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

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

2

Avtex Portal and Customer Experience Sales Engineerddonais@avtex.com

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

Twitter@dondonais

Donald Donais

3

• 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!

4

SharePoint Basic Information

5

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

6

• 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

7

• 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

8

• 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!

9

What Is Metadata?

What is the difference?

10

You Already Do Metadata!

Defined In Terms of

Fruit

Season

Type

Uses

Taste

11

• “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

12

• 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

13

• 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

14

• 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

15

• 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

16

• 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

17

• 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

18

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

19

Best Practices With Permissions

Active Directory Group

SharePoint Group ApplySecurity

20

Discovery Process When Inheriting a Site

21

• 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

22

• 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

23

• 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

24

• 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)

25

• 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

26

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

27

• 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

28

Changing Existing Structure To Something Better

29

• 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

30

• 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

31

• 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

32

Before After

Use of Views to Group Content

33

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

34

Site Owner Gotcha’s

35

• 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

36

• 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

37

• 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

38

Because We Don’t Know Everything, Training!

39

• 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

40

• 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

41

• 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

42

Thank You!Avtex Portals and CX Sales Engineer

ddonais@avtex.com

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

Twitter@dondonais