book

Microsoft 365 and SharePoint Online Cookbook - Second Edition

by Gaurav Mahajan, Sudeep Ghatak, Nate Chamberlain, Scott Brewster

February 2024

Beginner

642 pages

15h 44m

English

Packt Publishing

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Who this book is forWhat this book coversTo get the most out of this bookSectionsGetting readyHow to do it…How it works…There’s more…See alsoGet in touch
Getting the most out of this book – get to know your free benefits The infrastructure business is changing!The evolution of Microsoft 365What is Microsoft 365?LicensingMicrosoft 365 appsSigning in to Microsoft 365Microsoft 365 user interfacePage header – the suite barSettings iconPage contentMicrosoft 365 admin interfaceMicrosoft 365 admin rolesLet’s get started!
Getting to the SharePoint start pageGetting readyHow to do it...How it works...See alsoCreating a modern siteGetting readyHow to do it...How it works...Types of modern sites Site creation next stepsThere’s more...Site versus site collectionModern versus classic experienceReusing a site as a templateSee alsoViewing site contentsGetting readyHow to do it...How it works...See alsoCreating a listGetting readyHow to do it...How it works...Deleting a listSee alsoAdding an item to a listGetting readyHow to do it...How it works...There’s more...Viewing and editing itemsDeleting an itemOther actionsSee alsoCreating a document libraryGetting readyHow to do it...How it works...See alsoUploading documents to a libraryGetting readyHow to do it...How it works...Uploading a folderThere’s more...Document actionsSee alsoDeleting and restoring a fileGetting readyHow to do it...How it works...There’s more...Emptying the recycle binFile deletion in OneDriveRestoring a libraryDeleting library columnsDeleting previous file versionsSee alsoSharing a documentGetting readyHow to do it...How it works...Types of linksThere’s more...Copy linkSee alsoSearching contentGetting readyHow to do it...How it works...See also
Changing the lookGetting readyHow to do it...How it works...See alsoAdding a pageGetting readyHow to do it…How it works...Entering basic page informationPublishing a pageThe Site Pages libraryThere’s more…Components of a SharePoint pageContent approvalNews posts and news linksDeleting a pageSee alsoAdding a web partGetting readyHow to do it...How it works...There’s more...Audience targetingAdding an appGetting readyHow to do it...How it works...Types of appsRemoving an app from your siteSee alsoModifying the top navigationGetting readyHow to do it...How it works...There’s more...Cascading menus and mega menusSee also...Modifying the left navigationGetting readyHow to do it...How it works...There’s more…Hiding Quick Launch or changing orientationSee also...Viewing and changing site settingsGetting readyHow to do it...How it works...Determining and revoking permissions for a siteGetting readyHow to do it...How it works...Site permissionsPermission levelsPermission inheritancePermission groups in SharePointSite collection administratorThere’s more...See also...Creating a subsiteGetting readyHow to do it...How it works...See also...
Creating a list from an existing Excel fileGetting readyHow to do it...How it works...There’s more...Creating a list from a templateCreating a list from an existing listSaving a list as a templateExporting a list using site scriptsExporting a list using PnPExporting a list using list settingsSee alsoAdding a columnGetting readyHow to do it...How it works...There’s more...Editing or deleting a columnOther column settingsColumn formattingList form customizationSite columnsSee alsoCreating a custom list viewGetting readyHow to do it...How it works...There’s more...Microsoft Teams document library viewsThe Items that need attention viewBulk-editing propertiesExporting to CSV or ExcelAdvanced view formattingIn-place view filtering, sorting, and groupingFilters paneWorking with large lists and librariesUsing Edit in grid view to bulk-edit list itemsGetting readyHow to do it...How it works...Viewing and changing list settingsGetting readyHow to do it...How it works...There’s more...Modern versus classic list and library experienceSee alsoViewing and changing list permissionsGetting readyHow to do it...How it works...There’s more...Item permissionsNavigation and search visibilitySee alsoAdding alertsGetting readyHow to do it...How it works...There’s more...Notification emailsFinding and deleting other users’ alertsSee also
Creating a new documentGetting readyHow to do it...How it works...There’s more...Governance and information architectureSee alsoAssociating a document templateGetting readyHow to do it...How it works…See alsoViewing and editing documents in the browserGetting readyHow to do it...How it works...There’s more...Editing and Viewing modesCo-authoring documents in the browserSee alsoViewing and editing documents in the clientGetting readyHow to do it...How it works...The Open in Desktop App optionThere’s more...AutoSave in the client appCo-authoring documents in the client appDocument metadataSee alsoDownloading documentsGetting readyHow to do it...How it works...See alsoMoving and copying documentsGetting readyHow to do it...How it works...Viewing and changing document library settingsGetting readyHow to do it...How it works...See alsoVersioning settings, content approval, and document checkoutGetting readyHow to do it...How it works...Other versioning settingsThere’s more...Checkout process for documents that open in the clientCo-authoring and versioning settingsSee also
Uploading a file to OneDriveGetting readyHow to do it...How it works...File and folder operationsThere’s more...OneDrive home pageSee alsoSyncing files and foldersGetting readyHow to do it...How it works...OneDrive app settingsThere’s more…Add a shortcut to OneDriveFiles On-DemandSync issuesSharing a fileGetting readyHow to do it...How it works...There’s more...Links granting accessRequesting filesSee also
Installing TeamsGetting readyHow to do it...How it works...Teams top panelThere’s more...See alsoCreating a new teamGetting readyHow to do it...How it works...There’s more...Microsoft Teams templatesSee alsoAdding a memberGetting readyHow to do it...How it works...See alsoJoining a teamGetting readyHow to do it...How it works...There’s more..See alsoLeaving a teamGetting readyHow to do it...How it works...See alsoDeleting a teamGetting readyHow to do it...How it works...See alsoCreating channels and tabsGetting readyHow to do it...How it works...Showing or hiding teams and channelsManaging notificationsSee alsoInitiating conversations via postsGetting readyHow to do it...How it works...There’s more...See alsoScheduling a meetingGetting readyHow to do it...Scheduled meetingsMeet in a channelMeet nowLive eventsHow it works...Live captionsCustom backgroundsAvatarsThere’s more...See alsoSharing filesGetting readyHow to do it...Sharing files via the Upload buttonSharing files via conversationsSharing files via SharePointHow it works...See alsoSearching within TeamsGetting readyHow to do it...How it works...Searching for messages and conversations within teamsSearching for people in your Microsoft 365 tenantSearching for files within Teams and other Microsoft 365 locationsSee alsoAdding a connectorGetting readyHow to do it...How it works...There’s more...See alsoUsing approvals in TeamsGetting readyHow to do it…How it works…There’s more...See alsoCreate a channel calendar tabGetting readyHow to do it...How it worksThere’s more...See alsoCreating custom registration forms for Teams meetingsGetting readyHow to do it…How it works…There’s more...See alsoUsing breakout rooms in Teams meetingsGetting readyHow to do it…How it works…There’s more...See also
Technical requirementsIntroducing flowsFlow landing pageCreating a flow using a templateGetting readyHow to do it…How it works…Flow componentsFlow historyFlow propertiesThere’s more…See alsoEditing a flowGetting readyHow to do it...How it works...See alsoTesting a flowGetting readyHow to do it...How it works...See alsoExporting a flowGetting readyHow to do it...How it works...See alsoImporting a flowGetting readyHow to do it...How it works...See alsoAdding owners to a flowGetting readyHow to do it...How it works...See alsoSharing your flowGetting readyHow to do it…How it works…ConnectionsInstant/manual flowsThere’s more…See alsoCreating a solutionGetting readyHow to do it...How it works...See alsoCreating a flow in a SharePoint libraryGetting readyHow to do it...How it works...See alsoCreating a business process flowGetting readyHow to do it…How it works…See alsoCopilot in Power AutomateGetting readyHow to do itHow it worksSee also
Creating a template-based appGetting readyHow to do it...How it works...Power Apps StudioFormulasSaving and publishingVersioningSee alsoConnecting to data sourcesGetting readyHow to do it...How it works...There’s more…See alsoAdding screensGetting readyHow to do it...How it works...There’s more…See alsoCreating a canvas app from a blank templateGetting readyHow to do it...How it works...There’s more...Power Apps eventsVariablesFunctionsPower Apps and AISee alsoCreating Power Apps from a SharePoint list/libraryGetting readyHow to do it...Customize formsCreate an appHow it works...There’s more...See alsoCreating a Power Pages website using Power AppsGetting readyHow to do it…How it works…There’s more...See alsoCreating a model-driven appGetting readyHow to do it…How it works…See alsoCustom pages and the modern app designerGetting readyHow to do it…How it works…See also

Sharing a Power AppGetting readyHow to do it...How it works...See alsoEmbedding a Power App in TeamsGetting readyHow to do it…How it works…There’s more...See alsoEmbedding a Power App on a SharePoint pageGetting readyHow to do it…How it works…There’s more...See alsoCreating a Power App using Dataverse for TeamsGetting readyHow to do it…How it works…See alsoExporting a Power AppGetting readyHow to do it…How it works…See alsoImporting a Power AppGetting readyHow to do it…How it works…See alsoCopilotGetting readyHow to do it...How it works…Creating tables and columnsAdding controls to a formWriting formulas
Technical requirementsRetrieving dataGetting readyHow to do it…How it works...See alsoTransforming dataGetting readyHow to do it...How it works...See alsoModeling dataGetting readyHow to do it...How it works...There’s more...Calculated columnsMeasuresSee alsoVisualizing dataGetting readyHow to do it...How it works...There’s more...See alsoSharing a report, dashboard, or datasetGetting readyHow to do it...How it works...See alsoCreate a dashboardGetting readyHow to do it…How it works…There’s more…See alsoEmbed a Power BI report on a SharePoint pageGetting readyHow to do it… How it works…There’s more...See alsoPower BI and AIMicrosoft FabricReferences
Introducing AIWhat is generative AI?Prompt engineering and how we wrote this chapterWhat is OpenAI?Copilot in Microsoft 365Technical requirementsConversational AI chatbotsChatGPTMicrosoft CopilotCopilot with commercial data protection Copilot for Microsoft 365Copilot in WindowsDifferences between the various AI chatbotsCopilot in Microsoft 365 appsCopilot in WordCopilot in ExcelCopilot in PowerPointCopilot in OutlookCopilot in TeamsCopilot in Microsoft LoopCopilot in Microsoft WhiteboardCopilot in Microsoft OneNote Copilot in Microsoft StreamCopilot in Microsoft SharePointCopilot in Microsoft OneDriveCopilot in Microsoft VivaCopilot in Power PlatformCopilot in Power AppsCopilot in Power AutomateCopilot in Power Virtual Agents (Copilot Studio)Copilot in Power BICopilot in Power PagesData privacy and securityThe future of CopilotSummaryFAQs
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Content preview from Microsoft 365 and SharePoint Online Cookbook - Second Edition

4 Lists and Libraries in SharePoint Online

SharePoint lists enable you to organize and view your information in a tabular format, just as you would organize it in an Excel spreadsheet or a database table. Just like spreadsheets or database tables, lists have columns and rows. Columns identify the type of information that gets stored in the lists and rows (also called list items) are responsible for storing this information. SharePoint comes with a set of ready-to-use list templates that can be used to create lists with pre-built functionality. Examples of such lists are the Issue tracker, Employee onboarding, Recruitment tracker, and Asset manager list templates. Your organization can also create organization specific reusable list templates ...