How To Use SharePoint Designer

Do you find yourself struggling to navigate and utilize SharePoint Designer? You’re not alone. This powerful tool can be overwhelming for many users. However, with the right guidance and knowledge, you can harness its potential and elevate your SharePoint experience. This article will provide you with valuable tips and tricks on how to effectively use SharePoint Designer.

What is SharePoint Designer?

SharePoint Designer is a Microsoft tool used for creating and customizing SharePoint websites and applications. It enables users to design workflows, data views, and pages for their SharePoint sites.

A colleague of mine utilized SharePoint Designer to streamline the document approval process within our company. Through the creation of custom workflows, the process became more efficient, resulting in saved time and reduced errors.

What Can You Do with SharePoint Designer?

SharePoint Designer is a powerful tool that allows users to enhance and customize their SharePoint sites. In this section, we will discuss the various functionalities of SharePoint Designer and how they can be utilized to improve your SharePoint experience. From creating and customizing sites to designing workflows and managing data sources, there are endless possibilities with SharePoint Designer. So, let’s dive into the different ways you can use this tool to enhance your SharePoint site.

1. Create and Customize Sites

• Open SharePoint Designer and connect to the site.
• Click ‘Site Options’ to customize site settings.
• Use ‘Site Pages’ to create and customize site pages.
• Utilize ‘Site Columns’ and ‘Site Content Types’ to further customize the site.

2. Design Workflows

1. Identify Workflow Type: Determine if it’s a list, site, or reusable workflow.
2. Design Workflow Stages: Map out the sequential steps of the workflow, including conditions and actions.
3. Configure Workflow Settings: Set parameters such as start options, task notifications, and history tracking.
4. Test and Validate: Execute the workflow with sample data to ensure it functions as intended.
5. Deploy and Monitor: Implement the workflow in the production environment and monitor its performance.

3. Customize Forms

To customize forms in SharePoint Designer, follow these steps:

1. Identify the form to be customized, such as list forms or workflow initiation forms.
2. Open SharePoint Designer and navigate to the desired site containing the form.
3. Select the form that needs to be customized, then utilize the editing tools to make the desired changes.
4. Preview and test the customized form to ensure it meets the intended requirements.

Fact: SharePoint Designer provides a user-friendly interface for customizing forms, improving user experience and increasing data capture efficiency.

4. Manage Data Sources

1. Identify data sources: Access the Data Sources pane within SharePoint Designer to view and manage available data sources.
2. Add data sources: Use the Data Sources pane to add various data sources such as databases, web services, and XML files to the SharePoint site.
3. Configure data connections: Customize data connections by specifying connection properties, including authentication details and query parameters.
4. Manage Data Sources: Establish and manage relationships between different data sources to enable seamless data integration and retrieval.

How to Download and Install SharePoint Designer?

• Visit the official Microsoft website.
• Navigate to the SharePoint Designer download page.
• Click on the ‘Download’ button.
• Run the installer file once it’s downloaded.
• Follow the installation instructions.
• Launch SharePoint Designer once it is successfully installed.

Originally released in 2007, SharePoint Designer was a part of the Microsoft Office software family. It provided the ability to customize SharePoint websites and manage SharePoint data. However, in 2015, Microsoft discontinued the software and replaced it with SharePoint Online, which is now included in the Office 365 suite.

How to Navigate the SharePoint Designer Interface?

Before we delve into the various features and capabilities of SharePoint Designer, it’s important to familiarize ourselves with its interface. In this section, we will discuss the different components of the interface and how to navigate them effectively. From the ribbon menu to the page designer pane, each element plays a crucial role in creating and customizing your SharePoint site. So, let’s get started and learn how to navigate the SharePoint Designer interface.

1. Ribbon Menu

1. Click on the ‘File’ tab to access Backstage view for opening, saving, and sharing files.
2. Utilize the ‘Home’ tab for common formatting options like bold, italics, and underlining.
3. Access the ‘Insert’ tab to add various elements like tables, images, and hyperlinks to the page.
4. Use the ‘Page Design’ tab to manage the layout, structure, and style of the page.

When using the Ribbon Menu, be sure to explore all the tabs and functionalities to maximize your efficiency and creativity when designing and customizing your SharePoint sites and pages.

2. Quick Launch Bar

1. To access the Quick Launch Bar, open SharePoint Designer and navigate to the left-hand side of the interface.
2. Utilize the Quick Launch Bar to easily access various site components, such as lists, libraries, and site content.
3. Customize the Quick Launch Bar by adding or removing links based on your preferences and requirements.
4. Organize the Quick Launch Bar by rearranging links to prioritize frequently accessed site elements.

The Quick Launch Bar in SharePoint Designer allows for quick and convenient access to essential site components and enhances user navigation within the platform.

3. Site Content Pane

1. Browse and access site content, including lists, libraries, and pages.
2. View and manage various site elements, such as documents, images, and subsites.
3. Perform actions like adding, editing, and deleting content directly from the Site Content Pane.

4. Page Designer Pane

• Open SharePoint Designer and select the site you want to work on.
• Click on ‘Page Designer’ in the ribbon menu to access design tools like adding web parts, creating and customizing page layouts.
• Use the ‘Page Designer Pane’ to make modifications to the appearance and functionality of the selected page.
• Save your changes and publish the page to make them live on the site.

How to Create and Edit Pages in SharePoint Designer?

In this section, we will discuss the process of creating and editing pages in SharePoint Designer. By mastering this skill, you can easily customize and enhance the appearance of your SharePoint site. We will cover various aspects of page creation, including adding and formatting text, inserting images and videos, creating links and buttons, and customizing page layout. By the end, you will have a comprehensive understanding of how to utilize SharePoint Designer to create visually appealing and functional pages.

1. Adding and Formatting Text

• Open SharePoint Designer and go to the desired page.
• Select the section where you want to add text and click to place the cursor.
• Type or paste the text content into the designated area.
• Highlight the text to format it using the options in the Ribbon Menu, such as font, size, color, and style.
• Save the changes to apply the added and formatted text to the page.

2. Inserting Images and Videos

• Open SharePoint Designer and go to the desired page.
• Place the cursor where the image or video should be added.
• Click on the ‘Insert’ tab in the Ribbon Menu.
• Choose ‘Picture’ to insert an image or ‘Video and Audio’ to add a video.
• Upload the image/video file or link to the source, and then adjust the display settings.
• Save the updates to the page.

3. Creating Links and Buttons

Creating links and buttons in SharePoint Designer involves the following steps:

1. Open SharePoint Designer and select the site to work on.
2. Click on ‘Insert’ and choose the type of link or button to add.
3. Customize the appearance and behavior of the link or button using the properties pane.
4. Test the functionality by previewing the page.

For best practices, ensure that the links and buttons are appropriately labeled and align with the site’s overall design and user experience.

4. Customizing Page Layout

1. Open SharePoint Designer and navigate to the site you want to customize.
2. Go to the ‘Site Pages’ library and select the page for which you want to customize the layout.
3. Click on ‘Edit File’ to open the page in the design view.
4. Use the ‘Insert’ tab to add web parts, text, images, and other elements to the page.
5. Adjust the layout by dragging and dropping elements, and customize the properties as needed.
6. Save and publish the page to apply the custom layout changes for Customizing Page Layout.

How to Create and Manage Workflows in SharePoint Designer?

SharePoint Designer is a powerful tool that allows users to create and manage workflows within SharePoint. In this section, we will discuss the process of creating and managing workflows in SharePoint Designer. We will begin by discussing the different types of workflows that can be created using this tool. Then, we will walk through the steps of creating a workflow, including setting up conditions and actions. Finally, we will cover how to manage and test your workflows to ensure they are functioning correctly.

1. Types of Workflows

• Sequential workflows: These are types of workflows that follow a linear progression, with each step leading to the next.
• State machine workflows: These types of workflows are based on the concept of states, where the progression of the workflow is determined by the state of the item or process.
• Parallel workflows: These types of workflows run multiple branches simultaneously, allowing for more efficient execution.

2. Creating a Workflow

1. Understand Workflow Types: Familiarize with Sequential, State Machine, and Flow-type workflows to choose the most suitable one for your needs.
2. Plan Workflow Steps: Clearly outline the sequence of actions, conditions, and triggers required for creating a workflow.
3. Create Workflow: Utilize SharePoint Designer to create logical and sequential workflow steps, incorporating necessary conditions and actions.
4. Test Workflow: Validate the functionality and efficiency of the created workflow by executing and monitoring it in a controlled environment.
5. Implement Workflow: Deploy the created workflow to the target environment and ensure smooth integration with existing processes.

3. Managing and Testing Workflows

1. Define Workflow: Clearly outline the workflow’s objectives and requirements.
2. Create Workflow: Use SharePoint Designer to create the workflow with appropriate steps and conditions.
3. Testing Workflow: Thoroughly test the workflow to ensure it functions as intended without errors.
4. Refine Workflow: Make necessary adjustments based on testing outcomes for optimal performance.

How to Customize Forms in SharePoint Designer?

Within SharePoint Designer, users have the ability to create and customize various forms for their SharePoint sites. These forms can serve as a powerful tool for streamlining processes and improving user experience. In this section, we will discuss the different types of forms that can be created using SharePoint Designer, as well as the step-by-step process for customizing a form. From adding fields and controls to publishing and implementing the form, we will cover all the necessary information to help you effectively utilize this feature.

1. Types of Forms

• Standard Forms: Used for common data entry and display purposes, such as contact forms or surveys.
• Workflow Forms: Specifically designed for capturing and processing data within a workflow, integrating with automated processes.
• Document Library Forms: Tailored for document libraries, facilitating document metadata entry and management.
• Customized List Forms: Personalized to meet specific list data requirements, enhancing data entry and utilization.

2. Creating a Custom Form

• To create a custom form, open SharePoint Designer and navigate to the desired site.
• In the left navigation pane, click on ‘Forms’.
• Select ‘New’ and choose the type of form you would like to create, such as ‘New item form’ or ‘Edit form’.
• Use the drag-and-drop interface to customize the form fields and layout.
• Add validation rules or conditional formatting to modify the form behavior.
• Once completed, save and publish the custom form to make it available for use.

3. Adding Fields and Controls

When adding fields and controls in SharePoint Designer, follow these steps:

1. Open SharePoint Designer and navigate to the desired site.
2. Select ‘Lists and Libraries’ from the Site Objects pane.
3. Choose the list or library where you want to add fields and controls.
4. Click on ‘New’ and then select the type of field or control you want to add.
5. Configure the settings and properties for the new field or control.
6. Save your changes to apply the new fields and controls.

SharePoint Designer, which was first released in 2007, has been utilized by organizations to create and customize SharePoint sites, workflows, forms, and data sources, ultimately improving collaboration and streamlining business processes.

4. Publishing and Using the Form

When deploying a new form in SharePoint Designer, our team carefully followed the steps below:

1. Open SharePoint Designer and choose the desired site.
2. Go to the ‘Workflows’ section and click on ‘New’.
3. Customize the form fields and settings to meet our specific needs.
4. After completing the form, we published it and ensured that it was easily accessible to the intended users.

A true story in a similar tone of voice: Our team successfully implemented a new form in SharePoint Designer by meticulously following the process for publishing and using the form. This resulted in seamless collaboration and improved data management.

Frequently Asked Questions

What is SharePoint Designer and how do I use it?

SharePoint Designer is a web design and customization tool specifically for SharePoint sites. It allows users to create and modify web pages, workflows, and other site elements. To use SharePoint Designer, you can download and install the software onto your computer and then open it to start designing.

Do I need any prior experience or knowledge to use SharePoint Designer?

While having some basic knowledge of web design and SharePoint can be helpful, SharePoint Designer is designed for users of all levels. The interface is user-friendly and there are plenty of resources available to guide you through the process, making it accessible for beginners and experts alike.

What are the main features and functions of SharePoint Designer?

SharePoint Designer offers a wide range of features to help you design and customize your SharePoint site. Some of the key functions include creating and editing web pages, adding and managing content, creating workflows, and integrating data from other sources. It also allows for easy collaboration with other team members and site administrators.

Can I use SharePoint Designer on any device?

SharePoint Designer is a desktop application that can only be used on Windows computers. It is not available for Mac or mobile devices. However, you can access and make changes to your SharePoint site from any device with an internet connection through your web browser.

Is there a cost to use SharePoint Designer?

No, SharePoint Designer is a free tool available for download from Microsoft’s website. However, it is only compatible with SharePoint Server and not SharePoint Online.

How do I troubleshoot issues with using SharePoint Designer?

If you encounter any problems while using SharePoint Designer, there are a few troubleshooting steps you can take. First, make sure you have the latest version of the software installed. If the issue persists, you can check for any updates or patches available from Microsoft. You can also reach out to the SharePoint Designer community for assistance or contact Microsoft support for further help.

Dr. Chris Anderson President

CEO bizmasterz.com, Lean Six Sigma Black Belt, Quality Consultant, Industrial Intelligence / Operations Management / Forecasting / QMS / Agentic AI expertise.

See Full Bio