microsoft Forms ✅
✓ Update the document with each revision 🔁
✓ Archive previous versions for traceability 🗃️

📘 APPLICATION OPERATIONAL SCENARIO

A SharePoint site dedicated to IT project management is experiencing inappropriate access by users with excessive permissions. The IT manager decides to reorganize roles to ensure security and transparency.
✓ Controlled access: SharePoint > Settings > Site Permissions 🔐
✓ Creation of custom roles: Permission Levels > Add New Level 🧩
✓ Assignment via groups: Users and Groups > Create Group 👥
✓ Monitoring and auditing: Audit and Compliance > Activity Log 📊
✓ Training and Governance: Upload Files > Internal Documentation 📁

⌨️ KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🛠️ Permission Management	SharePoint > Settings > Site Permissions 🔐
🧩 Custom Levels	SharePoint > Site Settings > Advanced Permissions > New Level 🧱
👥 Security Groups	SharePoint > Users & Groups > Create Group 👤
📊 Activity log	SharePoint > Site Settings > Auditing and Compliance 📈
📁 Governance Documentation	SharePoint > Upload File > Internal Documentation 📂

🚀 PRODUCTIVITY BENEFITS

✓ Better access control and reduced security risks
✓ Tailored permissions that reflect the real responsibilities of users
✓ Greater transparency in the management of roles and permissions
✓ Reduction of errors caused by excessive or inconsistent permissions
✓ Traceability of changes and easier audits
✓ Continuous training and widespread awareness among collaborators
✓ Documented and easily accessible governance
✓ More secure collaboration between teams and departments
✓ Automated periodic reviews
✓ Alignment with corporate security and compliance policies

❓ SELF-ASSESSMENT QUESTIONS

1. How do I create a new permission level in SharePoint?

2. Why Is it not recommended to assign roles directly to individual users?

3. What tools does SharePoint offer for tracking permission changes?

4. How do you plan a periodic role review?

5. What is the advantage of using security groups?

6. Where are governance policies published?

7. How do you promote awareness among users?

8. What permissions should I avoid for a “ Limited Contributor ” role ?

9. How do you check if a user has improper access?

10. What are the risks of poor role management?

🧾 SUMMARY OF WHAT I LEARNED

You've learned advanced role management in SharePoint, combining custom permissions, security groups, and governance practices. You've learned how to create custom permission levels, assign them consistently, track changes, and schedule periodic reviews. This exercise has highlighted the importance of training and documentation to ensure secure and transparent content management. You're now able to apply these skills to improve security, productivity, and collaboration within your organization.

4. EXAMPLES OF USE IN THE COMPANY

SharePoint Online is now one of the most versatile and powerful platforms for meeting the collaboration and information management needs of modern organizations. Thanks to its modular architecture and ongoing updates, it can adapt to a variety of contexts, enabling companies to address the challenges of digitalization flexibly and securely. One of its key application scenarios is project management. In this context, SharePoint allows teams to create dedicated sites where they can centralize documentation for individual projects, track activities through shared lists and calendars, assign tasks to different members, and collaborate in real time, even from different locations or devices. The ability to integrate with tools like Microsoft Teams and Planner makes the experience even more dynamic, facilitating communication and ongoing monitoring of project progress.

Another extremely relevant use case is the creation of corporate intranets. Through SharePoint Online, organizations can build customized portals to publish news, internal communications, events, regulations, policies, and resources useful to staff. The platform's modular structure allows for the creation of thematic areas for specific departments or project groups, thus promoting a clear flow of information and knowledge sharing that can be easily accessed and updated. The intranet thus becomes a single point of reference for the entire company population, fostering a sense of belonging and active participation.

Document management is one of the key aspects of SharePoint Online's effectiveness. Through its document libraries, the platform allows you to archive, catalog, search, and share files of any format, ensuring compliance with data protection regulations and traceability of changes thanks to automatic versioning and activity logs. Metadata classification, advanced search, and the ability to set granular permissions on folders or individual documents ensure that all information is easily found and accessible only to authorized people, reducing the risk of errors or security breaches.

No less important is the role SharePoint plays in team collaboration , especially in distributed or remote working environments. The platform's cloud- based nature allows people from different departments, locations, or even countries to work together on shared documents, comment, propose changes, and receive real-time updates, without having to resort to repeated emails or separate tools. This operational consistency improves overall productivity, stimulates innovation, and contributes to building a more open and inclusive corporate culture.

Finally, SharePoint Online stands out for its process automation capabilities, which can be leveraged to digitize sometimes complex and repetitive business procedures. For example, through automated workflows, you can easily manage document approval requests, resource bookings, or employee feedback collection, configuring specific rules that reduce the margin for human error and ensure faster response times. Integration with Power Automate and Microsoft 365 APIs further expands these possibilities, enabling the creation of customized solutions tailored to the unique needs of each organization.

In short, adopting SharePoint Online allows you to effectively and structuredly address information management challenges, promoting knowledge sharing, operational efficiency, and the organization's digital evolution. Whether coordinating complex projects, centralizing internal communications, archiving strategic documents, facilitating collaboration between people, or streamlining administrative processes, this platform represents a strategic tool for business success in today's world.

a) Project Management

SharePoint Online is an ideal tool for structured and collaborative management of company projects.

· Creating dedicated project sites : Creating a dedicated SharePoint site for each project allows you to organize your work in an organized and transparent manner. Each site can be customized to meet specific needs, including sections for objectives, deliverables, key contacts, and a calendar of activities. Thematic spaces facilitate resource concentration and collaboration between people from different departments. Documentation is always up-to-date and centralized, accessible from anywhere thanks to the platform's cloud-based nature. Project members can participate in targeted discussions via internal forums, share ideas, and resolve issues promptly. Dynamic task lists help divide tasks, assign responsibilities, and track progress. This digital organization improves productivity and fosters shared knowledge management among all participants. Creating a dedicated SharePoint site for each project allows you to organize your work in an organized and transparent manner. Each site can be customized to meet specific needs, including sections for objectives, deliverables, key contacts, and a calendar of activities. Thematic spaces facilitate resource concentration and collaboration between people from different departments. Documentation is always up-to-date and centralized, accessible from anywhere thanks to the platform's cloud-based nature. Project members can engage in targeted discussions via internal forums, share ideas, and resolve issues in a timely manner. Dynamic task lists help divide tasks, assign responsibilities, and track progress. This digital organization improves productivity and fosters shared knowledge management among all participants. Creating a dedicated SharePoint site for each project allows for clear and organized work. Each site can be customized to meet specific needs, including sections for objectives, deliverables, key contacts, and activity calendars. Thematic spaces facilitate resource concentration and collaboration between people from different departments. Documentation is always up-to-date and centralized, accessible from anywhere thanks to the platform's cloud-based nature. Project members can engage in targeted discussions via internal forums, share ideas, and resolve issues in a timely manner. Dynamic task lists help divide tasks, assign responsibilities, and track progress. This digital organization improves productivity and fosters shared knowledge management among all participants.

· Document centralization : This means having a digital archive that's always organized, where every project file finds its ideal home. This dramatically reduces the risk of duplication or loss and allows team members to quickly access the information they need, wherever they are and from any device. The intuitive interface facilitates searches by name, date, or metadata, making it easy to locate documents even among thousands of files. Thanks to permission management, each document can be viewed, edited, or shared only by authorized people, strengthening the security of sensitive information. Furthermore, automatic synchronization with OneDrive ensures that the most up-to-date versions are always available, even offline. Finally, the ability to link files to tasks or project discussions improves traceability and collaboration, turning documentation into a strategic and dynamic resource. Centralizing documents in SharePoint means having a digital archive that's always organized, where every project file finds its ideal home.

· Activity Tracking : Integration with Planner and To Do allows you to assign tasks and monitor deadlines, progress, and priorities. Thanks to the integration between SharePoint, Planner, and To Do, project activity management becomes clear and structured. Each task can be assigned to specific people, with associated deadlines and priority levels. Progress updates are visible in real time, promoting timely coordination among team members . Planner offers a graphical overview of tasks, with customizable boards and tabs. To Do allows you to track individual daily actions, avoiding oversights and delays. Automatic notifications signal new assignments or status changes. This increases productivity and significantly reduces the risk of overlaps or inefficiencies.

· Progress Visualization : Progress visualization in SharePoint Online is achieved through dynamic dashboards and reports that provide an immediate and detailed overview of project activity progress. Managers can view graphs, status indicators, and interactive tables that automatically collect data from task lists and linked documents. This allows for the timely identification of critical issues, delays, or areas requiring intervention, facilitating proactive management. Dashboards are customizable and can integrate data from Power BI, offering in-depth analysis and summary or detailed views, depending on needs. Team members also benefit from greater transparency, being able to monitor individual and collective progress. Information is accessible from any device, making monitoring seamless and flexible. In this way, SharePoint becomes a fundamental tool for effective project governance.

· Versioning and change control : Each document maintains a version history, making it easy to retrieve changes and restore previous content. SharePoint Online's integrated versioning system ensures complete traceability of every change made to shared documents. A detailed version history is automatically stored for each file, detailing who made each change, the date and time of the change, and any associated comments. This allows you to compare previous versions, quickly identify any errors or unwanted changes, and revert to the desired document state with a single click. This feature is particularly valuable in collaborative contexts where multiple people make changes simultaneously. Retrieving previous versions is intuitive and requires no advanced technical skills, making content management more secure and transparent. The availability of the version history also supports auditing and compliance needs, ensuring that every step of the work is documented and easily verifiable.

· Granular Permissions Management : Roles and permissions can be configured to ensure only authorized people access sensitive information. Granular permissions management in SharePoint allows you to precisely manage who can access, edit, or share each document or area of the site. You can define distinct roles (such as reader, contributor, owner) and assign them to groups or individuals, ensuring maximum confidentiality of sensitive information. Settings can be customized at the folder, file, or page level, offering flexibility in data protection. Access logs and sharing notifications make it easy to monitor who interacts with content. Permissions can be quickly adjusted as the project evolves. This way, you maintain full control over information security and prevent unwanted access. Carefully configuring permissions is essential to comply with regulations and corporate policies.

· Real-time collaboration : SharePoint Online's co-authoring feature allows multiple users to simultaneously edit the same Word, Excel, or PowerPoint document, viewing each other's changes in real time. Each contribution is automatically saved and synchronized, eliminating the risk of duplicate or overwritten versions. Colored cursors and visual notifications make it easy to see who is working on which parts of the file. Integrated comments facilitate instant discussion of ideas, concerns, or revisions, making teamwork more dynamic. Thanks to versioning, you can always retrieve previous versions or compare changes. Cloud accessibility ensures collaboration even remotely, from any device. This approach transforms traditional document work into a participatory, agile, and transparent process.

· Integration with Microsoft Teams : Integration with Microsoft Teams transforms SharePoint Online into a true collaboration hub. Within the same work environment, you can start group chats or private conversations, organize scheduled or immediate meetings and video conferences, and share files with your team without ever leaving the project context. Every document stored on SharePoint can be discussed, reviewed, and updated in real time through Teams, leveraging comments and notifications that improve decision-making traceability. Synchronization between the two platforms allows members to work on files simultaneously, maintaining aligned versions and accessible histories. Furthermore, the ability to integrate thematic channels allows for streamlined communication management, encouraging the involvement of all stakeholders. This makes collaboration seamless, transparent, and always accessible from any device.

· Automatic Notifications and Updates : In SharePoint Online, every participant is constantly informed about their activities thanks to timely alerts . Users receive notifications via email or directly in the interface, notifying them of new assignments, document changes, or comments on discussions. This system ensures that no deadlines are missed and that everyone is kept up to date on the latest project developments. Notifications can be customized based on individual needs, choosing which events to receive alerts about. Furthermore, synchronization with Teams and Outlook allows all alerts to be centralized, preventing information leakage. This ensures clear, timely, and always accessible communication, encouraging active and ongoing engagement. Proactive notification management contributes to operational transparency and the overall effectiveness of teamwork.

· Deliverable Storage and Delivery : Deliverables are stored in a structured and easily accessible manner. Storing and delivering deliverables in SharePoint ensures maximum traceability and security. Each project result is placed in dedicated folders, organized by phase, type, or client, with metadata that makes them easy to find. Permission management ensures that only authorized people can access, download, or share files. Document versions are always available, allowing for easy retrieval of previous revisions. Automatic notifications alert the team when a deliverable is uploaded or updated. Workflow integration allows deliverable delivery to be linked to approval processes. This ensures that each deliverable is always available, up-to-date, and ready to be shared with internal and external stakeholders.

Exercise. Project Management

🎯 OBJECTIVE OF THE EXERCISE

This exercise aims to provide a practical and detailed guide to using Microsoft SharePoint for effective corporate project management. The user will be able to create a dedicated project site, centralize documents, assign tasks, track progress, manage versions and permissions, collaborate in real time, and integrate tools such as Microsoft Teams and Power BI. The exercise is designed to simulate a real-world operational context, where SharePoint becomes the hub of team communication and productivity . Upon completion, the user will have acquired concrete operational skills to configure and use SharePoint effectively and strategically.

🛠️ OPERATIONAL STEPS

1. Creating the project website 🏗️

✓ Log in to SharePoint and click “Create Site” 🖱️
✓ Select “ Team Site ” for collaboration 🧩
✓ Enter the project name (e.g. “ Vega Project ” ) 📝
✓ Add team members with their roles 👥
✓ Click “ Finish ” to generate the site ✅
✓ Customize the home page with web parts (e.g. tasks , documents) 🧱
✓ Add a logo and choose a consistent theme 🎨
✓ Create a clear navigation structure (e.g. “ Documents ” , “ Tasks ” ) 🧭
✓ Save and publish the site to make it operational 💾
✓ Share the link with the team for immediate access 🔗

2. Document centralization 📂

✓ Access the “Documents” library of the site 📁
✓ Click on “ Upload ” to insert single files or folders ⬆️
✓ Create thematic folders (e.g. “ Contracts ” , “ Reports ” ) 🗂️
✓ Add custom metadata (e.g. document type, deadline) 🏷️
✓ Activate the “ Author ” column for traceability 🧑 ‍ 💼
✓ Set up filtered views by category or date 🔍
✓ Sync your library with OneDrive for offline access 🔄
✓ Add descriptions to files for easier understanding 🗒️
✓ Lock files for editing if needed (check-out) 🔐
✓ Share files with role-specific permissions 📨

3. Progress View 📊

✓ Insert Power BI web part into your home 📊
✓ Connect a progress report from Excel or database 📎
✓ Show KPIs like % complete, overdue tasks 📌 ✓
Add bar, pie, and timeline charts 📉
✓ Set up automatic data refresh 🔄
✓ Filter by team, milestone , or project area 🧮
✓ View time trends for historical analysis 📆
✓ Integrate with Excel for advanced analysis 📊
✓ Customize colors and layouts for visual clarity 🎨
✓ Share dashboards with the team for alignment 👥

4. Versioning and change control 🕓

✓ Go to “Library Settings” and enable version control ⚙️
✓ Set the maximum number of versions to keep 🔢
✓ View the change history for each file 📜
✓ Revert to previous versions in case of error ⏮️
✓ Add descriptive comments to changes 💬
✓ Automatically notify about important changes 📣
✓ Lock files for review to avoid conflicts 🔐
✓ Enable content approval before publishing ✅ ✓
Store final versions in dedicated folders 📁
✓ Document revisions for audit and traceability 🧾

5. Granular permission management 🔐

✓ Go to “Site Settings” → “Site Permissions” ⚙️
✓ Create security groups (e.g. Readers, Editors, Owners ) 👥
✓ Assign permissions at the folder or file level 🗂️
✓ Remove permission inheritance for customizations 🔄
✓ Share files with expiration-protected links 🔗
✓ Set time expirations for external access ⏰
✓ Use two-factor authentication for added security 🔑
✓ Monitor access and changes via activity log 📊
✓ Revoke access that is no longer needed periodically ❌
✓ Document access policies for compliance 📚

6. Real-time collaboration 🤝

✓ Open a document in Word/Excel/PowerPoint Online 📄
✓ Invite colleagues to edit at the same time 👥
✓ See other users' cursors in real time 🖱️
✓ Use comments and @mentions for targeted feedback 💬
✓ Activate integrated chat for quick discussions 💻
✓ Take advantage of continuous auto-save 💾
✓ Use “ Compare versions ” to verify changes 🔍
✓ Integrate with Teams for contextual discussions 💬
✓ Create quick meetings directly from the document 📞
✓ Record changes in history for transparency 📜

7. Integration with Microsoft Teams 💬

✓ Create a dedicated project channel in Teams 📺
✓ Add the “ SharePoint ” tab to the channel 🧩
✓ Connect the project site for direct access 🔗
✓ View and edit documents directly from Teams 📄
✓ Add Planner as a task board 📋
✓ Use chat for quick updates and questions 💬
✓ Share files in channel conversations 📎
✓ Start meetings directly from Teams 📞
✓ Get notifications from SharePoint in the channel 🔔
✓ Collaborate without switching platforms 🔄

8. Automatic notifications and updates 🔔

✓ Go to “Alerts” in the document library 📁
✓ Click “ Add alert ” to configure 🛠️
✓ Choose the type of change to monitor 📝
✓ Set the frequency (immediate, daily, weekly) ⏱️
✓ Select the notification recipients 📧
✓ Customize the message subject and content ✉️
✓ Enable notifications for changes in Planner 📋
✓ Use Power Automate for advanced workflows 🔄
✓ Send notifications via Teams or email 📬
✓ Monitor activities with automatic reports 📊

9. Archiving and delivery of deliverables 📦

✓ Create a “Deliverable” folder with read-only permissions 📁
✓ Upload final versions of approved documents ⬆️
✓ Add metadata such as due date and responsible party 🏷️
✓ Use Power Automate to automatically send to clients 📤
✓ Create shareable links with expiration 🔗
✓ Digitally sign documents with Adobe Sign ✍️
✓ Archive in OneDrive or SharePoint with backup ☁️
✓ Set retention deadlines according to policy 📆
✓ Document delivery with logs and receipts 🧾
✓ Protect files with encryption and limited access 🔐

🧪 APPLICATION OPERATIONAL SCENARIO

An international team needs to manage the launch of a new product. The SharePoint site is created to centralize documents, assign tasks, track progress, and collaborate in real time. The team works from different locations and needs a single space, integrated with Teams, to ensure transparency, traceability, and productivity.

📁 Site Creation
✓ Log in to SharePoint and click on “Create site” from the home page.
✓ Select “Team Site” in the dialog box.
✓ Enter the project name in the “ Site Name ” field and click “Next” .
✓ Add team members in the “ Add members ” field and click on “Done” .
✓ Customize the home page by clicking on “Edit” and adding web parts such as “Activities”, “Documents” and “News”.

📂 Document Management
✓ Go to the “ Documents ” section in the side menu of the site.
✓ Click on “Upload” → “File” or “Folder” to insert content.
✓ Click on “New” → “Folder” to create a thematic structure.
✓ Click on “Add Column” → “Choice” to create custom metadata.
✓ Click on “View Options” → “Save View As” to create filtered views.

📊 Activity Monitoring
✓ Click on “Edit” on the site home page and then “+” to add a web part.
✓ Select “Planner” and connect an existing plan or create a new one.
✓ Click on “+ Add activity” to insert tasks.
✓ Click on an activity → “Assign” to select a manager.
✓ Click on “Labels” to categorize tasks (e.g. “Urgent”).

🔐 Access Control
✓ Go to “Settings” (gear icon) → “Site permissions” .
✓ Click on “Advanced” to access detailed management.
✓ Click on “Stop inheriting permissions” .
✓ Click on “Grant Permissions” to assign specific roles.
✓ Click on “Check Permissions” to check user permissions.

🔔 Automatic notifications
✓ Go to the “ Documents ” library and click on “…” next to the name.
✓ Select “Alerts” → “Add Alert” .
✓ Choose the type of change to monitor (addition, modification, deletion).
✓ Set the frequency (immediate, daily, weekly).
✓ Enter the recipients' email addresses and click on “OK” .

🧭 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🏗️ Website creation	SharePoint → Create Site 🧭
📂 Uploading documents	Document Library → Upload 📁
📋 Activity Management	Add Web Part → Planner 📌
📊 Progress view	Add web part → Power BI 📈
🕓 Version control	Library Settings → Version Control 🛠️
🔐 Permission Management	Site Settings → Site Permissions 🔑
🤝 Real-time collaboration	Word Online → Share → Edit with others 🧑 ‍ 💻
💬 Teams Integration	Teams → Add Tab → SharePoint 💼
🔔 Automatic notifications	Library → Alerts → Add Alert 📣
📦 Deliverable archiving	Library → New Folder → Set Permissions → Upload Final Files 📤

🚀 PRODUCTIVITY BENEFITS

✓ Centralize information in a single space.
✓ Simultaneous and asynchronous collaboration across distributed teams.
✓ Complete traceability of document changes.
✓ Automation of workflows and notifications.
✓ Seamless integration with Microsoft Teams and Planner.
✓ Reduced file search and access times.
✓ Increased security thanks to granular permission management.
✓ Clear view of project progress.
✓ Timely notifications for every update.
✓ Organized and traceable archiving of final deliverables.

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

🏢 IT Project Management
A SharePoint site can be used to coordinate activities between developers, project managers, and stakeholders. Each sprint can be tracked with Planner, while technical documents are centralized and versioned . Integration with Teams allows for quick updates and instant meetings.

📦 Product Development
: During the development phase, SharePoint helps organize design files, technical specifications, and tests. Tasks are assigned through Planner and tracked with Power BI. Final documents are archived and shared with the production and marketing teams .

📈 Marketing campaigns:
Campaigns can be managed by creating a dedicated website with content, timelines, and promotional materials. Teams can collaborate in real time on drafts and editorial plans. Automatic notifications keep everyone updated on changes.

🧑 ‍ 🏫 Internal training:
A SharePoint site can serve as a training portal with courses, materials, quizzes, and feedback. Employees can access content, complete tasks, and receive updates. Managers can monitor progress and update materials in real time.

🛠️ Customer Support
Technical documentation, FAQs, and tickets can be managed on a SharePoint site. Technicians can update content, while internal customers access the latest versions. Notifications alert you to important changes or new solutions.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I create a project site in SharePoint?

2. What are the advantages of document centralization?

3. How do I track tasks with Planner?

4. How does Power BI help with progress visualization?

5. How do I enable version control in a document library?

6. What are the steps to manage granular permissions?

7. How do you collaborate in real time on a document in SharePoint?

8. What are the benefits of integrating with Microsoft Teams?

9. How do I set up automatic notifications for documents?

10. What tools are used to archive and deliver deliverables?

📘 SUMMARY OF WHAT I LEARNED

Through this exercise, you've gained a comprehensive overview of using Microsoft SharePoint for corporate project management. You've learned how to create a project site, centralize documents, assign and track tasks, and view progress using integrated tools like Planner and Power BI. You've explored permission management, version control, and real-time collaboration, as well as integration with Microsoft Teams. You've also configured automatic notifications and deliverable archiving. These skills will allow you to improve team productivity , ensure transparency and traceability, and manage projects more efficiently and structuredly.

b) The company intranet

Creating a modern, dynamic intranet is one of the most popular uses of SharePoint Online.

· Customized Portals : With SharePoint, every company can design customized portals that reflect their identity and specific operational needs. The corporate homepage becomes the central access point for all strategic information, offering updates, quick links, and useful resources. By creating thematic areas, the digital space can be divided into sections dedicated to different departments, business units , or corporate communities, ensuring relevant content for each user category. These spaces enable targeted document management, the exchange of ideas, and collaboration focused on common goals. Graphic customization, the choice of widgets, and the integration of specific tools make each portal unique and functional. In this way, SharePoint facilitates information organization, improving the browsing experience and staff productivity.

· Sharing News and Events : Sharing news and events is a key pillar of an effective intranet built with SharePoint. Through digital bulletin boards, feeds, and integrated calendars, you can promptly communicate company news, product launches, and information about internal and external events. Bulletin boards offer a centralized space for posting notices and updates visible to all interested parties, ensuring the most relevant communications always remain top of mind. Dynamic feeds, on the other hand, allow for rapid and interactive news dissemination, fostering engagement through comments, likes, and real-time notifications. Shared calendars allow for event planning and viewing, with the option of integrating automated registrations, invitations, and reminders. This way, everyone in the organization can stay up-to-date on ongoing initiatives and actively participate in company life, improving internal cohesion and strengthening a sense of belonging.

· Policy and Regulation Management : In SharePoint, policy and regulation management is performed through a centralized and secure repository, accessible only to authorized individuals. All official documents, such as company policies, internal regulations, operating manuals, and procedures, are organized into document libraries structured by category and version. Version control ensures that every update is tracked and accessible, ensuring transparency and a history of changes. Advanced search capabilities allow you to quickly locate the necessary files, while granular permissions ensure that only authorized users can edit or approve them. Automatic notifications inform people of any updates or revisions, preventing the circulation of outdated documentation. Workflow integration facilitates approvals and the publication of new regulations or procedures. In this way, SharePoint supports regulatory compliance and simplifies the dissemination of policies within the organization.

· HR Resources and Training : In SharePoint, you can create dedicated Human Resources and training sections, customized to your business needs. You can organize thematic areas for benefits, with up-to-date documentation and simple request procedures. Training and onboarding resources are accessible through video libraries, manuals, and guided tours. Up-to-date FAQs help quickly address frequent questions. Digital forms can be used to manage requests for vacation, leave, or benefits, facilitating the automation of HR processes. Centralized access improves information usability and collaboration between people. SharePoint fosters a transparent and supportive corporate culture.

· Access to resources and tools : A crucial aspect of an intranet built with SharePoint is the ability to centralize access to all corporate digital resources, making navigation intuitive and fast. Through the integration of direct links, everyone can quickly access essential operational tools, such as management software, business intelligence platforms, or accounting software. Custom-developed internal applications, technical or administrative support forms, and external portals essential for daily operations are also easily accessible. SharePoint's modular structure allows these links to be organized into thematic dashboards, divided by department or area of interest. This system makes it easier to find resources, increases efficiency, and reduces the risk of errors due to information being dispersed across multiple channels.

· Content Personalization : In SharePoint, content personalization allows you to display information tailored to each user. Content is automatically filtered based on their company role, department, or location. This ensures that each person only accesses the resources, news, and documents relevant to their work. Administrators can define visibility policies using security groups and metadata associated with content. This makes portals dynamic, efficient, and secure. Personalization improves the user experience, reducing the risk of information overload. In this way, SharePoint facilitates collaboration and increases productivity.

· Advanced Search Engine : SharePoint's advanced search engine is a key tool for streamlining information retrieval across your organization. Full-text search lets you quickly locate documents, pages, and content simply by typing keywords, returning results that include occurrences in text and attachments. Metadata filters allow you to refine searches by selecting specific criteria such as author, creation date, or category, dramatically reducing search times. Intelligent suggestions help you anticipate frequent queries and discover useful related resources. SharePoint also offers a clear and organized view of results, with sorting and file preview options. This system provides quick, targeted access to strategic information, supporting productivity and collaboration across teams . The personalized search experience facilitates corporate knowledge management and helps enhance shared information assets.

· Forums and Communities : Forums and communities in SharePoint are essential tools for fostering dialogue and collaboration among company members. These digital spaces allow you to start topical discussions, resolve concerns in real time, and share best practices, leveraging the contributions of every team member . Forums allow you to archive conversations for later reference, while communities facilitate the creation of cross-departmental interest groups. Thanks to integration with notifications and tags, you can follow the most relevant discussions and receive timely updates. The system of mentions and direct replies makes interaction quick and effective. In this way, SharePoint strengthens the culture of collaboration and transforms individual knowledge into shared knowledge.

· Event Management : Event management in SharePoint is based on shared calendars that facilitate the planning and visibility of company initiatives. You can register for events directly from the platform, simplifying registration and participant management. SharePoint allows you to activate automatic reminders, so everyone receives timely notifications about upcoming meetings, deadlines, or related activities. Integration with Outlook allows you to easily synchronize appointments and invitations, avoiding overlaps and ensuring a complete view of the agenda. Events can be enriched with specific details, links to virtual meetings, and informational materials. This makes event management streamlined, transparent, and seamlessly integrated with everyday digital tools. SharePoint thus transforms activity organization into a collaborative and constantly monitored process.

· Mobile readiness : SharePoint's mobile adaptability allows people to access corporate content wherever they are, ensuring business continuity even when away from the office. The responsive interface automatically adapts to the size of smartphones and tablets, offering an intuitive navigation experience packed with all the key features, from consulting documents to participating in forums and virtual meetings. Dedicated mobile apps allow users to receive real-time notifications, collaborate on projects, upload files, and manage urgent tasks with ease. Integration with tools like Teams, Outlook, and OneDrive facilitates productivity even on the go. Security remains high thanks to authentication and permission management systems calibrated even for remote access. In this way, SharePoint meets the needs of flexible modern work and effectively supports the smart working model.

Exercise. Company intranet

🎯 OBJECTIVE OF THE EXERCISE

The goal of this exercise is to learn how to design and implement a modern and functional corporate intranet using Microsoft SharePoint. The user will be guided through the creation of customized portals, the publication of news and events, the management of policies and regulations, and the centralization of HR and training resources. Features such as content personalization, advanced search, forum and community management, event organization, and mobile optimization will be explored. The exercise simulates a real-world business context in which the intranet becomes the central access point for communications, resources, and collaboration. Upon completion, the user will be able to configure an effective, accessible, and engaging intranet for all employees.

🛠️ OPERATIONAL STEPS

1. Custom portals 🧱

✓ Create a new communication site from SharePoint Home 🖱️
✓ Select the “ Topic ” or “ Showcase ” layout for the home page 🧩
✓ Customize the site title and logo 🎨
✓ Add sections with multi-column layout 🧱
✓ Insert web parts such as “ Text ” , “ Image ” , “ Quick Links ” 🖼️
✓ Create a horizontal navigation bar with internal links 🔗
✓ Add a “ Highlighted Content ” web part 📌
✓ Set viewing permissions for specific groups 🔐
✓ Save and publish changes 💾
✓ Share site with team for initial feedback 📤

2. Sharing news and events 📰

✓ Add the “News” web part to the home page 🗞️
✓ Click on “ + Add ” to create a new news item 📝
✓ Enter title, image and text content 🖼️
✓ Set the publication and expiration date 📅
✓ Add tags for easier searching 🏷️
✓ Publish the news item and check its display 👁️
✓ Add the “ Events ” web part for the calendar 📆
✓ Enter the title, date, location and description of the event 📍 ✓
Enable notifications for participants 🔔
✓ Link the event to a Teams or Outlook link 📎

3. Policy and regulation management 📚

✓ Create a new document library called “Company Policies” 📁
✓ Upload official PDF or Word documents 📄
✓ Add columns “ Type ” , “ Revision Date ” , “ Responsible ” 🏷️
✓ Enable version control in the library 🕓
✓ Set read-only permissions for all employees 🔐
✓ Create a filtered view by policy type 🔍
✓ Add the “ Highlighted Content ” web part to the home page 📌
✓ Link the web part to the “ Corporate Policies ” library 🔗
✓ Enable notifications for document changes 📣
✓ Document revisions in a “ Notes ” column 🗒️

4. HR resources and training 🧑 ‍ 🏫

✓ Create an “HR Resources” page on your intranet site 🧱
✓ Add “ Quick Links ” web part for links to forms 📎
✓ Insert “ Highlighted Content ” web part for guides and FAQs 📘
✓ Create a “ Training ” library with topic folders 📂
✓ Upload videos, PDFs, and presentations 📽️
✓ Add “ Category , ” “ Level ,” and “ Required ” metadata 🏷️
✓ Enable grid view for intuitive navigation 🧮
✓ Integrate with Microsoft Stream for training videos 🎥
✓ Create a “ Recommended Courses ” page with dynamic content ⭐
✓ Enable notifications for new training materials 🔔

5. Access to resources and tools 🧰

✓ Create a “Business Tools” page in your intranet 🧱
✓ Add the “ Quick Links ” web part with custom icons 🔗
✓ Insert links to Teams, Outlook, CRM, ERP, etc. 🧩
✓ Organize links into categories (e.g. Communication, Management) 📂
✓ Add short descriptions for each tool 🗒️
✓ Enable grid or list view 📋
✓ Set permissions for restricted tools 🔐
✓ Add the “ Highlighted Content ” web part for frequently used tools 📌
✓ Link external tools via URL or iframe 🌐
✓ Check accessibility from mobile devices 📱

6. Content Personalization 🎯

✓ Activate the “Highlighted Content” web part with “Current User” filter 👤
✓ Create custom views by department or role 🧑 ‍ 💼
✓ Use “ Target Audience ” columns to segment content 🏷️
✓ Activate the “ Current User” feature “ Audience targeting ” on the site ⚙️
✓ Personalize the home page for specific groups 👥
✓ Add dynamic content with Power Automate 🔄
✓ Create sections visible only to certain groups 🔐
✓ Test the display with test users 👁️
✓ Collect feedback via Microsoft Forms 📋
✓ Optimize content based on usage analytics 📊

7. Advanced search engine 🔎

✓ Add metadata to all uploaded content 🏷️
✓ Use managed columns and corporate dictionaries 📚
✓ Enable full-text search in the document library 📖
✓ Customize the “ Search ” web part on the home page 🔍
✓ Create search verticals by categories (e.g. HR, IT) 🧮
✓ Enable automatic suggestions in the search bar 💡
✓ Integrate with Microsoft Search for unified results 🔗
✓ Add filters by author, date, document type 📅
✓ Save frequent searches as default views 💾
✓ Train employees to use advanced search 🧑 ‍ 🏫

8. Forum and community 💬

✓ Create a “Company Community” subsite 🧱
✓ Add the “ Discussion ” or “ Yammer ” web part 💭
✓ Create thematic categories (e.g. Innovation, Wellbeing) 🗂️
✓ Activate notifications for new posts and replies 🔔
✓ Set moderation rules and netiquette 📜 ✓
Add badges or recognitions for active users 🏅
✓ Connect the community to the intranet home 📎
✓ Promote participation with polls and quizzes 📊
✓ Integrate with Teams for real-time discussions 💬
✓ Collect feedback to improve the experience 👂

9. Event Management 📆

✓ Add the “Events” web part to the home page 📅
✓ Click on “ + New Event ” to create one 📝
✓ Enter the title, date, location, description 📍
✓ Link the event to a Teams or Outlook link 📎
✓ Enable attendee registration 📋
✓ Add promotional images or banners 🖼️
✓ Set up automatic email reminders 🔔
✓ Create an “ Event Calendar ” page 📆
✓ Archive past events in a dedicated section 📁
✓ Analyze participation with Microsoft Forms 📊

10. Mobile readiness 📱

✓ Check the site display on smartphones and tablets 📲
✓ Use single column layout for key sections 🧱
✓ Activate the mode “ Responsive ” in web parts ⚙️
✓ Test navigation with the SharePoint Mobile app 📱
✓ Optimize images and content for small screens 🖼️
✓ Reduce the number of clicks to access resources 🖱️
✓ Add quick buttons for frequent actions 🔘
✓ Integrate push notifications via Power Automate 🔔
✓ Create a mobile guide for employees 📘
✓ Collect feedback on the mobile experience 📋

🧪 APPLICATION OPERATIONAL SCENARIO

A company with over 500 employees spread across multiple locations wants to centralize internal communications, document management, and access to corporate resources. The goal is to create a modern intranet, accessible from any device, that fosters engagement and productivity. The IT team collaborates with HR and Communications to design a SharePoint portal that includes news, events, policies, tools, and training.

📁 Creating the portal
✓ Go to SharePoint Home → “ Create site ” → “ Communication site ” 🖱️
✓ Select “ Showcase ” layout and customize title and logo 🎨
✓ Add sections and web parts for dynamic content 🧱
✓ Set up horizontal navigation with quick links 🔗
✓ Publish and share the site with employees 📤

📰 News & Events
✓ Add “ News ” web part And “ Events ” on the home page 🗞️
✓ Create articles with images and tags 🏷️
✓ Insert events with date, location and Teams link 📆
✓ Enable notifications for new content 🔔
✓ Link events to Outlook for registrations 📎

📚 Policies and Regulations
✓ Create “ Company Policies ” library 📁
✓ Upload documents and enable versioning 🕓
✓ Set read-only permissions 🔐
✓ Link the library to the home page with “ Highlighted Content ” 📌
✓ Turn on notifications for updates 📣

🧑 ‍ 🏫 HR Training & Resources
✓ Create “ Training ” page with quick links 📎
✓ Upload materials to a dedicated library 📂
✓ Add metadata by category and level 🏷️
✓ Integrate with Microsoft Stream for videos 🎥
✓ Enable notifications for new courses 🔔

📱 Mobile access
✓ Test your site from smartphones and tablets 📲
✓ Use responsive layouts and optimized images 🖼️
✓ Test the experience with the SharePoint Mobile app 📱
✓ Add quick buttons for frequent actions 🔘
✓ Collect feedback with Microsoft Forms 📋

🧭 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🧱 Portal creation	SharePoint Home → Create Site → Communication Site 🖱️
📰 News and events	Edit Page → Add Web Part → News/Events 🗞️
📚 Policy Management	Document Library → New Library → Upload File → Settings 🕓
🧑 ‍ 🏫 HR Training and Resources	New Page → Add Web Part → Quick Links/Highlighted Content 📘
🔎 Advanced search	Search Bar → Filters → Custom Views 🔍
💬 Forum and community	New Subsite → Add Web Part → Discussion/ Yammer 💭
📆 Event Management	Add Web Part → Events → New Event 📅
📱 Mobile readiness	SharePoint Mobile App → Navigation test → Responsive layout 📲
🔄 Content customization	Web Part → Highlighted Content → Filter by Current User 👤
⚙️ Workflow and automations	Automate → Power Automate → Create Flow 🔁

🚀 PRODUCTIVITY BENEFITS

✓ Centralization of communications and company resources
✓ Quick access to tools and documents from any device
✓ Increased employee engagement thanks to personalized content
✓ Reduction of internal emails thanks to news and forums
✓ Traceability and continuous updating of company policies
✓ Facilitating continuous training and onboarding
✓ Automation of approval and publication flows
✓ Better management of internal events and initiatives
✓ Integration with the Microsoft 365 ecosystem
✓ Consistent user experience, also accessible from mobile

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

📰 Internal communication portal

A company can create a home intranet with news, events, and weekly updates. Employees receive automatic notifications and can also view the latest news from their mobile devices.

📚 HR Documentation Center

All HR regulations, policies, and forms are collected in a SharePoint library with controlled access. Documents are versioned and updated regularly.

🧑 ‍ 🏫 Continuing education portal

Corporate courses are organized by area and level. Employees have access to videos, quizzes, and materials, with progress tracking and notifications about new content.

💬 Business community

A space dedicated to thematic forums, surveys, and innovative ideas. Employees interact, share experiences, and participate in cross-functional discussions.

📱 Mobile-friendly intranet

The intranet is optimized for smartphones and tablets. Employees can access tools, documents, and news from anywhere, improving mobile productivity.

❓ SELF-ASSESSMENT QUESTIONS

1. How do you create a communication site in SharePoint?

2. Which web parts are used to publish news and events?

3. How do you manage company policies in a document library?

4. How can HR and training resources be organized?

5. How do I personalize content for specific groups?

6. What tools does SharePoint offer for advanced search?

7. How do you create a company community with discussion forums?

8. What steps are needed to manage corporate events?

9. How do you optimize an intranet for mobile access?

10. What are the benefits of integrating with Power Automate?

📘 SUMMARY OF WHAT I LEARNED

In this exercise, you learned how to design a modern corporate intranet with SharePoint. You created customized portals, published news and events, managed HR policies and resources, and configured dynamic tools and content. You explored group personalization, advanced search, forum management, and event planning. You optimized the mobile experience and integrated automated workflows. These skills allow you to build a centralized, accessible, and engaging digital environment, improving internal communication and company productivity.

c) Document Management

SharePoint Online excels as a Document Management System (DMS) platform, ensuring efficiency and compliance.

· Structured Document Libraries : SharePoint allows you to create perfectly organized document libraries, built on thematic collections that reflect your company structure or ongoing projects. Each file can be categorized and placed into specific sets, facilitating search and collaboration between teams . Thanks to the tagging feature, you can associate multiple labels with each document, making it easily findable even across main categories. Assigning custom metadata, such as author, date, file type, or approval status, allows for intelligent and dynamic archive management. Customized views allow you to quickly filter content based on the attributes most relevant to each group or task. This modular and flexible structure transforms documentation into a strategic resource that is easily accessible and always under control.

· Access Control : SharePoint allows you to configure granular permissions, adapting access levels to the specific needs of each team or function. You can define user groups with different roles and assign different permissions to entire libraries, individual folders, or even specific documents. This operational precision allows you to limit the visibility of sensitive information to only those who actually need it, reducing the risk of errors or unwanted disclosures. Administrators can update or revoke permissions at any time, maintaining complete control over digital assets. Centralized management simplifies audits and promotes compliance with corporate policies. Active Directory integration facilitates user synchronization and the application of existing security policies. Such an advanced system ensures reliability, transparency, and high standards of information protection.

· Automatic versioning : Every change generates a new version, with the ability to consult and restore previous versions. Automatic versioning in SharePoint allows you to maintain a detailed history of all changes made to documents. Every time a file is updated, the system saves a new version without overwriting previous ones. This allows you to easily compare different revisions and identify who made changes and when. In the event of errors or unwanted changes, you can restore a previous version in just a few clicks, thus ensuring the security and integrity of your information. Access to historical versions is simple and intuitive, promoting transparent collaboration between team members . This transforms SharePoint into a reliable tool for advanced control and management of corporate documents.

· Audit trail and traceability : Detailed logs of activity on each file are possible, useful for compliance and internal audits. SharePoint offers an advanced audit trail system that records every activity performed on documents: creation, modification, access, download, or deletion are precisely tracked, associating each operation with a user and a date. This level of detail allows you to reconstruct the history of each file, easily identifying responsibilities and timelines. Administrators can consult logs through intuitive reports, facilitating internal audits and activities. Continuous traceability ensures that every action is documented, supporting regulatory compliance and process transparency. In the event of anomalies or incidents, the cause can be quickly traced and targeted interventions can be taken. The audit trail thus becomes an essential tool for document governance and compliance with corporate policies.

· Intelligent Search : One of the platform's strengths is its ability to quickly find any document or piece of information needed within the company archive. Thanks to a powerful search engine, you can search not only by file content, but also by author, creation or modification date, associated tags, and custom properties defined by the organization. This ability to precisely filter results significantly increases operational efficiency, reducing the time spent searching for specific documents. The intuitive interface allows you to refine queries using advanced criteria, always obtaining relevant and up-to-date answers. Furthermore, the automatic suggestion feature helps users quickly locate what they're looking for, even in very large archives. Through intelligent search, SharePoint transforms the document archive into a living, easily navigable resource, fostering collaboration and productivity.

· Approval Workflow : The approval workflow in SharePoint allows you to automate every step of document review and publishing. When a file is uploaded or modified, it can be automatically sent to designated reviewers, who are notified and can approve, reject, or request changes. Every document status is tracked, ensuring transparency in the process and facilitating accountability. Integration with security rules ensures that only authorized people can validate or publish content. Approvals can be conditioned at multiple levels, involving different groups if necessary. All operations are logged for auditing and compliance. This system optimizes time, reduces errors, and ensures consistency of published information.

· Data Protection : Data protection in SharePoint is a key element of cybersecurity and regulatory compliance in modern organizations. The platform implements data encryption both in transit and at rest: every document is encrypted during transfer between client and server, and remains protected even when stored in Microsoft data centers. This dual protection minimizes the risk of interception or unauthorized access throughout all phases of the file lifecycle. In addition to encryption, SharePoint offers regular automatic backups that ensure the ability to recover information even in the event of accidental deletion, technical failures, or cyberattacks. Backups are centrally managed and can be quickly restored, ensuring business continuity and the resilience of the document infrastructure. Full compliance with privacy and data protection regulations, such as the GDPR, is also essential. SharePoint allows you to configure retention policies and document lifecycle management, ensuring that data is retained only for as long as necessary and then disposed of in accordance with corporate and legislative guidelines. Auditing tools, centralized consent management, and data pseudonymization and anonymization capabilities complete the package, providing organizations with all the tools they need for secure and responsible digital information governance.

· Secure Sharing : SharePoint offers advanced tools for securely sharing documents with external partners, while ensuring the protection of sensitive data. By generating secure links, you can limit file access to specific people, setting granular permissions and maintaining control over who can view, edit, or download content. Links can be scheduled to automatically expire after a specified period, reducing the risk of unauthorized access over time. You can also monitor activity on shared files, receiving notifications about access and changes. Access can be revoked at any time, even after the link has been sent. Corporate security policies are also applied to external partners, ensuring compliance and traceability. This way, extended collaboration takes place in a secure digital environment, without sacrificing operational efficiency.

· Integration with Office Online : SharePoint's integration with Office Online is one of the platform's strengths, allowing users to open, edit, and collaborate on documents directly from the browser, without the need to install additional software. Word, Excel, and PowerPoint files can be updated in real time by multiple people simultaneously, with changes instantly visible to all collaborators. Suggestions, comments, and revision history are always available, facilitating shared editing and content review. Every change is automatically saved, reducing the risk of data loss and increasing team productivity . Thanks to co-authoring, multiple users can work together synergistically, avoiding version conflicts or accidental overwrites. The work environment, accessible anywhere there is an internet connection, makes collaboration truly flexible. This synergy between SharePoint and Office Online transforms document management into a seamless, modern, and secure experience.

· Long-term archiving : SharePoint offers advanced tools for long-term archiving of strategic documents, thanks to fully configurable retention policies. Organizations can determine how long to retain each type of file, meeting both operational and regulatory requirements. Centralized management allows large volumes of data to be stored securely and in an organized manner, reducing the risk of loss or unauthorized access. Archived documents are easily retrieved through targeted searches, yet remain protected thanks to rigorous controls and regular backups. Integrating retention policies with the document lifecycle ensures that files are deleted only when necessary, avoiding unnecessary accumulation and optimizing storage resources. The entire process is tracked and documented, ensuring maximum transparency and compliance with applicable regulations.

Exercise. Document Management

🎯 OBJECTIVE OF THE EXERCISE

The goal of this exercise is to provide a practical guide to using SharePoint for corporate document management. The user will learn how to structure document libraries, configure access permissions, enable automatic versioning, and ensure change traceability. Advanced features such as intelligent search, approval workflows, data protection, and secure sharing will be explored. Integration with Office Online and long-term archiving complete the document lifecycle. The exercise is designed to simulate a real-world context, where SharePoint becomes the hub of document governance. Upon completion, the user will be able to configure an efficient, secure, and collaborative document environment.

🛠️ OPERATIONAL STEPS

1. Structured document libraries 🗂️

✓ Create a new site or log in to an existing one 🖱️
✓ Go to “ Site Content ” → " New " → “ Document Library ” 📁
✓ Give the library a descriptive name (e.g. “ Contracts 2025 ” ) 📝
✓ Create thematic folders (e.g. “ Suppliers ” , “ Customers ” ) 🗂️
✓ Add custom columns (e.g. “ Document Type ” , “ Expiration Date ” ) 🏷️
✓ Set filtered views by category or date 🔍
✓ Save the view as default 💾
✓ Add descriptions to files to make them easier to understand 🗒️
✓ Enable synchronization with OneDrive 🔄
✓ Share the library with the team with appropriate permissions 👥

2. Access control 🔐

✓ Go to “ Settings ” → “Library Permissions” ⚙️
✓ Click on “ Stop inheriting permissions ” 🔗
✓ Create groups (e.g. Readers, Editors, Owners ) 👥
✓ Assign specific permissions to groups or users 🗂️
✓ Set read-only access for external users 🔒
✓ Use expiration-protected links for sharing 🔗
✓ Enable two-factor authentication 🔑 ✓
Verify permissions with “ Check Permissions ” 🧾
✓ Revoke obsolete access periodically ❌
✓ Document access policies in a shared file 📚

3. Automatic versioning 🕓

✓ Go to “Library Settings” → “Version Control Settings” ⚙️
✓ Enable major and minor versioning 🔁
✓ Set the maximum number of versions to keep 🔢
✓ View version history for each file 📜
✓ Revert to previous versions if you make a mistake ⏮️
✓ Add comments to changes when saving 💬
✓ Lock files for editing if needed 🔐
✓ Enable content approval before publishing ✅
✓ Automatically notify you about important changes 📣
✓ Store final versions in dedicated folders 📁

4. Audit trail and traceability 📊

✓ Go to “Site Settings” → “Audit log reports” 📈
✓ Select the type of event to track ( e.g. views, changes) 🕵️
✓ Export logs to Excel for advanced analysis 📤
✓ Enable user activity logging 🧑 ‍ 💼
✓ Monitor suspicious logins and downloads 🔍
✓ Set up notifications for anomalous activity 🔔 ✓
Retain logs for the period required by policy 🗓️
✓ Protect logs with restricted permissions 🔐
✓ Integrate logs with Microsoft Purview or corporate SIEM 🧩
✓ Document auditing activities in monthly reports 📑

5. Smart Search 🔍

✓ Add meaningful metadata to documents 🏷️
✓ Use managed columns and company dictionary terms 📚
✓ Create custom views with advanced filters 🧮
✓ Enable full-text search in the library 📖
✓ Use the top search bar for keywords 🔎
✓ Filter results by author, date, or document type 📅
✓ Save frequent searches as default views 💾
✓ Add tags and categories to files 📌
✓ Integrate with Microsoft Search for unified results 🔗
✓ Train your team on filters and keywords 🧑 ‍ 🏫

6. Approval Workflow ✅

✓ Go to “Automate” → “Power Automate” → “Create Flow” ⚙️
✓ Select “ Document Approval ” from the template 📄
✓ Set the steps: submit, approve, notify 🔁
✓ Add specific approvers (e.g. manager) 👤
✓ Customize the approval request email ✉️
✓ Enable notifications for each flow status 🔔
✓ Log responses in the file or in a list 📋
✓ Lock file editing during approval 🔐
✓ Send automatic confirmation upon completion 📬
✓ Store approved documents in dedicated folders 📁

7. Data protection 🛡️

✓ Enable data encryption at rest and in transit 🔐
✓ Use Microsoft Information Protection to label files 🏷️
✓ Enforce Data Loss Prevention (DLP) policies ⚠️
✓ Restrict downloads to unmanaged devices 📵
✓ Set expirations for shared links ⏰
✓ Block printing or copying of sensitive content 🖨️
✓ Enable conditional access for external users 🌐
✓ Monitor breaches via security reports 📊
✓ Integrate with Microsoft Defender for Cloud Apps 🧩
✓ Train your team on data protection policies 🧑 ‍ 🏫

8. Safe sharing 📤

✓ Click “Share” next to the file or folder 🔗
✓ Select “Specific people” to limit access 👥
✓ Set expiration and password for the link 🔒
✓ Disable editing if needed 🚫
✓ Add a custom message in the share ✉️
✓ Control who has access with “ Manage access ” 👁️
✓ Revoke access at any time ❌
✓ Use view-only links for external clients 📄
✓ Track access and download activity 📈
✓ Document critical shares in a log 📑

9. Integration with Office Online 🧑 ‍ 💻

✓ Open a Word, Excel or PowerPoint file directly from SharePoint 📄
✓ Edit the file online without downloading it ✍️
✓ Collaborate in real time with other users 👥
✓ View other collaborators' cursors 🖱️
✓ Use comments for feedback and revisions 💬
✓ Automatically save every change 💾
✓ Access version history from the “ File ” menu 🕓
✓ Integrate with Teams for contextual discussions 💬
✓ Start quick meetings directly from the document 📞
✓ Share the file with one click without leaving Office 📤

10. Long-term archiving 📦

✓ Create an “Archive” folder with restricted permissions 🔐
✓ Move completed or obsolete documents 📁
✓ Apply retention labels via Microsoft Purview 🏷️
✓ Set automatic retention policies 🗓️
✓ Protect files from accidental deletion 🛡️
✓ Document archiving policies in a help file 📚
✓ Use Power Automate for automatic moves 🔄
✓ Periodically check archive status 📊 ✓ Retain files according to current regulations ⚖️
✓
Prepare archiving reports for internal audits 📑

🧪 APPLICATION OPERATIONAL SCENARIO

A multinational company needs to securely and traceably manage all contractual documentation with suppliers and customers. SharePoint is chosen as the central platform for organizing, protecting, and sharing documents. The legal, administrative, and sales teams collaborate in real time, with differentiated access and approval workflows.

📁 Contract library creation
✓ Go to “ Site Content ” → " New " → “ Document Library ”
✓ Name “ Contracts 2025 ” and create folders by type
✓ Add columns “ Contract Type ” , “ Expiration Date ”
✓ Save the view as default
✓ Share the library with the legal team

🔐 Access Control
✓ Go to “ Settings ” → “ Library Permissions ”
✓ Break inheritance and create “ Legal ” , “ Commercial ”
groups ✓ Assign read - only or edit permissions
✓ Verify permissions with “ Check Permissions ”
✓ Document policies in a shared file

📤 Approval Workflow
✓ Go to “ Automate ” → “ Power Automate ”
✓ Select “Document Approval” template
✓ Set approvers and notifications
✓ Lock editing during approval
✓ Store approved contracts in dedicated folders

🛡️ Data Protection
✓ Apply sensitivity labels with Microsoft Purview
✓ Restrict downloads to unmanaged devices
✓ Enable conditional access for external users
✓ Block printing of sensitive files
✓ Monitor breaches with reports

📦 Archiving
✓ Create “ Contract Archive ”
folder ✓ Apply retention labels
✓ Move expired contracts with Power Automate
✓ Protect files from accidental deletion
✓ Prepare reports for annual audit

🧭 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🗂️ Document Library	Site Content → New → Document Library 📁
🔐 Permission Management	Settings → Library Permissions ⚙️
🕓 Versioning	Library Settings → Version Control Settings 🔁
📊 Audit trail	Site Settings → Audit Log Reports 📈
🔍 Advanced Search	Search Bar → Filters → Custom Views 🔎
✅ Approval Workflow	Automate → Power Automate → Create Flow ⚙️
🛡️ Data Protection	Microsoft Purview → Labels → DLP Policy 🏷️
📤 Safe sharing	File → Share → Specific People 🔗
🧑 ‍ 💻 Office Online	File → Open in browser → Word/Excel/PowerPoint Online 📄
📦 Archiving	“Archive” folder → Labels → Auto-preserve 🗃️

🚀 PRODUCTIVITY BENEFITS

✓ Reduced document search and management time
✓ Increased security and access control
✓ Seamless collaboration between internal and external
teams ✓ Complete traceability of changes and access
✓ Automation of approval processes
✓ Integration with Microsoft tools already in use
✓ Regulatory-compliant archiving
✓ Reduced risk of data loss
✓ Access to documents from any device
✓ Improved document governance

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

📁 Supplier contract management

Organize contracts into thematic libraries, with different permissions for legal and purchasing teams. Activate versioning and approval workflows for each new contract.

🔐 Confidential HR Documentation
Create a library with restricted access for the HR team . Apply confidentiality labels and restrict printing or downloading of files containing personal data.

📤 Technical manuals for customers

Share read-only technical documentation via secure links. Use Power Automate to automatically notify customers of updates.

🧑 ‍ 🏫 Corporate training material

Centralize courses, guides, and videos in a library accessible to all employees. Use metadata to filter by area or skill level.

📦 Legal and tax archive

Archive mandatory documents with retention labels. Protect files from accidental deletion and generate audit reports.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I create a document library in SharePoint?

2. What are the steps to set granular permissions?

3. How do I enable automatic versioning?

4. Where are audit logs configured?

5. How do I set up an approval flow with Power Automate?

6. What tools are used to protect sensitive data?

7. How do you share a file securely?

8. How does Office Online improve collaboration?

9. How do you archive a document long-term?

10. What are the benefits of smart search?

📘 SUMMARY OF WHAT I LEARNED

You've learned how to use SharePoint to manage documents in a structured, secure, and collaborative way. You've created thematic libraries, configured permissions, enabled versioning, and tracked activities. You've explored intelligent search, approval workflows, and data protection. You've shared files securely and collaborated in real time with Office Online. Finally, you've archived documents according to company policies. These skills allow you to improve document governance, reduce risks, and increase operational efficiency.

d) Process Automation

SharePoint Online helps you digitize and streamline numerous business processes through its integrated automation platform.

· Automated Workflows : In SharePoint, you can easily create automated workflows to manage document approvals, vacation requests, expense reports, and onboarding processes. Using the guided design, you can set the approval flow steps, managers, and submission conditions. Requests are automatically routed to the appropriate person, who can approve or reject them with a click. Notifications keep everyone involved updated. Integration with Power Automate allows you to customize workflows and add advanced automations. Workflows simplify management, reduce response times, and minimize errors. All activities are tracked and easily accessible to ensure transparency and control.

· Custom Forms : In SharePoint, custom forms are a powerful data collection tool. You can design custom digital forms, adapting them to the specific needs of each business process. The data entered is immediately validated according to defined rules, reducing errors and omissions. Forms can be integrated into workflows, triggering automatic actions such as notifications, approvals, or database updates. Everything happens in a secure environment that complies with company policies. The collected responses are easily exportable and analyzed, enabling quick, informed decisions. Thus, SharePoint transforms simple data collection into a lever for efficiency and control in business processes.

· Request Management : In SharePoint, request management is streamlined by automating the request-authorization-confirmation cycle. Through digital workflows, each request for a resource, service, or task is automatically routed to designated managers, who receive instant notifications so they can approve or reject it in just a few clicks. The entire process is tracked, ensuring transparency and a history of actions taken. Custom rules allow you to manage priorities, timelines, and authorization levels. Once authorized, confirmation is automatically sent to the user, reducing wait times and the risk of errors. Integration with Power Automate expands these capabilities by connecting SharePoint to other business systems. This makes request management faster, more secure, and more efficient.

· Automatic notifications and reminders : SharePoint allows you to automate notifications and reminders, ensuring everyone involved is always informed about relevant activities. Custom rules can trigger emails or alerts based on specific conditions, such as an approaching deadline or a change in document status. Notifications can be configured for individual users or groups, ensuring no action slips through the cracks. All reminders are managed centrally, allowing for constant monitoring. Furthermore, integration with Power Automate expands customization options, allowing notifications to be connected to external systems. This system reduces the risk of forgetfulness, improves timely responses, and promotes efficient workflow management.

· Collecting and analyzing feedback : Use digital surveys and questionnaires to gain input on products, processes, or company climate. Collecting and analyzing feedback in SharePoint is simple and structured with digital surveys and questionnaires. You can create customized forms to gather opinions on products, processes, or company climate, and easily distribute them throughout your organization. Responses are stored securely and centrally, ready for immediate analysis. SharePoint allows you to view results in real time, export them for in-depth analysis, and integrate responses into company workflows. This way, feedback becomes an active driver of continuous improvement, fostering timely and targeted decisions. Digital survey management simplifies participation and increases the quality of the insights collected.

· Integration with Power Automate : Expand your automation capabilities with Microsoft 365 connectors. The integration between SharePoint and Power Automate allows you to easily connect data and business processes, creating workflows that span the entire Microsoft 365 suite and external services. With prebuilt connectors, you can automate notifications, approvals, file transfers, and database updates, dramatically reducing manual tasks. Automation isn't limited to SharePoint: it connects Teams, Outlook, Excel, Planner, and many other apps. You can trigger actions in response to specific events, synchronize data, and monitor all activities in real time. This integration ensures greater operational efficiency, traceability, and process customization. With Power Automate, SharePoint becomes a dynamic automation platform tailored to every business need.

· Process Monitoring : Interactive dashboards and KPIs to analyze process effectiveness and identify areas for improvement. With SharePoint, business process monitoring is enhanced with interactive dashboards that provide a clear and up-to-date view of ongoing activities. Through customized KPIs, you can analyze workflow effectiveness, monitor response times, and quickly identify bottlenecks. Data is aggregated in real time and presented in dynamic graphs, allowing you to compare performance across periods, teams , or departments. Centralized viewing facilitates strategic decisions, highlighting strengths and areas for improvement. You can set automatic alerts based on objectives and track results achieved. These dashboards foster transparency and hold everyone involved in the processes accountable. In this way, SharePoint becomes an essential tool for the continuous growth and optimization of business processes.

· Reducing manual errors : Standardized procedures and automated checks reduce the risk of omissions or errors. In SharePoint, manual errors are reduced by standardizing operating procedures and implementing automated checks at every stage of the process. Digital forms and guided workflows ensure that all information is entered correctly and validated according to predefined rules. Every action is monitored and tracked, limiting the risk of omissions or duplicate entries. Automated checks, such as checking required fields or data consistency, allow for the timely detection of any anomalies before they become problems. Digital checklists, error notifications, and alert systems help operators immediately correct any inaccuracies. Thus, SharePoint transforms processes that are often prone to distraction into safe and reliable flows. This approach leads to a significant reduction in errors and greater business efficiency.

· Faster response times : Automating approvals and repetitive tasks accelerates daily operations. By automating approvals and repetitive tasks in SharePoint, response times within companies are dramatically reduced. Processes that previously required manual intervention, waiting, and repeated checks are now managed in real time through digital workflows. Approval requests are automatically sent to managers, who can approve them even from mobile devices, without delays. Recurring tasks are scheduled and monitored by the system, preventing oversights and speeding up case closure. Everything is tracked and visible, allowing for transparent and timely management. This approach streamlines daily operations, ensuring greater efficiency and a timely response to the needs of each department.

· Tailored Solutions : Thanks to APIs and custom workflows , every organization can digitize the processes specific to their industry. SharePoint offers the ability to create customized solutions using APIs and custom workflows, enabling every organization to digitize the processes specific to their industry. Through APIs, SharePoint can be integrated with other business software, automating data exchanges and real-time information synchronization. Custom workflows allow you to model complex procedures, adapting to internal operating rules and industry regulations. This flexibility fosters innovation and speed in responding to business needs, reducing manual tasks and margins of error. The developed solutions can evolve over time, adapting to business growth and new market challenges. In this way, SharePoint becomes a true engine of digital transformation, capable of enabling unique paths for every organization.

Exercise. Process Automation

🎯 OBJECTIVE OF THE EXERCISE

The goal of this exercise is to learn how to use Microsoft SharePoint to automate business processes, reduce manual errors, and improve operational efficiency. The user will be guided through the creation of automated workflows, customized forms, and request management systems. Features such as automatic notifications, feedback collection, integration with Power Automate, and process monitoring will be explored. The exercise simulates a real-world business context in which SharePoint becomes the central engine for digitizing workflows. Upon completion, the user will be able to design customized solutions, improve response times, and ensure activity traceability.

🛠️ OPERATIONAL STEPS

1. Automated workflows 🔁

✓ Go to a SharePoint list or library and click “Automate” ⚙️
✓ Select “ Power Automate ” → “ Create a flow ” 🧩
✓ Choose a pre-built template or create a flow from scratch 📝
✓ Set the trigger (e.g. “ When an item is created ” ) ⏱️
✓ Add actions like “ Send email ” or “ Update item ” 📧
✓ Insert logical conditions (e.g. “ If approved, then… ” ) 🔀
✓ Save and activate the flow 💾
✓ Test the flow with a test item 🧪
✓ Monitor execution from Power Automate → “ Chronology ” 📊
✓ Optimize flow based on results 🔧

2. Custom Modules 📝

✓ Create a new SharePoint list from “Site Content” ➕
✓ Add custom columns (e.g. text, choice, date) 🏷️
✓ Click on “ Power Apps ” → “ Customize Form ” 🎨
✓ Edit the layout and controls in the canvas editor 🧱
✓ Add conditional logic (e.g. required fields) ⚙️
✓ Save and publish your custom form 💾
✓ Test data entry by an end user 👤
✓ Embed the form into a SharePoint page 📄
✓ Connect the form to an approval flow 🔗
✓ Collect feedback on the form 's usability 📋

3. Request Management 📥

✓ Create a “Requests” list with “Type”, “Status”, “Responsible” columns 📁
✓ Enable version control for traceability 🕓
✓ Add a filtered “ Pending ” view 🔍
✓ Create a Power Automate flow to automatically assign requests 🔁
✓ Send notifications to the assigned manager 📧
✓ Add a “ Comments ” column for updates 🗒️
✓ Create a dashboard with “ List ” web part 📊
✓ Set permissions to limit editing 🔐
✓ Store completed requests in a separate folder 📦
✓ Export data to Excel for periodic analysis 📤

4. Automatic notifications and reminders 🔔

✓ Create a flow with “Due date in 3 days” trigger ⏰
✓ Add “ Send email reminder ” action 📧
✓ Personalize the message with dynamic data (e.g. request name) 🧩
✓ Add condition to send only if “ Status ≠ Completed ” 🔄
✓ Set weekly recurring reminders 📆
✓ Send notifications also on Teams with a dedicated connector 💬
✓ Record each notification in a “ Notification Log ” list 📋
✓ Enable push notifications on mobile devices 📱
✓ Test the flow with a test request 🧪
✓ Monitor effectiveness through user feedback 📊

5. Collecting and analyzing feedback 🧑 ‍ 💬

✓ Create a “Feedback” list with “Area”, “Rating”, “Comment” columns 📝
✓ Add a Microsoft Forms module linked to the list 📄
✓ Embed the form in a SharePoint page 🌐
✓ Create a flow to send notifications to the HR team 📧
✓ Visualize the results with integrated Power BI 📊
✓ Filter by area or score for targeted analysis 🔍
✓ Share the results with management via dashboard 📈
✓ Enable anonymous collection if needed 🔐
✓ Archive feedback by quarter 📦
✓ Use the data to improve internal processes 🔧

6. Integration with Power Automate ⚙️

✓ Access Power Automate from the Microsoft 365 App Launcher 🧭
✓ Click on “ Create ” → “ Automated flow ” ➕
✓ Select SharePoint as the initial connector 🔗
✓ Add actions from Outlook, Teams, Excel, Planner 🧩
✓ Use variables to handle complex data 🧮
✓ Save and test the flow with real data 🧪
✓ Create conditional flows with multiple branches 🔀 ✓
Trigger error notifications for each failed execution 🚨
✓ Document each flow in an internal wiki 📘
✓ Share flows with the team for reuse 👥

7. Process Monitoring 📊

✓ Add the “Power BI” web part to a SharePoint page 📈
✓ Connect a report that analyzes SharePoint lists 📎
✓ View KPIs such as “ Open Requests ” , “ Average Response Time ” 📌
✓ Filter by department or manager 🧑 ‍ 💼
✓ Update data in real time or on a daily basis 🔄
✓ Create bar, pie and timeline charts 📉
✓ Share the dashboard with management 📤
✓ Add comments and explanatory notes 🗒️
✓ Integrate with Excel for advanced analysis 📊
✓ Collect feedback on the dashboard to improve it 📋

8. Reduction of manual errors ❌

✓ Automate data entry with guided forms 🧾
✓ Use field validations (e.g. email format, future dates) 🧩
✓ Set required fields in Power Apps forms 🛑
✓ Create flows that block submission if data is missing ⚠️
✓ Log errors in an “ Error Log ” list 📋
✓ Send automatic notifications in case of errors 📧
✓ Analyze the most frequent errors with Power BI 📊
✓ Train staff on the correct use of forms 🧑 ‍ 🏫
✓ Update forms based on feedback received 🔧
✓ Document best practices in an internal guide 📘

9. Faster response times ⏱️

✓ Create flows that automatically assign requests 🔁
✓ Send immediate notifications to the manager 📧
✓ View upcoming requests in a dashboard 📊
✓ Set SLAs (Service Level Agreements) for each type of request 📏
✓ Create alerts for overdue requests 🚨
✓ Automate standard responses with email templates 📄
✓ Use Planner to track assigned tasks 📋
✓ Integrate with Teams for real -time updates 💬
✓ Analyze average response times with Power BI 📈
✓ Optimize flows based on detected bottlenecks 🔍

10. Tailor-made solutions 🧩

✓ Analyze team needs with interviews and surveys 📋
✓ Design a solution with SharePoint + Power Platform 🧱
✓ Create custom forms, flows and dashboards 🎯
✓ Integrate with external systems via API or connectors 🌐
✓ Test the solution with a pilot group 🧪
✓ Collect feedback and make improvements 🔧
✓ Document the solution in a wiki 📘
✓ Train the team in using the new solution 🧑 ‍ 🏫
✓ Monitor adoption and effectiveness over time 📊
✓ Expand the solution to other departments if effective 📤

🧪 APPLICATION OPERATIONAL SCENARIO

A company with departments spread across multiple locations wants to automate the management of internal requests, such as vacation approvals, purchase orders, and IT notifications. The IT team uses SharePoint to create custom forms, automated workflows, and monitoring dashboards. The goal is to reduce response times, improve traceability, and simplify communication between departments.

📥 Vacation Request Management
✓ Create a “ Vacation Requests ” list with “ Start Date ” , “ End Date ” , “ Responsible ” columns 📁
✓ Customize the form with Power Apps 🧱
✓ Create a Power Automate flow for submission and approval 🔁
✓ Send automatic notifications to the manager 📧
✓ Store approved requests in a separate folder 📦

📝 IT Report Forms
✓ Create an “ IT Reports ” list with “ Problem Type ” and “ Priority ” fields 🏷️
✓ Customize the form with conditional logic ⚙️
✓ Create a flow to automatically assign to the technician 📤
✓ Send reminder if not resolved within 48h ⏰
✓ View the status in a dashboard 📊

🔔 Document Expiration Reminder
✓ Create a “ Documents to Renew ” list with an “ Expiration Date ” field 📅
✓ Create a flow with a “3 days before due date” trigger 🔁
✓ Send an email to the person in charge 📧
✓ Log the notification in a “ Notification log ” list 📋
✓ Store updated documents in a dedicated folder 📁

📊 Purchase Order Tracking
✓ Create an “ Orders ” list with “ Amount ” , “ Status ” , “ Supplier ” columns 🧾
✓ Enable version control 🕓
✓ Create a flow to update status automatically 🔁
✓ Visualize data with Power BI 📈
✓ Share dashboard with procurement 📤

🧩 Tailored solutions for HR
✓ Collect needs via Microsoft Forms 📋
✓ Create forms for onboarding and benefit requests 📝
✓ Automate approval with Power Automate 🔁
✓ Store data in SharePoint with reserved permissions 🔐
✓ Monitor effectiveness with monthly reports 📊

🧭 KEY COMMANDS USED AND HOW TO ACCESS THEM

Function	Path
🔁 Automated workflows	SharePoint List → Automate → Power Automate → Create Flow ⚙️
📝 Custom modules	SharePoint List → Power Apps → Customize Form 🎨
📥 Request Management	List → New List → Add Columns → Views 📁
🔔 Automatic notifications	Power Automate → Trigger → “Send Email” Action 📧
🧑 ‍ 💬 Feedback collection	Microsoft Forms → Connect to SharePoint List → Power BI 📊
⚙️ Power Automate Integration	Microsoft 365 → App Launcher → Power Automate → Create Flow 🧭
📊 Process monitoring	SharePoint Page → Add Web Part → Power BI 📈
❌ Reduction of manual errors	Power Apps → Validations → Required Fields → Conditional Flows 🛑
⏱️ Fast response times	Flow → Auto Assignment → Notifications → SLA 📏
🧩 Tailor-made solutions	SharePoint + Power Platform → Forms → Flows → Dashboards 🧱

🚀 PRODUCTIVITY BENEFITS

✓ Reduction in request management times
✓ Elimination of manual errors in repetitive processes
✓ Greater traceability and transparency of activities ✓
More effective communication between departments
✓ Automation of approvals and notifications
✓ Centralized access to forms and dashboards
✓ Real-time performance monitoring
✓ Integration with tools already in use (Teams, Outlook, Excel)
✓ Customization of flows based on business needs
✓ Continuous improvement thanks to the analysis of collected data

💡 IDEAS FOR USE IN A REAL BUSINESS CONTEXTS

📥 Purchase requisition management
A SharePoint form allows employees to submit purchase requisitions. The Power Automate flow automatically assigns the requisition to a responsible party and sends notifications for approval.

📝 New Employee Onboarding:
The HR department uses customized forms to collect new hire data. Automated flows send documents, activate accounts, and schedule training.

🔔 Certification Expiration Reminders:
A SharePoint list tracks employee certifications. Flows send automatic reminders before expiration and archive updated documents.

📊 Team Performance Monitoring
Power BI dashboards linked to SharePoint lists show KPIs such as completed requests, response times, and feedback received. Managers analyze the data to optimize processes.

🧩 Corporate Benefits Management:
Employees submit benefit requests via SharePoint forms. Automated workflows handle approvals and send confirmations, reducing administrative overhead.

❓ SELF-ASSESSMENT QUESTIONS

1. How do I create an automated flow in SharePoint?

2. What tools are used to customize a form?

3. How do you manage internal requests with SharePoint?

4. How do I set up automatic notifications?

5. How do you collect and analyze employee feedback?

6. What are the benefits of integrating with Power Automate?

7. How do you monitor the effectiveness of automated processes?

8. What techniques are used to reduce manual errors?

9. How do you improve response times with SharePoint?

10. How do you design customized solutions for departments?

📘 SUMMARY OF WHAT I LEARNED

You've learned how to use SharePoint to automate business processes, improving efficiency and traceability. You've created workflows, custom forms, and request management systems. You've configured automatic notifications, collected feedback, and monitored activities with Power BI dashboards. You've integrated Power Automate to extend functionality and reduce manual errors. You've designed customized solutions for different departments, improving response times and internal service quality. These skills allow you to digitize workflows, increase productivity, and support the organization's digital transformation.

e) Conclusions

SharePoint Online has become a central component of modern businesses' digital transformation strategies, thanks to a combination of powerful and flexible tools that make it one of the most popular solutions for document management and collaboration. In a rapidly evolving technological environment, adopting platforms capable of adapting to new needs is essential to ensure competitiveness and organizational agility.

The platform allows for information centralization, breaking down barriers between departments and promoting more fluid communication. By creating websites, document libraries, and granular authorization systems, companies can ensure that information is always available to the right people, at the right time, reducing the risk of data loss or unauthorized access. Advanced security controls, version management, and integrated backup options also ensure the protection and continuity of corporate information.

Collaboration is further strengthened by the ability to co-edit documents in real time, integrating tools like Microsoft Teams and the Office 365 suite. This allows workgroups, even geographically dispersed, to operate as one, sharing knowledge and expertise without physical boundaries. Transparency in processes and the ability to track changes ensure greater accountability and easier identification of areas for improvement.

One of SharePoint Online's key strengths is its scalability: both small businesses and multinational organizations can implement customized solutions, adapting the platform to their growth needs and operational specifics. The ability to create automated workflows, customized forms, and monitoring dashboards with Power BI allows you to digitize and optimize entire workflows, drastically reducing manual errors and response times. This increases internal efficiency, freeing up people to focus on higher-value activities.

Integration with Power Automate opens up additional automation scenarios, allowing you to orchestrate complex processes and connect SharePoint to other business systems, such as CRM, ERP, or ticketing platforms, without the need for costly custom development. This not only accelerates digital transformation but also ensures greater data consistency and a better experience for those who work with the platform on a daily basis.

SharePoint Online also stands out for its ability to support an organizational culture of transparency and collaboration. Digital noticeboards, internal communication areas, and project spaces encourage the sharing of initiatives, results, and goals, actively engaging the entire corporate community. Advanced search and knowledge management features leverage information assets, facilitating access to best practices, procedures, and historical documentation.

Last but not least, the platform offers a high level of customization, both in terms of graphics and functionality, allowing you to build websites tailored to each department or company function. This is essential to ensure adoption by employees, who find themselves working in familiar and intuitive environments, designed to meet their actual operational needs.

The cloud approach ensures continuous updates, new features, and an infrastructure that always meets the highest standards of reliability and security, without the burden of technical management of on-premises resources. This translates into greater peace of mind for IT management, who can focus on more strategic projects, knowing they can count on a robust, scalable, and reliable platform.

In conclusion, investing in SharePoint Online isn't just about adopting an advanced technological solution, but embracing a new work philosophy based on agility, continuous innovation, and empowering people. In a globalized and ever-changing market, organizations that fully leverage this platform's potential will have a significant competitive advantage, relying on leaner processes, effective knowledge sharing, and the active participation of all internal resources.

SharePoint Online, therefore, represents a cornerstone for building a modern, resilient work environment ready to meet future challenges. Through intelligent information management, process automation, and the promotion of collaboration, it supports companies on their journey of growth and innovation, transforming the challenges of digitalization into concrete opportunities for development and success.

5. LEARNING PLAN. 4 months (16 weeks - 1 hour per day)

a) Learning Modules Table

Each week includes:

· 5 days of study (1 hour per day)

· 1 day of practical training or review

· 1 day of self-assessment

📘 Plan Structure (Macrothemes)

Week	Theme
1–2	SharePoint Fundamentals and Secure Storage
3–4	Content organization and metadata
5–6	Sharing, permissions and collaboration
7–8	Accessibility, mobility and mobile apps
9–10	Integration with Microsoft 365 (Teams, Outlook, OneDrive, Office)
11–12	Customization, layout and development
13–14	Security, roles and governance
15	Process automation with Power Automate
16	Final review, complete exercise and test

b) Weekly self-assessment template

You can use this outline every Sunday to reflect on what you have learned:

📌 Week [n°] – Theme: [insert theme]

1. What did I learn this week?
✍️ Write 3 key concepts that you understand.

· ….

2. What exercises did I complete?
☑️ Mark the ones you did or briefly describe what you did.

· …

3. What tools or features have I used in SharePoint?
🛠️ E.g. document libraries, versioning, Power Automate, etc.

· …

4. Questions I can answer now:
❓ E.g. How do you create a collection? How do you set a flow ?

· …

5. What's still unclear to me?
⚠️ Write down any doubts or concepts to review.

· …

11) How do I rate my level of understanding (1–5)?

Relative to a studied topic
📊 1 = none, 5 = full mastery

🔲 1 🔲 2 🔲 3 🔲 4 🔲 5

12) Actions for next week:
📌 E.g. review a topic, do an exercise, ask for support.

· …

c) 100 Review Questions, 10 for each module, and correct answers

MODULE 1 – SHAREPOINT FUNDAMENTALS

Requests:

1. What is SharePoint Online?

2. What are the main advantages of SharePoint?

3. How does SharePoint support teamwork ?

4. team site and a communication site?

5. How do I access SharePoint from a browser?

6. Which devices support access to SharePoint?

7. What does it mean that SharePoint is cloud-native?

8. What are the main features of the SharePoint home page?

9. How do I create a new SharePoint site?

10. Which Microsoft 365 tools integrate with SharePoint?

Answers:

1. A cloud platform for managing, storing, and sharing enterprise content.

2. Real-time collaboration, access from any device, security, versioning.

3. It enables co-creation of documents, controlled sharing and integrated communication.

4. team site is for internal collaboration, the communications site is for disseminating information.

5. Via the portal https://portal.office.com.

6. PC, tablet, smartphone (iOS and Android).

7. It does not require local installation, is accessible via the web and is always updated.

8. Access documents, news, events, activities, and shared resources.

9. From SharePoint Home → “+ Create site” → choose type and configure.

10. Teams, Outlook, OneDrive, Power Automate, Power BI, Planner.

MODULE 2 – SECURE STORAGE

Requests:

1. How do I create a document library?

2. How do I enable version control?

3. Where do I set permissions for a collection?

4. How do I set up a retention policy?

5. What backup tools does SharePoint offer?

6. How do I recover a deleted file?

7. What does “automatic versioning” mean?

8. What are the advantages of document centralization?

9. How do you protect sensitive data in SharePoint?

10. What is the role of the Recycle Bin in SharePoint?

Answers:

1. Site Content → “+ New” → Document Collection.

2. Collection Settings → Versioning Settings → Enable Major Versioning.

3. Collection Settings → Permissions → Break Inheritance.

4. Compliance Center → Compliance Management → Create Policy.

5. Automatic backups, recycle bin, restore from Admin Center.

6. From SharePoint Recycle Bin or OneDrive → Restore.

7. Each change is saved as a new version, which can be viewed and restored.

8. Reduces duplication, improves search, ensures security and compliance.

9. With granular permissions, MFA, encryption, and access policies.

10. Temporarily store deleted files for recovery.

MODULE 3 – CONTENT ORGANIZATION

Requests:

1. What is metadata in SharePoint?

2. How do I add a custom column?

3. What is the difference between a collection and a list?

4. How do I create a custom template?

5. How do you apply metadata to a document?

6. How do I create a custom view?

7. What are the advantages of using templates?

8. How do you automate document classification?

9. What tools are used for automation?

10. How do you organize a project-based website?

Answers:

1. Additional information (e.g. author, category) that helps classify documents.

2. Collection → “Add column” → choose type (text, choice, date).

3. The collection contains files, the list manages structured data.

4. It is created in Word/Excel/PowerPoint and uploaded to the library as default.

5. While uploading or editing the file.

6. Collection Settings → Views → New View → Filters and Sorts.

7. They standardize content and reduce errors.

8. With Power Automate → flow with triggers and conditional actions.

9. Power Automate, Power Apps.

10. Creating a site with dedicated collections, views, and flows.

MODULE 4 – SHARING AND COLLABORATION

Requests:

1. How do I break permission inheritance on a collection?

2. What roles can be assigned to users in a document library?

3. How do you find out who has access to a file?

4. How do I enable simultaneous editing (co-authoring) of a document?

5. How do I add a comment to a shared document?

6. How do I create a restricted shareable link?

7. What security options can be applied to a shared link?

8. Where can I find file and folder activity logs?

9. What activities can be monitored with the audit log?

What is the main advantage of real-time co-authoring?

Answers:

1. Go to “Manage Access” → “Advanced” → “Stop Permission Inheritance”.

2. Read, Edit, Full Control (depending on the role assigned).

3. With the “Check Permissions” option in the collection or file.

4. By uploading a Word or Excel file to SharePoint and sharing it with editing permission.

5. By opening the file in online mode and using the “Comment” function.

6. Select the file → “Share” → “Who can view this link” → choose restrictions.

7. Link expiration, download disabling, password, limited access to specific people.

8. In the Compliance Center → “Audit” section → “Start search”.

9. Access, modification, download, file sharing.

It allows multiple people to work on the same document simultaneously, with real-time change tracking and commenting.

MODULE 5 – ACCESSIBILITY AND MOBILITY

Requests:

1. What does it mean that SharePoint is a cloud-native platform?

2. How do I access SharePoint from a browser?

3. What are the steps to install the SharePoint mobile app?

4. What features does the SharePoint mobile app offer?

5. How do I sync a document library with OneDrive?

6. How do I work offline with synced files?

7. How do I make sure sync is working in both directions?

8. How does responsive design improve user experience?

9. What are the benefits of two-way sync between SharePoint and OneDrive?

10. What are the benefits of mobile access for traveling teams ?

Answers:

1. This means that all features are available via browser, without local installations, and are always up to date.

2. Go to https://portal.office.com, sign in with your company credentials, and select SharePoint from the menu.

3. Download the app from the App Store or Google Play, log in with your business account, and browse the available sites.

4. Access document libraries, view and edit files, push notifications , sharing via Teams or Outlook.

5. From a browser, access the library → click “Sync” → confirm opening OneDrive.

6. Make the file “available offline” from File Explorer → edit → auto sync when back online.

7. Create a file in the synced folder and verify that it appears in SharePoint; delete a file from SharePoint and verify that it disappears locally.

8. Automatically adapt layout, menus, and content to any device, improving readability and usability.

9. It allows you to work on updated files even offline, with automatic synchronization and permission protection.

10. It allows you to access, edit and share documents from anywhere, even without an internet connection, while maintaining productivity.

MODULE 6 – INTEGRATION WITH MICROSOFT 365

Requests:

1. Which Microsoft 365 applications integrate natively with SharePoint?

2. How do I connect a SharePoint document library to a Teams channel?

3. How do I create an automated flow to notify me when a file is uploaded?

4. How do I send an approval request using Outlook?

5. How do I create a dashboard in Power BI that's connected to SharePoint?

6. What are the benefits of synchronizing between SharePoint and OneDrive?

7. How do I assign a task in Planner from SharePoint?

8. How do I access SharePoint files from mobile devices?

9. What tools are used for co-creating documents?

10. What are the benefits of centralizing tasks between Outlook and SharePoint?

Answers:

1. Teams, Outlook, OneDrive, Office (Word, Excel, PowerPoint), Power Automate, Power BI, Planner.

2. In Teams → “+” → SharePoint → select the site’s document library.

3. In Power Automate → “Create flow” → trigger “When a file is created in SharePoint” → action “Send notification”.

4. In Outlook → New Message → “Approvals” → enter recipients and attach files from SharePoint.

5. In Power BI → “Get Data” → “SharePoint Online List” → select the list → create visualizations.

6. It allows offline access, automatic synchronization, permission protection and continuous file updates.

7. In SharePoint → add Planner web part → link to Outlook group → create tasks and assign members.

8. Via SharePoint or OneDrive app → sign in with your company account → navigate between sites and libraries.

9. Office Online (Word, Excel, PowerPoint) → simultaneous editing with auto-save and comments.

10. Tasks assigned in SharePoint are visible in Outlook, with reminders and updates synchronized.

MODULE 7 – CUSTOMIZATION AND LAYOUT

Requests:

1. How do I add a web part to a SharePoint page?

2. What types of layouts are available for page sections?

3. How do you customize the graphic layout of a SharePoint site?

4. How do I install an app from the SharePoint Marketplace?

5. What are the benefits of using modular web parts?

6. How do you integrate a custom-developed component?

7. What tools are used for custom development in SharePoint?

8. How do you improve user experience through personalization?

9. What are the benefits of integrating with third-party apps?

10. How do I check the mobile view of a SharePoint page?

Answers:

1. Click “Edit” on the page → “+” → select the desired web part (e.g. News, Docs, Power BI).

2. 1, 2 or 3 column layout, with the option of colored backgrounds and highlighted sections.

3. By inserting logos, company colors, images, icons, custom titles and organizing sections based on priority.

4. Settings → Site Content → “+ New” → Apps → SharePoint Store → Add → Configure and publish.

5. They allow you to create dynamic dashboards, display up-to-date content and adapt the page to your team's needs .

6. sppkg package to the Admin Center's “App Catalog” → Deploy → Add as Web Part.

7. SharePoint Framework, Power Apps, REST API, Power Automate.

8. Improve readability, quick access to information, visual identity, and user engagement.

9. They extend the functionality of the site, allow integration with external tools, and respond to specific operational needs.

10. By accessing from a smartphone or tablet, checking the automatic layout adaptation and testing usability via the mobile app.

MODULE 8 – SAFETY AND ROLES

Requests:

1. What is the role of the SharePoint Administrator?

2. What are the main roles in a SharePoint site?

3. How do I enable multi-factor authentication (MFA)?

4. Where are user identities and roles managed?

5. How do I monitor suspicious activity in SharePoint?

6. Where can I find audit logs?

7. How do I limit a guest's access to a single folder?

8. What permissions does a visitor have compared to a member?

9. How do I create a custom permission level?

10. What are the best practices for role management?

Answers:

1. Manages global settings, permissions, security, Microsoft 365 integration, and platform governance.

2. Administrator, Owner, Member, Guest, Visitor.

3. From Entra ID (entra.microsoft.com) → Users → Multi-Factor Authentication → Enable MFA.

4. Always from Login ID → Roles and administrators → Assign roles → Verify and update.

5. Via Microsoft Defender (security.microsoft.com) → Incidents and alerts → Investigate suspicious activity.

6. Compliance Center (compliance.microsoft.com) → Audit → Start search → Filter by activity and users.

7. Create a dedicated folder → “Manage access” → Break inheritance → Assign specific permissions.

8. The visitor can only view the contents, not modify or share them.

9. Site Settings → Advanced Permissions → Permission Levels → Add New Level → Select Allowed Actions.

10. Combine roles as needed, configure granular permissions, monitor regularly, train users, and document every change.

MODULE 9 – PROCESS AUTOMATION

Requests:

1. How do I create an automated flow in SharePoint?

2. What tools are used to customize a form?

3. How do you manage internal requests with SharePoint?

4. How do I set up automatic notifications?

5. How do you collect and analyze employee feedback?

6. What are the benefits of integrating with Power Automate?

7. How do you monitor the effectiveness of automated processes?

8. What techniques are used to reduce manual errors?

9. How do you improve response times with SharePoint?

10. How do you design customized solutions for departments?

Answers:

1. Go to a list or collection → “Automate” → Power Automate → “Create flow” → set triggers and actions → save and test.

2. Power Apps → “Customize form” → change layout, conditional logic, required fields → publish.

3. Create a “Requests” list → add columns → create flow for assignment and notifications → view in dashboard.

4. Create a flow with triggers on date or status → “Send email” or “Notify Teams” action → logical conditions → recurrence.

5. Use Microsoft Forms connected to a SharePoint list → visualize data with Power BI → filter and analyze by area or score.

6. It allows you to connect SharePoint with Outlook, Teams, Excel, Planner, automating approvals, notifications and updates.

7. With Power BI dashboards connected to SharePoint → view KPIs, response times, open requests → filter by team or period.

8. Form validations, required fields, conditional flows, error notifications, error logs, user training.

9. Automated request assignment, instant notifications, deadline alerts , standard responses, tracking with Planner.

10. Analyze needs → create forms, flows, and dashboards with Power Platform → test with a pilot group → improve and document.

MODULE 10 – INTRANET AND INTERNAL COMMUNICATION

Requests:

1. How do you create a communication site in SharePoint?

2. Which web parts are used to publish news and events?

3. How do you manage company policies in a document library?

4. How can HR and training resources be organized?

5. How do I personalize content for specific groups?

6. What tools does SharePoint offer for advanced search?

7. How do you create a company community with discussion forums?

8. What steps are needed to manage corporate events?

9. How do you optimize an intranet for mobile access?

10. What are the benefits of integrating with Power Automate?

Answers:

1. From SharePoint Home → “+ Create Site” → select “Communication Site” → choose layout → customize and publish.

2. “News” web part for articles and updates, “Events” for calendars and invitations.

3. Creating a “Corporate Policies” library with versioning, metadata, and read-only permissions.

4. With dedicated pages, training document libraries, quick links, highlighted content, and embedded videos.

5. Using audience targeting, web parts filtered by current user, security groups, and custom views.

6. Search bar with metadata filters, full-text search, smart suggestions, and topic verticals.

7. By creating a “Company Community” subsite with “Discussion” or “ Yammer ” web parts, categories, and notifications.

8. “Events” web part → “+ New Event” → enter details → enable notifications → connect to Teams/Outlook.

9. Responsive layout, mobile app testing, optimized images, quick buttons, and click reduction.

10. Automate approvals, notifications, content updates, and request management through workflows.

VIEW POWER POINT SLIDES ON SHARE POINT

Introduction

Working with Lists

Working with Document Libraries

Features Common to Lists and Libraries

Pages and Web Parts

The Permissions System

Navigation and Search