SharePoint

Thinking of using SharePoint this way? In this guide, let’s talk about understanding SharePoint as a database and its limitations for this. Let’s get started. Can you use SharePoint as a database? Well, yes, and no. SharePoint is often used as a lightweight alternative to traditional databases, with reliance on lists to store and manage data. Here’s how it “can” work: On the downside, while SharePoint can mimic a database, it’s designed for collaboration, not heavy data processing. It’s suitable for small to medium-sized datasets and excels in environments where teamwork and data sharing are priorities. For complex data relationships […]

Can you consider SharePoint a CMS? In this guide, let’s talk about content management systems and whether or not SharePoint is one. Let’s get started. What are content management systems? Content management systems (CMS) help create, manage, and organize digital content efficiently. They are widely used for building websites, intranets, and managing online content, with features like: In a nutshell, these systems let businesses update their content quickly, maintaining relevance and accuracy. Popular examples include WordPress, Joomla, and Drupal, with each having unique features suited to specific industries. SharePoint as a CMS SharePoint is a powerful tool for managing and

How do you publish anything? In this guide, let’s talk about publishing in SharePoint Online including documents, files, and pages. Let’s get started. Classic vs Modern Publishing Features SharePoint Online offers two approaches for publishing: classic and modern. Each has its unique characteristics and use cases: Nowadays, most users are used to the modern experience and prefer its faster and more responsive content creation. But when deciding between the two, consider your audience’s needs and the type of content you’re publishing. Modern sites are continuously updated by Microsoft, making them more future-proof for evolving business requirements. 👉 Related: SharePoint Classic

Trying to bring back a document you deleted? In this guide, I’ll show you how you can easily recover a deleted document from SharePoint Online. Let’s get started. Where will the deleted document go? The good news is that when you delete a document in SharePoint Online, it doesn’t disappear immediately. Instead, it moves to the recycle bin, which should be the first place to check if you need to recover a file. Here’s how it works: Files in both bins are recoverable within the time limit, and after 93 days, they’re permanently deleted. If your document isn’t in the

Not sure how to log in? In this guide, I’ll show you how to log in to SharePoint Online easily, handle some issues, and more. Let’s get started. How to Access SharePoint Online Accessing SharePoint Online is simple and quick. The fastest way to do it is to enter your organization’s SharePoint site URL in the browser, which looks something like this: https://[yourorganization].sharepoint.com That will bring you to the sign-in page: Enter your email address and your correct password and if prompted, complete any additional security steps like MFA. After that, you will land on the home site of your

Curious about the flow option in a library? In this guide, let’s talk about flow in SharePoint Online, its components, how to create one, and more. Let’s get started. What is a SharePoint flow? It’s an automated workflow that connects tasks, processes, or data within SharePoint and other applications. You can build them using Power Automate to simplify repetitive business processes and help teams work more efficiently. Key features include: These flows are used in many scenarios, such as setting one to send an email alert when a file is uploaded to a library. Other common scenarios where you can

Need to share your site? In this guide, I will show you how to grant access to SharePoint Online, especially in lists and libraries. Let’s get started. What are SharePoint permission levels? SharePoint permission levels determine what actions users can take within a site. What’s nice though is that these levels are pre-configured sets of user permissions grouped to match common roles. Here are the default SharePoint permission levels: These levels simplify access management by aligning permissions with typical user needs. You can assign them to individuals or groups, though I highly recommend using groups to make it more efficient.

Want an Excel file from your list? In this guide, I will show you how to easily export a SharePoint List to Microsoft Excel. Let’s get started. Exporting a SharePoint List to Excel Exporting a SharePoint list to Excel is straightforward. The first step is to locate the desired list, open it in its desired view, and then look for the “Export” button. Select “Export to Excel” from the choices: That will immediately start the file download, and the result is a file with the extension .iqy. You can then open that file and Excel will connect to SharePoint and

Have some videos you want to download? In this guide, I will show you how to download videos from SharePoint Online, along with some alternatives. Let’s get started. Can you download videos from SharePoint? Fortunately, yes, you can download videos from SharePoint, although it depends on permissions and file access settings. SharePoint allows users to download files, including videos, if the organization has enabled downloading for their account. Here are some key points to keep in mind: For the first point, take note that without appropriate permissions, the download option won’t even appear. That’s why if you encounter issues, you

Need to update the permissions? In this guide, I will show you how to change permissions in SharePoint Online including unique permissions. Let’s get started. What are SharePoint permission levels? SharePoint permission levels define a user or group’s actions on a site, library, or item. Basically, they control access and determine who can view, edit, or manage content. What’s nice is that SharePoint provides default permission levels to make management easier. The default permission levels you will find in SharePoint are the following: As you might already know, these levels can be assigned to individuals or groups. Groups help organize