Common SharePoint Interview Questions for 2023 - IQCode's Expert Roundup

What is SharePoint?

SharePoint is a web-based collaboration system that enables organizations to handle and organize a vast amount of data. It allows teams to collaborate through workflow applications, "list" databases, and other web elements and security features. SharePoint also allows companies to control information access and automate workflow procedures across corporate teams. Although mainly marketed as a document storage and management system, SharePoint is flexible and adaptable to various businesses.

As a Microsoft product, SharePoint offers a safe and mobile environment that allows users to log in, access, share, and collaborate with others. It works best with Internet Explorer or Microsoft Edge but is compatible with a variety of browsers like Chrome, Safari, and Firefox. SharePoint requires servers that can be configured internally by an organization's IT staff, however, Microsoft's SharePoint Online service can be purchased if organization does not have the capacity to run servers. SharePoint is also available as a mobile application for tablets and smartphones.

SharePoint Interview Questions for Freshers

1. What are the important features of Microsoft SharePoint?

Advantages of using Microsoft SharePoint

Microsoft SharePoint has several advantages, including:

• Improved collaboration among team members
• Easy access and sharing of documents
• Centralized management and storage of information
• Streamlined and automated business processes
• Enhanced security and compliance features
• Integration with other Microsoft Office tools
• Scalability to fit the needs of small to large organizations

//Sample code to retrieve SharePoint site data using SharePoint REST API

function getSiteData(siteUrl) {
  var endpointUrl = siteUrl + "/_api/site";
  $.ajax({
    url: endpointUrl,
    method: "GET",
    headers: {
      "Accept": "application/json; odata=verbose"
    },
    success: function(data) {
      console.log("Site Data:", data);
    },
    error: function(error) {
      console.log("Error retrieving site data:", error);
    }
  });
}

Understanding Web Solution Packages in Microsoft SharePoint

In the context of Microsoft SharePoint, a Web Solution Package refers to a deployable unit of custom software that can be used to extend SharePoint's functionality. It typically includes one or more SharePoint features, site definitions, web parts, or other elements that can be installed and activated on a SharePoint server.

Web Solution Packages are designed to make it easy to distribute and install custom SharePoint components across multiple servers or SharePoint farms. They can be created using tools like Visual Studio and packaged as .wsp files that can be easily deployed using PowerShell scripts or the SharePoint Administration UI.

Overall, Web Solution Packages play an important role in enabling organizations to customize and extend the capabilities of SharePoint to meet their specific business needs.

Types of SharePoint

There are three main types of SharePoint available: SharePoint Online, SharePoint On-Premises, and SharePoint Hybrid.

1. SharePoint Online: SharePoint Online is a cloud-based version of SharePoint. It is a subscription-based service that provides all SharePoint features over the internet. Its key features include easy collaboration, scalability, and flexibility, and it eliminates the need for on-premises hardware.

2. SharePoint On-Premises: SharePoint On-Premises, also known as SharePoint Server, is a server-based version of SharePoint that is installed and hosted on a company's own servers. It offers complete control over the SharePoint environment and data, and it allows customization of the platform. Its key features include installation flexibility, integration with other systems, and high security.

3. SharePoint Hybrid: SharePoint Hybrid is a combination of SharePoint Online and SharePoint On-Premises. It enables businesses to use both cloud-based and on-premises solutions for SharePoint. Its key features include the ability to move data between on-premises and cloud environments, advanced search capabilities, and the ability to use multiple SharePoint versions simultaneously.

Each type of SharePoint offers its own unique set of features and benefits, allowing businesses to choose the one that best suits their needs.

Understanding Workflows in the Context of Microsoft SharePoint

In the context of Microsoft SharePoint, workflows refer to automated processes that are designed to streamline the flow of work from one person or department to another. These workflows are created using SharePoint Designer or other tools within SharePoint and can be customized to fit specific business needs. They can include tasks, notifications, and approvals, and can help to reduce manual tasks and improve overall efficiency. Workflows can be used for a wide variety of business processes, such as document approval, change requests, and project management. When integrated with other SharePoint features like lists and libraries, workflows can create a powerful tool for automating business processes.

Different Types of Forms Used in Microsoft SharePoint's Workflow

In Microsoft SharePoint's workflow, there are primarily three types of forms that are commonly used:

1. Initiation Forms: These forms are used to initiate a workflow, and they collect information from the user like title, description, start date, etc. to start the process.
2. Association Forms: Association forms are used to create or modify an association between a workflow and a list or library where it is configured to run. These forms are used to establish the relationship between a workflow and its host list or library.
3. Task Forms: Task forms are used to assign a task to a user for action, provide instructions, or collect information. Once the user completes the task, the workflow moves to the next stage.

Each type of form has its own unique purpose within a SharePoint workflow and plays a key role in facilitating an efficient and effective workflow process.

Understanding Zones in the Context of Microsoft SharePoint

In Microsoft SharePoint, a zone refers to a specific area within a web page where web parts and other content can be added and displayed. There are three main types of zones available in SharePoint:

1. **Web Part Zone**: A web part zone is the most common type of zone in Microsoft SharePoint. It allows users to add, manage and move web parts within a zone.

2. **Header Zone**: A header zone is a special type of zone where users can add content that will appear at the top of the page, such as a logo or navigation menu.

3. **Footer Zone**: A footer zone is similar to a header zone, but displays content at the bottom of the page.

The main difference between these zones is their location on the page and the type of content that can be added to them. By using zones effectively, SharePoint users can create more organized and dynamic web pages that meet their specific needs.

SharePoint Storage Capacity

In SharePoint, the storage capacity is determined by the available storage capacity in the underlying SQL Server database. The maximum capacity varies depending on the version of SharePoint being used and the type of database being used to store the content. SharePoint Online provides 1 TB of storage per organization plus 10 GB per licensed user. The storage capacity of SharePoint can be increased by purchasing additional storage or by using third-party storage providers.

Maximum Number of Subsites in a SharePoint 2019 Site

What is the maximum number of subsites allowed in a SharePoint 2019 site?

Creating a Task Notification Workflow in SharePoint

To create a task notification workflow in SharePoint, follow these steps:

1. Open SharePoint Designer and create a new workflow. 2. Set the workflow to start on item creation or modification. 3. Add the "Create List Item" action to create a new task in a Task list. 4. Configure the new task with the appropriate fields and assign it to the desired user(s) or group(s). 5. Add the "Send an Email" action to send a notification email to the assigned user(s) or group(s). 6. Configure the email message with the appropriate information and formatting. 7. Save and publish the workflow.

This workflow will create a new task in a designated Task list and send a notification email to the assigned user(s) or group(s) when a new item is created or modified in the designated list.

Creating a List in Microsoft SharePoint

To create a list in Microsoft SharePoint, follow these steps:

1. Navigate to the site where you want to add the list. 2. Click on "Site contents" and then click on "add an app". 3. Choose "Custom List" from the list of options. 4. Provide a name for your list and click on "Create". 5. Customize your list by adding columns and selecting options like permissions and views. 6. Save your changes and start using your list.

By creating a list in SharePoint, you can manage and track data including documents, tasks, calendars, and more. This helps teams to stay organized and collaborate effectively.

SharePoint Hardware Requirements

SharePoint is a versatile platform that supports a wide variety of configurations. The hardware requirements for SharePoint depend on factors such as usage, load, and scale of the deployment.

In general, SharePoint requires a minimum of 4 cores, 16GB RAM, and 80GB storage. However, these are basic requirements, and the actual requirements may be higher depending on the workload.

For example, if you are planning to use SharePoint for heavy workflows, reporting, or search, you will need more powerful hardware. Similarly, if you are planning to run SharePoint in a high-availability configuration, you will need multiple servers and load balancers.

It is always recommended to consult the product documentation and conduct thorough testing before finalizing the hardware requirements for a SharePoint deployment.

Limitations on Number of Items in a List and Library in Microsoft SharePoint

In Microsoft SharePoint, there are limits on the number of items that can be stored in a list and a library. These limitations are as follows:

- The maximum number of items that can be stored in a list is 30 million. - The maximum number of items that can be stored in a library is also 30 million. - The recommended limit for a list is 5,000 items. If the number of items exceeds this limit, it may affect the performance of SharePoint. - The recommended limit for a library is 20,000 items. If the number of items exceeds this limit, it may affect the performance of SharePoint.

It is important to keep these limitations in mind when designing and managing SharePoint sites, as exceeding these limits can lead to performance issues.

Alternatives to Microsoft SharePoint

There are numerous alternatives to Microsoft SharePoint, some of which are:

• Google Drive
• Box
• Dropbox
• Confluence by Atlassian
• Slack
• OneDrive
• Alfresco
• Nextcloud
• Salesforce
• Bitrix24

These alternatives vary in features, pricing, and accessibility, so it is important to evaluate them based on the specific needs and requirements of the organization.

SharePoint Farm: Interview Question for Experienced

Question: Can you explain what a SharePoint Farm is?

Answer: A SharePoint Farm is a collection of servers that work together to provide a set of SharePoint services for a particular group of users. These services can include things like document storage, website hosting, and collaboration tools. The SharePoint Farm is managed by the SharePoint Central Administration site, which allows administrators to configure and maintain the various servers and services within the farm. The Central Administration site can be accessed from any server within the SharePoint Farm and provides a user interface for managing the entire farm.

Difference between Microsoft SharePoint and Microsoft OneDrive

Microsoft SharePoint and Microsoft OneDrive are both cloud-based collaboration and productivity tools, but they have different purposes and functionalities. Here are the main differences:

• Purpose: SharePoint is intended for enterprise-level collaboration, content management, and document sharing, while OneDrive is meant for personal cloud storage and file sharing.
• Features: SharePoint offers many more features than OneDrive, such as custom workflows, forms, and templates, as well as integration with other Microsoft apps like Teams and Outlook. OneDrive provides basic file sharing and syncing, plus some features like automatic backup and version history.
• Access: While both tools allow for online and offline access, SharePoint requires a subscription and is typically used within the context of a larger organization. OneDrive is included in Microsoft 365 plans and can be used by individuals or small teams.
• Collaboration: SharePoint enables team collaboration on documents through features like co-authoring and shared calendars. OneDrive supports file sharing and commenting, but doesn't offer the same level of group collaboration functionality.

In summary, SharePoint is a more comprehensive solution for business collaboration and content management, while OneDrive is a simpler file-sharing and storage tool for individuals and small teams.

Understanding Team Sites and Communication Sites in Microsoft SharePoint

In Microsoft SharePoint, Team Sites and Communication Sites serve different purposes. Team Sites are created to facilitate team collaboration, document sharing, and task management. They are private by default and only accessible to team members. In contrast, Communication Sites are designed for sharing news, announcements, and other information with a wider audience, including external stakeholders.

You should use a Team Site when your objective is to collaborate with a specific group of people, work on projects together, and manage tasks and timelines. Communication Sites are ideal when you need to communicate with a broader audience, providing them with updates, news, and information. Communication Sites can be customized for branding, with features such as customized themes, logos, and backgrounds.

Understanding Add-ins in Microsoft SharePoint

Add-ins in Microsoft SharePoint are external components that can be used to extend the functionalities of SharePoint sites beyond their default capabilities. These components can be developed using different programming technologies such as HTML, JavaScript, and .NET Framework. Add-ins can be installed and used independently and can provide additional features and services within SharePoint. They can interact with SharePoint data and can be used to customize the look and feel of SharePoint sites. In summary, add-ins are a valuable resource for enhancing the capabilities of SharePoint, and they allow developers to create feature-rich and customized solutions for their users.

Two Types of SharePoint Add-Ins

Microsoft SharePoint supports two types of add-ins:

1. SharePoint-hosted add-ins
2. Provider-hosted add-ins

The main difference between these two types of add-ins is where the add-in code is executed.

SharePoint-hosted add-ins are hosted entirely within SharePoint. The code for the add-in is stored in the form of pages, lists, and libraries within a SharePoint site collection. These add-ins can be customized using JavaScript, HTML, and CSS.

Provider-hosted add-ins are hosted outside of SharePoint but have access to SharePoint resources. The code for the add-in is hosted on a remote web server. These add-ins can be created using any programming language or platform that supports web services.

Difference between Confluence and SharePoint

Confluence and SharePoint are both popular collaboration platforms used in organizations, but they differ in several ways:

• Purpose: Confluence is primarily focused on content creation, collaboration, and knowledge sharing, while SharePoint is a comprehensive platform for document management, collaboration, and business intelligence.
• User Interface: Confluence has a user-friendly and intuitive interface that allows users to easily create and edit pages, while SharePoint has a complex interface that requires training and expertise to navigate efficiently.
• Integration: Confluence integrates well with other Atlassian products like Jira and Trello, while SharePoint integrates with Microsoft Office and other Microsoft products.
• Customization: Confluence provides many customization options with its add-ons and plugins, while SharePoint has a higher level of customization capabilities through its powerful API and development platform.
• Cost: Confluence is relatively affordable, with pricing based on the number of users, while SharePoint can be expensive due to licensing costs and required hardware infrastructure.

Overall, both Confluence and SharePoint have their strengths and weaknesses, and the choice depends on the specific needs and requirements of the organization.

Adding a Column to a SharePoint List

To add a column in a SharePoint list, follow these steps:

1. Go to the SharePoint site where the list is located. 2. Navigate to the specific list where you want to add a column. 3. Click on the "Settings" menu in the top right corner and select "List settings". 4. Under the "Columns" section, click "Add a column". 5. Provide a name for the column and select the data type (e.g., single line of text, number, date and time, etc.). 6. Choose any additional settings for the column, such as whether it is required or not. 7. Click "OK" to create the new column in the list.

This should add the new column to your SharePoint list.

Default Lookup Column Limit and Increasing it in Microsoft SharePoint Lists

In Microsoft SharePoint lists, the default lookup column limit is set to 8.

To increase the lookup column limit in SharePoint, you can follow these steps:

1. Navigate to the SharePoint Central Administration Site. 2. Click on "Application Management" and then "Manage Web Applications." 3. Select the web application for which you want to increase the lookup column limit. 4. Click on "General Settings" in the ribbon and then "Resource Throttling." 5. Scroll down to "List View Lookup Threshold" and change the value to the desired number. Note that the maximum value that can be set for lookup column limit is 12.

After following the above steps, you can create a new list with lookup columns and verify that the increased lookup column limit is in effect.

Understanding the 5000 Item Limit Threshold in Microsoft SharePoint

The 5000 item limit threshold in Microsoft SharePoint refers to the maximum number of items that can be displayed in a list or library without any degradation in performance. This limit is imposed to prevent performance issues, such as slow loading times and query failures. When the number of items in a list or library exceeds 5000, it can cause various problems, including compromised user experience, search issues, and difficulty in managing large data sets.

To overcome the issue of the 5000 item limit threshold, there are several approaches you can take. One of the most effective methods is to use indexing and filtering to narrow down the results to a specific subset of data, rather than loading all items in a single view. Additionally, you can create views that display a limited number of entries or paginate data to ensure optimal user experience. Another approach is to utilize metadata to categorize and group items, making it easier to search and filter data sets. Finally, you can archive old data or migrate active data to a different storage option, such as Microsoft OneDrive or Azure.

Understanding Picture Libraries and Creating One in SharePoint

A picture library is a type of library in SharePoint that allows users to store and manage digital images and photos. It provides advanced features such as automatic metadata extraction, image resizing, and thumbnail generation.

To create a picture library in SharePoint, follow these steps:

1. Go to your SharePoint site and navigate to the site where you want to create the picture library.

2. Click on the Settings gear and select "Add an app."

3. Search for "Picture Library" and click on it.

4. Enter a name for your library and click "Create."

5. You can now upload your images to the library using the "Upload" button or through drag and drop.

6. SharePoint will automatically extract metadata from the images such as date, author, and keywords. You can edit or add additional metadata information using the "Edit" properties button.

By following these steps, you can easily create and manage a picture library in SharePoint.