SharePoint Tutorial and SharePoint Training - Introduction

sharepointmaven.com @gregoryzelfond

SHAREPOINT TUTORIALINTRODUCTION TO SHAREPOINT

GREGORY ZELFOND

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond

About Me

Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of

the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)

About SharePoint Maven

I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT

MIGRATION CONSULTING TRAINING

Did You…

Just acquire Office 365 / SharePoint Online?

Want to start using SharePoint, but don’t know where to start?

Can’t find any relevant or concise training materials on the web?

YOU ARE IN LUCK!!!

This FREE SharePoint Tutorial will…

Explain SharePoint in basic and non-technical terms

Give you an overall idea of SharePoint key concepts

Provide you with enough information to start configuring your own SharePoint Site

It is super easy…

Tutorial so easy to understand...

…You’ll feel like a king at the end

This Guide will cover…

Web Parts

Security

Navigation

LET’S START!!!

What is SharePoint?

It is many different things. Any of these apply

Collaboration Platform

Information Management System

Document Repository

Company Intranet

Team Sites

Business Portal

Framework for developing business applications

Evolution of SharePoint

Born in 2001

Historically, evolved as collaboration platform adopted by many large organizations

Required extensive server infrastructure for on-premise installations

Major versions: 2001, 2002, 2003, 2007, 2010, 2013 (current) and 2016 (planned)

SharePoint & Office 365

Since 2011, SharePoint got bundled with Office 365 Subscription Service

Can still be acquired as an on-premise solution or new “cloud” solution (SharePoint Online)

Cloud (SharePoint Online) version does not require Infrastructure investments by organizations

SharePoint Online is very affordable as a result

Basic SharePoint Elements

Sites– Used to organize content by function or purpose

Pages– Displays/separates content on a site

Web Parts (Apps)– Building blocks of a page/site

Views– Control what information is displayed

Security– Controls who sees the information displayed

Navigation– Logical roadmap users follow to find the information

SharePoint Sites

All Sites you create sit under Top-Level (home) Site (which you get by default out of the box)– For example, https://yourcompanyname.sharepoint.com is

the top level site you get by default

– Every new site you create will sit under it

Deep hierarchies can be built if required

Best practice: Stay as flat as possible– No more then 1-2 sub-sites deep, otherwise becomes

a headache to manage

Example of a SharePoint Site Hierarchy

Level 2 Subsites

Level 1 Subsites

Top-Level Site Homepage

Project Site 1

Project Site 2

Finance

Concept of a Site Collection

All sites sit in a Site Collection

By default, you get 1 Site Collection (https://yourcompanyname.sharepoint.com)

Additional Site Collections can be created if necessary (each with its own top-level site and subsites)

Best Practice– If you have only few sites – stay with just 1 (one) site

collection

– If you plan to have many sites/ expansive intranet – need to have multiple site collections

Example - List of Site Collections

DEFAULT SITE COLLECTION

NEW SITE COLLECTION

What? Why do I need multiple Site Collections?

A great way to separate Administrative functions– i.e. multiple business units within same organization

Improves performance

Best Practice: If you plan to share externally –those sites need to go into separate site collection (helps prevent accidental sharing of internal information)

Example: Multiple Site Collections Hierarchy

Site Collection 1

Site Collection 2

ProjectSites

DepartmentSites

ExternalSites

HOMEPAGE

SharePoint Pages

Multiple pages per site can be created

Pages used to separate and present content

Determines look & feel of a site/page

Different (default) page layouts available

Default look of a site/page

WEBPARTS

Web Parts

Definition: Web Part is a modular and reusable component that can be placed into SharePoint Page to display certain content

Think of iPhone® “Apps” for SharePoint

Most Common Web Parts

Document Library

Calendar

Contact List

Issues Tracking

Announcements

Example Web Part: Document Library

Example Web Part: Tasks

Definition: Views allow user to control how information from a certain web-part is displayed

Very powerful, but pointless if proper metadata is not setup

Some of the things views control:– Which columns to display– Order of Columns– How information is sorted– How information is filtered– How information is grouped

Example of a Document Library ViewView Name

Grouping Sorting & Filtering

SECURITY

Security/Permissions

Controls who sees information

Can be set at the following levels:– Site

– Web Part

– Folder

– Document/Item

Permissions can be assigned to a user or SharePoint Security Group

Default Permission Levels

Permission Level Description

Full Control Has full control

Design Can view, add, update, delete, approve, and customize

EditCan add, edit and delete lists; can view, add, update and delete list items and documents

Contribute Can view, add, update, and delete list items and documents

Read Can view pages and list items and download documents

Limited AccessCan view specific lists, document libraries, list items, folders, or documents when given permissions

View OnlyCan view pages, list items, and documents. Document types with server-side file handlers can be viewed in the browser but not downloaded

Courtesy: microsoft.com

Security Best Practices

Best Practice: Stay at the site level security, do not control security at Web Part, Folder or Document/Item Level Unless you want to manage security on a full-time basis. It is a

headache to manage Breaking security inheritance negatively impacts performance

Best Practice: Control permissions at the group level, do not assign permissions to individuals Easier to manage. Once Security Groups are created, just

add/remove users from it

NAVIGATION

Navigation

Logical roadmap users follow to find the information

2 types of navigation: Global & Current

Global Navigation– Meant for “global” site navigation. Typically stays the same

from site to site (i.e. links to Home, Department Sites, etc.)

– Appears horizontally at the top of the site/page

Current Navigation:– Meant for “local” navigation within a site (i.e. links to sub-sites

underneath or web parts present on a site)

– Appears on the left hand—side of a site/page

– Called Quick Launch in SharePoint

Navigation ExampleGlobal Navigation

Current Navigation (Quick Launch)

Tell me more about SharePoint

More to come…

This was Part I of SharePoint Tutorial/Training

Future Parts will cover more intermediate & advanced features of SharePoint

No matter how many SharePoint tutorials and user guides you read or videos you watch, you will not really learn SharePoint

You need to start using it to “understand” it

That shouldbe You!

Additional reading

Did you enjoy this presentation?

Help spread the word by sharing a link to it with your friends and colleagues by email or social media

Here are links to additional content you might find useful– 12 reasons folders in SharePoint are a bad idea

– Introduction to SharePoint Metadata

– Top 5 reasons why SharePoint is great for nonprofits

– 5 ways to manage documents in SharePoint

– 10 reasons why SharePoint training matters

– 10 practical tips to boost SharePoint user adoption

Acknowledgements

I used the following materials and websites while preparing this tutorial:

My own knowledge and expertise in SharePoint

Images used in this presentation under Creative Commons License– clker.com

– clipartpanda.com

– wallpaper-kid.com

– clipartpal.com

Logos of the following organizations– Microsoft

Need help with SharePoint?

SharePoint Site Configuration and Customization

Document Migration to SharePoint

SharePoint Implementation Strategy

SharePoint Training

SharePoint User Adoption

SharePoint Governance

SharePoint Project Management

THANK YOU!

Visit: sharepointmaven.com

Email: greg@sharepointmaven.com

Follow: @gregoryzelfond

Connect: linkedin.com/company/sharepoint-maven

View: www.slideshare.net/gzelfond

Get in touch if you have questions

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