GENERAL USER SKILLS

Essential skills an average general user of SharePoint Online should demonstrate to effectively navigate, manage, and collaborate within a SharePoint environment. These skills are tailored for users who interact with SharePoint as part of their daily work.

Navigation and Interface Familiarity

General users should be comfortable navigating SharePoint Online’s interface and accessing resources efficiently.

  • Access SharePoint Sites:
    • Log in to SharePoint Online via a web browser  and locate assigned team sites, communication sites, or hubs.
  • Navigate Site Structure:
    • Understand and navigate site hierarchies, including homepages, subsites, document libraries, lists, and pages.
  • Use the Search Functionality:
    • Perform basic searches to find documents, pages, or content using keywords or filters within a site or across the tenant.
  • Understand Navigation Elements:
    • Use the Quick Launch menu, top navigation bar, and breadcrumbs to move between pages and resources.
  • Access Mobile Apps:
    • Use the SharePoint mobile app to access sites, documents, and notifications on mobile devices.

Document Management

Users should be able to work with documents in SharePoint Online’s document libraries, which are central to collaboration and content storage.

  • Upload Documents:
    • Upload files (e.g., Word, Excel, PDF) to a document library via drag-and-drop or the upload button.
  • Create and Edit Documents:
    • Create new documents directly in SharePoint using integrated Microsoft 365 apps (e.g., Word, Excel) and edit them online.
  • Organize Files:
    • Create folders, move or copy files between folders or libraries, and rename files while adhering to naming conventions.
  • Version Control:
    • Understand version history, view previous versions of a document, and restore a prior version if needed.
  • Check-In/Check-Out:
    • Check out a document to prevent others from editing it simultaneously and check it back in after making changes.
  • Share Documents:
    • Generate and share document links with colleagues and set basic sharing permissions (e.g., view or edit).

Collaboration and Sharing

SharePoint Online is a collaborative platform, and users should be able to work with others effectively.

  • Collaborate in Real-Time:
    • Co-author documents in real-time using Microsoft 365 apps integrated with SharePoint.
  • Manage Permissions:
    • Understand basic sharing settings and recognize when to request admin assistance for advanced permissions.
  • Use Comments and @Mentions:
    • Add comments to documents or pages and use @mentions to notify team members.
  • Follow Sites or Documents:
    • Follow SharePoint sites or specific documents to receive updates on changes or new content.
  • Participate in Teams Integration:
    • Access SharePoint files and resources linked to Microsoft Teams channels and collaborate within the Teams interface.

Lists and Data Management

Users should be able to interact with SharePoint lists, which are commonly used for tracking tasks, issues, or other data.

  • View and Filter Lists:
    • Navigate to a SharePoint list, view items, and apply basic filters or sorting to find specific information.
  • Add and Edit List Items:
    • Create new list items (e.g., tasks, calendar events) and edit existing items as permitted.
  • Export Lists:
    • Export a list to Excel for reporting or analysis purposes.
  • Understand Views:
    • Switch between different list views (e.g., All Items, My Items) to display data in the desired format.

Content Creation and Page Editing

Users should have basic skills to contribute to or update SharePoint site content.

  • Edit Pages:
    • Add or edit text, images, or web parts on SharePoint pages using the modern page editor.
  • Add Web Parts:
    • Insert common web parts, such as news, quick links, or highlighted content, to customize pages.
  • Create News Posts:
    • Create and publish news posts on communication sites to share updates with team members.
  • Understand Site Content:
    • Differentiate between site pages, news posts, and document libraries to manage content appropriately.

Notifications and Alerts

Users should know how to stay informed about changes in SharePoint Online.

  • Set Up Alerts:
    • Configure alerts for specific documents, libraries, or lists to receive email or mobile notifications about updates.
  • Manage Notifications:
    • View and manage notifications received via email, the SharePoint mobile app, or Microsoft Teams.
  • Monitor Activity:
    • Check the activity feed on a site or document library to see recent changes or contributions.

Basic Troubleshooting and Best Practices

Users should be aware of common issues and best practices to ensure smooth interaction with SharePoint Online.

  • Sync Libraries:
    • Sync document libraries to a local computer using OneDrive for Business for offline access and understand how to resolve sync conflicts.
  • Recognize Permissions Issues:
    • Identify when access is restricted (e.g., “Access Denied” errors) and contact the site owner or administrator for assistance.
  • Adhere to Naming Conventions:
    • Follow organizational guidelines for naming files, folders, and list items to maintain consistency.
  • Avoid Common Errors:
    • Understand basic troubleshooting, such as clearing browser cache or checking file size limits, to resolve common issues.
  • Practice Security Awareness:
    • Avoid sharing sensitive documents externally without approval and understand the importance of not storing personal or sensitive data inappropriately.

Integration with Microsoft 365

Since SharePoint Online is part of the Microsoft 365 ecosystem, users should understand basic integrations.

  • Access via Microsoft Teams:
    • Navigate to SharePoint content embedded in Teams channels and understand the relationship between Teams and SharePoint.
  • Use OneDrive Integration:
    • Recognize how SharePoint document libraries integrate with OneDrive for Business for file access and syncing.
  • Leverage Outlook:
    • Share SharePoint document links via Outlook email and add SharePoint calendars or tasks to Outlook.
  • Work with Power Automate (Basic):
    • Trigger simple automated workflows, such as receiving approval requests or notifications, if set up by administrators.

Target Audience

  • This skill set is designed for general users, such as employees in roles like marketing, HR, finance, or operations, who use SharePoint Online for collaboration, document management, and basic content creation.
  • These users are not expected to have administrative privileges or technical expertise in SharePoint configuration.
  • Training Recommendations To achieve proficiency in these skills, users should:
    • Complete Microsoft’s official SharePoint Online training modules (available via Microsoft Learn).
    • Participate in organization-specific SharePoint training sessions.
    • Practice hands-on tasks in a test SharePoint site to build confidence.
    • Reference Microsoft 365 support documentation or internal IT resources for guidance.

By mastering these core SharePoint Online skills, general users can effectively collaborate, manage content, and contribute to their organization’s digital workplace.

Notes:

  • This document focuses on skills for the modern SharePoint Online experience, as the classic experience is being phased out.
  • For any questions about specific organizational configurations or policies, users should consult their IT department or SharePoint administrator.

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