SPS Twin Cities - Congratulations You Inherited a SharePoint Site

SharePoint Saturday Twin Cities – Working On It . . . Together!

Congratulations – You Are a Site OwnerDonald DonaisApril 5th, 2014

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Avtex Portal and Customer Experience Sales Engineerddonais@avtex.com

Blog – Tales from IT Sidehttp://talesfromitside.wordpress.com

Twitter@dondonais

Donald Donais

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• SharePoint Basic Information

• Discovery Process When Inheriting a Site

• It's The End of the World, XYZ Was Deleted!

• Changing Existing Structure To Something Better!

• Site Owner Gotcha’s

• Because We Don’t Know Everything, Training!

Congratulations – You Are a Site Owner!

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SharePoint Basic Information

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Basic SharePoint Structure

Top Level Site

Sub-Sites

HR Collab

Sales Collab

ABC.com/collaboration

Top Level Site

Sub-Sites

HR Sales

ABC.com

Doc Library Task List

Documents Tasks

Benefits Pre-Sales

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• Out of the Box Templates are Built for a Specific Purpose– Team Site = Collaboration Site for Department or Project– Publishing Site = SharePoint Publishing Features– Document Library = Holds Documents– Calendar List = Displays Events that are Happening

• Custom Templates– Custom Site Templates – You Choose!• Lists, Libraries, Web Parts on Home Page, Branding . . .

– Custom Lists & Libraries • Content Types, Custom Columns, Views . . .

– Site Collection Admin Manages These Templates

Sites, Library & List Templates

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• SharePoint 2007– Sites: http://bit.ly/1obkr9b– Lists & Libraries: http://bit.ly/1f9RNhf

• SharePoint 2010– Sites, Lists & Libraries: http://bit.ly/1fTYhCg

• SharePoint 2013– Sites: http://bit.ly/1iGOHp5– List & Libraries: http://bit.ly/1aO6YAJ

Options for Templates

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• Every Hear About the FAB 40?• Set of Templates for SharePoint 2007 & WSS 3.0• Options Included– Inventory Tracking– Knowledge Base– Absence Request & Vacation Schedule Mgt– Classroom Management

Did You Hear About?

Danger, Danger!

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What Is Metadata?

What is the difference?

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You Already Do Metadata!

Defined In Terms of

Fruit

Season

Type

Uses

Taste

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• “Local” Columns– Found at the Library or List

• Site Columns– Found at the Site Level– Higher Level Site Columns Available in Sub-sites

• Global Metadata – Term Store– Available in SharePoint 2010/2013– Standard & Enterprise Version– Create Term Store Component Then Attach to Column

Adding Metadata

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• Defined as “Types of Content”– Media– Documents– Contacts– Pages . . .

• Many Out of the Box Content Types– Document CT– Event CT– Article Page CT– Item CT

• Wrapping Other Elements– Site Columns– Workflows– Templates

Content Type

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• Top Level Site Content Types– Available Within All Sites of the Site Collection

• Across Site Collections– Content Type Hub– SharePoint 2010/2013– Separate Site Designated at Content Type Hub

Content Types Distributed

Plan Create Site Columns

Create Content Types

Associate to Library or List

Creating Content Types

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• Metadata Is Key• List and Library Views Make Life Easier– How Do You Want Your Information?

• Personal Views – Anyone with Read Access Can Create– Only Creator Sees

• Public Views– Created by Site Owner– Anyone with Read Access Can Access

Different Way Than Folders

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• Columns– Display Specific Columns in Any Order

• Sorting– By Columns and By Two Levels

• Filter– By Columns and Multiple Levels– Rules: Is Equal To, Is Not Equal To,

Contains, Greater Than . . .– Conditions: And/Or– [Me] or [Today]

• Group By– By Columns and Two Levels

View Options

• Totals Calculating Sum, Min, Max, Total,

Average, Count for Field

• Styles Displaying Information Differently Shaded/Preview Pane

• Folders To Show Folders or Not to Show

Folders

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• Publishing Pages– Web Part Zones

• Used to Add Web Parts/App Parts To Page

• Easily Move Web Parts from Zone to Zone

• Designated by Name: Header, Top Left, Top Right, etc.

– Web Parts/App Parts• Customizable Window Into

SharePoint List or Library Content– Publishing Features Associated

Anatomy of a SharePoint Page

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• Wiki Type Pages– Collaboration Home Pages or

Wiki Library/Site Pages– Edit Right in the Web Page– Text Layouts (2010 & 2013)– Add Web Parts/App Parts

Directly On Page– Publishing Feature No

Associated

Anatomy of a Page - Continued

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ABC.com

Human Resources (Pub Site)

Benefits (Library)

PTO Policy (Doc)

Sales IT

Permissions!• Permissions are Inherited Out of the

Box Inherited = Parent & Child Have

Same Permissions Within the Site Collection

• Top – Down Effect Through All Elements Sites, Libraries/Lists,

Documents/Items• Breaking Inheritance

Can Be Broken At Any Level Parent Changes Are Not Reflected

in Child

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Best Practices With Permissions

Active Directory Group

SharePoint Group ApplySecurity

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Discovery Process When Inheriting a Site

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• View All Site Content/Site Content Is Your Friend– Displays Libraries/Lists and Sub-Sites– Displays the Item Counts– Displays Last Modified

• Site Web Analytics/Most Popular– 2007 & 2010

• Page Views, Unique Visitors, Page View per Day – Good Reports

– 2013• Document Library – Most Popular Items• Detailed Reports With Excel

Looking Around The Site

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• Features Can Be Enabled at Site Level– Site Actions/Settings > Site Settings > Site Actions Section> Manage Site Features– Suggest Talking with Administration What Should Have

• Custom Site Columns & Content Types– Site Actions/Settings > Site Settings >Galleries Section– Custom Groups– Look for “Source” = Your Site Name

Site Settings

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• Content Types– Section Not Available By Default– If Not Seen, Then Using Default Content Type

• Columns– Local Columns Will Display “Used In” As Document Content Type– Columns Associated to Content Type will Display Content Type Name

• Views– Will Only See Public Views

• Manage Files Without Checked In Version– Files Without Required Metadata – Files Uploaded and Not Checked In

Library or List Settings

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• View Group Permissions– Use to View Permission Assignments

of Group Within Site Collection– Group > Settings > View Group

Permissions

Tools for SharePoint Permissions (SharePoint 2010 – 2013)

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• Check Permissions– Check Permissions for User or Group– Found Site, Library/List, Document/Item

Permissions

• Show Uniquely Secured Content– A.K.A. – Broken Inheritance– Links to Areas That Have Unique

Permissions

Tools for SharePoint Permissions

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It’s The End Of The World, XYZ Was Deleted!

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• All Versions Have Two Stage Recycle Bin• Stage 1 – Site Level Recycle Bin

– Retained for 30 Days – Default Setting– End Users Can Recover During This Time– Site Owner Can See All– Can Restore and Delete from Site Recycle Bin

• Stage 2 – Site Collection Level Recycle Bin– Retained for 30 Days – Default Setting– Only Site Collection Administration Can Recover– Only Site Collection Can See All Deleted

• Document, Items and Even Library/Lists Recoverable

SharePoint Recycle Bin

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Changing Existing Structure To Something Better

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• Local Navigation/Quick Launch/Left Hand Navigation

• Used to Display More Content Than Home Page• By Default Organized by List, Library, and Pages• Best to Use Headers to Aggregate Content• Options Include

– Site Settings > Look and Feel Section > Navigation– Add Heading– Moving Links– Hiding Links– Add Link

Local Navigation Changes

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• Most Organization Live and Die on Folders• Folders Can Be Used For:

– Permissions– Storage for Large Libraries

• Folders Also– Increase the Length of the URL– Time Consuming To Get In and Out– Another Level of Permissions Nightmares

• Need to Ease the Pain of Using Views– Create Admin View to Upload Into Folders– Everyone Else Sees the Non-Folder View Using Group By

Easing The Pain of the View

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• Column Default Value Settings– SharePoint 2010 & 2013– Sets Default Value On a Folder– Documents Tagged

Automatically with Default Value

• Datasheet View or Quick Edit– SharePoint 2007-2010 Datasheet

View– SharePoint 2013 Quick Edit– Edit The Columns Within That

View In The Browser

Quickly Add Metadata

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Before After

Use of Views to Group Content

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Moving From Folders To MetadataName SharePoint Entity Description

Executive Team Team Site Collaboration site for Executive members

E-Team Processes SharePoint Library Word & PowerPoints are stored within library

Document Category Custom Choice Field Choices: Brainstorming, Process Improvement, New Processes

Priority Custom Choice Field Choices: High, Medium, Low

Management Reports SharePoint Library Excel & PowerPoints are stored within library

Document Category Custom Choice Field Choices: Budgets, Revenue, Sales by Sales Exec, Pipeline

Quarter Custom Choice Field Choices: Q1, Q2, Q3, Q4

Translates To

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Site Owner Gotcha’s

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• Create A New View And Want To Add Web Content To Page– Site Owners Have Added Content Editor Web Part To View– This Will Break Built Features• 2007 Menu Disappears In Library/List• 2010 & 2013 Ribbon Disappears Library/List

– Alternative• Create New Page in Site, Then Add Content & List View Web Part

• Do Not Rename Default Columns– Popular to Rename Title Default Column– This Will Break When Migrating To New Version of SharePoint

SharePoint Views & Default Columns

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• URL Friendly Address– Refers To The Address Bar– A “Space”, In a Title Translates Into %20– General Rule: No Spaces, Special Characters, Capital Letters– Address Bar Can Only Hold 256 Characters – Make Them Count

• User Friendly Address– Refers To What End Users See– Utilize Spaces and Capital Letters

• Creating Lists, Libraries, Views, Content Types, Columns– Step 1: URL Friendly Address– Step 2: Change to User Friendly Later

• Only Exception – Sites Give Option for User Friendly and URL Friendly

URL vs. User Friendly Addresses

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• Closing Web Part– Web Part is Still Running In Page Background

• Delete Web Part– Removes Web Part From The Page Permanently (No Recycle Bin)

• Publishing Pages – Which Have Web Part Zones– Allow You To Close and Delete

• Collaboration/Wiki Pages – Do Not Have Web Part Zones– Allow You To Delete Only

• Web Part Maintenance Page– Allows Closed Web Parts To be Managed– http://sharepoint.company.com/pages/default.aspx?contents=1

Web Parts Close vs. Delete

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Because We Don’t Know Everything, Training!

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• SharePoint Training Organizations• Specialize In Site Owner or Power Users Training• Hands On Labs Give The Ability to Retain• Suggestions for Classes Include

– Center for Professional Development ITT Tech• 50547B Microsoft SharePoint 2010 Site Collection & Site Administration• 55033 SharePoint 2013 Site Collection and Site Administration

– MindSharp• 2010 Power End-User• 2013 Power End-User• SharePoint 2013 for Site Owners

– Lynda.Com

Paid Recommendation

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• Office.Microsoft.com– Training Is Found In Support Area– Many Free Training Topics Across 2007 – 2013 Versions– The Following URL Will Display Site Owner Topics For All Versions– http

://office.microsoft.com/en-us/support/results.aspx?qu=site%20owner&ex=2&filter=1&av=osu

• MN SharePoint Users Group• SharePoint Saturday Twin Cities (But of course!)– http://www.spstc.com

Free Training Options

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• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship Information

• http://sharepointmn.com• Email: sharepoint@sharepointmn.com

MN SharePoint Users Group Website

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Thank You!Avtex Portals and CX Sales Engineer

ddonais@avtex.com

Blog – Tales from IT Sidehttp://talesfromitside.wordpress.com

Twitter@dondonais