Course Description

SharePoint Online is Microsoft's cloud-based collaboration platform that enables teams to create, manage, and share content efficiently across organisations. This comprehensive course provides participants with the essential skills and knowledge to effectively utilise SharePoint Online within the Office 365 environment.

Delivered by experienced Microsoft-certified trainers with extensive practical experience in SharePoint deployment and administration, the course combines theoretical knowledge with hands-on exercises to ensure delegates gain confidence in using SharePoint Online for document management, team collaboration, and content organisation.

Target Student

This SharePoint Online course is designed for business users who need to work with SharePoint as part of their daily activities. It is relevant to:

• Office administrators and support staff
• Team members collaborating on shared documents and projects
• Department coordinators managing team sites
• Business professionals transitioning to Office 365
• Anyone responsible for document management and team collaboration
• Users migrating from on-premises SharePoint to SharePoint Online

Pre-requisites

Delegates attending this course should have:

• Basic computer literacy and familiarity with Microsoft Windows
• Working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
• An understanding of web browsers and internet navigation
• Access to an Office 365 account with SharePoint Online (this will be provided for training purposes if required)
• No prior SharePoint experience is required

Performance Based Objectives

Upon successful completion of this course, delegates will be able to:

• Navigate confidently within the SharePoint Online interface and understand its relationship to Office 365
• Create, manage, and maintain SharePoint lists to organize business information
• Work effectively with document libraries including uploading, editing, and sharing documents
• Apply metadata and use views to organise and filter content efficiently
• Implement version control and document check-in/check-out procedures
• Collaborate on documents using co-authoring features
• Configure alerts and notifications to stay informed of content changes
• Synchronise SharePoint libraries with local devices for offline access
• Utilise Office 365 web applications for document creation and editing
• Apply best practices for document management and team collaboration

Course Content

Module 1 - Understand SharePoint

Introduction to the SharePoint Online platform and its integration within the Office 365 ecosystem:

• Introducing Office 365 and SharePoint Online - understanding the relationship between Office 365 services, the role of SharePoint Online in organisational collaboration, and key differences between SharePoint Online and on-premises SharePoint
• Connect to SharePoint Online - accessing SharePoint through web browsers, the Office 365 home page, SharePoint mobile apps, and understanding authentication methods
• The SharePoint environment - navigating the modern SharePoint interface, understanding sites, subsites, and site collections, the Quick Launch navigation, and top navigation bar
• The Ribbon interface - understanding contextual ribbons, command groups, and how ribbon options change based on selected items and context
• Understanding SharePoint terminology - sites, lists, libraries, pages, web parts, and apps
• Search functionality - using the SharePoint search bar, understanding search results, and refining searches

Module 2 - SharePoint Lists

Understanding and working with SharePoint lists to organize structured business information:

• SharePoint list apps - understanding different list types (custom lists, tasks, contacts, calendar, announcements, links), when to use each list type, and creating new lists
• Introducing list items - adding new items to lists, editing existing items, understanding list forms, working with different column types (text, number, choice, date, person), and required versus optional fields
• Managing list items - sorting and filtering list information, using quick edit mode for bulk updates, deleting items, and exporting lists to Excel
• The site recycle bin - understanding deleted items, restoring items from the recycle bin, permanently deleting items, and second-stage recycle bin for site collection administrators
• List permissions and sharing - understanding permission levels and sharing lists with team members

Module 3 - SharePoint Library

Working with document libraries as the foundation of SharePoint document management:

• Working with SharePoint library - understanding document libraries versus lists, creating new document libraries, the default Documents library, and specialised library types (picture libraries, asset libraries)
• The library app interface - understanding the library toolbar, Files ribbon, Library ribbon, and view options (list view, tiles view, compact view)
• Working with documents - opening documents in browser versus desktop applications, creating new documents directly in the library, editing document properties, and working with folders within libraries
• Document item menu - accessing the document context menu (ellipsis menu), available actions for documents, and understanding command availability based on permissions
• Library settings - accessing and understanding library settings, general settings, permissions and management, and communications options

Module 4 - Manage Items in the Library

Advanced techniques for organising and accessing library content:

• Metadata - understanding the importance of metadata, creating custom columns, column types (text, choice, managed metadata, calculated, lookup), required versus optional columns, and best practices for metadata design
• Filter content - using column headers to filter and sort, creating complex filters, understanding filter pane, and saving filter preferences
• Working with views - understanding default views (All Documents, Recent, Shared with us), switching between views, understanding view settings (columns included, sort order, filter criteria, grouping), and when to use different views
• Managing views - creating custom views (standard views and datasheet views), modifying existing views, setting default views for libraries, creating personal versus public views, and deleting views
• Grouping and totals - grouping documents by metadata columns and calculating totals for numeric columns

Module 5 - Manage Content

Essential skills for day-to-day document management and collaboration:

• Upload documents - uploading single documents via drag-and-drop, uploading multiple documents, uploading folders, and understanding upload limitations
• Download documents - downloading individual documents, downloading multiple documents as a zip file, and managing download locations
• Using Alerts - creating alerts for libraries or individual documents, alert frequency options (immediate, daily summary, weekly summary), understanding alert notifications, and managing existing alerts
• Share a document - sharing individual documents with internal users, sharing with external users (guest access), understanding sharing permission levels (view only, edit), generating sharing links, and removing access
• Versions - understanding version history, viewing previous versions, restoring previous versions, comparing versions, and deleting version history
• Check out / check in a document - when to use check-out, checking out documents for exclusive editing, making changes while checked out, checking in documents with comments, discarding check-out, and viewing who has documents checked out
• Document Collaboration and co-authoring - simultaneous editing by multiple users, real-time presence indicators, understanding conflicts and conflict resolution, commenting and @mentions, and co-authoring best practices
• Sync a SharePoint library - using OneDrive sync client, selecting libraries to sync, accessing synced files through File Explorer, understanding online versus offline availability, and troubleshooting sync issues
• Moving and copying documents - moving documents between libraries, copying documents, and understanding the impact on version history and metadata

Module 6 – Office 365 Apps

Understanding and utilising Office 365 web applications for document creation and editing:

• Online vs Desktop Apps - understanding the differences between Office web apps and desktop applications, when to use each option, feature comparison, and how to switch between web and desktop apps
• Use Word Online - creating and editing Word documents in the browser, formatting options available in Word Online, real-time co-authoring, and limitations compared to desktop Word
• Use Excel Online - creating and editing spreadsheets, working with formulas and functions, charting capabilities, and Excel Online limitations
• Use PowerPoint Online - creating and editing presentations, slide design and formatting, presentation mode, and differences from desktop PowerPoint
• Use Outlook Online - accessing email through Office 365, calendar integration with SharePoint, and understanding Outlook's role in SharePoint notifications
• Use OneNote Online - creating and organising notebooks, integration with SharePoint for team notebooks, section and page management, and OneNote collaboration features
• Seamless editing experience - understanding AutoSave functionality, switching from web to desktop applications, and the "Open in Desktop App" feature

Assessment and Practice

Throughout the course, delegates will participate in:

• Hands-on exercises after each module to reinforce learning
• Practical scenarios reflecting real-world business situations
• Group activities to practice collaboration features
• A final capstone exercise integrating all course concepts
• Q&A sessions to address specific organisational requirements

Delegates will receive a certificate of completion upon successfully finishing all course activities and demonstrating proficiency in SharePoint Online core functionality.