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Microsoft SharePoint

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Topic Overview

Introduction
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SharePoint is a web-based collaborative platform that integrates with Microsoft Office. It is generally used to create internal and external web pages for the purpose of storing, organizing, sharing, and collaborating on files and information from any device with access to the internet. The information contained within these pages is intended for internal audiences only.

Roles and Responsibilities

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RoleDefinition and ResponsibilitiesProject LeadSite OwnerMemberVisitor


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The content in this section are internal Knowledge Base pages that were created to reference NYSERDA specific processes, procedures or system instructions and can also be accessed using the page tree on the left-hand SideBar.

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The content in this section are curated links that will direct you to the Microsoft Support content that can be found at support.microsoft.com. This content cannot be accessed using the page tree on the left-hand SideBar.


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<a href="https://support.microsoft.com/en-us/office/manage-view-or-delete-sharepoint-alerts-99dfb19c-9a90-4a8c-aba1-aa8c8afb0de2" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Alerts: Manage, View or Delete Alerts</button></a>


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<a href="https://support.microsoft.com/en-us/office/create-an-alert-to-get-notified-when-a-file-or-folder-changes-in-sharepoint-e5a79e7b-a146-46da-a9ef-d65409ba8918#Pick_tab=SharePoint_Server_2010_-_2019" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Alerts: Create an Alert</button></a>


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<a href="https://support.microsoft.com/en-us/office/view-usage-data-for-your-sharepoint-site-2fa8ddc2-c4b3-4268-8d26-a772dc55779e" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">SharePoint: View Usage Data</button></a>


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<a href="https://support.microsoft.com/en-us/office/how-versioning-works-in-lists-and-libraries-0f6cd105-974f-44a4-aadb-43ac5bdfd247" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Version History: How it Works</button></a>


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<a href="https://support.microsoft.com/en-us/office/restore-a-previous-version-of-an-item-or-file-in-sharepoint-f66dbda0-81f4-4d1e-b08c-793265c58934" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Version History: Restoring Previous Versions</button></a>


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<a href="https://support.microsoft.com/en-us/office/enable-and-configure-versioning-for-a-list-or-library-1555d642-23ee-446a-990a-bcab618c7a37#OfficeVersion=2016,_2013" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Version History: Enable and Configure</button></a>




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Terms and Definitions

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TermDefinitionSiteGenerally refers to the top-most page of you complete site structure. Can also be called a Parent site. This is often the page users navigate to first to access the site.Sub-SiteAny site that is a Child to a Parent site.Document LibraryA site component of SharePoint that provides the ability to upload, share and edit documents and files with other users who have access.ListA site component of SharePoint that provides an ability to collect, organize and manage important data.Site Component(s)Any part of a site that is not a Site or Sub-Site. Examples include Document Libraries, List, Calendars, etc.Permission GroupA mechanism to provide access to Sites and Site Components that minimizes work effort and risk of exposure to sensitive information.

Classic vs. Modern Experience

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SharePoint offers two different user experiences: Classic and Modern. The Modern experience provides a user interface that is highly adaptive to mobile use, and while some may appreciate the look and feel more than the Classic experience, there are some disadvantages to using the Modern experience when managing site components such as document libraries and lists. Additionally, all external SharePoint site components must be in the Classic experience to ensure that the required legal disclaimer is visible to external stakeholders.

It is our recommended best practice, then, to always have external SharePoint sites in the Classic experience.

By default, Sites and Sub-Sites are implemented using the Classic experience and cannot be changed. However, document libraries, lists and other site components can be changed, either temporarily or permanently.

Temporary changes, such as clicking the Return to classic SharePoint at the bottom of the left-hand navigation tab will only remain in effect until you close the browser or exit the site. Seeing this option, or the Exit classic experience option indicates that the site component is not permanently set to the Classic experience.

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To enforce a consistent Classic experience on any site component follow the instructions below.

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Access the document library or list that is not set to a permanent Classic experience then click the Library (for document libraries) or List (for lists) menu option at the top-left of the page.

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Then click either the Library Settings (for document libraries) or List Settings (for lists) option at the top-right of the menu tool bar.

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Related Content

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