Mastering Sharepoint Online Design, Architecture and Best Practice Administration


This five-day instructor-led will provide delegates with knowledge and skills to design, deploy and manage a Sharepoint Online architecture using best practice principals.

The primary audience is IT professionals with experience of Office 365, who want to learn best practice design, deployment, configuration and administration of SharePoint Online.



  • Basic understanding of ‘cloud’ concepts
  • Experience with Office 365 core components such as user IDs
  • Familiarity with SharePoint use either Office 365 or on premise. Delegates should have knowledge and experience of basic SharePoint concepts such as sites, pages, lists, libraries, basic features and have the skills to navigate through a basic site interface. Delegates can gain this knowledge by attending QA’s ‘Microsoft SharePoint Online Essentials’ course.
  • Experience with PowerShell
  • Experience with traditional collaboration methods such as email and file sharing
Whilst this is not a powershell course, as powershell is one of the core administrative tools within Microsoft 365 products – there will be powershell steps referenced within the course and used in the labs. Where powershell is used in the labs Students can either copy and paste the instructions, or in most exercises use a GUI alternative method (though sometimes a GUI alternative is not available). A high level understanding of what powershell is would be very beneficial, but not absolutely essential for this course.
Instructors will demonstrate features throughout the event. Optional Lab exercises are available for students to complete within a delegate created free trial tenancy. Microsoft require a valid credit card to create 30 day free tenancies which must be cancelled within 30 days to avoid incurring charges. QA have no control over the Microsoft 365 trial tenancy signup or billing process.


Learning Outcomes

  • Thorough knowledge of the components of Sharepoint Online
  • Sharepoint Online Administration via GUI, Sharepoint Online Powershell and PNP Powershell
  • Technical Guidance for designing and deploying best practice Information architecture site hierarchies, scalable navigation structures and company taxonomies.
  • Thorough understanding of Modern Team & Communication Sites vs Classic sites and available PnP modernization tools and guidance.
  • Available permission models, and best practice security
  • Internal and external sharing features and administration
  • Modern team management including controlling site creation, limiting or blocking guest access via Microsoft 365 Groups
  • Best Practice Enterprise Content Management design and deployment including content types, document sets, content organizer and document ID’s
  • Records management for Sharepoint Online
  • Sensitivity labels for encryption, classification and visual marking
  • Sensitivity labels for Sharepoint Online sites
  • Sharepoint Online Apps concepts, deployment and management
  • Sharepoint Online Social features including bulk profile photo management and Delve concepts, best practice and configuration
  • Microsoft Search concepts and best practice configuration including Search Schema management and Modern Search administration
  • Sharepoint Online Migration tools and best practice
  • Sharepoint Online Monitoring and Reporting for both auditing, compliance and user adoption assessment

Course Outline

Module 1 – Sharepoint Online Concepts, Subscriptions and Administration

SharePoint Online Features

  • Isn’t SharePoint just a part of Microsoft Teams?
  • SharePoint Six Pillars
  • SharePoint Components
  • Intelligent Intranet and SharePoint Home Sites
  • Intranet Sites
  • SharePoint Online Audience Targeting
  • Delve

What do you get with SharePoint Online?

SharePoint Online is an Evergreen Service

How to keep up to date with changes

  • Microsoft 365 RoadMap
  • Office 365 Release Preferences
  • SharePoint “What’s New” Site
  • SharePoint Intrazone
  • SharePoint Pitstop – Monthly
  • SharePoint Community Site

Modern Site Mobile Views

Classic Site Mobile Views

      Lab 1.1 – Sign Up for an Office 365 E3 trial and create sample users

SharePoint Online Admin Centre

  • Sites
  • Content Services – Term Store
  • Content Services – Content Type Gallery
  • Migration
  • Reports – content services
  • Advanced – API Access

SharePoint Online Management Shell

Using Windows PowerShell to manage SharePoint Online

SharePoint PnP – Background

PnP Resources for Administrators

SharePoint PnP is Evergreen

PnP PowerShell Updates

      Lab 1.2 SharePoint Online Management Shell and PNP PowerShell

      Lab 1.3 Microsoft 365 Updates

Module 2 SharePoint Online Sites and Navigation

Creating and Managing Sites

  • SharePoint Sites
  • Modern vs Classic Sites
  • SharePoint Site Pages
  • SharePoint Page Types
  • Page Recommendations
  • Modern Pages (AKA Site Pages)
  • SharePoint Multilingual Pages
  • SharePoint Lookbook and Design Guidance
  • PNP Starter Kit V.2
  • Modern Page Branding
  • Modern Page Comments
  • Defining Site Collection Creation Options for End Users
  • SharePoint Online SubSites
  • SharePoint Site Designs and Scripts
  • SharePoint Site Content
  • Microsoft Lists
  • SharePoint Spaces
  • Site Functionality

Modern Sites

  • Modern Team Sites
  • Classic and Modern Site “Groupification”
  • Microsoft 365 Groups
  • Modern Team Site Creation
  • Modern Communication Sites
  • Modern Site Considerations
  • Heading SharePoint Home Sites
  • Listing Modern Sites
  • SharePoint Online Site Swap
  • Site URL Renaming
  • SharePoint Online Domain Change
  • PnP Provisioning Engine – Sites Templates
  • Deleting and restoring Modern Sites
  • Deleting and restoring Modern Communication Sites
  • Deleting and restoring Modern Team Sites
  • Alternative ways to delete a Modern Team Site

Hub Sites

  • Hub Site Benefits
  • Configuring Hub Sites
  • Associating Sites to a Hub Site
  • Hub Site Approval Flow (PowerAutomate)
  • Parent Hub Association
  • Hub Site Features
  • Hub Site Permissions
  • Hub Site Limitations
  • Comparison of Associated hub sites and Associated (non hub) sites

When to create a new site

  • Site Settings Inheritance
  • Default Modern Site Collection
  • Site Collection Administrators
  • Site Collection Administrator Capabilities
  • Site Collection Quotas
  • Deciding between a Single Site Collection vs Multiple Site Collections
  • Site Architecture and Navigation Relationship
  • Single Site Collections vs Multiple Top Level Sites Site Collections

      Lab 2.1 Creating and Managing Modern and Classic Sites

      Lab 2.2 Creating and Managing Modern Sites with PowerShell

      Lab 2.3 Configuring Hub Sites

SharePoint Online Site Navigation

  • Modern Site vs Classic Site Navigation
  • Modern Team Site Navigation
  • Team Site Navigation Switcher
  • Modern Communication Site Navigation
  • Cascading vs Mega Menu Navigation
  • WebPart Navigation Options
  • Highlighted Content Webpart
  • SharePoint App Bar and Global Navigation
  • Modern Site Navigation Updates and Documentation

      Lab 2.4 Managing SharePoint Online Navigation

      Lab 2.5 Search Driven Navigation

      Lab 2.6 Building an Intranet Home

Classic Site Specific Functionality – Optional

  • Classic Specific Page Types
  • Web Part Pages
  • Wiki Pages
  • Publishing Pages
  • Allow or block modern site page creation by end users
  • Classic Sites Administration
  • Heading Classic SharePoint Page Branding
  • Enable the communication site experience on classic team sites
  • Heading PNP Modernization Tools and Guidance
  • Automatic Classic Site Modernization
  • Classic Site Specific Navigation – Optional
  • Structural Navigation
  • Structural Navigation Features:
  • Managed Navigation
  • Configuring Managed Navigation Term Sets and Terms
  • Managed Metadata Navigation Configuration
  • Pinned Navigation
  • Search Driven Navigation
  • Search Web Parts vs Content Query Web Parts
  • Comparing Classic Site Navigation Options

Module 3 SharePoint Online Content Management

SharePoint Online Columns and Content Types

SharePoint Online Columns

  • Sorting by a column
  • Filtering via a column
  • Creating a view via columns (in below screenshot a grouped view)
  • Searching using columns
  • Adding Columns (Metadata)

Content Types

  • Adding Content Types
  • Enabling Site Level Content Types
  • Modern UI Content Type gotcha
  • Custom content types
  • Content Type Settings
  • Content Type Metadata
  • Publishing Content Types
  • Content Type Hub Site “Push”
  • Document Library File Template Management

Columns vs Content Types

      Lab 3.1 SharePoint Online Content Types

SharePoint Syntex

  • Form Processing vs Content Understanding
  • SharePoint Syntex Classifiers
  • SharePoint Syntex Extractors
  • Syntex and Retention Labels
  • Syntex Form Processing Models
  • SharePoint Syntex Model Analytics

      Lab 3.2 – Configuring SharePoint Syntex

Document Sets

  • Enable the Document Set Feature
  • Adding a Document Set Content Type to a library
  • Document Set Settings
  • Document Set Content Types

Document IDs AKA Durable Links

  • Ways to View and Utilize Document IDs
  • Document ID in Documents
  • Classic Only – Find By Document ID Web Part
  • Document ID Search

SharePoint Online Managed Metadata

  • Term Groups Term Sets and Terms
  • Term Store Groups and Permissions
  • Term Synonyms and Language Translations
  • Using Managed Metadata

Folders vs. Metadata

Using Folders and Metadata Together

      Lab 3.3 – Managed Metadata

Module 4 SharePoint Online Records Management

SharePoint Online Records Management

Planning for Records Management

Office 365 Preservation options

  • eDiscovery Holds
  • Retention Policies
  • Office 365 Retention Labels

Records Overview

  • Microsoft 365 Retention Label Record Features
  • Locking and unlocking a record
  • Searching the audit log for record locking/unlocking events
  • Preventing non-record content being deleted

Microsoft 365 Retention Label administration

  • Auto-applying a Retention Label
  • Alternative methods to auto apply retention labels
  • SharePoint – Library or folder default label
  • SharePoint – Syntex
  • Outlook – Inbox Rules
  • Single Retention Label per Item

Record Retention Labels

Retention Label Creation

Event Driven Retention

Disposition Reviews

  • Disposition Review Permissions
  • Disposition Review Process
  • Disposition Review Considerations

Record Retention Label File Plan Descriptors

Records vs Regulatory Records

Label Publishing and Label Policies

  • Adaptive Scopes
  • Static Locations
  • Retention Label policies and locations

Monitoring Retention Labels

Retention Label Auditing

Retention label PowerShell

      Lab 4.1 Microsoft 365 Retention Labels

Classic SharePoint Online Records Management Legacy – Optional

  • In Place Records Management
  • Site Collection in place records settings
  • SharePoint Records Center
  • Common Records Center Management Tasks

Module 5 SharePoint Online Security

SharePoint Online Permissions

  • Classic vs Modern Site Permission Management
  • SharePoint Modern Team Sites

Access Requests

Member Sharing options

Permission levels

  • Bespoke Permission Levels
  • Granting Explicit Permissions

SharePoint Groups

  • SharePoint Group Best Practice
  • Recommended SharePoint Online Group Model
  • Special SharePoint Groups

Permission Inheritance

  • Breaking Inheritance

Granting Permissions

Checking Permissions

“Sharing” SharePoint Items

  • Sharing a Site
  • Sharing a Document Library/List
  • Sharing a Folder or Items

Modern UI folder or item sharing

Modifying and Removing Permissions

SharePoint Online Permissions via PowerShell

SharePoint Online Permissions Best Practice

      Lab 5.1 SharePoint Online Permissions

Conditional Access

      Lab 5.2 Conditional Access

Module 6 SharePoint Online External Sharing

SharePoint External Sharing

Authenticated External User sharing

Authenticated External User Link Management

  • Anonymous Access Links

Modern Team Sites Guest Access

  • Office 365 Group external access administration
  • Controlling Guest Access to Office 365 Groups
  • Guest expiration settings
  • Determining Guest Access for Office 365 Groups
  • Blocking Guest access for a specific Office 365 Group
  • Allow/Block 365 Group Access per domain

      Lab 6.1 Managing Microsoft 365 Groups

SharePoint Online External sharing administration

  • Tenant Level External Sharing Administration
  • Azure B2B One Time Passcodes for Guest Users
  • Pre-Creating Guest Users
  • Advanced settings for external sharing
  • File and Folder Links
  • Outlook External Sharing Link Features
  • Other Settings
  • Show to owners the names of people who viewed their files
  • Site Collection External Sharing Options

PowerShell External Sharing

SharePoint Online External Sharing Alerts, Auditing and Reporting

      Lab 6.2 SharePoint External Sharing

Module 7 SharePoint Online Information Protection

Office 365 Sensitivity Labels

Sensitivity Labels for Files and Emails


SharePoint Search using Sensitivity Labels

Sensitivity Labels as a DLP condition

Sensitivity Label Visual marking, watermarks, headers and footers

Sensitivity Label Protection – Encryption both inside/outside the organisation

Double Key Encryption

Sensitivity Label Client Support

Client ‘Quirks’

Applying File Sensitivity labels

Sensitivity Label Support for Office Online Files

Automatically Applying Sensitivity Labels

Auto labelling Policies

Auto labelling properties within a label 21

Auto Labelling Policies 22

SharePoint Syntex sensitivity label assignment

Defender for Cloud Apps File Policy based Sensitivity Labels

Sensitivity Labels for Teams, 365 Groups and SharePoint Sites

Authentication Contexts

Applying a 365 Group or Site Sensitivity Label

Sensitivity Label priority and grouping

365 Group and Site vs File and email label ordering


Editing or deleting a sensitivity label

Label Policies

Label Analytics

Data Classification – Activity Explorer

      Lab 7.1 Microsoft 365 Sensitivity Labels

Module 8 SharePoint Online Apps Management

SharePoint Apps – Introduction

App Permissions

App Permissions Scopes

App installation requirements

SharePoint Store

App Requests and Approval

SharePoint App Licensing

SharePoint App Licensing – Classic App ‘gotcha’

SharePoint Online Admin App Settings

App Deployment and Management

Centrally Managing Apps

Managing Centrally deployed Apps

Site Collection App Catalog

      Lab 8.1 SharePoint Online Apps Management

Module 9 SharePoint Online Social Features

SharePoint Online Social Features

Office 365 Social Tools

SharePoint Online User Profiles

  • SharePoint Online User Profile Synchronization
  • User Profile Picture Solutions
  • Administering User Profiles
  • Managing Individual User Profiles

      Lab 9.1 Managing SharePoint Online User Profiles

SharePoint Online Audiences

  • Creating Audiences
  • Problems with Audiences

Manage Policies

My Sites – AKA OneDrive for Business

Secondary Site Collection Admin


  • HidefromDelve
  • Disabling Delve

      Lab 9.2 Delve

Module 10 SharePoint Online Search

Classic vs Modern Search Experience

  • Modern vs Classic Configuration
  • Classic vs Modern Search Accessibility

Modern Search Administration

SharePoint Online Administration Center Modern Search Settings

  • Search Schema
  • Managed Property Mappings
  • Editable Managed property settings
  • Re-Indexing List/Library/Site
  • Result Sources
  • Search Result Trimming and Removal
  • Query Suggestions
  • Administrator Suggestion Settings

Microsoft Search & Intelligence Center Modern Search Configuration settings

  • Microsoft Search Insights
  • Feedback
  • Microsoft Answers
  • Microsoft Search Acronyms
  • Microsoft Search Bookmarks
  • Recommended Bookmarks
  • Microsoft Search Floorplans
  • Microsoft Search Locations
  • Microsoft Search Q & A
  • Microsoft Search Connectors
  • Microsoft Search Verticals and Result Types

Search Configurations

PnP Modern Search Customization

      Lab 10.1 SharePoint Online Modern Search

SharePoint Classic Search Configuration – Deprecated

  • Redirecting Search Box Searches
  • Additional Search Center Sites
  • Global Search Center URL
  • Result Sources
  • Promoted Results – Deprecated
  • Query Rules
  • Using Promoted Results in a Query Rule
  • Using Result Blocks in a Query Rule
  • Result Types and Display Templates
  • Display Templates Used in the Search Results Web Part
  • Usage and Search Reports
  • Import and Export Custom Search Configuration Files

      Lab 10.2 SharePoint Online Classic Search

Module 11 SharePoint Online Monitoring and Reporting

SharePoint Online Monitoring and Reporting

Site Usage

Office 365 Unified Auditing

  • Activities Audited in Office 365
  • Integrating 365 Audit logs into Azure Sentinel
  • Microsoft 365 SharePoint Online Reports

Usage Reports

Microsoft 365 Productivity Score – Content Collaboration

  • Microsoft 365 Usage Analytics
  • Microsoft 365 Usage Analytics Reports
  • Product Usage Report – Filter by SharePoint/OneDrive.
  • Collaboration
  • Storage
  • Product Usage – SharePoint
  • User Activity and Department Activity
  • Enabling the Microsoft 365 Usage Analytics

      Lab 11.1 SharePoint Online Monitoring and Reporting

SharePoint Online Page performance

Microsoft 365 Cloud App Security

SharePoint Online Forum

Monitoring Services in Office 365

  • Service Health
  • Microsoft 365 Status Twitter Feed
  • Microsoft 365 Network Insights

Support Options for SharePoint Online in Office 365

Online Support

Service Requests

Module 12 SharePoint Online Migration

Why Migrate to Sharepoint Online?

Challenges to Sharepoint Online Migrations

Microsoft Options for Sharepoint Online Migrations

Migration Stages

Stage 1 Prepare and Assess

  • SharePoint Migration Assessment Tool

Stage 2 – Migrating Data into SharePoint Online

  • The SharePoint Migration Tool
  • SPMT settings
  • SharePoint Migration Manager
  • Migration Manager Global/Task Settings:

Stage 3 & 4 Post Migration and reducing business impact

  • Convert users to adopters

Third party migration tools

Customizations Migration

      Lab 12.1 Sharepoint Online Migration