COMMONLY ASKED QUESTIONS BY USERS

 

How do I upload a document to a SharePoint document library?

• Navigate to the library > Click + New or Upload > Select Files or Folder. Drag and drop also works. Files up to 250 GB are supported.

How can I share a file with someone outside my organization in SharePoint Online?

• Select the file > Click Share > Choose Anyone with the link or Specific people (including external). Set permissions (View/Edit) and optional expiration/password. External sharing must be enabled by your admin.

What is the difference between a SharePoint site and a SharePoint page?

• A site is a container (like a website) with pages, libraries, lists, and navigation. A page is content within a site, like a homepage or news article, editable with web parts.

How do I create a new list in SharePoint Online?

• On the site > Click + New > List > Choose blank, from template (e.g., Issue tracker), or from Excel > Name it and create.

How can I edit a document directly in SharePoint without downloading it?

• Click the file name to open in browser (Office Online) or select Open > Open in app for desktop. Co-authoring works in both.

What are permissions in SharePoint, and how do I check who has access to my site?

• Permissions control read/edit/delete actions. Go to Site settings > Site permissions > Manage access to view users, groups, and links.

How do I restore a deleted file from the Recycle Bin in SharePoint?

• Site contents > Recycle bin > Select item > Restore. First-stage bin holds for 93 days; check second-stage if needed.

How can I search for documents across multiple SharePoint sites?

• Use the Microsoft Search box at the top of sharepoint.com or microsoft365.com. Refine with filters like site:, filetype:, or modified date.

What is version history in SharePoint, and how do I view it for a file?

• Version history tracks changes. Select file > ... > Version history to view, compare, or restore versions (enable in library settings if off).

How do I add a new user to my SharePoint site as a site owner?

• Go to Site settings > Site permissions > Grant permissions > Add user > Select Full Control or add to Owners group.

How can I customize the navigation menu on my SharePoint site?

• Edit the page > Edit left/right navigation > Add/remove links, sub-links, or hubs.

What is a SharePoint hub site, and how do I create one?

• Hub sites connect related sites for shared navigation/theme/search. Admins create via SharePoint admin center > Sites > Active sites > Select site > Register as hub.

How do I sync a SharePoint library to my local computer using OneDrive?

• In library > Click Sync > OneDrive app mirrors to File Explorer/Finder.

How can I create a custom view for a list in SharePoint?

• List > All items view dropdown > Create new view > Choose format, columns, filters, sort, group.

What are web parts in SharePoint, and how do I add them to a page?

• Web parts are building blocks (e.g., text, image, file viewer). Edit page > + > Select web part.

How do I set up alerts for changes in a document library?

• Library > Alert me > Set conditions (e.g., new items, changes by anyone).

How can I co-author a document with colleagues in real-time on SharePoint?

• Open Office file from SharePoint in browser/desktop > Multiple users edit; avatars show presence.

What is the difference between SharePoint Online and SharePoint On-Premises?

• Online is cloud-hosted (Microsoft manages), scalable, always updated. On-premises is self-hosted server, more customizable but requires maintenance.

How do I change the theme or look of my SharePoint site?

• Site settings > Change the look > Theme, header, navigation.

How can I export a SharePoint list to Excel?

• List > Export > Export to Excel (creates query link) or select items > Copy to clipboard.

What are metadata columns, and how do I add them to a library?

• Metadata tags files (e.g., Department choice column). Library settings > Create column > Type (text, choice, date).

How do I create a new SharePoint site from scratch?

• sharepoint.com > + Create site > Team or Communication site > Name, privacy.

How can I manage external sharing settings for my site?

• Site settings > Site permissions > External sharing (if allowed by tenant).

What is a SharePoint workflow, and how do I create a simple one?

• Automations (now Power Automate). Create via Integrate > Power Automate > Templates like approval.

How do I add images or videos to a SharePoint page?

• Edit page > + > Image or Stream web part (for videos).

How can I use filters and sorting in a SharePoint list?

• Column headers > Filter/sort icons; create indexed columns for large lists.

What is the SharePoint mobile app, and how do I use it?

• iOS/Android app for browsing, uploading, sharing on the go.

How do I recover a previous version of a document in SharePoint?

• File > Version history > Select version > Restore.

How can I create a team site integrated with Microsoft Teams?

• Create in Teams > Adds SharePoint site automatically or create site and connect.

What are site templates in SharePoint, and how do I apply one?

• Pre-built layouts. Create site > Choose template (e.g., Department).

How do I set up document approval processes in SharePoint?

• Library settings > Versioning > Require approval; or use Power Automate flow.

How can I bulk upload multiple files to SharePoint?

• Drag/drop or Upload > Files/Folder; use OneDrive sync for large batches.

What is the SharePoint recycle bin, and how long are items kept there?

• Holds deleted items; 93 days total (site + admin bin).

How do I add a calendar list to my SharePoint site?

• + New > List > Calendar template, or App > Calendar.

How can I link SharePoint documents to emails in Outlook?

• Share link via Share or attach as link in Outlook.

What are SharePoint groups, and how do I create one?

• Owners/Members/Visitors. Site permissions > Create group.

How do I stop inheriting permissions on a specific folder or library?

• Item > Manage access > Advanced > Stop inheriting permissions.

How can I use Power Automate with SharePoint for automation?

• From list/library > Automate > Power Automate > Create flow.

What is a SharePoint news page, and how do I create one?

• Announcements. + New > News post or News link.

How do I manage storage limits for my SharePoint site?

• Site settings > Storage metrics; admins manage tenant wide.

How can I embed a Microsoft Form into a SharePoint page?

• Edit page > + > Microsoft Forms web part.

What is the difference between a document library and a list?

• Libraries for files (with metadata/versions); lists for structured data (no files attached primarily).

How do I create a custom permission level in SharePoint?

• Site settings > Site permissions > Permission levels > Add/copy.

How can I use tags or labels in SharePoint documents?

• Add metadata columns or sensitivity labels via Microsoft Purview.

What is SharePoint Syntex, and how does it help with content management?

• AI for classifying/extracting from documents (now part of Microsoft 365 Copilot features).

How do I migrate files from OneDrive to SharePoint?

• Use SharePoint Migration Tool or manual move/copy.

How can I set up a discussion board in SharePoint?

• + New > List > Community templates if available, or use Yammer/Viva Engage.

What are quick links in SharePoint, and how do I add them?

• Quick Links web part: Edit page > + > Quick links.

How do I handle large files in SharePoint Online?

• Up to 250 GB; use sync or chunked upload for very large.

How can I integrate SharePoint with Microsoft Planner?

• Add Planner web part or connect via Teams.

What is the SharePoint site usage report, and how do I access it?

• Site settings > Site usage (views, visitors).

How do I create a wiki page in SharePoint?

• Modern: Use pages with sections; classic wiki libraries if enabled.

How can I use conditional formatting in SharePoint lists?

• View formatting > JSON for rules (colors/icons).

What are retention policies in SharePoint, and how do I apply them?

• Microsoft Purview: Label libraries for auto-retention/deletion.

How do I add a Yammer feed to my SharePoint site?

• + > Conversations web part (now Viva Engage).

How can I export SharePoint site content for backup?

• Use Migration Tool or third-party, no built-in full export.

What is a SharePoint communication site, and when should I use it?

• For broadcasting info (news, showcases); use for intranets/departments.

How do I manage site collections in SharePoint Online?

• Admin center > Sites > Active sites.

How can I use Power BI reports in SharePoint?

• + > Power BI web part > Embed report.

What are content types in SharePoint, and how do I create one?

• Templates for items with columns. Site settings > Site content types > New.

How do I set up email notifications for list items?

• Use alerts or Power Automate flows.

How can I restrict access to a specific page in SharePoint?

• Page > Share > Stop inheriting > Unique permissions.

What is the SharePoint term store, and how do I use managed metadata?

• Global tags. Admin center > Term store > Create terms; add column to library.

How do I create a survey in SharePoint?

• Use Microsoft Forms embedded, or legacy Survey app if available.

How can I use the SharePoint migration tool?

• Download SPMT > Sign in > Select source/destination.

What are site scripts and site designs in SharePoint?

• JSON for custom provisioning (advanced, via PowerShell).

How do I add a weather web part to my site?

• + > Weather web part.

How can I collaborate on Excel files stored in SharePoint?

• Open in Excel Online/desktop; co-authoring supported.

What is the difference between edit and contribute permissions?

• Edit: Modern default (add/edit/delete). Contribute: Classic equivalent.

How do I delete a SharePoint site permanently?

• Admin center > Sites > Delete (30-day recovery).

How can I use Viva Connections with SharePoint?

• Dashboard in Teams from home site.

What are SharePoint flows, and how do I troubleshoot them?

• Power Automate; check run history for errors.

How do I add a map web part to display locations?

• + > Bing Maps or embed.

How can I manage inactive sites in SharePoint?

• Admin policies for auto-deletion.

What is multifactor authentication for SharePoint access?

• Enforced via Microsoft Entra ID conditional access.

How do I create a custom form for a SharePoint list using Power Apps?

• List > Integrate > Power Apps > Customize forms.

How can I use the highlighter web part on a page?

• + > Highlighted content (for dynamic files/news).

What are SharePoint site analytics, and how do I view them?

• Site usage page: Views, unique visitors.

How do I integrate SharePoint with Microsoft To Do?

• Via tasks lists or Planner.

How can I set up a document set in a library?

• Enable content type > Add Document Set.

What is the SharePoint app bar, and how do I customize it?

• Global navigation; admin settings.

How do I handle file name restrictions in SharePoint?

• Avoid # % & * : " < > ? / | \ ; max 400 chars path.

How can I use the people web part to display team members?

• + > People or Organization chart.

What are SharePoint hubs for navigation?

• Associate sites for shared nav/search.

How do I create a bilingual SharePoint site?

• Enable multilingual pages > Translate.

How can I use the file viewer web part?

• + > File viewer > Embed PDFs, etc.

What is SharePoint's integration with Azure AD?

• Now Microsoft Entra ID for authentication/permissions.

How do I manage guest users in SharePoint?

• Site permissions > Guests; tenant settings control.

How can I set up a project management site in SharePoint?

• Use templates with lists, Planner, issues.

What are the best practices for organizing SharePoint sites?

• Use hubs, flat structure, metadata over folders.

How do I use the countdown timer web part?

• + > Countdown (for events).

How can I recover a deleted site in SharePoint?

• Admin center > Deleted sites > Restore (30 days).

What is the SharePoint framework (SPFx) for custom development?

• Client-side extensions/web parts.

How do I add a button web part to a page?

• + > Button > Link/text.

How can I use sensitivity labels in SharePoint documents?

• Apply via Office or auto via Purview.

What are SharePoint site swaps, and how do they work?

• Swap URLs between sites (admin PowerShell).

How do I create an org chart web part?

• + > People > Org chart view.

How can I troubleshoot sync issues with OneDrive and SharePoint?

• Restart OneDrive, check errors, reset cache.

What is the difference between modern and classic SharePoint experiences?

• Modern: Responsive, web parts; Classic: Older UI, limited.

How do I set up a FAQ page in SharePoint?

• Use FAQ web part (Copilot-powered), collapsible sections, or list.

How can I monitor user activity on my SharePoint site?

• Site usage > Analytics; or Microsoft 365 audit logs (admin).