How to Use SharePoint: A Beginner’s Guide

Updated 14 November 2026 · Standard formula, shown below

This guide walks you through the basics of using Microsoft SharePoint, from signing in and navigating your team site to uploading files, creating lists, and sharing documents. By the end, you’ll be able to work confidently in SharePoint for team collaboration and file management.

What You’ll Need

A Microsoft 365 work or school account with SharePoint Online access (most business plans include it).
Web browser (Edge, Chrome, Firefox, or Safari) on a computer, or the SharePoint mobile app on iOS/Android.
Permission to access the SharePoint site (usually granted by your organization’s admin or site owner).

Step-by-Step

Sign in to SharePoint. Go to office.com and sign in with your work or school account. From the app launcher (the grid icon in the top-left), select SharePoint. This opens your SharePoint home page, showing sites you follow or visit often.
Find or create a site. If you have a site link, click it directly. Otherwise, use the search bar at the top to search for a site name. To create a new team site, click + Create site and choose Team site (for collaboration) or Communication site (for broadcasting news). Enter a name, description, and privacy setting (private vs. public), then click Finish.
Understand the site layout. A typical team site has a left navigation bar with links to pages, document libraries, lists, and site contents. The main content area shows recent activity, news posts, and quick links. Spend a moment clicking through the navigation to see what’s available.
Upload files to a document library. Click Documents in the left nav to open the default library. Drag and drop files from your computer into the browser window, or click + New > Files upload and select files. Files appear in the library and are automatically saved to SharePoint.
Create a new document. In the document library, click + New and choose an app like Word, Excel, or PowerPoint. A new file opens in the browser-based Office app. Type your content, then give it a name in the title bar and it saves automatically to SharePoint.
Share a file or folder. Hover over a file, click the three dots (…) to open the menu, and select Share. Enter the email addresses of people you want to share with, choose permission level (Can view or Can edit), add an optional message, and click Send. You can also copy a link by clicking Copy link and adjusting link settings (e.g., anyone with the link vs. specific people).
Create a list. Lists are like smart spreadsheets for tracking items. Click + New > List. Choose a blank list or a template (e.g., task tracker, issue tracker). Give it a name, then add columns by clicking the + in the column header. Common column types include text, number, date, choice, and person. Add rows by clicking + New in the list.
Edit a page. To customize your site’s homepage, click Edit at the top-right of the page. You can add web parts (like text, image, quick links, or document library) by clicking the + icon. Drag web parts to rearrange, then click Publish to save changes.
Use version history. If you need to recover an older version of a file, select the file, click the three dots, and choose Version history. A panel shows past versions with dates and who modified them. Click a version to preview, then Restore to make it the current version.
Sync files to your computer (optional). To work offline, click Sync in the document library toolbar. Follow the prompts to install the OneDrive sync app (if not already installed). Your SharePoint files will appear in File Explorer (Windows) or Finder (Mac) under your organization’s name.

Common Mistakes

Sharing with the wrong link type. When you copy a link, the default is often “People in your organization” — but if you choose “Anyone with the link,” anyone who has the link can access the file, even outside your company. Always check the link settings.
Not using version history. Many users panic when they overwrite a file. SharePoint keeps versions automatically, so you can always go back — but only if you know where to find it.
Creating too many sites. It’s tempting to create a new site for every project. That leads to sprawl. Instead, use existing sites and add document libraries or lists as needed.
Ignoring permissions. If you move a file to a different library, it may inherit new permissions. Always check the sharing settings after moving files.
Deleting files permanently. When you delete a file from a library, it goes to the site’s recycle bin (first-stage) and then the second-stage recycle bin for 93 days. Don’t assume it’s gone forever — but also don’t rely on that for sensitive data.

Tips

Use the search bar. SharePoint search is powerful. Type a file name, author, or keyword to find content across all sites you have access to.
Follow important sites. Click the star icon on a site to follow it. Followed sites appear on your SharePoint home page for quick access.
Pin frequently used files. In a document library, hover over a file and click the pin icon to add it to the “Quick access” section in the left nav.
Use metadata columns. Instead of creating folders, add columns like “Project” or “Status” to a library. Then you can group, filter, and sort files dynamically.
Set up alerts. To get notified when a file or list changes, select the item, click the three dots, and choose Alert me. You’ll receive email notifications based on your settings.
Learn keyboard shortcuts. In document libraries, press Shift + Z to copy a link, or E to edit a selected file.

Troubleshooting

Can’t sign in. Ensure you’re using your work or school account, not a personal Microsoft account. If you see an error, contact your IT admin to verify your license includes SharePoint.
File upload fails. Check the file size (SharePoint has a 250 GB limit per file, but browser uploads may have lower limits). Try uploading via the OneDrive sync app or break the file into smaller parts. Also check your internet connection.
Share link doesn’t work. If the recipient gets an access denied message, the link may be restricted to specific people. Re-share with the correct permissions, or ask the site owner to grant access.
Sync issues. If files aren’t syncing, pause and resume sync from the OneDrive icon in the system tray. If that fails, restart the sync app or unlink and relink the library.
Page not loading. Clear your browser cache, disable browser extensions, or try a different browser. If the issue persists, check Microsoft 365 service health from the admin center (if you have admin rights).
Missing navigation items. You may not have permission to see certain pages, or the site owner may have hidden them. Contact the site owner to request access.

Frequently Asked Questions

Is SharePoint free?

SharePoint Online is included with most Microsoft 365 business and enterprise plans. There is a free trial for Microsoft 365, but no permanent free version for organizations. Some personal plans include a limited version of SharePoint for file storage.

What’s the difference between SharePoint and OneDrive?

OneDrive is personal cloud storage for your own files. SharePoint is for team collaboration — files are shared with a group and often have version history, co-authoring, and site permissions. You can sync SharePoint libraries to your computer using the OneDrive sync app.

Can I use SharePoint on my phone?

Yes. Microsoft offers a SharePoint mobile app for iOS and Android. It allows you to access sites, view and edit files, approve workflows, and receive notifications. The app is available from the App Store or Google Play.

How do I give someone access to a site?

As a site owner, go to the site, click Settings (gear icon) > Site permissions. Click Add people, enter their email addresses, choose a permission level (Owner, Member, or Visitor), and click Share.

Can I recover a deleted file?

Yes. Deleted files go to the site recycle bin. Go to Site contents > Recycle bin (in the top-right). Select the file and click Restore. If it’s been more than 93 days, contact your IT admin to check the second-stage recycle bin.

How do I create a team site?

From the SharePoint home page, click + Create site, choose Team site, enter a name and description, set privacy (private means only members can access), and click Finish. You’ll be taken to the new site where you can add members and content.

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