Microsoft Sharepoint 2013 Quick Reference
Guide
Microsoft SharePoint 2013 Quick Reference Guide
microsoft sharepoint 2013 quick reference guide serves as an essential resource for
both beginners and seasoned users looking to harness the full potential of this powerful
collaboration platform. SharePoint 2013, a robust tool developed by Microsoft,
revolutionized how organizations manage content, streamline workflows, and foster
teamwork. Whether you’re managing documents, creating intranet sites, or automating
business processes, this guide will walk you through key features and practical tips to
maximize your SharePoint experience.
Getting Started with Microsoft SharePoint 2013
When you first dive into SharePoint 2013, the interface might seem overwhelming due to
its myriad of options. However, understanding the core components will help you navigate
with ease.
User Interface and Navigation
The SharePoint 2013 interface is designed for user-friendliness and efficiency. The ribbon
at the top mirrors Microsoft Office applications, offering contextual tools depending on the
task you’re performing. Key elements include:
Quick Launch: Located on the left, this navigation pane provides access to site
1.
libraries, lists, and other pages within your site.
Top Link Bar: A horizontal navigation bar at the top, often used to link to other
2.
sites or key pages.
Site Contents: This section displays all lists, libraries, and subsites, making it
3.
easier to manage your resources.
Getting comfortable with these navigation tools will help you locate content quickly and
manage your SharePoint environment efficiently.
Sites, Libraries, and Lists Explained
At the heart of SharePoint 2013 are its components:
Sites: These are containers for your content, allowing you to organize projects,
teams, or departments.
Document Libraries: Specialized repositories for storing and managing
documents, complete with version control and metadata.
Lists: Structured data tables that help track information like tasks, contacts, or
issues.
Understanding how these elements interact lets you build a seamless information
architecture tailored to your organization’s needs.
Essential Features in the Microsoft SharePoint 2013 Quick
Reference Guide
SharePoint 2013 introduced several features that transformed collaboration and content
management. Here are some essentials you’ll want to master.
Document Management and Version Control
One of SharePoint’s standout capabilities is its document management system. It allows
multiple users to collaborate on documents without the fear of overwriting each other’s
work. Version control automatically tracks changes, enabling users to revert to previous
versions if needed.
Tips for effective document management include:
Enable check-in/check-out to control editing and avoid conflicts.
1.
Use metadata fields to categorize documents, making searching and filtering more
2.
efficient.
Set alerts to notify team members when documents are updated.
3.
Workflow Automation
Automating business processes is a major advantage of SharePoint 2013. The platform
supports workflows that can be customized to route documents for approval, feedback, or
task assignments.
The SharePoint Designer tool helps create these workflows without extensive coding
knowledge. Common workflows include:
Approval Processes
1.
Feedback Collection
2.
Issue Tracking
3.
Leveraging workflows reduces manual errors and speeds up project timelines.
Social Features and Collaboration Tools
SharePoint 2013 enhanced social collaboration by integrating features such as newsfeeds,
tagging, and community sites. These tools foster better communication and knowledge
sharing among team members.
Highlights include:
Newsfeeds: Function like internal social media where users can post updates and
1.
follow colleagues.
Tags and Notes: Enable users to categorize content and leave comments for
2.
easier discovery.
Community Sites: Facilitate discussion forums and knowledge exchange within
3.
specific groups.
Using these social features helps build a connected and informed workplace culture.
Customizing and Managing Your SharePoint 2013 Environment
Beyond out-of-the-box features, SharePoint 2013 offers extensive customization options
to align with your organization’s unique requirements.
Site Templates and Web Parts
Creating a new site is simplified through templates tailored for different purposes, such as
team sites, project sites, or publishing sites. These templates come pre-configured with
libraries, lists, and navigation to speed up deployment.
Web Parts are modular components that can be added to pages to display content, such
as calendars, document libraries, or image galleries. Customizing pages with Web Parts
allows users to create dynamic, interactive sites that serve their specific functions.
Permissions and Security Settings
Managing access is critical in SharePoint to protect sensitive information. SharePoint 2013
uses a granular permission model allowing administrators to assign rights at the site,
library, or item level.
Key tips for security management:
Use SharePoint groups to manage user permissions collectively rather than
1.
individually.
Implement the principle of least privilege—grant only the permissions necessary for
2.
users to perform their tasks.
Regularly audit permissions to ensure compliance and security.
3.
Search and Content Discovery
A powerful search engine is embedded in SharePoint 2013, capable of indexing
documents, list items, and even metadata. Users can perform keyword searches, filter
results, and save queries to find information quickly.
Search can be customized by:
Creating result sources to narrow down searches to specific content types.
1.
Configuring refiners to help users filter results by metadata.
2.
Adding promoted results to highlight important documents or announcements.
3.
Optimizing search improves productivity by reducing the time spent hunting for
information.
Tips for Power Users in the Microsoft SharePoint 2013 Quick
Reference Guide
If you’re looking to elevate your SharePoint skills, here are some advanced tips to
consider.
Utilize Managed Metadata Services
Managed Metadata Services allow organizations to create centralized term stores for
consistent taxonomy across sites. This improves tagging accuracy and enhances search
capabilities.
Leverage Content Types
Content types enable you to define reusable sets of metadata, templates, and workflows
for specific document categories. This standardization simplifies content management and
ensures compliance.
Integrate with Microsoft Office and Other Tools
SharePoint 2013 integrates seamlessly with Microsoft Office applications like Word, Excel,
and Outlook, enabling users to open, edit, and save documents directly from these
programs. Additionally, integration with tools like Power BI and Exchange enhances
overall workflow and data visualization.
Use SharePoint Designer for Custom Solutions
For those comfortable with more technical configurations, SharePoint Designer offers
advanced options to build custom workflows, design forms, and modify site layouts
without full-scale programming.
Exploring these features can significantly improve how your organization uses SharePoint,
turning it into a centralized hub for collaboration and information management.
Microsoft SharePoint 2013 remains a versatile platform, and having a quick reference
guide at hand helps users unlock its vast capabilities. Whether managing documents,
automating processes, or creating dynamic team sites, understanding the core
functionalities and best practices is key to success. With continuous practice and
exploration, SharePoint 2013 can truly transform the way teams work together.
Question
Answer
What is Microsoft SharePoint
2013 Quick Reference Guide?
The Microsoft SharePoint 2013 Quick Reference
Guide is a concise resource that provides essential
information, tips, and shortcuts to help users
navigate and utilize SharePoint 2013 effectively.
What are the key features
highlighted in the SharePoint
2013 Quick Reference Guide?
Key features often include site navigation, document
management, collaboration tools, lists and libraries,
creating and managing sites, and using workflows.
How can the SharePoint 2013
Quick Reference Guide help new
users?
It helps new users quickly understand the interface,
basic functions, and common tasks in SharePoint
2013, reducing the learning curve and increasing
productivity.
Does the SharePoint 2013 Quick
Reference Guide cover
customization options?
Yes, many guides include sections on customizing
site appearance, creating custom lists and libraries,
and managing permissions.
Where can I find a downloadable
Microsoft SharePoint 2013 Quick
Reference Guide?
Microsoft’s official website, tech community forums,
and third-party educational websites often provide
downloadable PDFs or online versions of the quick
reference guide.
What are some common
shortcuts or tips mentioned in
the SharePoint 2013 Quick
Reference Guide?
Common tips include keyboard shortcuts for
navigation, quick ways to upload documents, using
the ribbon interface efficiently, and managing alerts
and notifications.
Is the SharePoint 2013 Quick
Reference Guide useful for
administrators?
Yes, it provides administrators with quick access to
management tasks such as site settings, user
permissions, and workflow management.
How does the Quick Reference
Guide assist with document
collaboration in SharePoint 2013?
It explains features like version control, co-
authoring, check-in/check-out processes, and
document sharing to enhance team collaboration.
Can the SharePoint 2013 Quick
Reference Guide be used for
training purposes?
Absolutely, it serves as a handy training tool for new
employees or users who need a quick overview
without going through extensive manuals.
Are there updates or versions of
the Quick Reference Guide for
later SharePoint versions?
Yes, Microsoft and various third-party providers
often update quick reference guides to reflect
changes in newer SharePoint versions like 2016,
2019, and SharePoint Online.
Microsoft SharePoint 2013 Quick Reference Guide: Navigating the Enterprise Collaboration
Tool
microsoft sharepoint 2013 quick reference guide serves as an essential resource for
IT professionals, business users, and developers aiming to maximize the capabilities of
Microsoft's enterprise collaboration platform. Since its release, SharePoint 2013 has stood
out as a robust solution for document management, intranet portals, workflow
automation, and team collaboration, balancing user-friendly design with powerful backend
features. This guide delves into the core functionalities, practical applications, and key
considerations for leveraging SharePoint 2013 effectively in a corporate environment.
Understanding Microsoft SharePoint 2013: An Overview
Microsoft SharePoint 2013 represents a significant evolution from its predecessors,
introducing enhanced social features, improved search capabilities, and a more intuitive
interface. It operates as a web-based platform that integrates with Microsoft Office and
provides a centralized location for storing, organizing, sharing, and accessing information
from any device.
At its core, SharePoint 2013 is designed to facilitate collaboration across departments and
geographies. Its modular structure allows organizations to tailor the environment through
site collections, subsites, libraries, and lists. This flexibility accommodates a wide range of
use cases, from simple file sharing to complex business process automation.
Key Features Highlighted in the Quick Reference Guide
The microsoft sharepoint 2013 quick reference guide typically emphasizes several pivotal
features that distinguish this version from earlier releases:
Enhanced User Interface: The ribbon-based UI, similar to Microsoft Office 2013,
1.
enables users to navigate and perform tasks with greater ease.
Improved Search Functionality: SharePoint 2013 integrates FAST Search
2.
technology, delivering more relevant and refined search results across sites,
documents, and people.
Social Computing Capabilities: Features like newsfeeds, community sites, and
3.
microblogging tools foster user engagement and knowledge sharing.
Mobile Device Support: Responsive design and dedicated mobile views improve
4.
accessibility on smartphones and tablets.
Workflow Enhancements: Integration with Windows Workflow Foundation 4.0
5.
allows for more complex and customizable business process automation.
App Model Introduction: This new development framework supports cloud-based
6.
and on-premises apps, promoting extensibility and integration.
These elements collectively contribute to a versatile platform that can be adapted to
diverse organizational needs, from intranet portals to collaborative project management
sites.
Practical Applications and User Roles
In any enterprise setting, understanding how different stakeholders interact with
SharePoint 2013 is crucial. The quick reference guide often categorizes users into site
owners, contributors, designers, and administrators, each benefiting from tailored
functionalities.
For Site Owners and Contributors
Site owners are typically responsible for creating and managing SharePoint sites. They
utilize the platform’s site templates to quickly set up communication hubs, document
libraries, and lists. Contributors, on the other hand, engage primarily with content creation
and editing.
Key tasks include:
Uploading and organizing documents within document libraries.
1.
Using version control to maintain document history and track changes.
2.
Setting permissions to control access and maintain security.
3.
Participating in workflows for approvals and content publishing.
4.
The microsoft sharepoint 2013 quick reference guide ensures users can efficiently
navigate these operations, reducing the learning curve.
For Designers and Developers
SharePoint 2013’s introduction of the app model significantly altered how developers
extend the platform. The quick reference guide outlines best practices for creating client-
side apps that can be deployed in SharePoint environments without affecting the core
system stability.
Developers benefit from:
REST APIs and JavaScript Object Model (JSOM) for custom functionality.
1.
Integration with Visual Studio for streamlined app development and debugging.
2.
Custom workflows using SharePoint Designer and Microsoft Workflow Manager.
3.
Branding and customization through master pages, themes, and page layouts.
4.
This flexibility supports the development of bespoke solutions that align with
organizational workflows and branding guidelines.
Comparative Perspective: SharePoint 2013 Versus Other
Versions
While SharePoint 2010 laid the groundwork for collaboration, the 2013 iteration
introduced notable improvements that merit attention.
Search and Social Features
SharePoint 2013's search engine is more powerful, incorporating FAST Search technology
that was previously a separate product. This enables metadata-driven refinements and
personalized results, enhancing user efficiency. Furthermore, its social networking
features, such as My Sites and community sites, reflect a strategic move toward
enterprise social computing, which was absent or limited in earlier versions.
Cloud Readiness and App Development
Unlike SharePoint 2010, SharePoint 2013 embraces cloud integration through its app
model, offering compatibility with SharePoint Online and hybrid deployments. This shift
aligns with broader IT trends toward cloud adoption and agile, scalable infrastructures.
Workflow and Automation
Workflow capabilities in SharePoint 2013 have been upgraded with the inclusion of
Workflow Manager, facilitating more complex and long-running processes. This contrasts
with the relatively basic workflows of SharePoint 2010, allowing organizations to automate
critical business processes more effectively.
Pros and Cons of Microsoft SharePoint 2013
No platform is without its trade-offs. The microsoft sharepoint 2013 quick reference guide
often highlights the following advantages and challenges:
Pros:
1.
Comprehensive collaboration tools suited for large enterprises.
1.
Robust integration with Microsoft Office and other Microsoft products.
2.
Extensive customization and development options.
3.
Improved user experience and mobile support.
4.
Advanced search and social networking features.
5.
Cons:
2.
Steep learning curve for new users and administrators.
1.
Complexity in deployment and maintenance, especially on-premises.
2.
Potential performance issues if not properly configured or scaled.
3.
Licensing costs can be significant for smaller organizations.
4.
These points inform decision-makers when evaluating SharePoint 2013 against alternative
collaboration platforms.
Optimizing Usage Through the Quick Reference Guide
A well-crafted microsoft sharepoint 2013 quick reference guide is invaluable for
accelerating onboarding and enhancing productivity. It typically includes concise
instructions on navigating the interface, managing content, and employing key features
such as:
Creating and configuring document libraries and lists.
1.
Applying metadata and content types for efficient data organization.
2.
Managing permissions and security settings to safeguard sensitive information.
3.
Implementing workflows to automate routine tasks.
4.
Utilizing the search center to quickly locate relevant content.
5.
By distilling complex processes into accessible steps, the guide empowers users across
skill levels to harness SharePoint’s full potential.
Overall, the microsoft sharepoint 2013 quick reference guide remains a critical tool for
enterprises aiming to streamline collaboration, enhance information management, and
foster innovation within their teams. Its emphasis on practical, actionable knowledge
ensures that users can navigate the platform’s extensive features with confidence and
efficiency.
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