Introduction
SharePoint is a Microsoft platform used to store files, manage data, and help teams work together easily. If you are working with Power Platform or Dynamics 365, SharePoint is often used to store documents, manage lists, and share information across teams.
Creating a SharePoint site is simple, but understanding how it works makes it much easier to use later. In this guide, we will go step by step in a simple way.
What is a SharePoint Site?
A SharePoint site is like a workspace where you can store documents, manage data, share updates, and collaborate with your team.
It is commonly used for:
- 📂 Document storage
- 👥 Team collaboration
- 📊 Data tracking using lists
- ⚡ Power Platform integrations
- 📢 Internal communication
Types of SharePoint Sites
👥 Team Site
Team Site is mainly used for collaboration. Teams use it to share files, track tasks, and work together on projects.
Common uses:
- Project documents
- Team data tracking
- CRM document integration
- Internal collaboration
📢 Communication Site
Communication Site is used to share information with a large group of people. It is more about announcements, news, or company updates rather than daily teamwork.
Common uses:
- Company announcements
- Internal portals
- News updates
- Department information sharing
SharePoint vs Other Databases
| Feature | SharePoint | Dataverse | SQL Database |
|---|---|---|---|
| Document Storage | Very Good | Limited | Not Recommended |
| Structured Data | Good | Excellent | Excellent |
| Power Platform Integration | Easy | Native | Needs Setup |
| Best Use | Documents & Simple Data | Business Applications | Complex Data Systems |
SharePoint Lists
A SharePoint List is like a table where you can store structured data. It works similarly to Excel but with more control, sharing, and automation support.
Common data types supported:
- 📝 Single line text
- 📄 Multiple line text
- 🔢 Number
- 📅 Date & Time
- ✔ Yes/No
- 👤 Person or Group
- 📎 Attachment
- 📊 Choice (Dropdown)
- 🔗 Hyperlink
Lists are often used as a data source in Power Apps and Power Automate.
Document Library
A Document Library is where files are stored in SharePoint. You can upload documents, organize them, control permissions, and track version history.
It is commonly used for:
- 📂 Document storage
- 📑 Version tracking
- 🔐 Permission control
- 📎 Dynamics 365 document integration
How to Create a SharePoint Site (Step-by-Step)
Step 1 – Open SharePoint
Go to office.com, sign in, and open SharePoint from the app launcher.
Step 2 – Click Create Site
You will see two options:
- Team Site
- Communication Site
Select the one that best suits your needs.
Step 3 – Choose Template
Select a modern template from Microsoft, or go with the default Standard Team template.
Step 4 – Enter Site Details
Provide the following details while creating your SharePoint site:
- Site Name – The name of your SharePoint site.
- Description – Short info about the purpose of the site (optional but helpful).
- Privacy Settings – Choose who can access the site:
- Private – Only selected members can access the site.
- Public – Anyone in your organization can view the site.
- Language – Select your preferred site language (cannot be changed easily later).
Step 5 – Add Members
Add owners and members who will access the site.
Click Finish, and your SharePoint site will be ready to use. Now you can create lists, upload documents, customize pages, and connect them with Power Platform or Dynamics 365.
No need to make everything perfect from day one. Just start using SharePoint, try things out, and slowly you’ll get comfortable with it. 🙂
