TRAINING NEW END USERS

Understanding SharePoint Sites

SharePoint sites are the foundational workspaces where content is organized. They act as containers for documents, links, news, events, images, and videos. New users should learn that sites are created when there's a need for unique content or security requirements, such as a private HR site versus a public employee-facing one.

• Team Sites: Ideal for small team collaboration, featuring left-hand navigation, integrated calendars, and tools for co-authoring. Use them for project-based work where multiple contributors edit content.
• Communication Sites: Suited for broadcasting information to large audiences with few editors. They support full-width layouts for news, events, and visually appealing content.
• Hub Sites: Group related sites (e.g., by department or project) for shared navigation, branding, themes, rolled-up news/tasks, and unified search. This helps users discover connected content without scattered searches.

Best Practices for Training

• Teach users to plan site structure based on purpose: Brainstorm content needs, group by function (not departments), and aim for content accessibility within 2 clicks.
  • Emphasize using site templates for consistency in design and layout.
  • Avoid subsites; opt for a flat architecture with separate sites for scalability.
• Hands-on exercise: Have trainees create a simple team site, associate it with a hub, and customize navigation.

Pages and Web Parts

Pages display content on a site, while web parts are modular components that add functionality to pages.Pages

• Each new site starts with a default home page; additional pages can be added for specific topics (e.g., a "Benefits" page on an HR site).
• Types include home pages for overviews, navigation pages for decision-making, destination pages for detailed info (with key details at the top using sections and bullets), and ancillary pages for supplements.
• News posts automatically create new pages stored in the Site Pages library.

Web Parts

• Common web parts include Document Library (for files), News (for announcements), Events (for calendars), Hero (for highlighting objectives), and Quick Links (for navigation).
• Customize web parts for team needs, such as task tracking or unified event views from multiple sources.

Best Practices for Training

• Instruct users to personalize pages with banners, collapsible sections for long policies, brand colors, and bold quick links near the top.
• Avoid page-level permissions; manage security at the site level.
• Training tip: Guide users through adding web parts to a page, using roll-up web parts (e.g., Highlighted Content) for dynamic connections.
• Encourage testing layouts for usability.

Document Libraries

Document libraries store and manage files, supporting collaboration features like co-authoring and version history.

• Use flat structures over deep folders (limit to 1-2 levels) to ease navigation and permissions.
• Add metadata columns (e.g., tags like "Fiscal Year") for filtering, sorting, and search.
• Enable version control to track changes and integrate with workflows.

Best Practices for Training

• Teach consistent naming conventions (e.g., ProjectName_Year_DocumentType) to prevent overwrites.
• Demonstrate switching between folder view and flat view (via custom views) and automating metadata tagging with default values in folders.
• Cover approvals using Power Automate, locking documents as records, and restoring libraries from accidents.
• Limit libraries to under 5,000 items for performance; use multiple libraries if needed.
• Exercise: Have users upload files, apply tags, and create personal views.

Lists

Lists organize structured data, similar to spreadsheets, for tasks, issues, or custom items.

• Organize by departments or projects; use metadata for dynamic categorization.
• Create custom views for filtering and sorting.
• Integrate with Microsoft 365 tools like Teams for seamless workflows.

Best Practices for Training

• Show how to copy lists (configuration only) from existing ones.
• Emphasize using lists for non-document data, with metadata over folders.
• Training tip: Users practice creating a task list, adding columns, and setting up views.

Permissions

Permissions control access to sites, libraries, lists, and items, following the principle of least privilege.

• Default groups: Owners (full control), Members (edit), Visitors (read).
• Inheritance: Content inherits permissions from parent (e.g., files from library, library from site).
• Break inheritance only when necessary for restrictions.

Best Practices for Training

• Manage at site/library level; avoid individual users—use groups instead.
• Restrict sharing to owners / members
• Handle access requests via designated emails.
• Use sensitivity labels for data protection.
• Regularly audit permissions to remove outdated access.
• Exercise: Trainees set up site groups, share a file, and review inheritance.

Overall Content Management

Effective content management ensures findability, compliance, and collaboration.

• Use metadata, content types, and retention policies for classification and automation.
• Implement flat structures, intuitive labels, and multilingual support.
• Enable co-authoring, check-in/out, and workflows via Power Automate.
• Personalize with audience targeting for relevant content.
• Conduct audits and use search features like bookmarks.

Training Tips

• Role-based sessions: Focus on end-user tasks like searching (keywords in file names, tags, content).
• Provide resources: Guides, videos, FAQs; highlight integrations with Teams/OneDrive.
• Gather feedback to refine training and boost adoption from 43% to 80-85%.
• Scenario-based practice: Simulate real workflows, like managing a project site end-to-end.