SHAREPOINT ONLINE SKILLS PROGRESSION

1. New End User (Beginner Level)

This role focuses on basic usage for everyday collaboration and content access. No administrative privileges required.

• Access and navigate SharePoint sites, including team sites and communication sites.
• View, open, edit, and save documents in document libraries using online editors like Word Online or Excel Online.
• Upload, download, and organize files and folders within libraries.
• Search for content using basic search features and filters.
• Share files and folders with internal or external users via links, with basic understanding of sharing options.
• Sync SharePoint libraries to a local computer using OneDrive for offline access.
• Follow and unfollow sites or documents for quick access in the SharePoint home page.
• Use basic collaboration features, such as commenting on documents or co-authoring in real-time.

2. Intermediate End User

Building on beginner skills, this level involves content organization and simple customization for personal or team productivity.

• Create and manage simple lists (e.g., task lists, issue trackers) and add items.
• Add columns (metadata) to lists and libraries for better organization, such as custom fields for categories or dates.
• Create and modify views in lists and libraries to filter, sort, and group data.
• Set up alerts and notifications for changes to documents or lists.
• Use version history to track changes, restore previous versions, and enable check-in/check-out for document control.
• Apply basic formatting to pages, like adding text, images, or links.
• Integrate SharePoint with other Microsoft 365 apps, such as posting news or embedding content in Teams channels.
• Understand and apply basic content approval processes for moderated libraries.

3. Advanced End User / Site Owner

This role involves site-level management and customization, often for team leads or department owners with site owner permissions.

• Create new team or communication sites and configure basic site settings (e.g., themes, headers, footers).
• Customize site pages using web parts (e.g., document libraries, image galleries, news feeds).
• Manage site navigation, including quick links, menus, and hub site associations for better user experience.
• Configure and manage permissions at the site, library, or item level, including creating custom groups and breaking inheritance.
• Define content types and site columns for standardized data management across sites.
• Use Power Apps to create custom forms for lists and libraries.
• Build basic automated workflows using Power Automate (e.g., approval flows, notifications based on triggers).
• Monitor site activity with basic analytics and reports on usage.

4. Junior SharePoint Administrator (Entry-Level Admin, 0-2 Years Experience)

Transitioning to administration, this role handles routine operational tasks under supervision, requiring foundational IT knowledge and basic scripting.

• Provision user access, including adding/removing users and assigning roles via SharePoint groups or Microsoft 365 groups.
• Create and delete sites, manage site collections, and handle basic storage quotas.
• Perform basic troubleshooting for common issues like access errors or sync problems.
• Use basic PowerShell scripting for simple automation, such as reporting or user management.
• Document administrative procedures and maintain knowledge bases for user support.
• Implement basic backup and restore using Recycle Bin and version history.
• Assist with user training on end-user features and adoption best practices.
• Monitor basic usage reports and alerts for anomalies.

5. SharePoint Administrator (Mid-Level, 2-5 Years Experience)

This role manages daily operations, security, and integrations in larger environments, with deeper technical expertise.

• Manage site collections comprehensively, including structuring subsites, applying templates, and optimizing navigation.
• Configure advanced permissions, access controls, and external sharing policies, integrating with Azure Active Directory for conditional access.
• Set up and manage document libraries and lists with advanced features like metadata navigation, retention policies, and content approval.
• Automate workflows extensively with Power Automate, integrating with Teams, Outlook, OneDrive, and Power BI.
• Customize and brand sites using themes, site templates, hub sites, and modern web parts.
• Monitor performance, usage, and health via the SharePoint Admin Center, including activity reports and diagnostics.
• Handle backups, restores, data retention, and compliance using Microsoft Purview tools like labels and policies.
• Support hybrid environments if applicable, configuring search and identity sync with Azure AD Connect.
• Provide user support, conduct training sessions, and drive adoption through feedback and champion programs.

6. Qualified SharePoint Online Admin (Senior/Certified Level, 5+ Years Experience)

This advanced role involves strategic governance, optimization, and leadership, often requiring certifications like Microsoft Certified: Microsoft 365 Enterprise Administrator Expert or similar. It represents a "qualified" admin with proven expertise in large-scale, compliant environments.

• Design SharePoint architecture for scalability, including capacity planning, disaster recovery, and enterprise governance policies.
• Use advanced PowerShell, PnP PowerShell, and SharePoint Framework for custom solutions, scripting, and extensions.
• Implement security best practices, including Data Loss Prevention (DLP), sensitivity labels, eDiscovery, and audits.
• Integrate SharePoint deeply with Microsoft Power Platform (Power Apps, Power Automate, Power BI) and Azure services for custom apps and AI features (e.g., SharePoint Syntex).
• Manage change, collaborate with stakeholders on business requirements, and align SharePoint with organizational compliance (e.g., GDPR, HIPAA).
• Lead migrations, upgrades, and hybrid/cloud integrations, ensuring seamless user experience.
• Generate executive reports, optimize performance bottlenecks, and mentor junior admins.
• Stay updated with Microsoft updates, pursue continuous learning, and handle soft skills like communication, problem-solving, and project management for stakeholder engagement.

This progression can vary based on organization size and specific needs, but it provides a logical buildup from basic usage to expert administration. For official training, refer to Microsoft Adoption resources or Microsoft Learn for hands-on modules.