Welcome to

SharePoint
Training
SharePoint is brought to you by
your team's Informa’s Global Support
collaboration
space in the
Discover what SharePoint is and
cloud. how it can work for you and your
team.

You’ll learn how to navigate, edit,

share, and collaborate on
documents in SharePoint.
 SharePoint Training Outline

 What is SharePoint?  Create or Upload Files and Folders

 Document Storage: OneDrive vs. SharePoint  Open and Edit Office Documents
 Logging into SharePoint  Co-Authoring SharePoint Files
 Navigate SharePoint Online  Check Out / Check In a File (Lock a File)
 Understanding SharePoint Permissions  Version History
 Create a New SharePoint Site  Sharing Files and Folders
 Navigate a SharePoint Site  SharePoint Sync
 Navigate the Documents Library  SharePoint Training Conclusion
 Work with Files in the Documents Library
 What is SharePoint?

• SharePoint is a place to store documents and collaborate on them.

• SharePoint is accessed from your browser connecting in a cloud using a
computer, tablet, or mobile device.
• SharePoint is integrated with all O365 products:
Word, PowerPoint, and Excel etc
• SharePoint is also integrated with Microsoft Teams file storage so you might
already be familiar with it.
• SharePoint has excellent search capabilities so you can always get to your
files quickly and easily!
 Document Storage:
OneDrive vs. SharePoint

OneDrive is where you save your personal

documents with the occasional sharing of files
within Informa (internal contacts only).

SharePoint is where you store files that require

collaboration with your team and share within
Informa as well as with external contacts.
 Let’s Get Started: SharePoint Login

• To quickly access SharePoint from your browser, go to

https://sharepoint.informa.com

• You can also click the app launcher (aka the waffle)
when you are logged into Office 365 and select SharePoint.

• Always keep an eye out for any email invites in Outlook – someone
might be inviting you to a site or to collaborate on a document.
 Navigate SharePoint Online
The SharePoint home page is where you can create a new SharePoint site
and easily access or find SharePoint sites within Informa.

Search
Create Find sites, files or
Create a new SharePoint site or people.
News Post.

Find Your Sites

Following displays sites you follow,
like your team sites or a site from Featured
another group you work with. Content
Recent shows any site you’ve gone News from sites,
to recently. Frequent sites
Featured sites is what Informa and Suggested
wants to showcase. sites.
 Understanding SharePoint Permissions
When you log into SharePoint, you will see any sites you have access to. The files you store
on a SharePoint site are available to anyone who is a owner or member of that site.

• Owners: moderators of the site (full control).

Full control of the site structure, add and remove members, settings and document
management, document and site deletion and recovery.

• Members: standard users can fully collaborate in the site but cannot manage access
or site settings (limited control).
Create, Upload, Edit, Delete and Share Documents.

Only Informa colleagues can be owners or members in a SharePoint site.

However, you can share specific files and folders with individuals (both internal and
external contacts) who do not have site access.
 Create a New SharePoint Site
1. Select + Create site (top left of the SharePoint home page).

2. In the setup wizard: Select ‘Team Site’ (not a Communication site).

3. Choose ‘Standard team’ template.

4. Enter the Site Name (a unique one that is easily identified by all team
members with a clear description) for the site.

5. Select if the site will be Public or Private (should all Informa be able to
see and join – Public or only your group can see and join Private?).

6. You must assign 2 owners and at least 2 members (you should

establish site management prior to creating.

7. Select Finish.
 Navigate a SharePoint Site
Members
Search
In the top right you will find
Top center you can use “Search this library”
membership details. See who are
to find any files or folders.
the site owners and members.

Site Details
In the top left is the site name and if the site is
Private or Public.

Left navigation options:

Home brings together team news, events, recent

documents and other resources that can be customized by
site owners specific to your team.

All site members main focus will be on Documents where

all your content will be stored.

Site Contents allows owners to view a list

of all pages, libraries, and any apps on their site.

Recycle Bin
If you delete a file/folder it will remain in the Recycle Bin
for 93 days. Both owners or members can restore any
items that appear in the Recycle Bin within 93 days.
*However, if someone empties the Recycle Bin or the
quota exceeds and deleted items starts purging the oldest
items, only site owners can restore from the secondary
recycle bin (still within the maximum 93 day limit).

Edit utilized by site owners to customize

this access toolbar.
 Navigate the Documents Library

• In the Documents list you will see all your folders and files. Click into any folder and you
will see the breadcrumb folder list at the top so you can easily return to a main folder at
any time.
• The headings at the top in a folder view are also filter and sort buttons.

• At the top you will see the Command bar. When you select a folder or a file the
command menu will change so always observe the options at the top.

• You have the share icon and an Actions menu (the ellipses) with similar options on the
command bar - just a different way of accessing these features like Preview, Share, Copy
or Rename.
Work with Files in the Documents Library
 Create or Upload Files and Folders

You can create new files and folders and upload existing files and folders from your device.

To create files or folders:

• Go to “New” and select Folder or the Office program of choice.

To add files or folders to your SharePoint library:

• Go to “Upload” and select Files or Folder or you can also drag and drop files or
folders from your device.
 Open and Edit Office Documents

Documents created in Word, Excel, and PowerPoint (O365) can easily be opened in a browser.
When you click on any file by default it is opened “Online.”

• The ribbon offers the program commands and quick access to edit the document.
• Title of the document appears at the top; click to change a file name or look at the version history.
• You can use browser tabs to go back to your documents library without having to close the file you’re
currently in. What’s so beneficial is auto-save is turned so you never lose any of your work.
• To edit a document with the full ribbon command bar, open in application on your Desktop.
• The document is downloaded to your computer (be sure to Save before closing if Auto-Save isn’t on).

Note: To modify non-office files such as PDF’s or graphic images you first need to download the file.
Once edits are complete, upload the file back into SharePoint. You can choose to over-write the existing
version or create another copy of the file.
 Co-Authoring Files True Collaboration

Multiple people can work together on any Office365 document.

Co-authoring is when 2 or more people work on a document at the exact same time!
• You will get a banner if anyone else is in the file at the same time you are.
• SharePoint locks whatever section it needs to protect us from overwriting each
other's work.
• Utilize group chat or call the co-author because
this will be a far better collaboration than working alone.
Once you open your document in the browser,
click on your co-author’s icon near the top right
of the screen, then select ‘Join Group Chat.’
 Check Out / Check In a File (Lock a File)
• When you “Check out” a document, it's
reserved to you exclusively as an editor until
you check it back in again. Check In and
Check Out are not as commonly used now
that we have co-authoring, but you might
still have files that require exclusive editing.
• Select the document and choose “Check
Out” from the menu bar (click … to display all
file options).
• When a file is checked out, it appears with a
red downward arrow next to the file name
indicating it is “checked out”.
• If someone has a document checked out, you
cannot edit but you can view or print it.
 Version History

• Track history of a version: You can see when an item or file was changed and who changed it.
• Restore a previous version If you made a mistake in a current version or if the current
version is corrupt, you can replace the current version with a previous one. The restored
version becomes the new current version.
• View a previous version You can view a previous version without overwriting your current
version. If you are viewing version history within Microsoft Office, such as a MS Word you can
compare the two versions to determine what the differences are.

Version History
Feature in Office
select the File Name
Version History Feature in SharePoint – this display appears.
 Sharing Files and Folders
The files you store on a SharePoint site are available to everyone with site
permissions (member access), but you can share specific files or folders (items)
with people (both internal and external) who don’t have site access.
Share a File or Folder
1. Select the file or folder you want to share.
2. Choose the ‘Share’ option (depending on what application or view you are in the icons can differ:

Note: When sharing folders…all folders have waterfall permissions that allow access to any files as well
as all sub-folders.

3. (Optional) Click on the gear icon for Sharing Settings to set the type of shared link (i.e. block
download). Click Apply to save any changes.
Note: Specific people and view only permissions are the default shared permissions (download is
allowed unless you change setting to ‘Block download’)
4. Type the Name of the Informa colleague or Email Address of the external person(s).
5. Add a message then click Send.
6. 6. All recipients will receive an email notifying them you have shared a file or folder with them.
 Sharing Files and Folders

Copy a Link to a File or Folder

You can utilize ‘Copy link’ to share items with colleagues via email, chat, or in group conversations. You
can only ‘Copy link’ if permissions have been granted (member access to site or item already shared).
• Select the file or folder, and then choose (this copies the link to your clipboard).
• Paste the link Ctrl+V (Cmd+V for mac users) to another location i.e. message or document.

Managing Shared Access Permissions (Change / Stop Sharing Permissions)

You can view who has access to a file or folder, change the shared permissions or stop sharing
completely.
• Select the file or folder.
• Click on the Information Icon (on the top toolbar) to view who has access.
• To change or stop sharing permissions go to the ellipse and choose ‘Manage Access.’
 SharePoint Sync:
Sync a Document Library to Your Computer
Benefits to setting up SharePoint Sync:

• It enables you to synchronize your content to your PC or Mac so you can easily and securely access files
anytime—even when you are offline. Once you're back online, your new files and edits will sync
automatically.

• You can view and edit your files, as well as collaborate in real-time and share files/folders easily and
directly from your desktop—without using a web browser. Also, everyone who has access to these files,
will always have the latest version of the file at hand.

• As you create and collaborate on more files you don’t have to worry whether there is enough storage
on your device. Files On-Demand helps you access all your files without having to download all of them
and use storage space on your device.

• Sync will also free up space automatically by making unused files online only.
 SharePoint Sync:
Sync a Document Library to Your Computer

You can sync your SharePoint files to your computer (using the OneDrive sync client) where you
can work directly in File Explorer (or Finder for Mac users) and access the files even when you’re
offline. Whenever you’re online, any changes that you or others make will sync automatically.
Performing and managing sync is the same for both Windows and Mac users.

• To setup sync, navigate to the SharePoint Team Site with the files you want to sync.
• Select Documents (or navigate to the individual subfolder you want to sync.)
• Choose (If your browser requests permission to use " OneDrive," confirm this is okay).
• The files then sync to a folder on your PC called Informa Plc and is automatically added to the
left pane in your File Explorer (Finder for Mac users). You can’t sync to a different location.
 SharePoint Sync:
Sync a Document Library to Your Computer

Files On-Demand helps

you access all your files in
OneDrive without having
to download all of them
and use storage space on
your Windows device.
 SharePoint Sync:
Sync a Document Library to Your Computer

You can change the folders that sync for a site, or to stop syncing all files on a site.

• Right-click the folder in Files Explorer (menu bar for Mac

users) and choose Settings (Preferences for Mac users).
• Then click the Account tab:
To change the folders you’re syncing, click “Choose folders”
To stop syncing a site, click “Stop sync” next to the site.

Note: File sync for your SharePoint site or specific folder MUST BE
TURNED OFF before deleting files from your computer or they will be
deleted from your SharePoint site as well. We recommend to never
delete any files from your computer, always go online if there is a file
you want permanently deleted for all team members.
SharePoint Training Conclusion

• This concludes the SharePoint basics user guide.

• Need additional help? Utilize additional training resources on Portal or

contact IT Support for all your technical issues via ServiceNow.

• If you require additional training, please contact:

Jennifer Reidy Global Support US

John Regis Global Support UK, EMEA