Best Practices for Secure External Sharing in SharePoint Online

What is a REST API?

Before diving into the specifics of SharePoint, it’s essential to understand what a REST API is. REST stands for Representational State Transfer, a widely-used architectural style for designing networked applications. REST APIs provide a way for systems to communicate over HTTP, enabling different software applications to exchange data and perform actions. REST APIs are stateless, meaning each request from a client to a server must contain all the information needed to understand and process the request, without relying on any stored context on the server. This statelessness makes REST APIs highly scalable and suitable for a wide range of applications.

In the context of web services, a REST API defines a set of rules that developers follow when creating APIs. These rules dictate how data should be structured, which HTTP methods should be used, and how responses should be formatted. The key principles of REST include the use of standard HTTP methods (like GET, POST, PUT, and DELETE), uniform resource identifiers (URIs) for resources, and a stateless communication model. REST APIs often exchange data in JSON (JavaScript Object Notation) or XML (Extensible Markup Language) formats, making them highly interoperable and easy to use across different platforms.

How Does REST API Relate to SharePoint?

SharePoint, a widely-used platform for document management and collaboration, has embraced REST as a key technology for interacting with its data and services. The SharePoint REST API provides endpoints for accessing SharePoint resources, such as lists, libraries, sites, and user profiles, directly over HTTP. This allows developers to create, read, update, and delete (CRUD) operations on SharePoint data from any application that can make HTTP requests.

One of the main advantages of the SharePoint REST API is its ability to integrate seamlessly with other systems. Whether you’re connecting SharePoint with a CRM system, pulling data into a business intelligence tool, or building a custom user interface, the REST API provides the flexibility to tailor SharePoint to your specific needs. Furthermore, because REST is based on standard web technologies, developers can use familiar tools and languages like JavaScript, C#, and Python to interact with SharePoint, reducing the learning curve and speeding up development.

Benefits of Using SharePoint REST API

The SharePoint REST API isn’t just another tool in a developer’s arsenal—it’s a gateway to a more dynamic and integrated SharePoint experience. Below are some of the key benefits that make the SharePoint REST API an essential tool for anyone looking to extend SharePoint’s capabilities.

Flexibility and Customization

One of the most significant benefits of the SharePoint REST API is its flexibility. Unlike some other APIs that may have rigid structures or limited functionality, the REST API offers a broad range of operations that can be tailored to meet your specific requirements. Whether you need to create a custom workflow, automate document management tasks, or build an entirely new application on top of SharePoint, the REST API gives you the tools to do so.

For example, you can use the REST API to retrieve data from a SharePoint list, apply filters or sorting to that data, and then present it in a custom web part or external application. You can also update metadata for documents, move files between libraries, or even manage user permissions—all through simple HTTP requests. This level of customization allows businesses to tailor SharePoint to their unique workflows and processes, maximizing efficiency and productivity.

Integration with Other Systems

In today’s interconnected world, the ability to integrate different systems is crucial for achieving streamlined operations. The SharePoint REST API excels in this area by providing a straightforward way to connect SharePoint with other systems and services. Whether you’re integrating with cloud services like Azure, connecting to third-party applications, or building cross-platform mobile apps, the REST API provides the necessary endpoints to facilitate these connections.

For instance, imagine a scenario where you need to sync customer data between SharePoint and a CRM system. With the SharePoint REST API, you can easily pull data from SharePoint lists and push it to the CRM, or vice versa, ensuring that both systems are always up-to-date. This integration capability not only improves data consistency but also enables automation of routine tasks, freeing up time for more strategic activities.

Automation of Tasks

Automation is a key driver of efficiency in any organization, and the SharePoint REST API is a powerful enabler of automation within the SharePoint ecosystem. By leveraging the REST API, you can automate a wide range of tasks that would otherwise require manual intervention, such as document management, workflow approvals, and data synchronization.

For example, you can create a script that automatically archives documents in SharePoint based on their age or usage, or one that updates metadata across multiple documents in bulk. These automated processes can be triggered by external events, such as the arrival of a new file in a specific library, or scheduled to run at regular intervals. The ability to automate these tasks not only reduces the likelihood of human error but also ensures that your SharePoint environment is always in optimal condition.

Target Audience: Developers, Administrators, Power Users

The SharePoint REST API is a versatile tool that can be utilized by a variety of professionals, each benefiting in different ways.

• Developers: For developers, the REST API offers the ability to build custom solutions that enhance SharePoint’s out-of-the-box functionality. Whether you’re developing new applications, integrating with other systems, or creating custom workflows, the REST API provides the flexibility and control needed to achieve your goals.
• Administrators: SharePoint administrators can use the REST API to manage and maintain SharePoint environments more effectively. From automating routine tasks to retrieving detailed reports on site usage, the REST API helps administrators ensure that SharePoint is running smoothly and efficiently.
• Power Users: For power users who are not necessarily developers but have a deep understanding of SharePoint, the REST API opens up new possibilities for customization and automation. By learning how to use the REST API, power users can take their SharePoint skills to the next level, creating more dynamic and responsive sites that better meet their organization’s needs.

In summary, the SharePoint REST API is a powerful and versatile tool that offers flexibility, integration, and automation capabilities that are invaluable to developers, administrators, and power users alike. Whether you’re looking to extend SharePoint’s functionality, connect it with other systems, or automate routine tasks, the REST API provides the tools you need to achieve your goals.

Understanding the Basics

To effectively use the SharePoint REST API, it’s essential to understand some core concepts and terminologies. This section will walk you through the foundational elements that form the backbone of working with the SharePoint REST API, including endpoints, HTTP methods, request and response formats, and authentication mechanisms.

Core Concepts

At its core, the SharePoint REST API is about interacting with SharePoint resources through a set of well-defined operations. These resources can include lists, libraries, sites, users, and more. Each resource is represented by a URI (Uniform Resource Identifier), which is essentially a web address pointing to a specific resource in SharePoint. By sending HTTP requests to these URIs, you can perform various operations such as retrieving data, creating new items, or updating existing records.

The key concept to grasp is that everything in SharePoint—whether it’s a list, a document library, or a user profile—can be accessed and manipulated using these URIs in combination with the appropriate HTTP methods.

Endpoints

Endpoints are the specific URLs that you use to access SharePoint resources via the REST API. Each endpoint corresponds to a particular resource or a collection of resources. For example, to retrieve all the items in a SharePoint list, you would use an endpoint that points to that list, such as:

https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle(‘YourListTitle’)/items

In this example:

• https://yourdomain.sharepoint.com/sites/yoursite/ is the base URL for your SharePoint site.
• _api/web/lists/getbytitle('YourListTitle')/items is the endpoint that retrieves all items from the specified list.

The SharePoint REST API provides a comprehensive set of endpoints, covering everything from site collection operations to managing lists and libraries, working with users and groups, and even performing search queries. Understanding how to navigate and use these endpoints is crucial for effectively working with the REST API.

HTTP Methods (GET, POST, PUT, DELETE)

The SharePoint REST API relies on standard HTTP methods to perform different operations:

• GET: Used to retrieve data from SharePoint. For example, you might use a GET request to fetch all the items in a list.
• POST: Used to create new resources. For instance, you can use a POST request to add a new item to a list.
• PUT: Used to update existing resources. For example, a PUT request can be used to update the metadata of a document in a library.
• DELETE: Used to remove resources. A DELETE request can delete an item from a list or a file from a document library.

Each of these methods has its specific use cases, and understanding when and how to use them is key to successfully interacting with SharePoint through the REST API. Additionally, each method requires a different structure for the request payload and may return different types of responses.

Request and Response Formats (JSON, XML)

When working with the SharePoint REST API, you’ll typically exchange data in either JSON (JavaScript Object Notation) or XML (Extensible Markup Language) formats. JSON is the more commonly used format due to its simplicity and ease of use, especially when working with web applications.

JSON FORMAT

{
“Title”: “New Item Title”,
“Description”: “A brief description of the new item.”
}

XML Format

<entry xmlns=”http://www.w3.org/2005/Atom” xmlns:d=”http://schemas.microsoft.com/ado/2007/08/dataservices” xmlns:m=”http://schemas.microsoft.com/ado/2007/08/dataservices/metadata”>
<content type=”application/xml”>
<m:properties>
<d:Title>New Item Title</d:Title>
<d:Description>A brief description of the new item.</d:Description>
</m:properties>
</content>
</entry>

When you send a request to the SharePoint REST API, you need to specify the format of the data you’re sending or expecting to receive. This is done using HTTP headers. For example, to request a response in JSON format, you would include the following header in your request:

Accept: application/json;odata=verbose

Understanding how to structure your requests and interpret the responses in these formats is fundamental to working with the REST API. Most modern development environments and tools, like Postman or Fiddler, support both JSON and XML, making it easier to test and debug your API calls.

Authentication and Authorization

Security is a critical aspect of working with the SharePoint REST API, and understanding how to authenticate and authorize requests is essential. SharePoint offers several authentication methods, including:

• OAuth 2.0: The most commonly used method for authenticating REST API requests in SharePoint Online. OAuth tokens are issued by Azure Active Directory and are required to authenticate API requests.
• App-Only Authentication: This method allows you to authenticate using an app principal without requiring a user context. It’s particularly useful for background services or scripts that need to interact with SharePoint without user interaction.
• NTLM and Kerberos: These are more traditional authentication methods used in on-premises environments, but they’re generally not recommended for modern development due to their complexity and limitations.

When making API calls, your application must include a valid authentication token in the HTTP headers. This token proves that your application has the necessary permissions to perform the requested operation. Without proper authentication, SharePoint will deny access to its resources.

For example, an OAuth 2.0 authentication header might look like this:

Authorization: Bearer eyJ0eXAiOiJKV1QiLCJhbGciOiJIUzI1NiJ9.eyJhdWQiOiJodHRwczovL215c2l0ZS5zaGFyZXBvaW50LmNvbSIsImV4cCI6MTYyMjM4Njg3MSwiaXNzIjoiaHR0cHM6Ly9sb2dpbi5taWNyb3NvZnRvbmxpbmUuY29tLyIsImlhdCI6MTYyMjM4MzI3MSwibmJmIjoxNjIyMzgzMjcxLCJzdWIiOiJub25pYW1lQGV4YW1wbGUuY29tIn0.Qw4C2PcHb9wtyQvGjM1YIgLrEsdmZIUkFYKsiYjV5Ug

It’s crucial to handle these tokens securely, ensuring that they are not exposed or logged inappropriately, as they grant significant access to your SharePoint environment.

Getting Started with SharePoint REST API

Once you have a solid understanding of the basics, it’s time to start interacting with the SharePoint REST API. This section will guide you through the prerequisites and provide a step-by-step approach to making your first API request.

Prerequisites

Before you can start working with the SharePoint REST API, there are a few prerequisites you need to have in place:

SharePoint Environment: You need access to a SharePoint Online or SharePoint Server environment where you can test and deploy your API requests.

Development Tools: Tools like Postman, Fiddler, or any IDE (Integrated Development Environment) that supports HTTP requests will be invaluable. These tools allow you to build, test, and debug your API calls easily.

Authentication Setup: Ensure you have the necessary credentials and access rights to perform API requests. For SharePoint Online, this typically involves setting up OAuth 2.0 authentication via Azure Active Directory.

Understanding of REST API Concepts: Familiarity with the core concepts of REST API, as outlined in the previous section, will make the process smoother.

With these prerequisites in place, you’re ready to dive into building your first REST API request. 

Building Your First REST API Request

Let’s walk through the process of making a simple GET request to retrieve items from a SharePoint list. This example will help you understand how to structure your requests and interpret the responses. 

Step 1: Identify the Endpoint

First, you need to identify the endpoint that corresponds to the resource you want to interact with. For example, to retrieve items from a list named “Projects,” your endpoint might look like this:

https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle(‘Projects’)/items

Step 2: Prepare the Request

Using a tool like Postman, create a new GET request and paste the endpoint URL into the address bar. In the headers section, add the following to specify that you want the response in JSON format:

Accept: application/json;odata=verbose

If your API requires authentication, include the necessary headers as discussed in the previous section.

Step 3: Send the Request and Analyze the Response

Click the “Send” button to execute the request. If everything is set up correctly, you should receive a response containing the list items in JSON format. The response will include details such as item IDs, titles, and any other fields you’ve defined in the list.

Here’s a sample response:

{
  “d”: {
   “results”: [
      {
           “Title”: “Project A”,
           “ID”: 1
      },
    {
          “Title”: “Project B”,
          “ID”: 2
      }
   ]
  }
}

This response indicates that the API successfully retrieved two items from the “Projects” list, displaying their titles and IDs.

Step 4: Explore More Endpoints

Now that you’ve made your first successful request, you can explore additional endpoints and HTTP methods. Try creating a new list item with a POST request or updating an existing item with a PUT request. The more you experiment, the more comfortable you’ll become with the SharePoint REST API.

By following these steps, you’ll be well on your way to mastering the basics of the SharePoint REST API. This foundational knowledge will serve you well as you delve deeper into more advanced use cases and customizations.

SharePoint REST APIs Common Use Cases

Understanding the basics of the SharePoint REST API opens the door to a wide range of practical applications. In this section, we’ll explore some of the most common use cases that demonstrate the power and flexibility of the API. These examples will help you see how you can leverage the REST API to streamline tasks, automate processes, and enhance the functionality of your SharePoint environment.

Retrieving and Manipulating List Data

One of the most frequent tasks developers and administrators perform with the SharePoint REST API is interacting with list data. Whether you’re retrieving information, adding new items, or updating existing records, the REST API provides a straightforward way to manage SharePoint lists programmatically.

Retrieving List Items

To retrieve data from a SharePoint list, you can use the GET method to send a request to the appropriate endpoint. For example, to get all items from a list called “Tasks,” you would use the following endpoint:

https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle(‘Tasks’)/items

You can also apply filters and sorting to this request to retrieve only specific items. For instance, if you only want to retrieve tasks that are marked as “Completed,” you can modify the endpoint like this:

https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle(‘Tasks’)/items?$filter=Status eq ‘Completed’

This query will return only the tasks where the Status field is equal to “Completed.” You can further refine the results by adding $orderby to sort the data by a specific field, such as due date.

Creating, Updating, and Deleting List Items
In addition to retrieving data, the SharePoint REST API allows you to create, update, and delete list items. These operations are performed using POST, PUT, and DELETE methods, respectively.

• Creating an Item: To add a new item to a list, use the POST method. You’ll need to send a JSON payload containing the data for the new item. Here’s an example of creating a new task:{
     “__metadata”: { “type”: “SP.Data.TasksListItem” },
     “Title”: “New Task”,
     “DueDate”: “2024-09-01”
  }

This JSON object specifies the metadata and fields for the new task, which will be added to the “Tasks” list.

• Updating an Item: To update an existing item, use the PUT method along with the item’s ID. The following example updates the due date of a task with ID 5:

 {
    “__metadata”: { “type”: “SP.Data.TasksListItem” },
   “DueDate”: “2024-09-15”
}

Send this JSON payload to the appropriate endpoint, and the specified task will be updated with the new due date.

• Deleting an Item: Deleting an item is as simple as sending a DELETE request to the item’s endpoint. For example, to delete the task with ID 5, you would use:

 https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle(‘Tasks’)/items(5)

These operations provide the building blocks for managing SharePoint lists programmatically, enabling you to automate tasks that would otherwise require manual intervention.

Working with List Views and Filters

List views are a powerful feature in SharePoint, allowing users to display specific subsets of data based on defined criteria. The SharePoint REST API allows you to interact with these views programmatically, enabling dynamic and customized data presentations.

Retrieving Data Using Views
To retrieve data from a specific view in a list, you can append the view’s name to your request. For example, if you have a view called “Overdue Tasks” that only shows tasks past their due date, you can retrieve these items as follows:

 https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle(‘Tasks’)/views/getbytitle(‘Overdue Tasks’)/items

This request will return all items that match the criteria defined in the “Overdue Tasks” view.

Applying Filters Dynamically
You can also apply filters on the fly without needing to create a separate view in SharePoint. For example, if you want to retrieve tasks assigned to a specific user, you can add a $filter parameter to your request:

https://yourdomain.sharepoint.com/sites/yoursite/_api/web/lists/getbytitle(‘Tasks’)/items?$filter=AssignedTo eq ‘John Doe’

This request specifies the destination folder and includes the file in the request body. The overwrite=true parameter ensures that any existing file with the same name is replaced.

Downloading Files
Downloading a file is as simple as sending a GET request to the file’s endpoint. For example:

GET https://yourdomain.sharepoint.com/sites/yoursite/_api/web/GetFileByServerRelativeUrl(‘/sites/yoursite/Documents/report.pdf’)/$value

This request returns the file’s content, which you can then save or process as needed.

Conclusion

The SharePoint REST API is an incredibly powerful tool that opens up a world of possibilities for developers, administrators, and power users alike. Whether you’re looking to automate routine tasks, integrate SharePoint with other systems, or build custom applications, the REST API provides the flexibility and control needed to achieve your goals.

By mastering the basics and exploring advanced topics, you can unlock the full potential of SharePoint, creating solutions that are tailored to your organization’s specific needs. As you continue to work with the SharePoint REST API, don’t hesitate to explore the wealth of resources available, including Microsoft’s documentation, community forums, and online tutorials. These resources will help you stay up-to-date with the latest features and best practices, ensuring that your SharePoint solutions are both powerful and efficient.

Frequently Asked Questions (FAQs)

1. What is the SharePoint REST API?
   • The SharePoint REST API is a service that allows developers to interact with SharePoint data and resources programmatically using HTTP requests.
2. What are the main HTTP methods used in the SharePoint REST API?
   • The main HTTP methods are GET (retrieve data), POST (create data), PUT (update data), and DELETE (remove data).
3. What formats are used for requests and responses in the SharePoint REST API?
   • The SharePoint REST API typically uses JSON (JavaScript Object Notation) or XML (Extensible Markup Language) formats.
4. How does authentication work with the SharePoint REST API?
   • Authentication can be done using methods like OAuth 2.0, App-Only Authentication, NTLM, or Kerberos, depending on the environment.
5. Can I use the SharePoint REST API to automate tasks?
   • Yes, the SharePoint REST API is often used to automate tasks such as document management, workflows, and data synchronization.
6. What are some common use cases for the SharePoint REST API?
   • Common use cases include retrieving and manipulating list data, managing files and folders, and customizing the SharePoint user interface.
7. Is it possible to integrate SharePoint with other systems using the REST API?
   • Yes, the REST API enables integration with other systems like CRM, BI tools, or cloud services, enhancing SharePoint’s functionality.
8. What are some best practices for using the SharePoint REST API?
   • Best practices include proper error handling, optimizing API performance, and following security guidelines.
9. How can I improve the performance of my SharePoint REST API calls?
   • You can improve performance by batching requests, using selective retrieval, and caching results where appropriate.
10. Where can I find more resources to learn about the SharePoint REST API?
    • Microsoft documentation, community forums, and online tutorials are excellent resources for learning more about the SharePoint REST API.

What Is Archiving Software?

Archiving software is a tool that helps businesses move old or rarely accessed data—like emails, documents, and backups—into long-term, secure storage. This keeps your active systems lean, reduces storage costs, and ensures your data remains accessible for compliance or future reference.

Whether you’re managing growing file servers, email accounts, or cloud storage like SharePoint and OneDrive, archiving software ensures you’re not wasting high-performance storage on inactive data.

Key Features of Archiving Software

• Automated Policies: Set rules for archiving files based on age, size, or activity—no manual work needed.
• Searchable Archives: Quickly locate any archived file using metadata indexing and keyword search.
• Compression & Deduplication: Save space by reducing file size and eliminating duplicates.
• Tamper-Proof Storage: Maintain data integrity with write-once-read-many (WORM) options and encryption.
• Regulatory Compliance: Meet legal data retention requirements across industries like finance, healthcare, and government.

Platforms like Squirrel Archiving automate cloud archiving for Microsoft 365, SharePoint, Teams, and OneDrive—making data lifecycle management simple and secure.

Why Businesses Use Archiving Software

What Problems Does Archiving Software Solve?

Without archiving, businesses face bloated storage, rising infrastructure costs, and legal risks. Archiving software reduces your active data footprint while making old data easy to find and retrieve—helping IT teams stay agile and compliant.

How Does It Work?

Archiving tools scan your systems for files that meet your criteria (e.g., not opened in 6+ months), then compress, encrypt, and move them to a secure archive. A lightweight link can remain in the original location so users don’t lose access—just click to retrieve it.

Top Benefits of Archiving Software

• Lower Storage Costs: Move inactive data to cheaper storage tiers (cloud, object storage, or external drives).
• Faster Systems: Reduce file clutter in production environments to boost speed and efficiency.
• Improved Compliance: Ensure retention policies are met with automated archiving and audit trails.
• Data Protection: Archived data is encrypted and isolated from active systems—less risk, better security.
• Better Productivity: Easier access to current data for users, while archived content stays searchable.

In short, archiving software is critical for data governance, performance, and cost control—especially as your business scales.

SharePoint Online Archiving with Squirrel

For businesses using SharePoint Online, Squirrel by SmiKar offers a purpose-built solution that delivers performance, compliance, and cost efficiency.

Squirrel’s Core Features:

• Automated Archiving: Moves data to Azure Blob Storage using lifecycle policies.

• Stub File Retention: Users can access and restore files directly from SharePoint.

• Metadata and Version Retention: Archives all document versions and metadata.

• Enterprise-Grade Security: Encrypts data and applies strong authentication.

• Reporting: Provides detailed insights for compliance and audits.

Business Benefits of Using Squirrel:

• Reduced Costs: Shifts infrequently accessed data to lower-cost storage tiers.

• Improved SharePoint Performance: Removes inactive files from the active environment.

• Enhanced Compliance: Meets regulatory and legal retention standards.

• Seamless User Experience: Users access files as usual, with no training required.

According to internal research, organizations using Squirrel have seen up to a 73 percent reduction in SharePoint storage costs and measurable improvements in platform speed and usability.

SharePoint Key Terms and Concepts

SharePoint offers a wide range of features that can significantly enhance organizational productivity and efficiency. From document libraries and lists to advanced functionalities like Business Connectivity Services and the SharePoint Framework, each term in this glossary is explained in detail to help you grasp its importance and application. Understanding these terms will empower you to make the most of SharePoint’s capabilities, ensuring that your team can collaborate effectively and manage information seamlessly.

In addition to definitions, we have included practical examples for each term to illustrate how these concepts are used in real-world scenarios. This approach ensures that you not only learn the theoretical aspects of SharePoint but also see how they can be applied to solve everyday business challenges. Whether you are setting up a new SharePoint site, managing permissions, or integrating external data, this glossary will be your go-to guide for all things SharePoint.

Explore the glossary to enhance your SharePoint experience and optimize your organization’s workflows. With a better understanding of SharePoint’s features and how to use them, you’ll be able to leverage the platform to its full potential, driving collaboration, efficiency, and innovation within your team.

SharePoint Terminology Guide

App:

An app in SharePoint is a small, purpose-specific application or program that adds new features or functionality to a SharePoint site. These apps can be installed from the SharePoint Store or developed specifically for your needs. They help to customize the SharePoint experience without complex coding.

Example: An app that provides a calendar for booking meeting rooms. Team members can check room availability and reserve rooms directly from the SharePoint site.

Archiving:

Archiving in SharePoint refers to moving inactive documents from primary storage to secondary storage for long-term retention, freeing up space and improving system performance.

Example: A company uses SharePoint to manage project files. Older documents that haven’t been accessed in over a year are automatically moved to Azure Blob Storage. This reduces storage costs and maintains easy access to archived documents via stub files left in SharePoint.

BCS (Business Connectivity Services):

BCS stands for Business Connectivity Services. It allows SharePoint to connect and interact with external data sources, such as databases or web services, making it possible to display and manipulate external data as if it were native to SharePoint. This integration helps consolidate different data sources into a single interface.

Example: Integrating an external SQL Server database that stores customer information into SharePoint, so employees can view and update customer data directly from a SharePoint list.

Check-in/Check-out:

Check-in and check-out are features that help manage document editing by multiple users. When a document is checked out, it is locked for editing by one person, preventing others from making changes simultaneously. Once the editing is complete, the document is checked back in, making the updated version available to others.

Example: Alice checks out a financial report to update quarterly figures. During this time, Bob and Carol can see the report but cannot edit it. When Alice finishes her updates, she checks the report back in, allowing Bob and Carol to make further changes if needed.

Column:

A column in SharePoint is a vertical section in a list or library that holds a specific type of information. Columns help organize and categorize data, making it easier to manage and retrieve. Different types of columns can store text, numbers, dates, or even choices from a predefined list.

Example: In a list of company contacts, columns might include “Name,” “Phone Number,” “Email Address,” and “Department.” Each column stores specific information about the contacts.

Content Type:

A content type is a reusable collection of settings and metadata that define a specific kind of content in SharePoint. It ensures consistency across similar items by applying the same structure, rules, and behaviors. Content types can include specific columns, workflows, and templates.

Example: A “Project Plan” content type might include columns for “Project Name,” “Start Date,” “End Date,” and “Project Manager.” Any document labeled as a “Project Plan” will follow this structure, making it easier to manage and find project plans across the organization.

Custom List:

A custom list is a user-created list in SharePoint designed to store and manage information in a structured format. Users can define the columns and settings according to their needs, making it a flexible tool for various tasks and data types.

Example: A custom list for tracking IT support tickets might include columns for “Ticket ID,” “Issue Description,” “Submitted By,” “Assigned To,” and “Status.” This allows the IT team to keep track of all support requests and their resolution status.

Document Library:

A document library in SharePoint is a specialized type of list designed to store and manage files. It supports version control, metadata tagging, and custom views, making it easy to collaborate on and organize documents.

Example: A document library for marketing materials might include folders for “Brochures,” “Presentations,” and “Logos.” Team members can upload new files, check out documents for editing, and track changes through version history.

External List:

An external list displays data from an external data source, such as a database or web service, using Business Connectivity Services (BCS). It allows users to view and interact with external data within SharePoint, as if it were part of the SharePoint environment.

Example: An external list showing customer orders from an ERP system. Employees can view order details, update statuses, and add comments directly within SharePoint, without needing to access the ERP system separately.

Farm:

A SharePoint farm is a collection of one or more SharePoint servers that work together to provide the SharePoint service. It includes various types of servers, such as web servers, application servers, and database servers, each handling different tasks to ensure the system runs smoothly and can handle large volumes of traffic.

Example: A large organization might have a SharePoint farm with multiple servers to support thousands of employees. The farm ensures high availability and scalability, so users experience fast and reliable access to SharePoint resources.

Field:

A field is a single piece of data in a SharePoint list or library, similar to a cell in a spreadsheet. Fields are defined by columns and store specific types of information, such as text, numbers, dates, or choices.

Example: In a project task list, fields might include the task name, due date, and status. Each field corresponds to a specific column, like “Task Name” or “Due Date,” and holds the relevant data for each task.

Hub Site:

A hub site in SharePoint is a special type of site that connects and organizes multiple related sites under a common structure. Hub sites provide unified navigation, search, and branding, helping users find content and collaborate across associated sites.

Example: A company might have a hub site for its marketing department, connecting sites for social media, content creation, and campaign management. The hub site provides a centralized navigation menu and search feature, making it easy for team members to find and access resources across all marketing sites.

InfoPath:

InfoPath is a Microsoft application used to design, distribute, fill, and submit electronic forms with structured data. InfoPath forms can be integrated into SharePoint to facilitate data entry and workflow automation, allowing users to collect and manage information efficiently.

Example: An employee expense report form created in InfoPath can be embedded in a SharePoint site. Employees fill out the form to submit their expenses, and the data is automatically routed for approval and processing.

List:

A list in SharePoint is a collection of data organized into rows and columns, similar to a table in a database. Lists can store various types of information, such as tasks, contacts, or events, and support features like sorting, filtering, and grouping to improve data management and retrieval.

Example: A list for tracking employee onboarding tasks might include columns for task description, assigned to, due date, and completion status. This helps HR manage and monitor the onboarding process for new hires.

Lookup Column:

A lookup column is a type of column in a SharePoint list that retrieves data from another list. It allows users to create relationships between lists, making it possible to reference data from one list in another.

Example: In a project task list, a lookup column might be used to select a project name from a separate project list. This creates a relationship between tasks and their associated projects, making it easier to manage and report on project activities.

Master Page:

A master page in SharePoint is a template that defines the overall layout and design of a site. It ensures a consistent look and feel across all pages by controlling elements such as the header, footer, and navigation menus. Custom master pages can be created to match an organization’s branding and design standards.

Example: A company might create a custom master page to include its logo, corporate colors, and navigation links in the header and footer. This ensures all SharePoint pages adhere to the company’s branding guidelines.

Metadata:

Metadata is data that provides information about other data, such as the author, date created, and keywords. In SharePoint, metadata helps organize, find, and manage documents by enabling advanced search, filtering, and sorting capabilities. Users can tag documents with relevant metadata to improve content discoverability and management.

Example: A document library for research papers might include metadata fields for “Author,” “Publication Date,” “Keywords,” and “Department.” This makes it easy to search for papers by specific criteria, such as all papers written by a particular author.

My Site:

My Site is a personal SharePoint site for individual users that provides features like personal storage, social networking, and a personalized newsfeed. It allows users to store and manage their own documents, share information with colleagues, and track activities and updates.

Example: John uses his My Site to store personal documents, such as project notes and drafts. He also follows his colleagues’ updates and shares links to interesting articles with his team through his newsfeed.

Navigation:

Navigation in SharePoint refers to the set of links and menus that allow users to move around a site. Effective navigation improves usability and access to content, helping users find information quickly and efficiently. SharePoint supports various navigation elements, including top navigation, quick launch, and breadcrumb trails.

Example: A SharePoint site for a sales team might have a top navigation bar with links to “Home,” “Leads,” “Opportunities,” “Reports,” and “Resources.” This helps team members easily find and access the information they need.

Office 365 Group:

An Office 365 Group is a shared workspace in Office 365 that includes a group mailbox, calendar, document library, OneNote notebook, and other collaboration tools. Office 365 Groups facilitate team collaboration by providing integrated tools for communication, file sharing, and task management.

Example: A project team creates an Office 365 Group for a new product launch. The group includes a shared mailbox for team emails, a calendar for scheduling meetings, a document library for storing project files, and a OneNote notebook for taking meeting notes.

OneDrive:

OneDrive is Microsoft’s cloud storage service that integrates with SharePoint for file storage and sharing. It allows users to store and protect files, share them with others, and access them from anywhere on all devices. OneDrive provides personal storage for users, while also enabling collaboration through shared libraries in SharePoint.

Example: Mary uses OneDrive to store her work documents. She shares a project folder with her team, allowing them to collaborate on documents and presentations. The shared folder is also accessible from the team’s SharePoint site.

Permissions:

Permissions in SharePoint are the set of rules that control what users can and cannot do on a site. Permissions can be set at the site, library, folder, or item level, allowing for granular control over access and actions. SharePoint supports role-based permissions, enabling administrators to assign predefined roles such as “Owner,” “Member,” and “Visitor” to users and groups.

Example: In a document library, an administrator grants “Read” permissions to visitors, “Contribute” permissions to members, and “Full Control” permissions to owners. This ensures that visitors can only view documents, members can add and edit documents, and owners can manage library settings.

Search:

Search functionality in SharePoint allows users to find content across sites and libraries. Search results can be customized with filters, refiners, and search scopes, helping users locate relevant information quickly. SharePoint search supports advanced features like content indexing, query suggestions, and result ranking to improve search accuracy and efficiency.

Example: A user types “annual report” into the SharePoint search bar and receives a list of all documents containing that term. They can filter results by date, author, or document type to find the specific report they need.

Site:

A site in SharePoint is a container that holds lists, libraries, pages, and other content. Sites can be created for different purposes, such as team collaboration, document management, or publishing. Sites provide a structured environment for organizing and managing content, supporting features like workflows, permissions, and branding.

Example: A department site for the HR team includes document libraries for employee policies, lists for tracking training sessions, and pages for sharing company news and announcements.

Site Collection:

A site collection in SharePoint is a group of sites that share common features, such as content types, templates, and permissions. A site collection includes a top-level site and any subsites below it, allowing for hierarchical organization and management of content. Site collections enable centralized administration and governance of related sites.

Example: A company might have a site collection for its intranet, with the main site serving as the home page and subsites for each department, such as HR, IT, and Finance. Each subsite inherits permissions and settings from the top-level site but can also have its own unique content and structure.

Site Template:

A site template is a pre-defined configuration of a SharePoint site that includes specific lists, libraries, and settings. Site templates can be used to create new sites with a consistent structure, saving time and ensuring uniformity. SharePoint includes built-in site templates for common scenarios, such as team sites, project sites, and publishing sites.

Example: A project site template might include a task list, document library, and calendar, providing a standardized setup for managing new projects. When a new project starts, the team can quickly create a site using this template.

SPFx (SharePoint Framework):

The SharePoint Framework (SPFx) is a page and web part model that provides full support for client-side development, integration with SharePoint data, and support for open-source tools. SPFx enables developers to create responsive and dynamic web parts and extensions using modern web technologies. It enhances the customization and extensibility of SharePoint, allowing for rich and interactive user experiences.

Example: A developer creates a custom SPFx web part that displays a real-time dashboard of sales data, integrating with external APIs and SharePoint lists. The web part can be added to any SharePoint page, providing interactive and visually appealing data insights.

Team Site:

A team site in SharePoint is designed for team collaboration, providing tools for document sharing, task management, and communication. Team sites include features like document libraries, calendars, and discussion boards, enabling teams to work together effectively. Team sites can be customized to meet specific team needs and integrated with other Office 365 services.

Example: A sales team uses a team site to store client proposals, track sales leads, and schedule meetings. The site includes a document library for shared files, a calendar for team events, and a task list for tracking sales activities.

Term Store:

The Term Store is a feature in SharePoint that allows you to manage metadata and taxonomies centrally. Terms can be used to tag and categorize content across sites, improving consistency and searchability. The Term Store supports hierarchical term sets, synonyms, and multi-language support, facilitating effective metadata management.

Example: A company uses the Term Store to manage a taxonomy of product categories. Documents in the product library are tagged with terms like “Electronics,” “Home Appliances,” and “Furniture,” making it easy to organize and search for documents by category.

Version Control:

Version control is a system in SharePoint that records changes to a file or set of files over time so that you can recall specific versions later. Version control helps track document history and manage edits by multiple users, providing a clear audit trail. SharePoint supports major and minor versioning, allowing for detailed tracking of changes and approvals.

Example: A marketing team uses version control for their campaign plans. Each time a plan is edited, a new version is saved. If the team needs to revert to a previous version or see who made specific changes, they can access the version history.

Web Part:

A web part is a modular unit of information that can be added to a SharePoint page. Web parts can display data, provide interactivity, and integrate with other systems. Examples of web parts include document libraries, lists, image galleries, and embedded videos. Web parts enable users to create dynamic and customizable pages, enhancing the functionality and user experience of SharePoint sites.

Example: A company homepage might include a news web part to display recent announcements, a calendar web part to show upcoming events, and a document library web part to provide quick access to important documents.

Workflow:

A workflow in SharePoint is a sequence of automated steps that perform specific actions, such as approving a document or sending an email. Workflows help streamline business processes and ensure consistency by automating repetitive tasks. SharePoint includes built-in workflows for common scenarios, such as document approval, feedback collection, and task management. Custom workflows can also be created using tools like Microsoft Power Automate.

Example: An expense report approval workflow automatically routes submitted reports to the appropriate managers for approval. Once approved, the workflow sends the report to the finance department for processing and notifies the employee of the approval status.

Zone:

A zone is a section of a SharePoint page layout that can hold web parts. Zones help organize and arrange content on a page, allowing for flexible and responsive design. Zones enable users to customize the layout and presentation of information, enhancing the visual appeal and usability of SharePoint pages.

Example: A team site homepage might be divided into zones for announcements, quick links, and a document library. Each zone contains web parts that display relevant content, making it easy for team members to find and access information.