IT Skills

Microsoft SharePoint Basics And Examples




1. Basics of Microsoft SharePoint

SharePoint is a web-based collaboration and document management platform from Microsoft. It is used for:
- Document storage & sharing
- Team collaboration & intranet sites
- Workflow automation
- Content & project management
- Integration with Microsoft 365 (Word, Excel, Power Automate, etc.)

There are two main types:
- SharePoint Online (Cloud-based, part of Microsoft 365)?
- SharePoint On-Premises (Installed locally on company servers)?

2. Examples of SharePoint Use Cases

Company Intranet – Centralized hub for company news, policies, and announcements
Document Library – Organized file storage with access control?
Project Management Site – Task tracking, calendars, and team discussions
Automated Workflows – Approvals, notifications, and process automation?
HR Onboarding Portal – Employee forms, training resources, and policies
Help Desk System – IT support ticketing and issue tracking?
Client/Partner Portals – External collaboration with secure access

3. Common SharePoint Formulas (Calculated Columns)

SharePoint allows formulas in calculated columns for automating data manipulation. Some common ones:

? Date & Time Formulas

  • Today's Date =TODAY()
  • Current Year =YEAR(TODAY())
  • Days Between Two Dates =[End Date] - [Start Date]
  • Next Due Date (30 Days from Today) =TODAY() + 30

? Number & Math Formulas

  • Sum of Two Columns =[Column1] + [Column2]
  • Average of Two Columns =([Column1] + [Column2]) / 2
  • Convert Minutes to Hours =[Minutes]/60

? Text Formulas

  • Combine Two Columns (Full Name) =[First Name] & " " & [Last Name]
  • Extract First 4 Characters =LEFT([Column1],4)
  • Convert to Uppercase =UPPER([Column1])

? Logical Formulas (IF Statements)

  • Check if a Task is Overdue =IF([Due Date]<TODAY(),"Overdue","On Time")
  • Show "Yes" if Value is Greater than 100 =IF([Value]>100,"Yes","No")
  • Assign Status Based on Score =IF([Score]>=90,"Excellent",IF([Score]>=75,"Good","Needs Improvement"))

4. Specific Scenarios & Solutions?

Scenario 1: Automating Approval Workflows
- Use Power Automate to send an approval request when a document is uploaded.
- Store approvals in a SharePoint list with status updates.

Scenario 2: Employee Leave Request System
- Create a SharePoint list with columns: Employee Name, Leave Type, Start Date, End Date, Status.
- Use Power Automate to notify HR when a request is submitted.

Scenario 3: Expiring Document Notifications
- Use a calculated column to find expiration dates: =[Expiration Date] - TODAY()
- Use Power Automate to send alerts when documents are close to expiration.

Scenario 4: Restricting Access to Certain Users
- Use SharePoint Permissions to allow only certain users/groups to view/edit documents.
- Create unique permissions for sensitive files.

Scenario 5: Dynamic Dashboard for Project Tracking
- Use Lists to track project tasks, deadlines, and owners.
- Connect Power BI for visual dashboards and reporting.

? Summary

? SharePoint is a powerful collaboration and document management platform.
It is widely used for intranets, document libraries, workflows, and automation.
Formulas in SharePoint Lists help automate calculations and data processing.
Power Automate enhances workflows by automating notifications and approvals.
SharePoint integrates with Microsoft 365, Power Apps, and Power BI for extended functionality.

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