SHAREPOINT FAQ
SharePoint. It’s one of those tools you’ve heard about, maybe even used, but still find yourself scratching your head over sometimes. Whether you’re a beginner or a veteran user, SharePoint has so many features that it’s easy to feel lost. So we’ve put together this list of 120 SharePoint FAQ (frequently asked questions) – simple, no jargon, and straight to the point. If you’ve got a burning SharePoint question, chances are, it’s answered below! If we didn’t answer it, contact us and we’ll see what we can do.
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WHO
1. Who uses SharePoint?
All kinds of businesses around the world. In South Africa; finance, tech companies, mining, manufacturing, education, medical, government, professional services, non-profits, and more all use SharePoint for collaboration and document management.
2. Who owns SharePoint?
It’s owned by Microsoft, the same company that makes Word, Excel, and Teams. But in your company, it’s owned by business in partnership with IT.
3. Who can access my SharePoint site?
Only the people you give permission to – like your teammates or coworkers.
4. Who creates SharePoint sites?
You can, or your company’s IT team or someone in charge of managing shared tools like an Intranet Manager.
5. Who can edit documents in SharePoint?
Anyone you’ve allowed to have editing access.
6. Who can upload files to SharePoint?
People with at least “contributor” access can upload files.
7. Who do I ask for help with SharePoint?
Start with your company’s IT or support team, or check Microsoft’s help pages.
8. Who decides what goes on SharePoint?
Usually, it’s up to your team or project manager to decide.
9. Who can delete a SharePoint site?
Site Owners, Site Collection Administrators and SharePoint Administrators can, like IT or the person who created the site.
10. Who can see my personal files in SharePoint?
Personal files are kept in OneDrive where only you can see them unless you share them out. In SharePoint, various people might have access to a site.
11. Who decides the structure of a SharePoint site?
Usually the team leader, project manager, or whoever set it up.
12. Who can see changes I make to a file?
Anyone with access to the file can see the latest version.
13. Who approves changes in SharePoint workflows?
That depends on how your team has set up workflows – usually a manager or team leader.
14. Who can I invite to my SharePoint?
Teammates, coworkers, or external people, depending on your permissions.
15. Who backs up SharePoint data?
Microsoft automatically backs it up for you, but your company might have extra backups too.
16. Who decides what permissions I have in SharePoint?
The Site Owner or Intranet Managers control your access level.
17. Who can add apps to a SharePoint site?
Anyone with Site Owner rights, or higher.
18. Who can restore deleted files in SharePoint?
Anyone with access to the Recycle Bin can restore files.
19. Who can create a shared calendar in SharePoint?
Anyone with permission to create lists in the site.
20. Who updates SharePoint security?
Microsoft does it automatically, and your company’s IT team might add additional measures.
WHAT
21. What is SharePoint?
It’s a tool that helps teams share files, work together, and stay organized. Here are some resources from Microsoft and here is a post from us.
22. What can I do with SharePoint?
Share files, create team sites, manage tasks, and collaborate on documents.
23. What’s the difference between SharePoint and OneDrive?
SharePoint is for teams, while OneDrive is for personal docs.
24. What kind of files can I put in SharePoint?
Pretty much anything – documents, spreadsheets, presentations, images, videos, text files, emails, etc.
25. What happens if I delete something in SharePoint?
It goes to the Recycle Bin, where you can recover it for 93 days.
26. What is a SharePoint list?
It’s like an online super-powered table where you can track things like tasks, contacts, or issues. Read more.
27. What’s a SharePoint library?
It’s a special folder for storing and organizing files.
28. What’s the biggest file I can upload to SharePoint?
up to 250GB, and/or 100 documents at a time.
29. What is a SharePoint site?
It’s a shared online workspace for teams, projects, or departments.
30. What’s the point of SharePoint?
To make teamwork easier by keeping everything in one place.
31. What’s the difference between SharePoint Online and SharePoint Server?
SharePoint Online is cloud-based, while Server is installed on your company’s own servers.
32. What’s a SharePoint workflow?
It’s an automated process that handles tasks like approvals or notifications, (now done through Power Automate).
33. What does “check out” mean in SharePoint?
It’s a way to lock a file so only you can edit it until you check it back in.
34. What’s metadata in SharePoint?
Metadata is extra info about files – like tags – that makes them easier to organize and search.
34. What’s the difference between a site and a subsite?
A site is the main workspace, and a subsite is like a smaller section below it.
35. What happens if two people edit the same file in SharePoint?
SharePoint usually merges the changes or alerts you to resolve any conflicts.
36. What’s the purpose of version history in SharePoint?
It lets you see older versions of a file and restore them if needed.
37. What’s a SharePoint Hub site?
It connects different SharePoint sites, making them easier to manage and navigate.
38. What’s a SharePoint page?
It’s a web page you can add to your site to share news, updates, or info.
39. What’s the difference between editing and viewing permissions?
Viewers can only look at files and download them; editors can make changes.
40. What is a web part?
It’s an element you add to a SharePoint page to display data. For example, text web part, image web part, quick links web part, news web part.
WHEN
41. When should South African businesses SharePoint?
When you need to organise your company better. When your South African team needs secure file sharing, remote collaboration, and/or compliance with regulations like ISO and POPIA.
42. When was SharePoint created?
Microsoft launched it in 2001.
43. When will my changes show up in SharePoint?
Instantly, as soon as you save them.
44. When should I create a new SharePoint site?
When you’re starting a new project or need a dedicated space for a team.
45. When do I need permission to access SharePoint?
Whenever you’re trying to access a site or file you don’t already have access to.
46. When is SharePoint updated?
Microsoft rolls out updates weekly, often without you even noticing. Check out the SharePoint Roadmap.
47. When should I use SharePoint instead of email?
When you’re collaborating on files internally or need a central place for updates.
48. When does SharePoint notify me?
When someone @mentions you in a file, or you set up Quick Steps for changes.
49. When should I back up SharePoint?
Microsoft does this for you. But you can have additional backups if you want to.
50. When do files sync between SharePoint and my computer?
As soon as your internet connection is active.
51. When should I use SharePoint instead of Teams?
Use SharePoint for storing and organizing files; use Teams for quick chats and meetings.
52. When is the best time to get SharePoint training?
When you have a site allocated to you, so you can practice your new skills immediately.
53. When should I archive files in SharePoint?
When the project is done, and you don’t need regular access to them anymore.
54. When do files in SharePoint expire?
Files don’t expire unless your company sets up a retention policy.
55. When should I use SharePoint instead of a shared drive?
Use SharePoint when you need collaboration features or access from anywhere.
56. When do I need to check out a file?
When you want to make sure no one else edits it while you’re working on it.
57. When should I create a new document library?
When documents are completely different subjects, like HR documents and Finance documents.
58. When will my changes in SharePoint sync to others?
Instantly, as long as everyone has an internet connection.
59. When do I need admin approval in SharePoint?
For accessing a site you don’t have permission to, you will get “Access Denied” and someone needs to approve the request.
60. When should I delete a SharePoint site?
Only when it’s no longer needed, after confirming no one else needs it and archiving any data that needs to be retained.
WHERE
61. Where is SharePoint data stored for South African companies?
Microsoft has local, secure cloud data centers to meet South African compliance requirements.
62. Where do I log into SharePoint?
Usually through your company’s Microsoft 365 portal (portal.office.com or office.com) or a direct SharePoint link.
63. Where can I find my SharePoint files?
In your team’s SharePoint site or synced to your computer if you’ve set it up; use the app bar on the left under “My Files”.
64. Where is SharePoint backed up?
Microsoft does backups to their servers around the world.
65. Where do I see who has access to a file?
Right-click the file and look for the “Manage Access” or “Share” option.
66. Where can I learn more about SharePoint?
Microsoft, YouTube tutorials, or your company’s training materials – or from us here at Lets Collaborate!
67. Where do deleted SharePoint files go?
To the Recycle Bin in your SharePoint site.
68. Where can I find SharePoint site settings?
From the gear icon on the top right of the site, then “Site Information” > “View All Site Settings”.
69. Where can I report a problem with SharePoint?
Start with your company’s IT team, your Site Owner, or Intranet Manager. They can escalate accordingly.
70. Where do I download SharePoint?
You don’t download it – it’s all online via your browser at companyname.sharepoint.com.
71. Where can I see who’s working on a file in SharePoint?
Open the file in Office apps, and you’ll see who’s active in the top corner.
72. Where can I find training for SharePoint?
Microsoft, LinkedIn Learning, or your company’s internal training.
73. Where do I see updates in SharePoint?
Click “SharePoint” on the very top bar of the site next to the search box, all updates are in there.
74. Where are my synced SharePoint files on my computer?
In the dropdown under the company name, it lists the name of your site then library name.
75. Where do I edit site permissions in SharePoint?
Go to “Settings” on the top right, “Site Permissions” > “Advanced Permissions”.
76. Where can I find the SharePoint mobile app?
In your mobile app store at Apple or Google Play.
77. Where do I find images for a SharePoint page?
Go to “Settings” > “Site Contents” > “Site Assets” > “Site Pages”. They are stored in a folder per page created.
78. Where can I find the SharePoint Recycle Bin?
On the left-hand menu of your SharePoint team site, (the quick launch). Or under “Settings” > “Site Contents”.
79. Where do I change my SharePoint profile picture?
Click your image / name on the top right and choose “My Microsoft 365 Profile”.
80. Where can I store confidential files in SharePoint?
In a site, library or folder with restricted permissions.
WHY
81. Why use SharePoint?
It keeps your team organized, makes sharing files easy, and avoids email overload.
82. Why is SharePoint better than email?
Files stay in one place, and everyone works on the same version.
83. Why can’t I access a SharePoint file?
You might not have permission – ask the owner to share it with you.
84. Why is SharePoint slow?
It could be your internet connection or a temporary issue with Microsoft’s servers.
85. Why does SharePoint ask for my login?
It’s making sure only authorized users can access the files.
86. Why do we need separate SharePoint sites?
Different teams or projects often need their own spaces – it’s good for search and organisation.
87. Why can’t I edit a file in SharePoint?
Someone else might have it locked, or you don’t have editing permissions.
88. Why are there multiple versions of my file in SharePoint?
SharePoint tracks changes so you can go back to earlier versions if needed.
89. Why should I add metadata to files in SharePoint?
It helps you and your team find files faster.
90. Why does SharePoint look different sometimes?
Microsoft updates it regularly, and your company might customize it.
91. Why does SharePoint require a Microsoft 365 account?
Because it’s part of Microsoft’s ecosystem of tools.
92. Why is SharePoint better for teams?
It keeps everyone on the same page with easy file sharing and collaboration.
93. Why can’t I delete a file in SharePoint?
You might not have the right permissions, or the admins purposefully removed the ability to delete in that area.
94. Why are my SharePoint files read-only?
Check if the file is checked out, or if you only have view permissions.
95. Why does SharePoint have different views?
To let you organize and see data in the way that works best for you.
96. Why should I sync my files?
To give you the option of working on them offline and/or directly from Windows Explorer.
97. Why does SharePoint use libraries instead of folders?
It uses both. Libraries give more features like metadata, versioning, views – and folders.
98. Why can’t I find a file in SharePoint?
It might be in another library, or you might not have permission to see it, it might be renamed, it might be deleted.
99. Why does SharePoint lock files sometimes?
If someone has been editing it and doesn’t close it and goes home, it’s likely to lock.
100. Why is SharePoint useful for remote work?
Because it lets you access files and collaborate from anywhere.
HOW
101. How do I upload files to SharePoint?
Drag and drop them into the site or use the “Upload” button.
102. How do I share a file in SharePoint?
Click “Share,” type their name or email, and set their access level.
103. How do I create a SharePoint site?
Click “SharePoint” on the top bar and “Create Site.” If you only see Create Post, your admins turned that off.
104. How do I search in SharePoint?
Use the search bar at the top of the site to find files, people, or info. Or search only in a specific list or library.
105. How do I sync SharePoint to my computer?
Use the “Sync” button on the site to link it with your Windows Explorer.
106. How do I recover a deleted file in SharePoint?
Check the Recycle Bin and restore it from there.
107. How do I customize my SharePoint site?
Use the “Edit Page” or “Settings” options to change layouts, colours, and more.
108. How do I stop sharing a file in SharePoint?
Go to the file’s sharing settings and remove people’s access.
109. How do I check who edited a document?
Look in the file’s version history.
110. How do I get alerts for changes in SharePoint?
Go to the list / library, then on the ribbon, “Automate” > “Quick Steps” > “Create Quick Step”.
111. How do I create a team site in SharePoint?
Click “Create Site” on your SharePoint home page and pick “Team Site.”
112. How do I organize files in SharePoint?
Use sites, libraries, folders, metadata, and views to keep things neat and search strong.
113. How do I create a custom list in SharePoint?
Go to your site, click “New,” and choose “List.”
114. How do I move files between SharePoint libraries?
Use the “Move To” option or drag and drop.
115. How do I add a web part to a SharePoint page?
Edit the page, click the grey “+,” and pick a web part to add.
116. How do I change my SharePoint site’s logo?
Go to Settings, then “Change the Look” > “Header” and upload your logo.
117. How do I set up alerts in SharePoint?
Right-click a file or folder and choose “Alert Me.” (Being replaced with Quick Steps soon).
118. How do I collaborate on documents in SharePoint?
Open the file and start editing – it updates in real-time. It’s called co-authoring.
119. How do I create a SharePoint calendar?
Edit your page, add a web part called “Events”. It automatically creates the calendar for you.
120. How do I delete a SharePoint library?
Go to library settings and choose “Delete this library.” Or click on Site Settings > Site Contents, click the 3 … next to the library and select “Delete”.
And there you have it. We hope that helps. Start with the basics of sharing files and creating team sites, then gradually explore more advanced features like workflows and metadata as your confidence grows. If you’re still feeling overwhelmed or need hands-on help to implement SharePoint in your company, give us a shout.
