Mastering Microsoft SharePoint 2016 Basics

Introduction to Microsoft SharePoint 2016 Guide

Microsoft SharePoint 2016 is a powerful web-based collaboration platform that integrates with Microsoft Office to help organizations manage content, knowledge, and applications. This guide is designed to introduce users to the essential tools and functionalities SharePoint offers—for creating, storing, organizing, and sharing documents securely within teams and across organizations. It covers the core aspects of SharePoint including document libraries, editing documents online or on desktop apps, site navigation, search capabilities, page customization, and web parts. Users gain practical knowledge on how to efficiently upload, check out, edit, and manage documents in a shared environment, while leveraging SharePoint’s metadata and filtering options for accurate content retrieval. Whether you are new to SharePoint or looking to deepen your understanding of the 2016 version, this comprehensive manual provides clear instructions and workflows to optimize your use of the platform for collaboration and productivity.

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Topics Covered in Detail

• SharePoint Site Navigation: How to effectively browse and locate content within site collections.
• Document Libraries: Storing, uploading, organizing, and managing files within SharePoint.
• Editing Documents: Using both Office Online and desktop applications to work with Word, Excel, and PowerPoint files seamlessly.
• Check Out and Version Control: Understanding how to check out files for editing and manage versions.
• Searching SharePoint Content: Conducting keyword-based searches with filters across libraries, sites, and people.
• Page Customization: Adding and modifying Web Parts, images, and zones on SharePoint pages for personalized user experience.
• Copying and Moving Files: Methods to duplicate or transfer documents within SharePoint libraries.
• Metadata and Filtering: Utilizing author, date, and content type filters for efficient content sorting and retrieval.
• Integration with Microsoft Office Suite: Creating new documents directly through SharePoint’s integrated apps.
• Security and Permissions: Managing access to files and libraries (though not a primary focus of the document).

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Key Concepts Explained

1. Document Libraries as Central Storage Repositories Document libraries are specialized containers in SharePoint where files are stored. Unlike traditional folders, libraries offer advanced features like metadata tagging, filtering, and versioning. This centralized approach helps teams collaborate with ease knowing that all files are accessible through a convenient interface with rich contextual information (author, modified date, etc.).

2. Check Out and Version Control Checking out a document locks it for exclusive editing by one user at a time. This prevents conflicts or overwrites when multiple users access the same file. SharePoint then tracks versions, enabling users to review or restore previous changes, maintaining document integrity and auditability.

3. Online and Desktop Editing Integration SharePoint 2016 supports seamless editing of documents via Office Online apps (Word Online, Excel Online, etc.) and the desktop Microsoft Office programs. Users can preview, edit in-browser, or open documents directly in installed Office software based on preference and resources available, facilitating flexible workflows.

4. Advanced Search Functionalities Search in SharePoint caters to different scopes—site collection-wide (Everything), people search, or current site-only queries. Filters like content type, author, and modified date refine results efficiently. This targeted search capability helps users quickly locate needed documents or relevant contacts inside large, complex sites.

5. Page Customization Using Web Parts Web Parts are modular components that can be inserted into SharePoint pages to add dynamic features such as document libraries, lists, images, or custom apps. Users can edit Web Part settings including titles and appearances to tailor the site experience for specific team needs or branding.

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Practical Applications and Use Cases

SharePoint 2016 is extensively used in organizational environments for collaborative document management and intranet solutions. For example, a marketing team can maintain a document library holding campaign assets where members check out and edit files simultaneously but without interference due to version controls. Meanwhile, HR departments can publish employee documents secured behind permissions set on site libraries and use search to locate forms quickly.

Another scenario includes project management where team sites incorporate customized pages with Web Parts showing task lists, calendars, and relevant documents—all updated in real-time to keep members on the same page. The ability to upload files by drag and drop accelerates content sharing, whereas metadata tagging improves archival and retrieval for compliance or audits.

Searching capabilities empower users across large enterprises with distributed sites to identify experts or locate critical reports without manual browsing. Adding images and customizing page layout enhances engagement on corporate intranet portals.

In essence, SharePoint 2016 serves as the backbone for digital workplace transformation by centralizing data, streamlining collaboration, and maintaining governance standards.

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Glossary of Key Terms

• Document Library: A special SharePoint container designed for storing, organizing, and managing files collectively.
• Check Out: A feature to lock a document for exclusive editing by one user at a time.
• Metadata: Data describing properties of a document (author, modified date, content type) that supports sorting and filtering.
• Web Part: A modular page component that adds specific functionalities or content to SharePoint pages.
• Site Collection: A group of SharePoint sites managed under a common top-level site.
• Office Online: Browser-based versions of Microsoft Office applications integrated with SharePoint for editing documents.
• Version Control: The capability to maintain multiple edits or versions of documents for tracking and rollback.
• Search Filters: Criteria to narrow down query results in SharePoint searches such as author or date modified.
• Quick Launch: The navigation panel on the left side in SharePoint sites providing shortcuts to libraries and pages.
• Drag and Drop Upload: A method of uploading files by dragging them from the desktop directly into SharePoint libraries.

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Who is this PDF for?

This guide is tailored for business professionals, IT administrators, and team members who use or plan to adopt Microsoft SharePoint 2016 for document collaboration and site management. Beginners new to SharePoint will find step-by-step instructions accessible, allowing them to understand fundamental operations like uploading, editing, and searching documents within a SharePoint environment. At the same time, intermediate users can benefit from tips on effectively leveraging metadata, managing check-outs, and customizing pages with Web Parts. The knowledge gained will help individuals improve team workflows, support organizational knowledge management, and optimize intranet site usability. This resource also suits IT support staff tasked with training end users or maintaining SharePoint sites, providing them with clear procedures and best practices.

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How to Use this PDF Effectively

To get the most out of this guide, approach it with hands-on practice by following each section while logged into a SharePoint 2016 environment, if possible. Try uploading sample files, editing them online and on desktop Office apps, and practicing check-outs to grasp version control. Use the search features with filters to familiarize yourself with content retrieval techniques. Experiment with adding and configuring Web Parts to tailor pages for your specific needs. Regularly refer back to the glossary to reinforce understanding of key terms. Applying what you learn to real business scenarios or mock projects will help facilitate retention and prepare you to train others or troubleshoot end-user questions.

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FAQ – Frequently Asked Questions

What is the best way to search for documents in SharePoint 2016? To search for documents, use the Search box available on each SharePoint site page. You can enter keywords or phrases related to the content you seek. For more precise results, utilize the drop-down menu in the search box to specify where to search—options include everything in the site collection, people, conversations (if enabled), or just the current site. Narrow your search results by filters such as content type, author, or date modified.

How do I check out a document to edit it? If the document library requires check-out, select the document you want to edit, click the ellipses on the toolbar to open the options menu, then choose “Check Out.” This action locks the document so only you can edit it. After checking out, a special icon shows next to the document. Remember to check it back in after editing to make your changes available to others.

Can I edit SharePoint documents directly in the browser? Yes, SharePoint integrates with Office Online, allowing you to open and edit documents such as Word, Excel, or PowerPoint files directly in your web browser. You can choose to continue editing in Office Online or open the document in your desktop Office application if installed. Edits made in either environment synchronize back to SharePoint.

How do I copy files from one document library to another? To copy files, highlight the file(s) in the source document library, right-click the selection, and choose “Copy.” Then, navigate to the destination library, right-click in the document list area, and select “Paste.” This duplicates the files to the new location while retaining the originals.

What options are available for creating new documents in SharePoint? SharePoint allows you to create new documents using Microsoft Office Online apps such as Word Online or Excel Online. When you create a document, it opens automatically in the appropriate online app for editing. You can later open the document in the desktop Office program if installed, for a richer editing experience.

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Exercises and Projects

The PDF does not include explicit exercises or projects; however, here are suggested projects to deepen your hands-on skills with SharePoint 2016:

Project 1: Setting Up and Managing a Document Library

• Create a new document library within a SharePoint site.
• Upload various file types using drag-and-drop and traditional upload methods.
• Practice creating new documents directly in the library using Office Online.
• Experiment with checking documents out and back in, noting the changes in iconography.
• Organize documents into folders or sub-libraries to understand hierarchical storage.

Tips: Focus on learning metadata management and how document version control affects collaboration.

Project 2: Customizing Search Functionality

• Use the site’s search box to perform different types of searches (everything, people, conversations, this site).
• Test filtering search results by content type, author, and modified date.
• Observe how search results differ when changing the scope of the search.

Tips: Practice phrasing queries with different keywords and using phrase searches to enhance retrieval accuracy.

Project 3: Creating and Editing a SharePoint Site Page

• Add a new site page and insert text, images, and Web Parts.
• Use the Insert tab tools to add tables, links, media, and embedded code.
• Save pages with different options (Save, Save As, Publish).
• Modify and edit existing pages and observe the updates in real-time.

Tips: Experiment with Web Part settings and layouts to design effective, user-friendly pages.

These projects will build practical expertise in document management, site navigation, content creation, and collaborative editing within SharePoint 2016.

Last updated: October 21, 2025