SharePoint terminology we should know about

SharePoint allows users to create intranet sites, team sites, document libraries, lists, and other features that can be customized to suit the needs of the organization. Users can also use SharePoint to create forms, build dashboards, and manage tasks.

SharePoint integrates with other Microsoft tools such as Outlook, Excel, and Power BI. It can be accessed via a web browser, a desktop application, or a mobile app, and is available both on-premises and in the cloud through Microsoft's Office 365 subscription service. SharePoint is widely used by businesses and organizations of all sizes to improve productivity, collaboration, and data management.

SharePoint has been around since 2001 when Microsoft released the first version, SharePoint Portal Server 2001. Since then, Microsoft has released multiple versions and iterations of the software.

Each version has introduced new features and improvements to the platform, such as improved collaboration, search functionality, social networking tools, and mobile access. SharePoint Online, which is a cloud-based version of the platform, has been particularly successful, allowing organizations to access SharePoint from anywhere with an internet connection, and reducing the need for on-premises infrastructure.

Site collection

A site collection is a logical container that serves as the top-level site in a SharePoint Online deployment. It contains a group of SharePoint Online sites that share common features, settings, and permissions, making it easier to manage and secure content across multiple sites.

A site collection can contain one or more SharePoint Online sites, which can be used to create web-based applications, such as team collaboration sites, document management systems, and corporate intranets. The sites within a site collection can be organized into a hierarchical structure that reflects the needs of the organization.

Site collections in SharePoint Online allow administrators to configure a range of settings that apply to all sites within the collection, such as permissions, site templates, and search configurations. They also allow administrators to manage features and solutions at the site collection level, making it easier to control the functionality available to users.

SharePoint Online provides several site collection templates that can be used to create different types of sites, such as team sites, communication sites, and hub sites. Each site collection can be customized with different features and settings, and administrators can manage permissions, security, and site settings at the site collection level.

Site collections are managed through the SharePoint admin center, which provides a centralized location for managing SharePoint Online sites and site collections. Administrators can create new site collections, manage existing site collections, and configure settings such as storage limits, sharing settings, and external sharing policies.

SharePoint supports multiple site collections within a single deployment, each with its own set of features, permissions, and content. This allows organizations to manage and secure content across multiple departments, business units, or projects, while still maintaining centralized control over the SharePoint environment.

Site

A site is a web-based application that is created within a SharePoint Online site collection. Sites in SharePoint Online can be used to facilitate collaboration and manage content and can be customized to meet the needs of specific teams, projects, or departments.

SharePoint Online sites can be created from a variety of templates, including team sites, communication sites, and hub sites. Each template is designed to support different types of collaboration and content management scenarios.

Team sites in SharePoint Online are designed to support team collaboration, document sharing, and project management. They include features such as document libraries, lists, calendars, and task lists, and can be customized with custom pages, web parts, and apps.

Communication sites in SharePoint Online are designed to share news, reports, and other information with a broad audience. They include features such as news posts, pages, and site navigation, and can be customized with different page layouts and web parts.

Sites can be customized using SharePoint's built-in tools, such as the SharePoint Online browser-based editor or the SharePoint Framework. Administrators can also configure site settings, such as permissions, sharing options, and external sharing policies.

Hub site

A hub site is a specialized type of site that provides a way to organize and connect related sites in a SharePoint Online environment. Hub sites are designed to facilitate collaboration and content sharing across different teams, projects, and departments, and provide a consistent look and feel for users across multiple sites.

To create a hub site in SharePoint Online, administrators first create a new site collection and then designate it as a hub site. They can then connect other sites to the hub site, either manually or using automated rules.

When sites are connected to a hub site, they inherit the branding and navigation settings from the hub site, which helps to create a consistent user experience across all connected sites. Users can navigate between sites using the hub site's navigation menu, which can be customized to meet the needs of the organization.

Site pages

A page is a web-based document that is used to display and share content. Pages in SharePoint can be used for a variety of purposes, such as displaying news, announcements, team information, or project updates.

SharePoint pages are designed to be easy to create and customize, using SharePoint's built-in web-based editor or other third-party tools. Pages can include a variety of different content types, such as text, images, videos, and web parts, which allow for rich and dynamic page layouts.

There are two main types of pages in SharePoint: site pages and application pages. Site pages are created within a SharePoint site and are used to display content related to that site, such as news, documents, or tasks. Application pages, on the other hand, are shared across multiple sites and are used to provide common functionality, such as site settings or search results.

Pages can be customized using a variety of different techniques, such as adding web parts, customizing the page layout, or applying custom branding. SharePoint also provides a variety of pre-built page templates, such as the "News Article" or "Blank" templates, which can be used as a starting point for customizing a page.

Pages in SharePoint can be published or unpublished, depending on the needs of the organization. When a page is published, it is visible to other users and can be accessed through a web browser. Unpublished pages, on the other hand, are only visible to the creator of the page or other designated users.

Lists

A list is a collection of data that is stored and organized in a tabular format. Lists in SharePoint can be used for a variety of purposes, such as tracking tasks, managing contacts, or storing documents.

Lists in SharePoint are designed to be flexible and customizable and can be easily created and modified using SharePoint's built-in web-based editor. Lists can include a variety of different types of data, such as text, numbers, dates, and attachments, which can be organized and sorted based on specific criteria.

Lists in SharePoint are typically organized into columns, which represent different types of data that are stored in the list. For example, a contact list might include columns for first name, last name, email address, and phone number. Lists can also include customizable views, which allow users to see the data in different formats, such as a table, a calendar, or a timeline.

Lists in SharePoint can be used in a variety of different ways, depending on the needs of the organization. For example, lists can be used to:

• Track tasks and project milestones
• Manage contacts and customer information
• Store documents and files
• Collect feedback and survey data
• Track inventory or other assets
• Manage issues or bugs in a software development project
• Collect and store data from web forms or surveys

Libraries

A library is a collection of files that are stored and organized in a central location. Libraries in SharePoint can be used for a variety of purposes, such as storing and sharing documents, images, videos, and other types of files.

Libraries can include a variety of different file types, such as Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, and more. Files in a library can be organized into folders, which can be nested to create a hierarchical structure.

Libraries provide several features that make it easy to manage and share files. For example, libraries can be configured to require checkout and check-in of files, which helps prevent multiple people from making changes to the same file at the same time. Libraries can also be configured to require approval before a file can be published, which helps ensure that only approved content is made available to others.

Libraries can be used in a variety of different ways, depending on the needs of the organization. For example, libraries can be used to:

• Store and share documents and files
• Manage version control of files
• Collaborate on files with team members
• Provide a central repository for important information
• Store and manage images, videos, and other types of media
• Provide access to files from any location, using a web browser or other device

Content types

A content type is a reusable collection of metadata settings and behaviors that can be applied to a particular category of content. Content types provide a way to define and manage structured content in SharePoint and can be used to enforce consistency and standardization across an organization's content.

Each content type defines a set of properties and settings that are used to describe a specific type of content. For example, a content type might include properties such as title, author, and date created, as well as additional settings such as workflows, document templates, and information management policies.

Content types can be created and managed using SharePoint's built-in web-based tools, and can be associated with libraries, lists, and other types of content in SharePoint. Once a content type is associated with a library or list, any items created in that library or list will inherit the properties and settings defined in the content type.

Content types provide benefits in SharePoint, including:

• Consistency and standardization: Content types ensure that all content within a particular category is structured and organized in a consistent and standardized way.
• Reusability: Content types can be used across multiple libraries and lists, making it easy to manage and maintain content across an entire SharePoint environment.
• Customization: Content types can be customized to meet the specific needs of an organization, including the addition of custom properties, workflows, and policies.
• Flexibility: Content types can be easily modified and updated as the needs of an organization change over time.

Views

A view is a customizable display of data from a list or library. Views allow users to see a specific set of data in a way that makes the most sense for their needs, and can be customized to show only the columns, filters, and sorting options that are most important.

Views can be created and managed using SharePoint's built-in web-based tools, and can be associated with lists and libraries to provide a way to display data in a structured and organized way. Views can be based on a variety of criteria, such as date created, author, document type, or any other column or metadata associated with the content.

Key features of views in SharePoint include:

• Customizable columns: Views can be customized to show only the columns that are most important for a particular user or group. Columns can be added, removed, or reordered as needed.
• Sorting and filtering: Views can be sorted and filtered based on any column or metadata associated with the content, making it easy to find the information that is most important.
• Grouping: Views can be grouped based on any column or metadata associated with the content, allowing users to see data in a hierarchical or organized way.
• Conditional formatting: Views can be customized with conditional formatting, which allows users to highlight specific data based on criteria such as date ranges, text values, or numerical values.
• Exporting and printing: Views can be exported to Excel or other formats, or printed as a report, making it easy to share data with others.

Classic and modern experiences

SharePoint Classic and Modern experiences are two different user interfaces for SharePoint sites. The Classic experience is the original user interface for SharePoint, while the Modern experience is a more modern and responsive interface that was introduced in SharePoint Online in 2016.

The main differences between the two experiences include:

• User interface: The Classic experience has a more traditional and hierarchical user interface, while the Modern experience is more streamlined and user-friendly. Modern pages have a responsive design that adapts to different screen sizes and devices, and offer a more intuitive navigation experience.
• Web parts: The Classic experience uses web parts that are more complex and less customizable than the web parts used in the Modern experience. Modern web parts are more modular, flexible, and can be easily customized to suit different needs.
• Customization: The Classic experience allows for more customization options, but requires more technical expertise. The Modern experience provides a more simplified interface for customization and allows for a wider range of customization options.
• Integration with other Microsoft tools: The Modern experience is designed to integrate seamlessly with other Microsoft tools, such as Microsoft Teams and Microsoft PowerApps, while the Classic experience may require more integration work.
• Future development: Microsoft has been investing heavily in the development of the Modern experience, with regular updates and new features being added. The Classic experience is being phased out over time, with Microsoft encouraging users to migrate to the Modern experience.

In summary, the Classic experience is the traditional interface for SharePoint that has been in use for many years, while the Modern experience is a more modern and responsive user interface that is designed to provide a better user experience and be more integrated with other Microsoft tools. While the Classic experience may offer more customization options, the Modern experience is the future of SharePoint and offers a more streamlined and user-friendly interface.

Final words

Overall, SharePoint Online provides a powerful platform for content management and collaboration, with a range of features and customization options that can help organizations to improve productivity, streamline workflows, and increase flexibility. And, knowing the appropriate terminology will help you understand better how it works, and how you can adapt it to the needs of your organization, given the flexibility and the rich features of the product.

In case you are interested in seeing practical examples, and use cases of the mentioned features, it is worth investigating our trainings offers. Eccentrix has three SharePoint trainings that correspond to the needs of customers – a SharePoint end-user training that provides the basic knowledge to operate and use a site, an intermediate training for power users, as well as an advanced training targeted at Microsoft 365 administrators that need to configure the tenant, and define the hierarchy of sites, as well as the overall structure of SharePoint.