SharePoint Interview Questions

A list can contain up to 30 million items, and a library up to 30 million files and folders. When a list, library, or folder has more than 100,000 items, permission inheritance on the list, library, or folder cannot be broken. It also doesn't allow you to re-inherit permissions. However, up to the maximum number of unique permissions in the list or library, you can still break inheritance on individual objects within that list, library, or folder.

Following are some of the alternatives to Microsoft SharePoint : 

• GSuite
• Confluence
• Bitrix24
• HyperOffice
• Workzone
• box
• Alfresco
• Redbooth
• Slack

Following are the most important features of Microsoft SharePoint:

• Using SharePoint to collaborate: An intranet or internal website can be used to keep and communicate announcements, projects, tasks, calendars, and contact lists for usage within the organization. SharePoint also enables safe access because each user can be given varied permissions, such as edit or read-only access, based on the organization's needs. SharePoint may also be used as a central portal for information interchange and task collaboration, and the user experience can be customized for each user.
• SharePoint allows you to manage your content: SharePoint includes a robust content management tool that functions similarly to an electronic document library. Imagine all of the paper files packed in filing cabinets throughout many rooms, making it hard to discover anything without sifting through mountains of paper! SharePoint's electronic document management feature provides a central area for electronic files to be stored. By logging into the SharePoint site, members of an organization can also import documents so that files can be shared with all members. Members can also work on the same document collaboratively, make edits, and view revision history, allowing them to multitask in a mobile work environment.
• Insight into the business world: SharePoint allows users to read and edit Word, Excel, and PowerPoint files directly from a web browser, as well as use the sophisticated features of Microsoft Office apps. Excel's PowerPivot tool, for example, allows you to generate complicated computations, models, and reports. Instead of emailing files to each member of the group and waiting for them to edit and then email the final version to everyone, SharePoint's business intelligence tools allow you to create and share office documents with others in the organization. This is done securely and concurrently, ensuring that everyone has access to the same version of the document at all times.

Following are the hardware requirements of SharePoint :

For Single server:

• RAM: 8GB
• Processor: 64-bit, 4 cores
• Hard disk: 80 GB for system drive

For Web server:

• RAM: 12 GB
• Processor: 64-bit, 4 cores
• Hard disk: 80 GB for system drive

Following steps must be followed to create a list in Microsoft SharePoint :

• Select +New List from the Lists app in Microsoft 365. (To access the Lists app, go to the Microsoft 365 app launcher at the top of any page, select All apps, and then Lists.) Select Add New > List from your SharePoint site's home page or the Site contents page.

• Choose one of the following options from the Create a list page:

1. Blank List: Make the decision to begin a list from the beginning. Select if you want the list to display on the left side navigation by giving it a name and a description (optional). Select Create once you've completed selecting options.
2. From Excel: To construct a list based on an Excel spreadsheet, select this option.
3. From an existing list: To save time, select this option to build a new list based on the columns of an existing list. Your new list will have all of the same columns as the old one, but it will not have any of the data from the old one.
4. Templates: Select a template, such as an Issue tracker, to examine what columns the template includes and to see how it appears with sample data. Select Use template if you find a template you like. If none of the options you desire is available, pick Back to return to the Create a list page.

• Add an item to your list by selecting + New or Edit in grid view when your list opens. (In a grid view, you can freely add information to different rows or columns.

These are the steps you can take in SharePoint to construct a Task Notifications Workflow :

• Create a new task list in SharePoint designer.
• TASK LIST (under TASK LIST) Make a list workflow that is connected to the Task List.
• If the current item's priority is high, set the terms and conditions and send an email.
• Mention "Assigned To" in the subject line, and include a lookup to the most recent item title, a link to the Task list's edit form, and the current task ID.
• Activate the workflow so that it runs every time a new item is created.

In SharePoint 2019, the maximum number of subsites in a site is 2000.

In SharePoint, the total storage allowed per organization is 1 TB. In premium plans, an additional 10 GB per license is also given. The maximum storage per site is limited to 25 TB. The total number of sites that an organization can have is limited to 2 million. Every file uploaded to SharePoint is restricted to a maximum size of 250 GB.

Zones represent distinct logical pathways (URLs) to the same Web application. Zones allow you to set distinct access and policy requirements for various groups of users. There are a maximum of five zones per Web application. 

Following are the different types of zones available: 

• Intranet
• Internet
• Custom
• Extranet
• Extranet

The Default zone is generated when you create a Web application. The Web application can then be extended to create additional zones. Per Web application, each zone can only be selected once. In a Web application, for example, there can only be one Default zone. In Internet Information Services (IIS), each zone is represented by a separate Web site. The key distinction is that after extending SharePoint, each zone has its own IIS Website.

These zones have unique URLs assigned to them. Each zone has its own port number and protocol (HTTP or HTTPS). In each zone, several authentication methods can be used to log in. For example, intranet forms authentication, default Windows authentication, and so on. For each zone, you configure your Blob and Distributed cache differently. 

For example - Assume you have a building, which is your Web Application, with a default zone as its main entrance and its own authentication service, such as Windows authentication in the front for SharePoint administrators, and adding other zones is similar to adding a few additional entrances to your Web Application with Facebook as the identity provider for your federated partners.

Following are the different types of forms used in Microsoft SharePoint’s workflow :

• Association and Initiation forms:
  Before each workflow begins, users are presented with association and initiation forms to complete. These forms can be used to allow users to set parameters and other information for the workflow ahead of time. Initiation forms discuss how the workflow relates to a specific SharePoint item, whereas association forms address how the workflow applies to a given list, library, or content category.
  Administrators are presented with association forms when they initially select to associate a process with a specific list, document library, or content category. You can use association forms to allow an administrator to set workflow parameters, default values, and other information for items on the list, library, or content type with which the administrator is associating it.
  When users begin a workflow on a specific SharePoint item, they are presented with an initiation form. Initiation forms can be used to allow users to modify or append the association parameters provided by administrators, as well as to specify extra parameters or information about the workflow as it relates to a specific SharePoint item. Initiation forms aren't required for all workflows.
  The initiation form and the association form can be the same. Using the same form for each workflow form, for example, allows administrators to define some default values during workflow association, then let the user who begins the workflow instance on a specific item review and replaces those default options.
• Modification forms:
  You might wish to give your users the ability to change the workflow while it's running on an item. For example, you could wish to give a user the ability to delegate a task to someone else or even add a new activity to the workflow. Modifications are the options you give users to adjust the process while it's executing on an item. You can construct modification forms that allow users to provide modification parameters.
• Task forms:
  For each task in your process, you can provide custom forms. However, because tasks are SharePoint items with a content type assigned to them, the task type's custom forms are determined by the content type. All SharePoint task types are allocated content types by default. If a task type does not have a content type assigned to it, the task type is given the Task base content type. The WorkflowTask foundation content type must be used for all task-type content types. A content type's custom new, edit, and display forms can be specified. When displaying a workflow task, Microsoft SharePoint Foundation uses any custom forms you've created for the relevant task content type.

A workflow is a natural approach to arrange and operate a collection of work units, or activities, into a single executable file that represents a work process. This method can manage practically every aspect of a SharePoint Foundation object, including its life cycle. The workflow is adaptable enough to model both system functions and human actions required to complete the workflow. Workflows can be as simple or as complex as required by your business processes. You can construct workflows that the user starts or workflows that SharePoint Foundation initiates automatically based on an event, such as the creation or modification of an object. Workflows are used to define custom business processes.

SharePoint may be installed and used in three different ways.

1. SharePoint Foundation
2. SharePoint Server
3. Office 365

SharePoint Foundation and SharePoint Server are SharePoint on-premises with Office 365 emerging as a third, completely cloud-hosted model for SharePoint.

1. SharePoint Foundation: SharePoint Foundation is a must-have for businesses looking for a safe, manageable web-based collaboration platform. SharePoint Foundation gives you access to the most basic collaboration functions available in SharePoint.

Key Features:

• Team websites provide access to information in a central area, allowing for effective document and task collaboration.
• Reduced resources for implementation and deployment SharePoint Foundation is a free download for Windows Server customers that significantly reduces the time and cost of setup.
• SharePoint Foundation also includes data and information management and security tools for better control of your organization's critical business data.
• By extending and customizing SharePoint Foundation, you can embrace the web for collaboration.

2. SharePoint Server: SharePoint Server has a lot of capabilities that aren't available in SharePoint Foundation. It provides a more comprehensive, advanced set of capabilities that you may use in your company's solutions.

Key Features:

• Advanced Search: The search and functionality capabilities offered in the Server versions provide you with more options. They allow you to create customized Search Results pages using custom search Web Parts.
• SharePoint Server's Online Content Management feature allows you to create and publish web content for the internet.
• Enterprise Services: These services allow you to rapidly and simply create custom solutions utilizing tools from the Office product family.
• Business Connectivity Services (BCS) allows you to connect to various external data sources and show business data through Web Parts, user profiles, and SharePoint lists.
• SharePoint Server's records management capabilities are useful for managing material throughout its life cycle.

3. Office 365: Office 365 has emerged as a third, completely cloud-hosted SharePoint solution. It's a viable alternative to operating your own farm in your own Data Center.

Key Features:

• The number of users you want to add, the amount of data you need to store, and the capabilities you require are all aspects to consider when licensing SharePoint Online through Office 365.
• It's also become a terrific area to build rich apps (both SharePoint-hosted and cloud-hosted apps) and expand without having to worry about managing on-premises infrastructure.
• It doesn't have all of SharePoint Server's services and functionality, but it does have some impressive development possibilities.

WSP is an acronym for Web Solution Package. It's essentially a file that contains data about resources, photos, site definitions, and a variety of other things that can be combined into the site. A web solution package is a.cab file with the.wsp extension that contains the files listed below:

• A manifest.xml file that specifies the assembly's deployment instructions, including custom CAS policy settings.
• A .dll file that contains the compiled managed code assembly.

Following are the advantages of using Microsoft SharePoint :

• Built-in multi-purpose functionality: The main advantage of SharePoint is its adaptability. The collaborative platform functions as an intranet, which is a company's internal website for sharing information, work schedules, contacts, and other functions.
  Depending on the user's status, administrators can award different permission levels. Aside from that, the software has features for document sharing, file management, social networking, business information, and nearly everything else related to your company's day-to-day operations.
• Centralized Administration: One of the most important SharePoint 2010 advantages is the ease with which it can be managed. On a single dashboard, administrators may rapidly access operating functions including security settings, coll, back up sites and site data, execute restorations, and adjust rights.
• Modifiable: You can use the basic online SharePoint features and benefits or customize them to meet your specific business requirements. In each of the Microsoft SharePoint features, your team will be able to create custom elements. You may also use the drag and drop functions to change the entire app's UI to reflect your branding and improve employees' perceptions of the app.
• Collaboration and document management: Microsoft SharePoint 2013 allows you to organize and make your company's information more accessible. SharePoint's main features include a faster information flow and cloud storage that can be accessed from mobile devices. Employees who are well-informed make better decisions, fulfil deadlines, and understand and contribute to the company's overall plan. On SharePoint, sharing files is as simple as clicking or touching a button. Yes, one of SharePoint 2013's many advantages is mobility.
• Consolidation of the applications: You can consolidate all of your sites (shared work environments) into a single platform, reducing the costs of siloed site management. Internal teams can simply access and manage the internet and intranet sites because they have been consolidated.
• Integration with your current applications: Microsoft SharePoint integrates seamlessly with your other business apps. Microsoft Office Suite (Word, Excel, and PowerPoint), MS Unified Communications, MS Exchange Server, ERP (Enterprise Resource Planning), CRM (Customer Relationship Management), and many other back-office systems and previous versions are all compatible with the product. Microsoft Edge and Internet Explorer aren't the only browsers that operate with SharePoint Online; all of the modern web browsers are supported.
• Improved security: The Advanced security measures incorporated in SharePoint helps to limit the risk of outages and illegal access. Among the new features are improvements to workflow and authentication. Despite the fact that information access and shareability have been enhanced, your data integrity is preserved. At the document or item level, further security configurations and access/editing privileges can be defined. Organizations that manage sensitive data can benefit from the collaboration application as well. To help you comply with your industry's data security regulatory standards, you can select different options for managing shareability, storage, and auditing.
• Design assistance and ease of usage: Because Microsoft SharePoint 2010 features and benefits include the capacity to construct solutions that better meet your business demands, you won't need to hire a team of web developers to update your website or create database management systems. The application programming interfaces (APIS) for such jobs are available in SharePoint Online and SharePoint Server. Using SharePoint development features to create apps is a great approach to save money.
• Content administration: You may prepare and schedule content for publication on a variety of websites and social media channels. SharePoint 2013's social networking features make it simple to share ideas, updates, and content. Users can upload Office documents to the platform and share them with others within and outside the company. They can also create and edit tasks from any device, as well as convert documents between different formats such as PDF, Word, and Excel.
• Streamline and speed up the business process: Using a collaboration platform like Microsoft SharePoint, data can be collected and organized in one location. Form-driven SharePoint apps collect data from suppliers, connect with customers, and collaborate with partners and others. Your team may create business intelligence portals and showcase data using dashboards, web components, and scorecards. It will help them make better decisions, identify and track customer preferences, and forecast demand and supply fluctuations.

You can use the picture library to save and update images that you can use on your site or share with others. Picture libraries in SharePoint 2016 and 2013 are tailored for photographs, allowing you to sort by picture or file size, name, or latest edited date. You can also add columns for various types of information. You can see photographs as a list, thumbnails, or a slideshow in preset views, or you can design your own.
Following steps must be followed to create a picture library in Microsoft SharePoint :

• Go to the site where the picture library will be created.
• Select Add an app from the Settings menu. If Add an app isn't listed in the drop-down menu, go to Site contents and then add an app.
• Type Picture into the search bar on the Your Apps screen, or browse for and click the Picture Library link.
• Click Advanced Options in the New dialogue box.
• Type a name for the library in the Name box. The name of the library is required. The name appears at the top of the library page, as part of the page's address, and in navigational elements that assist users in finding and opening the library.
• You can optionally include a library description or enable versioning for the library.
• Select Create. In the Quick Launch menu, the Picture Library's name appears under Recent.

The 5,000 view restriction on the document library was introduced by Microsoft with SharePoint 2010 for one reason: to keep the document library and its servers running smoothly. When the limit was reached in the past, the traditional library became unusable.

However, SharePoint can now handle massive amounts of data thanks to Microsoft's modern interface and new document library. Even though you can now upload more than 20,000 papers without the library freezing, the browsing limit remains.

Let's imagine you have a document library with 10,000 files in it, all of them are in the same folder. You won't be able to see more than 5,000 items on the page if you go to that library because the query will hit the limit. A large document library will cause you trouble in addition to not being able to see all of the contents. The majority of operations, such as renaming a folder or moving files within the library, will take a long time.

Following are the different ways in which you can fix the 5000 item limit threshold issue in Microsoft SharePoint :

• Reduce the number of items to under 5,000.
  The first step is to reduce the number of items in your inventory down below the item viewing threshold. When the number of items in your library hits that limit, you will be unable to create trivial actions in your library.
  You won't be able to do any of the following:
  • Manage column indexes
  • Add columns
  • Adjust the views
  • Set permissions

This prevents you from doing the following fixes, thus the first thing you need to do is "unlock" your library so you can continue working on it.

• Reorganize Your Library in Its Entirety
  You can organize your items by moving them into separate libraries and categorizing them based on business functions. You can, on the other hand, delete items that are no longer useful. You'll run across this problem again in the near future unless you reorganize your entire library. As a result, you must follow solid organizational procedures and make use of as many libraries as possible.
• Metadata Properties are created.
  It's time to build metadata properties and apply default column values to folders in your current library after you've reorganized everything. Give as much information as possible about each item you have. You can now index columns after you've done that. As previously said, this allows your server to query the index catalogs rather than search each item. This method is more efficient and will put less strain on the server. You can, on the other hand, choose to conceal specific folders entirely from view. Some people don't require access to particular folders, so you can set it up to conceal it from them or limit the number of items they can see.

The default lookup column limit in Microsoft SharePoint is 12.

Workflow status columns, classic lookup columns to other lists, and person/group columns are all examples of lookup columns. The two default people fields "Created by" and "Modified by" are included in this. If you have more than 12 of them in your list, you may get the following error:

"The number of search and workflow status columns in this view exceeds the administrator-imposed threshold (12) and cannot be displayed."

Following steps should be followed to increase the threshold limit of the lookup column in SharePoint lists :

• Navigate to Central Admin.
• Select Manage Web Apps from the drop-down menu.

• Select the web app for which the lookup limit is being increased.

• Under "General Settings," select "Resource Throttling" from the drop-down arrow.

• Change the lookup limit in the list view and save the changes.

In a list or library, columns enable you to the group, categorize, and track data. A single line of text, a drop-down list of possibilities, a number calculated from other columns, and a column that allows you to pick a person's name are all examples of column kinds.

Following steps can be followed to add a column in a list in Microsoft SharePoint:

• Go to the list or library where you want to add a column.
• Select + Add column or + to the right of the last column name at the top of the list or library.
• Choose the type of column you want from the dropdown menu.
• Enter a title or column header in the Name field of the Create a column panel.

• Fill in any other information that is requested. The number of fields depends on the column type you select. The sample above shows a 'number' field.
• Select the Save option.

• Confluence: Atlassian's Confluence is a web-based corporate wiki (collaboration software) developed in Australia. Confluence was created by Atlassian in the Java programming language and was initially released in 2004. Confluence Standalone includes a built-in Tomcat web server and a hsql database, as well as the ability to connect to additional databases.
• SharePoint: SharePoint is a web-based content management system tool from Microsoft that allows users to collaborate, organize, share, and access data. It is largely used for document management and storage, and it is integrated with Microsoft Office products for editing Office files.

The following table lists the differences between Confluence and SharePoint:

Following are the different types of SharePoint Add-ins :

• SharePoint hosted add-ins:
  In an add-in web, SharePoint-hosted add-ins are virtually exclusively made up of SharePoint components. They're believed to have their heart in SharePoint at times. A user can execute a SharePoint-hosted add-in from a tile on the Site Contents page of the SharePoint website where it's installed, just like any other SharePoint Add-in. Add-in parts and custom actions are two further types of UI components that can be included in the host site (that is, custom ribbon buttons or menu items). The add-in web is where everything else in a SharePoint-hosted add-in is deployed. A SharePoint-hosted add-in's business logic is written in JavaScript, either directly on a custom page or in a JavaScript file linked from a custom page. A JavaScript version of the SharePoint object model (JSOM) is supplied to make CRUD (create, read, update, and delete) actions on SharePoint data simple for the add-in.
• Provider hosted add-ins:
  A provider-hosted add-in can contain any SharePoint component that can be found in a SharePoint-hosted add-in. However, provider-hosted add-ins differ from SharePoint-hosted add-ins in that they involve at least one remote component that is hosted outside of the SharePoint farm or SharePoint Online subscription, such as a web application, service, or database. This could be a server on the same corporate network as a SharePoint farm or a cloud service. Any web hosting stack, including the Linux, Apache, MySQL, and PHP (LAMP) stack, can host the external components. Whoever owns the server or cloud account is the "provider." The SharePoint farm or SharePoint Online tenancy where the add-in is to be installed can be owned by the same firm or organization. However, the add-creator in's can also be the provider.

Following are the differences between SharePoint hosted add-ins and Provider hosted add-ins:

A SharePoint Add-in is a self-contained piece of functionality that expands SharePoint websites' capabilities to tackle a specific business need. Custom code that runs on SharePoint servers is not present in add-ins. Instead, all custom logic is moved "up" to the cloud, "down" to client computers, or "over" to an on-premises server that is not part of the SharePoint farm or subscription. SharePoint administrators may rest assured that the add-in will neither harm their servers or degrade the performance of their SharePoint Online websites by keeping custom code off of them. One of the various client APIs offered in SharePoint allows business logic in a SharePoint Add-in to access SharePoint data. Which API you pick for your add-in is determined by a number of additional design considerations. A SharePoint Add-in can include almost all major types of SharePoint components, such as pages, lists, workflows, custom content types, list templates, web parts, and more. Host webs are SharePoint websites on which SharePoint Add-ins are installed and from which users launch them. The SharePoint components, on the other hand, are usually located in an add-in web, which is a specific child web of the host web. 

SharePoint Add-ins can be integrated into a SharePoint site in a variety of ways :

• As a full-page immersive experience with the appearance and feel of a SharePoint page.

• To expose an iframe element that contains the add-in as part of a webpage, utilizing a particular type of control called an add-in part.

• As UI commands for lists, documents, and more than augment ribbons and menus.

On the Site Contents page of the SharePoint website, any SharePoint Add-ins that users install are given a tile. The add-in is launched by clicking the tile.

An add-in manifest—an XML file that describes the add-fundamental in's properties, where it runs, and what SharePoint should do when the add-in starts—is used to set up a SharePoint Add-in. The manifest can indicate what languages the add-in supports, what SharePoint services and capabilities it relies on, and what permissions the add-in requires on the host web, among other things. (SharePoint Add-ins have complete control over their own web.

• Team Site: A SharePoint team site provides access to shared material and resources for you and your colleagues. Use team sites to save and collaborate on files, as well as to construct and manage information lists. They can also be used for the following:
  • To keep track of the project's progress and keep informed.
  • To organize and co-author content that is shared.
  • To gain access to team resources, join a Microsoft 365 group.
  • Cases where you should use a team site:
    A Team Site is used when you want to create a location where members of a workgroup or project team may collaborate on project deliverables, plan an event, track status, or share ideas. All participants of a Team Site are content authors, and we develop and edit content together. Consider team locations to be a place where work is completed. Our project team requires a space where they may collaborate on deliverables. Even though we each have our own tasks, we are all working together to generate one or more assets. A Team Site is required for our project team.
• Communication Site: A SharePoint communication site is an excellent location for spreading information. In a visually appealing style, distribute news, reports, status updates, and more. To engage and inform a large audience, use communication sites. They can also be used for the following:
  • To create sites for certain departments, projects, or portals.
  • To share corporate news, events, and announcements.
  • Hundreds, if not thousands, of people can be involved.
  • Cases where you should use a communication site:
    A Communication Site is used when you wish to "broadcast" a message, tell a story, publish material for viewing (but not editing) to a big audience or the entire organization, or highlight services or people. In most cases, there will be a small number of content creators and a much greater number of content users or consumers on a communication site. Consider your company's intranet. Even if your intranet has collaborative features, the primary goal is to communicate a story, such as company news, or to highlight services and information, such as your benefits and policies. Here, the intranet site is an example of a communication site.

• Onedrive: OneDrive is a cloud-based document and file storage service. Individuals and corporate teams who require a central area to store and retrieve files generally use it. Versioning and sharing tools in OneDrive make it simple to collaborate, so it's more than just an online filing cabinet. Microsoft separates the tool into personal and work or school versions; for the sake of this essay, we'll concentrate on the work or school version.
• SharePoint: SharePoint is a collaboration solution that allows several people and teams to work on documents and products at the same time. Microsoft has integrated SharePoint into their Microsoft 365 cloud platform (formerly known as Office 365) over the last few years with improvements to their Microsoft 365 product (previously known as Office 365).

The following table lists the differences between Microsoft SharePoint and Microsoft Onedrive:

Simply said, a SharePoint farm is a group of servers that collaborate to fill SharePoint responsibilities and make SharePoint function. If you're unfamiliar with the concept, consider roles to be separate jobs that each demand specific talents. When you're ready to install SharePoint, you assign one or more roles to each server on your farm.

A team working together toward the same objective is a good illustration of roles. Consider a restaurant staff. In a restaurant, the host seats customers, the waiter takes their orders and eventually delivers their meal, and the kitchen crew prepares the food. If the host is removed, the patron will never be seated. When a waiter is lost, the customer is unable to place an order, eat, or simply receive a poor glass of water.   

Of course, one person may fulfil all of those tasks — for example, at a small coffee shop, where the person behind the counter takes your order, advises you to sit wherever you choose, and then butters and delivers your toast. This only works if the venue isn't too crowded since that one individual would quickly become overwhelmed. Your farm servers operate in the same way, with a single server capable of performing all duties or spreading them across numerous servers for improved performance.

There are three roles in SharePoint (formally defined in the SharePoint installation wizard alongside a few new roles in SharePoint Server 2016). 

They are as follows: The Web Front End (WFE), Application Server, and Database Server.