Microsoft SharePoint: Work with sites, manage content and help people find information

Accessible summary

What this session covers

This intermediate session explains how SharePoint sites can provide a dependable route to current information. It covers site purpose, pages, document libraries, navigation, metadata, views, permissions, accessible publishing, review and finding the authoritative source again.

• defining the site purpose, audience and review point
• understanding the different roles of pages, libraries, navigation and Search
• choosing whether information belongs on a page or in a library
• using metadata, views, filters and sorting to improve retrieval
• checking permissions and responsibilities before sharing
• creating accessible SharePoint pages and content
• publishing one controlled source and communicating the return route
• using ownership, status and review dates to maintain trust

Making the session work for you

The session is delivered through a Microsoft Teams webinar using PowerPoint Live. You can personalise how you follow and take part. The session is recorded, and you can watch rather than follow along unless the trainer asks you to try something.

• use live captions or translation from the three-dots menu
• choose a view that gives you the clearest layout
• use the presentation slider to zoom in or out
• keep your camera and microphone off unless you are invited to use them
• use Q&A for questions and keep chat closed when you are not typing
• use reactions or another participation route if that works better for you
• share respectful feedback and use the key links provided in chat

Everyone can build confidence

These sessions are for everyone, whatever your starting point. The aim is to understand one dependable SharePoint journey rather than tour every feature.

Navigator and WeChange.AI

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Key concepts

The challenge

The challenge visual shows how information can exist without being dependable. A site may grow without a shared understanding of its audience. Storage structures may force people to know a folder path. Access and publishing may become disconnected. The session therefore follows one route through orientation, organisation, publishing, review and retrieval.

Your route through the session

• orient to the site
• work with pages and libraries
• organise information
• review access
• publish accessibly
• keep information accurate and findable

Make the site purpose and audience explicit

• start with what people should be able to understand, find or complete
• identify who reads, contributes, publishes, approves or administers content
• treat the site as a shared information space rather than another personal file store
• agree who will check that the purpose and content remain aligned

Understand the site structure

• pages explain information and guide people through content
• document libraries manage shared files, metadata, versions and controlled access
• navigation points to common user tasks and useful destinations
• Search works across the structure, supported by clear titles and metadata

Understand access and responsibility

• visitors read published content and need clear routes to current information
• members contribute and update within agreed naming, structure and review practices
• owners oversee access, navigation and site-level decisions
• important published content needs an accountable approver and maintainer

Choose pages or libraries by purpose

• use a page to explain a service, policy, process or update in a scannable web format
• use a library to manage working or published files with versions and metadata
• link to the controlled source rather than uploading another copy
• combine a page and library when the page provides context and the library holds the authoritative file

Create navigation around user needs

• name links for the destination or action
• group related policies, guidance, forms or services around common tasks
• limit competing routes so the important path remains recognisable
• test that people can return to the homepage or another useful landmark

Use metadata beyond folders

Metadata describes content so it can be filtered, sorted, grouped, reviewed and found without relying only on a folder path.

• use a small number of meaningful columns such as content type, service, owner or review date
• use controlled choices where consistent values improve filtering
• collect a field only when it supports finding, review, reporting or a workflow
• make ownership and the review date visible

Use views for different tasks

• show the columns, order and items needed by a particular audience or process
• filter the library to reduce noise and focus on relevant items
• sort by title, modified date, owner or another useful field
• use several views of the same shared library without creating duplicate copies

Use clear titles and descriptions

• use words people naturally search
• name pages and files for the subject, service or action they support
• avoid unexplained codes and internal abbreviations
• put useful terms in titles, page headings and metadata
• retire or archive competing versions so Search does not present several possible answers

Review permissions before sharing

• start with the intended audience and content purpose
• use managed groups where possible instead of many individual exceptions
• separate reading from editing
• give people only the access needed for their role
• check sensitivity, ownership and whether the link reaches the right source

Create accessible SharePoint pages

• write a unique page title that identifies the purpose
• use headings in a logical order
• write meaningful link text that explains the destination or action
• use plain language and short sections
• use strong contrast and a calm layout

Keep files and visuals accessible

• run the relevant Microsoft 365 Accessibility Checker before publishing a file
• describe the purpose of informative images with alternative text
• mark decorative images as decorative
• pair colour with text, labels, symbols or patterns
• publish information as accessible web content where practical and provide accessible alternatives when needed

Treat publishing as a decision

• confirm purpose, audience, owner, source and intended review date
• check headings, links, language, visuals, files and keyboard use
• preview navigation, permissions and the page at high zoom
• publish the authoritative source and explain where people can return to it

The deck identifies SharePoint Accessibility Assistant as an authoring tool that can flag issues such as alternative text, contrast and tables. Suggested fixes still need review before publishing.

Use light-touch review

• set a proportionate review date
• record the accountable owner
• use approvals where they add value to controlled publishing
• use notifications or workflows to prompt review or action where useful
• decide whether content should stay, change, move or be retired

Show that information is authoritative

• publish one controlled source
• show who maintains the information and whether it is current
• use consistent names, metadata and page patterns
• remove, redirect or archive outdated pages and links

What the visuals and demonstrations showed

The demonstration follows one item from site orientation to reliable publication and retrieval.

• identifying the site purpose, navigation, pages, library and learner role
• making one meaningful change to a page or library item
• changing one metadata value such as status or review date
• using a filtered, sorted or grouped view to find the item
• checking who can read, edit or share
• reviewing headings, links, alternative text and layout
• previewing the audience experience and permissions
• publishing one controlled source
• using navigation or Search to return to it

Key takeaways

• use clear titles and useful metadata so people can find the right item
• use filtered, sorted or grouped views without duplicating the library
• check who can read or edit before publishing
• add headings, meaningful links and alternative text
• preview the page and audience experience
• add ownership, status or a review date to help maintain accuracy
• retire outdated routes so the authoritative source remains recognisable

A dependable SharePoint journey

• understand the site purpose, audience and responsibilities
• choose a page or library according to the content need
• organise content with clear names, metadata and views
• check access and ownership
• publish an accessible authoritative source
• communicate the route back
• review and retire content over time

Actions you can take

Try the tip of the month

This session’s tip: change one metadata value, then use a view to find the item again

How to do it: give the page or library item a clear title, change a metadata value such as status or review date, then use a filtered, sorted or grouped view

Why it matters: clear titles and metadata help people find the right item without knowing the folder path

Try it now: update one prepared library item and check that it appears correctly in a filtered view

Build confidence with one practical route

• state what one SharePoint site should help people understand, find or complete
• identify its readers, contributors, publishers and owner
• choose one page or library item and confirm why that content type fits
• improve its title or metadata
• find it through a suitable view
• check reading and editing access
• review its headings, links and visual descriptions
• preview the audience experience
• record an owner and review date
• publish or share the authoritative route

Questions and feedback

Questions are welcome. If something is unclear, ask for it to be explained another way or demonstrated again. Feedback helps WeChange.AI understand what matters to you.

Complete the Support and Skilling Week feedback form

Contact WeChange.AI

For skilling queries, email training@wechange.ai.

Andrew Boxall, Managing Director: andrew@wechange.ai

Paul Ford, Industry Director for Education and Philanthropies: paul@wechange.ai

Josh Wilson, Industry Specialist: josh@wechange.ai

Elle Avilla, Customer Success and Delivery Skilling Lead: elle@wechange.ai

Izzy Pochin, Resources and Accessibility Lead: izzy@wechange.ai

Activity sheet

Follow one item from site purpose and structure through to metadata, access, accessible publication, review and a reliable route back.

How to use this activity sheet

This sheet supports Session 15: Microsoft SharePoint. Use it after the live session, or follow selected steps while your trainer demonstrates one prepared site and one page or library item.

• work at your own pace and pause after each activity
• use a prepared practice site or non-sensitive content
• complete only actions permitted by your SharePoint role
• check ownership and access before publishing or sharing
• keep one authoritative source rather than creating competing copies

What you will achieve

• state a site purpose, audience and review point
• recognise the different roles of pages, libraries, navigation and Search
• distinguish visitor, member, owner and publishing responsibilities
• choose between a page and a library item
• create task-focused navigation and a reliable return route
• use clear titles and purposeful metadata
• create a filtered, sorted or grouped library view
• review permissions and separate reading from editing
• prepare an accessible SharePoint page and linked files
• preview, publish and communicate an authoritative route
• record an owner, status and review date
• retire outdated content that competes in Search

Your learning route

Stage	You will practise
1. Orient to the site	purpose, audience, boundary and role
2. Choose the content route	pages, libraries and controlled links
3. Organise for retrieval	navigation, titles, metadata and views
4. Review access	read, edit, publish and administer
5. Publish accessibly	page structure, links, visuals and preview
6. Maintain trust	ownership, review, approval and retirement
7. Find it again	navigation, Search and the authoritative source

Before you start

• open the prepared SharePoint site provided for practice
• identify whether you are a visitor, member or owner
• choose one safe prepared page or library item
• avoid personal, confidential or sensitive information
• make only changes you are authorised to make
• allow about 45 to 60 minutes, or complete one activity at a time

Notice: SharePoint editing, permissions, approvals, Accessibility Assistant and automation vary by organisational settings and your assigned role. If a command is unavailable, record what you can see and use your local support route.

Activity 1: State the site purpose and audience

Outcome: Define what people should be able to understand, find or complete on the site.

1. Write the outcome the site supports.
2. Identify the main audience.
3. Separate people who read, contribute, publish, approve or administer.
4. Describe what belongs inside the site boundary.
5. Choose a point when the purpose and content should be reviewed.

Planning question	Your answer
What should people understand, find or complete?
Who is the main audience?
Who reads, contributes, publishes or administers?
What belongs inside the site boundary?
When or why should the site purpose be reviewed?

Pause and check

• the outcome is explicit
• audiences and responsibilities are distinguished
• a review point is visible

Activity 2: Orient to pages, libraries, navigation and Search

Outcome: Recognise the job each SharePoint area performs.

Site area	Main purpose	Your example
page	explain, guide and signpost in a readable web format
document library	manage files, metadata, versions and controlled access
navigation	point people towards common tasks and destinations
Search	find content across the structure using titles and metadata

1. Open the site homepage.
2. Identify a page used to explain or guide.
3. Open a document library.
4. Follow one navigation link.
5. Use Search for a clear subject or action word.
6. Return to the homepage or another recognised landmark.

My most reliable route back: ____________________________________________________________________

Pause and check

• I can distinguish a page from a library
• navigation reflects a user task
• I can return to a known landmark

Activity 3: Recognise access and responsibility

Outcome: Understand what your role allows and who remains accountable for important content.

Role or responsibility	Typical contribution	Current arrangement
visitor	read published content
member	contribute and update within agreed practices
owner	manage access, navigation and site-level choices
publisher or approver	confirm important content is ready for its audience
content owner	maintain, review or retire the item

1. Identify your current site role.
2. Check what you can read.
3. Check what you can edit.
4. Identify who approves or publishes important content.
5. Identify who owns the selected item after publication.

Pause and check

• I know my role
• reading and editing are separated
• the accountable owner is identifiable

Activity 4: Choose between a page and a library item

Outcome: Match the content type to communication or file-management needs.

1. Describe what the audience needs from the content.
2. Choose a page if people need a scannable explanation, service route, policy summary or update.
3. Choose a document library if files need versions, metadata and shared ownership.
4. Where both are useful, use the page for context and link to the authoritative file.
5. Remove any planned duplicate upload.

Decision	Your plan
audience need
page purpose, if used
library item purpose, if used
authoritative source
duplicate avoided

Pause and check

• the content type matches the need
• the page and file have distinct jobs
• one authoritative source remains

Activity 5: Improve navigation around user tasks

Outcome: Help people recognise their route without knowing the internal site structure.

1. Review one navigation label.
2. Replace vague wording with the destination or action.
3. Group related policies, guidance, forms or service information.
4. Remove or deprioritise one competing route.
5. Follow the route to its destination.
6. Test how you return to the homepage or another landmark.

Navigation check	Before	After
destination label
related task group
competing route
return route

Pause and check

• labels describe destinations or actions
• related tasks are grouped
• the return journey is predictable

Activity 6: Add purposeful metadata

Outcome: Describe content so it can be filtered, reviewed and found without relying only on folders.

1. Give the prepared item a clear title.
2. Choose one useful metadata field such as content type, service, owner, status or review date.
3. Enter or update the value.
4. Use a controlled choice value where consistent filtering matters.
5. Check that every field supports finding, review, reporting or a workflow.
6. Remove or question a field with no stated purpose.

Metadata field	Value	Purpose
clear title		recognition and Search
content type or service
owner		maintenance
status
review date

Pause and check

• metadata has a stated purpose
• values are consistent enough to filter
• ownership or review information is visible

Activity 7: Create a useful library view

Outcome: Show the columns and items needed for a particular audience or task without creating another copy of the library.

1. Open the prepared library.
2. Choose the columns needed for the task.
3. Sort by a useful field such as title, modified date, owner or review date.
4. Apply a filter, for example current policies, one service or items needing review.
5. Group by one meaningful field where it improves scanning.
6. Save the view with a clear name if authorised.
7. Change one metadata value and confirm the item appears correctly in the view.

View decision	Your choice
audience or task
columns shown
sort order
filter
grouping, if useful
view name

Notice: A view changes how one shared library is presented. It does not create a duplicate copy of the files.

Pause and check

• the view answers a real task
• noise is reduced without hiding the source
• the updated item appears as expected

Activity 8: Use clear naming for Search

Outcome: Make pages and files recognisable through visible titles, headings and metadata.

1. Choose a page or file with a vague, coded or version-heavy name.
2. Rename it using words the audience is likely to search.
3. Replace unexplained abbreviations where appropriate.
4. Place important terms in the title, page heading or metadata.
5. Search using the audience wording.
6. Check whether an outdated competing version appears.

Naming check	Existing wording	Improved wording
subject or service
action or content type
unexplained code
version or status cue

Pause and check

• names use audience language
• key terms appear in visible fields
• competing versions are identified

Activity 9: Review permissions before sharing

Outcome: Ensure people have only the access needed for their role in the content journey.

1. Start with the intended audience.
2. Review who can read the site or selected item.
3. Review who can edit.
4. Prefer managed groups where your organisation uses them.
5. Identify any individual exception that needs review.
6. Check sensitivity, ownership and the link destination before sharing more widely.

Permission check	Your finding	Action
intended readers
editors or contributors
owners or administrators
group-based access
individual exception
sharing boundary

Pause and check

• access reflects the content purpose
• reading and editing are separated
• wider sharing was consciously reviewed

Activity 10: Prepare an accessible SharePoint page

Outcome: Give the audience clear structure, meaning and usable choices.

1. Write a unique page title that identifies the purpose.
2. Use headings in a logical order.
3. Break dense content into short, meaningful sections.
4. Replace vague link text with the destination or action.
5. Add alternative text to informative images.
6. Mark decorative images appropriately.
7. Use strong contrast and do not rely on colour alone.
8. Check linked Microsoft 365 documents with the relevant Accessibility Checker.

Page check	Finding	Action
unique title
heading order
plain-language sections
meaningful links
image descriptions
colour and contrast
linked file accessibility

Pause and check

• the page purpose is clear before the detail
• links and headings support navigation
• files and visuals remain usable beyond the page

Activity 11: Preview and publish deliberately

Outcome: Treat publication as a decision about purpose, audience, access and maintenance.

1. Confirm the purpose, audience, content owner and source.
2. Set or record the intended review date.
3. Use Accessibility Assistant where available while editing.
4. Review headings, links, language, visuals, tables and linked files.
5. Preview the audience experience.
6. Check navigation and permissions.
7. Check the page at high zoom.
8. Publish only when the controlled source is ready.
9. Share the authoritative link and explain the return route.

Publishing check	Your entry
purpose and audience
owner and source
review date
accessibility finding
permission check
high-zoom or preview finding
authoritative route shared

Notice: Accessibility Assistant can support authoring checks where available, but suggested fixes still need review before publishing.

Pause and check

• publication has an accountable owner
• the audience experience was previewed
• the controlled source and return route are clear

Activity 12: Plan light-touch review and retirement

Outcome: Keep important information accurate without creating unnecessary process.

1. Set a proportionate review date.
2. Record the accountable owner.
3. Decide whether approval adds value for this item.
4. Identify a useful notification or workflow prompt where authorised.
5. Define what should happen if the content is still current.
6. Define what should happen if it needs updating, moving or retiring.
7. Remove, redirect or archive an outdated practice route.

Maintenance decision	Your plan
review date or trigger
accountable owner
approval, if useful
prompt or workflow, if useful
update or retain action
retirement or redirect action

Pause and check

• the review is proportionate
• ownership is visible
• outdated content will not continue competing in Search

Put it into practice: publish one dependable service route

Scenario

A team has a guidance document, an outdated page and several links to different versions. People need one accessible, current route that can be maintained and found again.

• define the site outcome and audience
• identify your role and the accountable content owner
• choose a page for context and a library for the controlled file
• replace duplicate uploads with links to the authoritative source
• use an audience-centred navigation label
• add title, service, owner, status and review-date metadata
• create a view for current guidance or items needing review
• review read and edit permissions
• prepare the page with headings, meaningful links, alt text and strong contrast
• preview, publish and communicate the return route
• retire outdated pages and links
• use navigation or Search to find the published item again

The site outcome and audience: ____________________________________________________________________

The authoritative source: ____________________________________________________________________

The metadata and view: ____________________________________________________________________

The access and accessibility checks: ____________________________________________________________________

The review and retirement route: ____________________________________________________________________

Quick reference: choose the SharePoint route

If you need to…	Try…
explain, guide or signpost	a SharePoint page
manage shared files and versions	a document library
help people move through common tasks	task-focused navigation
describe content beyond folders	purposeful metadata
show one library for a particular task	a filtered, sorted or grouped view
improve Search recognition	clear titles, headings and metadata
define who can read or edit	group-based permissions where possible
prepare an accessible page	unique title, logical headings, meaningful links, alt text and contrast
identify authoring barriers	Accessibility Assistant, where available, plus human review
maintain trust	owner, status, review date and proportionate approval
prevent competing answers	retire, redirect or archive outdated content
help people return	navigation, Search and the authoritative link

Your three takeaways

My most useful learning: ____________________________________________________________________

What I will implement: ____________________________________________________________________

What I will explore further: ____________________________________________________________________

If you need help

• name the site, page, library, view or permission area involved
• describe whether you were reading, contributing, publishing or administering
• note the exact wording of any message or unexpected result
• ask your local support route about ownership, permissions, approvals or unavailable features
• avoid sharing screenshots containing personal, confidential or sensitive information

Confidence grows through a dependable SharePoint journey: make the purpose explicit, organise around user needs, review access, publish one accessible source and keep it accurate and findable.

Reflective journal

Why we ask you to reflect

Continuing Professional Development (CPD) is formative and it is about what it achieves for you and your organisation.

Instead of formally assessing your learning, we ask you to write a reflective note. This should reflect on how the learning was relevant and how it will impact your working practices.

Taking time to reflect on your learning makes it more likely you will embed it in your future practice.

What to cover and when

What your reflection should cover

• how the learning was relevant to you
• how the learning will impact your practice

When to complete it

Reflect as soon as possible following the skilling session. This keeps your note contemporaneous (written close to the time) and meaningful. Fill it in on your device, so the boxes expand as you type.

Topic	What to know
Timing	Complete the note as soon as possible after the training event.
Purpose	To embed the learning within your subsequent practice.
Focus	How the learning was relevant and how it will impact your practice.

Your reflective note

Complete each row below. Write in your own words. Your notes are private to you unless you choose to share them.

Prompt	Your response
Skilling session title
Date of the skilling session
Date you completed this note
How was the learning relevant to you and your work?
How will the learning impact your practice?

Recommended resources

These curated resources accompany the WeChange.AI skilling offer of Continuing Professional Development (CPD) accredited, and non-accredited, sessions. Use them before a session to build familiarity, or afterwards to revisit and apply the learning in day-to-day work.

Alongside these resources, Navigator helps WeChange.AI customers find personalised recommendations and available learning on Microsoft 365 tools, accessibility and AI relevant to their role. Returning to Navigator after a session can help you connect new knowledge with practical workplace needs, choose a useful next step and keep learning visible as confidence grows.

• SharePoint: Browse help for document management and team collaboration

The SharePoint support hub, with resources for managing documents and working together. A useful bookmark for looking up a feature after the session.

• SharePoint: Create a document library to store and manage files in one place

Explains how a library keeps files together with folders or metadata, so teams stop emailing attachments. It helps you see how structure supports finding information later.

• SharePoint: Use filters to change a view so people see only the items they need

Shows how to apply filters in library and list views. It helps people find the right information without scrolling.

• SharePoint: Share a site and choose who can read, edit or manage it

For site owners, explains adding people as owners, members or visitors. If you are not an owner, your invitation may create an access request for an owner to approve.

• SharePoint: Understand sharing and permissions for team sites and communication sites

Explains how permissions work for different types of site, including team sites linked to Microsoft 365 groups. It helps you understand how access is managed for each type.

• SharePoint: Create and publish pages with web parts

Explains how to add a page, add web parts and share ideas through images, documents and video. It also covers tools such as Immersive Reader and checking spelling and grammar with Editor.