It's a collection of interrelated web pages that display stored content. Now sites themselves don't actually store data. They just present it through the second component. The web page, as mentioned just a moment ago, the web page displays stored content. The site threads, all of these web pages together onto a single platform into a single box. So web pages are the user facing portion of a SharePoint site. Whenever you visit a SharePoint site, the very first thing you see is a page. Now neither sites nor pages actually stored data. They just presented. So if neither sites nor web pages actually stores data, what does well,.
That brings us to our first SharePoint component that does store data valid. Uh, SharePoint list is simply a list of data similar in structure to an Excel spreadsheet. It has rows and column headers, which allow you to organize sort, even filter content. A great example of this might be a contacts list or a project to do list. Keep in mind that lists don't always look like that column and row structure, but at its core, the data is stored just like that..
It's important to note that data stored within a list is data stored directly within SharePoint. So if you're talking about word documents or Excel spreadsheets, they wouldn't go into a list. So if neither word documents in our Excel spreadsheets go into lists, where do those go? Well, that leads us to our second data storage component here in SharePoint. The library, a library is just a mechanism to store content within shared. It's essentially a SharePoint list, but instead of holding the data directly, it holds files that whole data..
So this allows us to take word documents, Excel spreadsheets, PowerPoint presentations, even one note notebooks and store them in SharePoint for real-time collaboration. This means that I'm able to manage my word documents or facilitate PowerPoint presentations in the web with other people, no matter where they are in the world, as long as they have access to the SharePoint site. So up until this point, you have a site that site has pages, lists, and libraries. Right now, these are all separate components that haven't really had an opportunity to talk to each other..
A SharePoint app generally refers to either lists or libraries or other third-party plugins that can be integrated with a SharePoint site. So to bring it on home, you have a site that site has pages, lists, and libraries to display the data from lists and libraries on a web page. You'll need web parts or app parts to display said data. We'll talk about all of these components in a lot more detail as we go throughout this. But it's important that we introduce these core concepts to you early,.
So that as we start to introduce how to use them, you understand where they plug into the grander scheme. Go ahead and pause the video and we'll see you after the break. Now we've talked about those core components of SharePoint. Let's talk about where they plug into the broad site hierarchy of SharePoint. At the top of every SharePoint site you have referred to as a top level site. The top level site is simply that it's the highest site in an entire site collection environment..
As top level site contains all the components of a SharePoint site, including pages, lists, libraries, their own web parts, their own app parts. It's important to note that top level sites also have their own collection of permissions. Now that said a top level site can easily have a variety of children or sub site. These sub sites have their own pages, lists and libraries, web parts and app parts they're self-contained representations of their own subject matter. So generally when you see sub sites, they are of different subjects, which necessitated their own collections. So when we talk about sites like this, this could easily be the HR site in a.
Company and the finance site, the sales site, and all these different instances. It's important to remember that sub sites are no different than the top level site, except in where they exist in the sites hierarchy. Now, there are some things that are important to understand about the nuance of being a sub site versus a parent site. And we'll tackle much of that here in these videos, but when it comes to the data that they store sites are self-contained environment. Now, this could be as far as it goes, but it doesn't have to be. It's important to note sub sites can have their own sub sites within.
That, which once again, have their own collections of pages lists and libraries, web parts, and app parts, sub sites, just like the sites above them are self-contained environments. Meaning they store their own data and are largely unaffected by the fact that there is a site above them. And even a site above that. Now permissioning does have some nuance. And when we do get to the conversation on permissions, we'll talk about some of that nuance, but when it comes to the data that they store sites are alone in that data. Now, all of these components that we've talked about here, the top level site, the team site, the sub site, all of this can easily be contained within what's called.
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A site collection, which is the larger box within a box in a manner of speaking.
The ability to take all of this content top level site it's sub sites and all the data and permissions contained within and lump it together. While many organizations will only maintain a single site collection, they are by no means limited to a single site collection organizations can have as many site collections as they need site collections can have their own top level sites, which then have their own sub sites, which had then have their own sub sites within that. The biggest difference between site collections is permissions..While permissions are generally shared from the top level site down, they are not shared between site collections. So you will not see the same permissioning structure on one site collection as you will on another they're essentially firewall from each other, allowing each environment to operate autonomously from the other. This can allow for separate admin. Management teams even entirely different structures. So this is a quick introduction into site hierarchy. It's important to note that we'll give you some fun tips and tricks.
Utilizing the URL in order to identify what site collections you might be in. And likewise, within what site or sub site you might be in with every SharePoint site, there are some variables, some things that'll vary from site to site the data contained within them, for example, or the way that they set up permissions, or even the way that they've organized their navigation. But that said there are some core, absolute elements of a site that are available no matter what site or SharePoint environment you operate in. We'll talk about some of these here in this video, the first element of a site.
Or collection of elements in a site we'd like to talk about are the basic elements. There are three basic elements of every SharePoint site that you should be aware of when operating here in a SharePoint environ. Here's the SharePoint site that we're currently operating in project central, every SharePoint site has what's referred to as a homepage, meaning that when you navigate to the root URL of a SharePoint site, in this case for me slash team slash sandbox, that is the homepage that reveals itself. When the site loads up the homepage is an absolute location, meaning that no matter what, as long as you know, the route top level site URL.
Of that particular site, the homepage will load beyond the homepage. We also have a collection of what are called getting started links. Now, if you're operating in a SharePoint site like this one, that's already been built out, you're getting started. Links are a little more hidden. Generally. If you've just created a site you're getting started, links will appear at the very top portion of any SharePoint web page. However, if you are in a built-out site or if you'd like to know where to visit them, even if it is a brand new site, simply identify the gear here in the top right corner and give it a. Having given that gear at click, what you're looking for.
Are the words getting started. Now you may not see all these other options here in the dropdown, but pay that no mind instead, simply identify getting started and give it a click. The getting started links are a collection of links that are designed to help you manage or operate within any SharePoint site. In this case here, I see six different getting started links. However, it's important to note that depending on your permissions, you may see as few as two of these Microsoft is a big believer in, if you can see it, you can do it. So if you don't see all of these, it's often because either your environment doesn't allow for these tools or you don't have access to the.
Permissions necessary to use them. So these are your getting started links. And finally, with every SharePoint site, not only do we have a homepage and our welcome links, we also have access to a search box, which by default searches, just the site we're currently. However, it's important to note that search can easily be scaled to search all sites you have access to in a SharePoint environment. So those are the three core basic elements of a SharePoint site. Go ahead and pause the video and check out your site to see if you have those basic elements, identify where they are and become familiar.
With what getting started links. You have access to the second collection of elements that within a site are the navigational elements. These are core navigational context clues that allow us to identify where we are in SharePoint and how to get around it. So back to this example of project central, some navigational elements you should be aware of right out of the gate, we have, what's referred to as our top links bar, our top links bar can be found at you guested the top of any SharePoint site. It's important to note that this particular site that we're operating in here..
Is an uncustomizable SharePoint environment. Now, of course it has had some color scheme changes tweaked, but that said everything we're seeing here is out of the box SharePoint, your organization, or your SharePoint environment may have some mild customizations of which the top link spar is almost always a victim. So be mindful that it may not look exactly like this, but nonetheless, the logic and location will remain roughly the same. The top links bar allows us to navigate across external sites. So you'll notice that I'm currently in project central, but when I click on project read, it takes me in, into an entirely different site..
How do I know the URL bar? I was in the sandbox site.
I'm now one level deeper in the red site within the sandbox site. URLs are a great indicator of where you are in a SharePoint environment. So the top links bar allows us to navigate to other SharePoint sites. Clicking on them allows you to navigate. Now, not all organizations will subscribe to the top links bar being for external only. So be mindful that that can change from organization to organization, but that, that is generally considered to be the standard beyond the top links bar. On the left hand side, we have what's called the quick lunch..The quick lunch bar is always found on the left-hand side. And it defaults to showing you only content within this specific site. So we're currently inside the project central site also known as these slash sandbox site. So all the content that we're seeing here by default should be only content from within this particular site. Now like the top links bar, the quick launch bar can be customized. And we'll talk about that in later videos, beyond that at the top portion of the screen, we have our navigation bar, whereas the top links bar and the quick launch bar we're contextually specific dependent on the SharePoint site..
We happen to be in the navigation bar at the top portion of the screen. Doesn't change much if at all, depending on the site that we happen to be in the most important things to take away from the navigation bar are on these classic legacy environments in SharePoint that still allow for ribbon tabs. You're still going to see these tabs up at the top portion of this. Like the page tab, which will give you access to tools to help manage a page beyond that. However, you'll also see access to tools like share and follow and edit and be careful as a site admin sharing a site is no different than granting permissions. Something we'll talk about in future videos..
The ability to follow a site is no different than bookmarking. It. The only major difference you're going to notice between the two is that following a site and SharePoint is not dependent on your computer, whereas bookmarks are exclusively tied to your computer. If you have the ability to edit a particular page that you happen to be on, you'll see the edit button. If you don't have permission to edit a page, you may not see the edit button. So be mindful that this is one of those contextual tools we've talked about. And finally, this fourth button here on the far right-hand side, the focus on content tool, it's important to be aware of because clicking on it hides.
The top links bar, the search box. And your quick launch navigation. So be mindful of that. Clicking on that can take away a lot of your contextual navigation tools. Simply clicking on that fourth button again, we'll bring it back now, no matter what, when you're working in SharePoint, there are always tools and hooks that allow you to see how you got to where you went. So for example, if I jump into central documents here and I go into the Q1 folder, you'll notice that at the top portion of the screen, a breadcrumb trail is starting to build indicating not just where I am, but where I came from, I.
Came from the central documents library and I'm currently inside the Q1 folder. And if I had happened to jump into another folder within that, you'd see the breadcrumb trail expand. The breadcrumb trail is not just for being able to see where you came from. It's also got a functional purpose. So if you've got a file here that you need to move up. Simply drag and drop up into the breadcrumb trail and it'll actually.
Allow you to drop it further back. So those are some standard navigational elements that you'll find no matter where you are in SharePoint. So keep an eye on those. They'll always help you to get back to either where you came from or give you some context as to where you're about to go. Go ahead and pause the video and explore your SharePoint site for those core navigational elements. Remember the top links bar at the top portion of the screen, the quick launch bar on the left hand side of the screen, the navigation bar at the top.
Portion of the screen, and finally the breadcrumb trail giving you context as to where you are and how you got there. Pause the video and we'll see you after the break. The third and final collection of elements within a SharePoint site are the content. Locations where we're going to be able to go to either manage site contents, specifically through structure or managing content through settings and features or managing content that's been removed via the recycle bin..
So we'll talk about those here. First things first, it's important to note that when you first visited a SharePoint site, remember you're looking at a page. So you're not seeing all the data that's stored within a SharePoint site. And you're certainly not seeing all the structure that exists within a SharePoint site in order to see all the data and structure in a SharePoint site, and likewise be able to easily navigate and manage it. You're going to need to get into what's called site contents to access site contents, simply click on the gear here on the top right-hand corner..
The gear is without a doubt, the most valuable navigation tool that we'll talk about here in this. It allows you to sidestep bad site design or likewise, it allows you to step into a more efficient way of navigating across SharePoint environments. You know, where you need to go now, get there, clicking on the gear in the top right corner. We'll present you with a collection of tools, contextually based on what permissions you currently have..
So by clicking on that gear, you'll notice we have tools like who is the shared with, if you have the ability to edit a page, you'll see the ability to edit a page. And so on. What we're looking for is site contents. So I'm going to go ahead and give that a click clicking on site contents takes you into what's called the backstage view. This is behind the scenes. All the stuff we're seeing here is generated dynamically by Microsoft. So everything we're seeing here is not anything that can be customized. Easily out of the box. So down below, of course, we'll see our site contents, all the lists, libraries, and other third party apps that may be integrated.
With our SharePoint environment. So this is all the data in this entire site listed. In one view, it's also here that I can go to view any sub sites or children's sites here within this particular environment. You'll see here that I've got three, four different sub sites, project, red project, green, blue, and new site, which I haven't customized just yet. So here in site contents, we're seeing everything about the data and structure.
Of this particular SharePoint site. It's important to note that the site contents contents view is only showing you lists libraries and app based data for this particular. So I'm not seeing any data for project red project, blue project green, or any sites that might be above me either. So that's site contents. You'll also notice that it gives us some dynamic contextual information, including the most active documents in a particular site..
How many views we've gotten in the last seven days? A lot of really useful stuff. It's here within site contents that we can actually get into our second and third content elements, the site settings, and the recycle bin here in the top right hand corner. Now, just as a reminder, we got here by clicking on the gear here in the top right-hand corner and selecting site contents. It's important to note beyond that, clicking on the gear again, we'll also give you access to site settings..
The site settings link that we see here in the top, right corner of site contents. And the site settings that we saw in the gear are one and the same site settings contains all of the features and options that allow us to manage this particular site. The tools that we'll see available here are entirely dependent on your permissions case. In point, if you don't have the ability to manage permissions, you won't even see the users and permissions group. If you don't have permission to manage site features or delete a site, you won't see these options..
If you don't have the ability to manage the look and feel, you will not see this section. And even for many of you who are site owners, you may not be site collection, administrators, meaning there are entire collections of settings that you may not see that I currently see. Remember, if you can see it, you can do it. If you can't see it, it means you don't have the appropriate permissions. So site settings is where we go to manage not the structure and content because that's site content. Instead, we come here to manage the more intangible aspects of sites like the.
Look and feel, or the permissioning, the third and final content element of a SharePoint site is the recycle bin. You've already seen that we can get to the recycle bin by going into site contents. However, it's important to note with most modern sites these days, you can also find the recycled in linked in the quick launch bar here on the far left hand side. No matter whether you click on it using the left hand side, or by going into site contents and clicking on it in the top, right? Your, a cycle bin contains all the data that you've deleted. Here within a particular SharePoint site, it is critical to keep in mind.
That you will only ever see content that you have deleted, unless you are a site collection administrator, meaning that you have control over not just this site, but all the sites within a SharePoint environment, you will only ever be able to see content that has been deleted by you. If content is deleted by somebody other than yourself, it's contained within their recycle bin and you'll need to contact either your site administrator or your it team. In order to retrieve that data, you will only ever see content.
That you yourself have actually deleted within a SharePoint site. So those are the core content elements of a SharePoint site. It's important to know all three of them, because they will allow you to either sidestep bad site design or expedite getting from where you are to where you need to be quick. So to recap, clicking on the gear was the gateway to all of it. Clicking on the gear allows us to go into site contents or site settings. We saw that within site contents, we could find our recycle bin..
Although it's important to note again, in most modern sites, you can also find it here in the quick launch on the far left hand side. Go ahead and pause the video and explore your SharePoint site for those core content elements. And we'll see you after the break in this module, we'll talk about creating lists and libraries. If you'll remember lists and libraries are the two primary data based components of any SharePoint implementation. So it's important that we know how to create them..
So we'll talk about creating standard lists and libraries these out of the box. No specifications, no customizations lists in library. From there. We'll also start to talk about creating custom lists and libraries and what those processes entail. We'll talk about utilizing columns and more importantly, utilizing views effectively. We'll also talk about using list and library, web parts within a SharePoint web page. And finally, we'll talk about creating list templates so that when we do create those highly custom lists or libraries, we don't have to go about creating.
Them over and over and over again. If we need them, we'll be able to actually templatize the structure and views. So as to not have to go down that rabbit hole again. So a lot of really cool stuff to talk about here in module two, let's go ahead and get started to create a new list. You'll need to make sure that you have the appropriate permissions before you get started. If you're not sure whether or not you have the appropriate permit. Keep an eye out. If we see buttons here on my screen that are not on your screen, there's a decent chance that you're not being allowed to do certain things.
By SharePoint permissions, but that having been said, let's jump into it. Just start creating a list. You'll need to go ahead and identify the gear up here in the top right-hand corner of your SharePoint site. Give it a click from here. You'll see the option to add an app. In 2013, Microsoft decided they were going to be cool. So they started to reference both lists and libraries as apps. Although it's important to note that list in libraries will also be referred to individually as lists and libraries, but anytime they're.
Being referred to together, there'll be referred to as apps collectively. So you could click on, add an app right here. You can also go to site contents. And here in site contents, you'll see up at the very top the option to create something new in this case, a new list, a new library, or a new app. So two different ways to create that. Here, we'll go through the, add an app portal since that's the classic way. And then in our second video, we'll talk about going through the new list creation portal here in SharePoint..
Online. Go ahead and pause the video and get to this point. Remember we clicked on the gear and either selected, add an app or went to site contents and selected. Add an app. We'll see you after the break at the top portion of the screen, you'll see a section called noteworthy. Now keep in mind. There's nothing actually special about the noteworthy section. Microsoft has simply taken some of the most common apps lists and libraries that are..
In SharePoint online and they've put them up towards the top portion of the screen. You can find all four of these or for many of you, all three of these in the apps you can add section down below rest assured there's no special significance to these particular apps up at the top. So I'm going to go ahead and create a tasks list. I'll go ahead and give that a click and you'll notice a little pop-up window appears. So I'm adding the tasks list and it asks me to create very simply a name. Now, of course you can click on advanced options, but if you do, you'll notice.
It's still only asking really for a name. Of course, it is also asking for a description. You can use your description to help individuals find this list, or likewise, this library, uh, through search. So descriptions allow you to add more key words that will help this to bubble up in search. If you need. When it comes to naming your list or your library, it might look fairly straightforward. You'll see. It just asks for a name. However, it's not that simple. You see, it's not just asking for the name..
It's actually asking for the URL and that's kind of a big deal. You see URLs, can't be customized later when you create a list of a library from that moment on that URL will always be whatever it was that you typed into this name box right now. So it is important to give careful consideration ahead of time. It's also important to keep in mind, character limits, SharePoint implementations, at least standard SharePoint implementations are limited to 256 character URLs..
Meaning that here at the top, you're limited to 256 characters when it comes to establishing content in Sharon. So, if you were to create a library or a list name, that was my first project list. Well, right out of the gate, you're taking up a lot of space in that URL and that doesn't necessarily leave you or your users a lot of room later to add new content. So be mindful that we want to be very considerate with regards to how much space we take up when creating these lists and libraries. And so it's with that knowledge in town that we're going to share three.